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HomeMy WebLinkAbout10-25-2014 Ad Hoc Senior Services Committee• , . , 1 I + hiliTINUIll •11A FXCJ :10 11111.11111 q NK961- e AD HOC SENIOR SERVICES COMMITTEE MEETING AGENDA Saturday, October 25, 2014, 8:00 AM Harvat Hall / City Hall 410 East Washington Street 1. CALL TO ORDER 2. DISCUSSION OF FINAL REPORT STRUCTURE AND DRAFTING PROCESS a. Discussion of Remaining Report Sections 3. TENTATIVE MEETING SCHEDULE November 12, 3:30 PM (Wednesday) Public Input on Draft Report November 14, 3:00 PM (Friday) November 24. 3:30 PM (Monday) Special meetings if needed 4. PUBLIC DISCUSSION (ITEMS NOT ON THE AGENDA) 5. ADJOURNMENT * Speakers are asked to limit remarks to five minutes and wait until after everyone has had the opportunity to speak once before approaching the podium again on the same topic Draft prepared for discussion purposes from City Clerk notes of 10/22 meeting Page 2 Ad Hoc Senior Services Committee I. Establishment of the Committee The Ad Hoc Senior Services Committee ("Committee") was established by the Iowa City City Council ("Council") on the 18`" day of February, 2014. II. Committee Members MemberBegins Joe Younker -Chair 5/1/2014 12/1/2014 Mercedes Bern -Klug 5/1/2014 12/1/2014 Ellen Cannon 5/1/2014 12/1/2014 Jane Dohrmann 5/1/2014 12/1/2014 Rick Dobyns-Council Member 5/1/2014 12/1/2014 Jay H. Honohan 5/1/2014 12/1/2014 Hiram Richard Webber 5/1/2014 12/1/2014 III. Enabling Resolution and Committee Charge Pursuant to the terms of Resolution No. 14-37 ("Resolution"), a copy of which is attached to this Report as Exhibit _, Council has charged the Committee with three tasks: A. To evaluate the current vision, mission, and programing, and recent accomplishments of the Senior Center, as detailed in the 2013 Annual Report. Further, and to review the current demographics of the participants served by the Senior Center Survey of Members, Former Members, as well as other available data resources from the Senior Center, and determine whether segments of the senior population are not accessing available services. A summary of this committee evaluation and its final related findings shall be included in the final written report to the City Council. B. To make recommendations to the City Council on how Iowa City should use current financial and physical resources to meet the needs of Iowa City seniors. These recommendations should consider the City's use of existing resources and the vision, mission, and programming required to more effectively serve the growing senior population in the community in accordance with the inclusive and sustainable values expressed in the City's Strategic Plan. Such recommendations shall include commentary regarding the specific segments of the senior population that they intend to serve. C. To identify any obstacles, including facility considerations, which may be hindering the City's ability to serve the senior population and to make recommendations that would minimize or eliminate such obstacles. IV. Meetings Conducted The Ad Hoc Committee Chair Joseph Younker, vice chair Jane Dohrmann, members Mercedes Bern -Klug, Ellen Cannon, Richard Dobyns, Jay Honchan, and Rick Webber, staff Marian Karr and Geoff Fruin, convened on May 5, 2014. Draft prepared for discussion purposes from City Clerk notes of 10/22 meeting Page 3 The committee adopted a meeting format as follows: 1. Call to order 2. Consider motion to adopt consent calendar as presented or amended. a) minutes b) correspondence 3. Discussion by the committee on selected items 4. Reports from contact members re local agencies 5. Public discussion (items not on the agenda) Public comment at the meetings was extensive relating to the Committee's responsibilities, the Center, and other local agencies providing services to seniors. Draft prepared for discussion purposes from City Clerk notes of 10/22 meeting Page 4 Charge 1: Evaluation of the Center Description of the Center In 1981, the City completed the rehabilitation of the old Post Office building at 28 S. Linn, Iowa City, Iowa. The original mail workroom is now the assembly room that hosts a variety of informative and entertaining programs as well as the site for the senior dining program. A mezzanine floor was added to make more efficient use of the vertical space above the assembly room. The building has a variety of offices, meeting and exercise rooms. It. Key Considerations A copy of the full evaluation is attached to this report identified as Exhibit B. The following, however, provides an overview of the Center's areas of excellence, opportunities for improvement, and items for further review. A. Areas of excellence The Center is the primary, central resource for quality programs and services that promote optimal aging for seniors in the Iowa City community. The Center's programs promote active aging at a consistently high level. The Committee agrees with the report completed by the National Council of the Aging National Institute of Senior Centers, the Center accomplishes its Vision' and Mission .2 The Center is the only nationally accredited senior center in the state of Iowa. The Committee agrees with the National Council on Aging's assessment that the Senior Center meets all nine standards of national excellence, including