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HomeMy WebLinkAbout7-20-2017 Commission Packet 1 Agenda Thursday July 20, 2017 4 p.m. – 5:30 p.m. Room 205 Time 4 p.m. 1. Introductions/Welcome—Reese 2. Minutes (June 15, 2017) 4:10—4:15 PM 3. Public Discussion 4:15—4:25 PM 4. Discussion of Commission Visits and Alternatives—Reese Board of Supervisors Call in advance to be placed on the agenda 1. Thursday, July 27 and August 3 and 17 at 9 AM at the CAB City Council All meeting dates are tentative and should be checked prior to attending 1. Tuesday, August 1 and 15 at 7 PM 4:25—4:35 PM 5. Accreditation Update/Policies and Procedures—Kopping 4:35—5:10 PM 6. Operational Overview—Kopping  Staff Reports  Budget Update 5:10—5:29 PM 7. Commission Discussion—Reese 5:30 PM. 8. Adjourn **Next Meeting: August 17, 2017** Meeting Packets: 1. Agenda: Thursday July 20, 2017 2. Minutes: Senior Center Commission, Thursday, June 15, 2017 3. Staff Reports Preliminary Minutes June 15, 2017 1 MINUTES SENIOR CENTER COMMISSION JUNE 15, 2017 ROOM 205, IOWA CITY/JOHNSON COUNTY SENIOR CENTER Members Present: Mark Holbrook, Kathy Mitchell, Cheryl Clamon, Lorraine Dorfman, Margaret Reese, Hiram (Rick) Weber Members Absent: None Staff Present: Michelle Buhman, Kristin Kromray, Ashley Lindley, Ashley Monroe, Craig Buhman Others Present: CALL TO ORDER: The meeting was called to order by Reese at 4:00 PM. RECOMMENDATIONS TO COUNCIL: None. APPROVAL OF MINUTES FROM MARCH 16, 2017 MEETING: Motion: To accept the minutes from the March 16, 2017 meeting. Motion carried on a vote of 6/0. Mitchell/Clamon PUBLIC DISCUSSION: None. DISCUSSION OF COMMISSION VISITS: Commissioner Reese reported she, Jane Dorhman (from Honoring You Wishes) and Emily Edrington made a presentation at the Johnson County Board of Supervisors on Heath Care Decisions Day regarding the importance of advanced care planning. Reese noted that the Senior Center has been involved in this initiative since the beginning and far exceeds the number of Advanced Care Plans prepared compared to the other locations in the county who provide this service. Commissioner Clamon went to the city council in March and reported on programming and in particular the Zach Benedict program. Preliminary Minutes June 15, 2017 2 Commissioner Dorfman attended a city council meeting in June. She spoke to them about: - the SAGE table (LGBT and allies) potluck event - Distribution of the Department of Agriculture low income farmers market coupons. Senior Center staff has been trained to distribute these and started doing so on June 2nd - Physical improvements to the building that will be underway soon including flooring in 103, window treatments in 208, painting and plaster work in rooms 205 and 210, new operations assistant work station - The purchase of new 2nd floor classroom tables which replaced original tables, many of which were broken or unsafe JOHNSON COUNTY CONTRIBUTION: Johnson County awarded the Senior Center a $60,000 grant for FY18. Commissioner Holbrook and Kopping accepted the check last week at the Board of supervisor’s event. Monroe noted that the city council will be accepting the resolution regarding this grant at their next meeting. HEALTH CARE DECISIONS DAY PROCLAMATION: Commissioner Reese added that while at the board of supervisors there was a proclamation made for Health Care Decisions Day. OPERATIONAL OVERVIEW: Ashley Lindey, the Senior Center’s Development Specialist, introduced herself. She reported the spring appeal was sent out on May 22nd and to date has brought in $5,984, with new donations coming in daily. She has been working with Kopping to restructure the Friends of The Center board. A temporary board met on June 9 and began working on how the board will take shape. There is hope that some of the temporary board members will remain on a permanent board. The Friends board will assist in fundraising efforts as well as spread the mission of the senior center. The Friends of The Center website will be completed later this summer. Lindley has also been learning about the senior center as well as meeting with members and donors. She hopes to cultivate a stewardship program, newsletter, and monthly giving campaign in the future. Lindley also reported that the Senior Center received the annual Friends of the Center endowment payout in the amount of $34,616. Buhman reported that there is another 3 year term opening on the Senior Center Commission. Preliminary Minutes June 15, 2017 3 The afternoon receptionist position has been open for about a month. Buhman and Kromray interviewed three applicants this week and there will be a follow up interview with Kopping. The elevator is out of order and needs a new breaker, which will be installed tomorrow. The new classroom tables on the 2nd floor originally had glides on them, however, they do not