program development and implementation. In addition, results from the 2013 survey and the comments from members during the Ad Hoc Senior Service committee meetings indicate high satisfaction with the center. The Senior Center is a strong community asset supporting thousands of persons a year to learn new skills, make friends, share interests, and engage more fully in the community. The Committee recognizes the Center leadership for using financial and other resources well as it works toward fulfilling its mission of promoting optimal aging in our community. In 2013, 360 unique classes were offered at the Center. Volunteers donated 24,400 hours towards the operation. Persons benefited from services offered by other agencies at the Center, including Visiting Nurses Association, AARP Tax Aid, Elder Services Agency, volunteer lawyers, counseling, SHIPP, Honoring Your Wishes, and English language learners' (ELL) classes. The Center Staff is responsible for coordinating these programs, organizing registration and appointments, in addition to organizing volunteers. "'To be the community's primary resource for the highest quality programs, services, and opportunities that promote optimal aging." 2 "To promote optimal aging among older adults by offering programs and services that promote wellness, social interaction, community engagement, and intellectual growth." Draft prepared for discussion purposes from City Clerk notes of 10/22 meeting Page 5 ❖ Currently the Center has 1592 members. Membership dues are $33 for a single Iowa City resident. Non Iowa City fees are higher. Scholarship fees are $10 for low-income seniors. In addition to the members, many older adults and younger people benefit from programs. The Center staff consists of the, coordinator, program and community outreach specialists, an operations assistant, two maintenance workers and three part time staff assisted by the Senior Center Commission, the Steering Committee, and senior volunteers. The current level of staffing does not permit providing activities and services for people experiencing advanced dementia or other cognitive impairments requiring supervision and assistance. However, the Center does serve seniors who have disabilities and limited cognitive impairment. B. Opportunities for improvement. ❖ The fees for participants in the Center are reasonable, but considering future budget constraints, a review of fees and other ways to assist in the funding of the Center should be considered. Scholarships for low-income participants should be continued and encouraged. Ethnic and racial diversity in the participants at the Center continues to be a concern of the Senior Center Commission, Steering Council, and the staff. Efforts are being made to increase ethnic, racial, economic, and other types of diversity. C. Data gaps and identification of matters for further review/study The Senior Center Commission, Steering Council (composed of volunteers), and staff are continuing their efforts to increase the racial and ethnic diversity at the Center. Methods of supplementing and improving these efforts should be reviewed. The Senior Center Commission, Steering Council (composed of volunteers), and staff should evaluate membership fees and other ways to assist in funding the operational budget. The Committee considered asking the staff to collect demographic characteristics and usage information of nonmembers who participate in activities at the Center, but decided against doing so because of the burden on the staff and the discomfort that some participants may feel in disclosing personal information. Center staff should consider ways to collect data to demonstrate community- wide, multi -generational participation on activities and events. Draft prepared for discussion purposes from City Clerk notes of 10/22 meeting Page 6 Charge 2: Physical and Financial Resources I. Understanding of City Financials In order to better understand the City's financial position, the Committee sought information on existing resources as well as expected financial trends in the coming years. Specifically, the Committee reviewed information on how the City funds the Senior Center and supports non-profit agencies through the Aid to Agencies and Community Development Block Grant (CDBG) programs. The Committee also reviewed previous correspondence from staff to the Council concerning the projected impacts of the 2013 property tax reform legislation and heard directly on that issue from Finance Director, Dennis Bockenstedt. Finally, the Committee reviewed funding trends in the CDBG and HOME federal grant programs. The Committee reviewed the FY 13, FY 14 and FY 15 Center budgets. At the time of review, only the FY 13 budget reflected actual revenues and expenditures. The Center operates with expenditures of $778,491 (FY 13) and revenues of $209,724 (FY 13). This means the General Fund contributed $568,766 in FY 13. While FY 14 and FY 15 budgets were not closed out, it appears from the Committee's review and staff comments that the General Fund contribution tends to be in the 70-75°%0 of expenditures range. Similar to other City operations, the vast majority of expenditures are personnel related. Approximately 1% of the City's General Fund is allocated to the Senior Center. The Committee also reviewed the FY 13-15 allocations for the City's Aid to Agencies and CDBG programs. As the Council understands, there is a prioritization process that guides the allocation of these funds. Over the last three years the City's contributions have ranged from approximately $375,000 to $400,000. Of those funds the FY 15 allocation included $35,000 to two senior service providers, although the committee recognizes that other agencies that received funds likely serve some seniors, albeit not exclusively. CDBG funds are regularly used to support housing projects. While some types of senior housing are eligible for CDBG funds, the Committee noted that the last senior housing projects to receive funds were in 1999, 2000 and 2001. Looking ahead, the Committee recognizes that property tax reform will put significant pressure on the General Fund, which contributes both to the Center and the Aid to Agencies program. Similarly, a ten year review of CDBG and HOME grants to the City clearly show a downward trend of those funding sources. Both federal grant programs have been reduced by several hundred thousand dollars over the last ten years. The Draft prepared for discussion purposes from City Clerk notes of 10/22 meeting Page 7 political climate in Washington D.C. does not give City staff any reason to believe this trend will reverse in the coming years. These financial pressures will impact the City's ability to fund all programs, not just ones that serve seniors. II. Overview of Process to Determine Needs of the Senior Population Determining the needs of the City's senior population is a very difficult task to accomplish in a short period of time. The Committee approached this task in two ways. First, the Committee heard from City staff with the Senior Center, as well as with the Library, Parks and Recreation and Transportation Services departments. - Secondly, the committee attempted to identify several of the largest non-profit service providers in the area to gain a better understanding of their operations, finances and general challenges. Individually, Committee members met with the following agencies and then shared their findings with the Committee as a whole: o Elder Services o HAAA o Johnson County Livable Communities o Shelter House o Pathways o Consultation of Religious Communities o Iowa City Free Medical Clinic o MECCA o JC Mental Health o VNA o Compeer o Iowa City Hospice o SEATS o Hispanic Community Given the time constraints on the Committee, we feel this approach was the best method for determining the needs of the senior population. However, we recognize this was an informal approach and thus any conclusions should be treated as such. Additionally, although the agencies surveyed by the Committee all provide services to seniors in a general sense, the agencies are designed to serve various target populations. For example, some agencies (e.g., Elder Services) are designed to target certain segments of the senior population. Other agencies (e.g., Iowa City Free Medical Clinic) provide services to seniors as part of servicing a larger target population. If the Council wishes for a more scientific approach to determining the needs of seniors, it will likely need to utilize professional assistance with a survey methodology. Draft prepared for discussion purposes from City Clerk notes of 10/22 meeting Page 8 III. General Findings of Needs of the Senior Population IV. Recommendations Regarding Financial Resources 1) The City's General Fund funds the majority (approximately 70-75%) of the Center's budget. City Staff expects that property tax reform will put significant pressure on the General Fund in the coming years. The Committee recommends that the Center Commission and Staff, and the City Staff, continue to work on goals to identify and utilize revenue sources, including reconsideration of the fees for non -Iowa City residents. 2) In connection with Recommendation No. 1, the Center should assess opportunities to generate revenue through the rental of meeting/gathering space. 3) The Committee understands that the City is in the process of assessing how it prioritizes the distribution of certain federal, state, and local funds among various social service agencies. Through that the process, the City should identify the needs of low-income seniors — especially needs relating to issues concerning food and supportive services that allow people to remain safely in their homes for as long as possible (e.g., Pathways Adult Day Health Center & Elder Services) — as being in the highest prioritization category. 4) The Senior Center Commission and Center Staff, in coordination with the City, should seek increased funding from Johnson County. 5) City Staff and Center Staff should continue to assess opportunities to share space, funding strategies, and other resources with relevant community social service agencies to increase efficiencies and leverage various funding opportunities. 6) The Ad Hoc Senior Services Committee recommends that agencies and organizations that serve older adults should be encouraged to apply for AID TO AGENCY funds for their specific programs that address current areas of high priority as decided by the City Council, including in particular programs serving older adults that address: substance abuse emotional health services, employment training, housing services for persons experiencing homelessness, and transportation. 7) The Ad Hoc Senior Services Committee recommends that the City commission a professional survey to collect unbiased, representative information regarding Draft prepared for discussion purposes from City Clerk notes of 10/22 meeting Page 9 gaps in services and barriers to access for seniors on which to base subsequent recommendations. 8) The Committee received information from City staff regarding the funding practices of other Iowa communities concerning nonprofit agencies, including those offering services to seniors. The Committee recommends City staff do a more detailed analysis and include comparable senior centers outside Iowa and repot to Council on how other communities fund senior service centers. 9) Many seniors face barriers to participating in social networks in our community because of physical conditions, cognitive impairment, emotional challenges, language and/or poverty. To aid these seniors, the Committee proposes that the City Council initiate a program "Full Participation Awards' for the next three years of four grants of $10,000 each to non profits for programs to enhance social programing for these seniors. V. Recommendations Regarding Physical Resources 1) Maintain the current location of the Center. 2) The Center should take steps to increase the accessibility of its building. Steps to consider include, but are not limited to: a) a general ADA audit; b) requesting a public bus stop be added in front the ADA accessible entrance on Washington Street; c) and increase signage in the Tower Place parking ramp to assist visitors in locating the Center's skyway. Page 10 Memorandum To: Ad Hoc Committee From: Jay Subject: suggestions Date: October 23, 2014 I will be brief. Hard to type without the right index finger. Obstacles: The Senior Center building being a remodeled Post Office limits what programs and services can be offered. Recommendation: The Center staff and City staff should continue to explore avenues to improve the use of the Center. Available funding from both Federal and City may decrease for both the Center and the non-profit agencies. Recommendation: Avenues should be explored to increase contributions from other cities in Johnson County and from the Board of Supervisors. Conclusion: The Iowa City community in general serves seniors well. In addition to the Senior Center there are ninety senior services providers. The City of Coralville has eighteen. Of these twenty two are governmental, thirty are for profit, and fifty six are non-profit. Forty providers do not charge, in thirty six the fees are paid by medicare and medicaid. Seventy five are paid through private pay and private insurance. Financial aid is available with twenty agencies.' The Senior Center meets all nine standards of national excellence, including program development and implementation. There is high satisfaction with the Center by the participants. Source Johnson County Livable Community. I think it is important for the council and others who read the report to get and idea of the scope of the governmental and other agencies that serve seniors in the community. 1 Draft prepared for discussion purposes from City Clerk notes of 10/22 Page 11 Charge 3: Recommendations Identify Obstacles ["identify[ing] any obstacles, including facility considerations, which may be hindering the City's ability to serve the senior population and to make recommendations that would minimize or eliminate such obstacles." ] A. Obstacle: Transportation. Recommendation: Transportation -related issues — especially in light of the reduced funding to SEATS — are problematic for certain segments of the senior population. The City should assess the transportation -related issues in more detail. B. Obstacle: Lack of Diversity. Recommendation: The Committee recognizes that the Center has taken steps to address issues related to diversity (e.g., forming a working committee to focus attention on diversity issues exclusively). The Center Staff, Steering Council, and Commission, however, should adopt a more formal strategy to increase diversity. C. Obstacle: Lack of Available Programming. Recommendation: City Staff and Center Staff should continue to engage in a dialogue with appropriate organizations to better understand any gaps in services. The dialogue should include the identification of possible areas of further collaboration between the Center and various agencies. D. Obstacle: Barriers to access The Center. Recommendation: Assess the challenges with accessing The Center (e.g. time allotted to cross streets at the corner of Linn and Washington; timely snow and ice removal in the winter; slippery paint on crosswalks; public bus stop in front of ADA entrance on Washington St.). E. Obstacle: Lack of community awareness of the inclusivity of The Center programs. Recommendations: Increase emphasis on the availability of multi -generational programming that benefits everyone in the community, not just seniors. F. Obstacle: Lack of downtown affordable housing for low and middle-income seniors. Recommendation: The City explore ways to increase downtown affordable housing and universal design for low and middle-income seniors.