work as anticipated. Castors have been ordered. Buhman noted there had been an article in The Gazette regarding Elder Services merging with Horizons out of Cedar Rapids. The article noted that this will allow Elder Services to have a paid staff person at the Senior Center again. Senior Center staff has not had a chance to discuss how this might impact both programs with Elder Services. Buhman attended a fundraising conference in May. She found it very educational. Kopping is currently at the National Institute of Senior Centers annual conference. The Images of Aging portraits that Peter Feldstein did a number of years ago are being displayed at Mercy hospital. Buhman, Kopping, and Kromray distributed 80 packets of farmer’s market coupons and have started a wait list. These coupons are made available through the Department Agriculture and help low income seniors buy fresh vegetables and honey at local farmers markets. Elder Services has distributed these at the Senior Center during previous years, but was unable to do so this year. Buhman and Edrington have begun work on fall programs. The fall program guide will be out in early August. Staff is working on pinning down and date for the volunteer recognition event, it will likely be September 28th or 29th. KCRG did two “Our Town” segments which highlighted the Senior Center and the Center’s Family Folk Machine intergenerational choir who sang at the Art’s Fest. COMMISSION DISCUSSION: Reese commented that at the last meeting there were a number of items the Commission had discussed. She hopes that these goals can be discussed more at future meetings. They include: - Reaccreditation - Kitchen renovations Preliminary Minutes June 15, 2017 4 - Membership Retention Commissioner Mitchell expressed the desire to honor Jay Honohan in some way for his years of service on the Commission. Commissioners welcomed Commissioner Weber to the Commission. ADJOURNMENT: Motion: To Adjourn. Motion carried on a vote of 6/0. Mitchell/Holbrook Preliminary Minutes June 15, 2017 5 Senior Center Commission Attendance Record Year 2017 Name Term Expires 7/21/16 8/18/16 9/15/16 10/20/16 11/17/16 12/8/16 1/19/17 2/16/17 3/16/17 4/20/17 5/18/17 6/15/17 Joy Beadleston 12/31/19 O/E -- -- -- -- -- -- -- -- -- -- -- Cheryll Clamon 12/31/18 X X X NM X X X X X NM NM X Lorraine Dorfman 12/31/19 -- -- -- -- -- -- X X X -- -- X Jack Hobbs 12/31/16 X O/E O/E NM X O/E -- -- -- NM NM -- Mark Holbrook 12/31/18 X X X NM X X X X X NM NM X Jay Honohan 12/31/16 X X X NM X X -- -- -- NM NM -- Kathy Mitchell 12/31/19 O/E X X NM X X X X X NM NM X Margaret Reese 12/31/17 X X X NM X O/E X X X NM NM X Hiram (Rick) Weber 12/31/20 -- -- -- -- -- -- -- -- -- -- -- X Key: X = Present O = Absent O/E = Absent/Excused NM = No meeting -- = Not a member Preliminary Minutes June 15, 2017 6 07/19/2017 11:40 |CITY OF IOWA CITY |P 1 KKromray |YEAR TO DATE REPORT |glytdbud FOR 2018 99 JOURNAL DETAIL 2017 1 TO 2017 6 ORIGINAL TRANFRS/REVISED AVAILABLE PCT APPROP ADJSTMTS BUDGET YTD ACTUAL ENC/REQ BUDGET USED____________________________________________________________________________________________________________________________________ 10570100 Senior Center Administrations _________________________________________ 336110 Johnson County -59,220 0 -59,220 .00 .00 -59,220.00 .0% 346600 Membership Fees -69,000 0 -69,000 .00 .00 -69,000.00 .0% 356200 Permit Parking -32,000 0 -32,000 .00 .00 -32,000.00 .0% 362100 Contrib & Donations -60,000 0 -60,000 .00 .00 -60,000.00 .0% 363910 Misc Sale of Merchandise -3,240 0 -3,240 .00 .00 -3,240.00 .0% 369100 Reimb of Expenses -27,250 0 -27,250 .00 .00 -27,250.00 .0% 382200 Building/Room Rental -12,480 0 -12,480 .00 .00 -12,480.00 .0% 382400 Locker Rentals -1,490 0 -1,490 .00 .00 -1,490.00 .0% 384200 Vending Machine Commission -230 0 -230 -8.80 .00 -221.20 3.8% TOTAL Senior Center Administrations -264,910 0 -264,910 -8.80 .00 -264,901.20 .0% TOTAL REVENUES -264,910 0 -264,910 -8.80 .00 -264,901.20 10570220 Senior Ctr Classes _________________________________________ 346400 Lessons -1,200 0 -1,200 .00 .00 -1,200.00 .0% 348900 Charges for Services -17,570 0 -17,570 .00 .00 -17,570.00 .0% TOTAL Senior Ctr Classes -18,770 0 -18,770 .00 .00 -18,770.00 .0% TOTAL REVENUES -18,770 0 -18,770 .00 .00 -18,770.00 10570250 Senior Center Chorus _________________________________________ 346500 Entry Fees -4,800 0 -4,800 .00 .00 -4,800.00 .0% 369100 Reimb of Expenses -1,250 0 -1,250 .00 .00 -1,250.00 .0% TOTAL Senior Center Chorus -6,050 0 -6,050 .00 .00 -6,050.00 .0% TOTAL REVENUES -6,050 0 -6,050 .00 .00 -6,050.00 10570260 Senior Center Special Events _________________________________________ 346700 Special Events -1,750 0 -1,750 .00 .00 -1,750.00 .0% 369100 Reimb of Expenses -15,000 0 -15,000 .00 .00 -15,000.00 .0% TOTAL Senior Center Special Events -16,750 0 -16,750 .00 .00 -16,750.00 .0% TOTAL REVENUES -16,750 0 -16,750 .00 .00 -16,750.00 07/19/2017 11:40 |CITY OF IOWA CITY |P 2 KKromray |YEAR TO DATE REPORT |glytdbud FOR 2018 99 JOURNAL DETAIL 2017 1 TO 2017 6 ORIGINAL TRANFRS/REVISED AVAILABLE PCT 10570270 Senior Center Television APPROP ADJSTMTS BUDGET YTD ACTUAL ENC/REQ BUDGET USED____________________________________________________________________________________________________________________________________ 10570270 Senior Center Television _________________________________________ 363910 Misc Sale of Merchandise -1,380 0 -1,380 .00 .00 -1,380.00 .0% TOTAL Senior Center Television -1,380 0 -1,380 .00 .00 -1,380.00 .0% TOTAL REVENUES -1,380 0 -1,380 .00 .00 -1,380.00 GRAND TOTAL -307,860 0 -307,860 -8.80 .00 -307,851.20 .0% ** END OF REPORT - Generated by Kristin Kromray ** Emily Light Edrington, Community Outreach Specialist 319-356-5224 ● emily-edrington@iowa-city.org ● 28 S Linn St, Iowa City, IA 52240 Memorandum To: Senior Center Commission From: Emily Light Edrington, Community Outreach Specialist Date: July 19, 2017 Fiscal Year Reporting in Progress The end of a fiscal year comes with plenty of reporting and data management for everyone on staff. Now that the Fall Program Guide materials have been submitted to our designer, my day-to-day focus has turned to compiling volunteer records and my portion of participation counts for FY 2017. I am also working on a grant wrap-up report on the Family Folk Machine’s songwriting project to submit to the Iowa Arts Council. Friends of The Center Website Update Programming for the Friends of The Center website is underway and almost ready for Silver Oaks to share with The Center staff. Our Silver Oaks contact reported last week that his team has been busy reviewing the initial staging of the site and needed to make some modifications before it would be ready to share with our staff. This week Silver Oaks is working on calendar functionality. They requested a sampling of events to test in the interactive calendar portion of the site, and I have a phone call scheduled to discuss the template for uploading calendar data. I have requested an updated timeline of the remaining steps before the site is live and will provide updates when I receive them. I expect that Senior Center staff will be able to begin reviewing the staging site by the end of this week, and we will work to compile our feedback on any programming changes that need to be made. SCTV’s Proposed Name Change, Expansion of Services The volunteers of SCTV have unanimously proposed to change the group’s name. The abbreviation of SCTV would remain the same, but the group would like to change the full name from Senior Center Television to Senior Center Technology and Video. The new name would reflect the changing nature of how SCTV’s content is consumed (internet vs. television) and the broader services the group is now providing and will continue to expand. Some of the expanded services already being offered by SCTV include video transfer services (home videos to DVD) and weekly Tech Help Drop-in sessions. SCTV has also become the de facto tech support resource for our members outside of regular drop-in hours because of its close proximity to the computer lab. If someone has a question arise in the computer lab, they tend to look for the SCTV office door to be open, and often, find the help they need from SCTV volunteers or staff. SCTV is exploring the possibility of adding more services in the future to better serve the needs of Center participants and community members, such as commissioned video productions and portrait photos/headshots (offered for a reasonable fee, which would help support SCTV’s operational costs). SCTV also has the goal of better promoting online content and making it easier to find/access. New services and publicity for the name change would ideally be developed this fall and rolled out in the winter/spring season’s program guide. Emily Light Edrington, Community Outreach Specialist 319-356-5224 ● emily-edrington@iowa-city.org ● 28 S Linn St, Iowa City, IA 52240 Intergenerational Social Group to Begin Meeting This Fall Tuesdays, 9/26, 10/24, 11/28, 12/12 4:30 - 6:30 PM in the Assembly Room Planning Committee: Bob Beall, Emily Edrington, Janet Forrest, Lynne Hungerford, Emma Keefe, Cass Miller, Mary Ann Miller, Maggie Morony, Rayna Narvaez, Ed Rolenc, Shelby Vroman Community members of any age are invited to participate in The Center’s newly formed intergenerational social group. A committee made up of older adults and college students is planning monthly events this fall to encourage people of all ages to get together and make connections across generations in a relaxed social setting. This group will offer unique opportunities to get more involved in the broader community, challenge and stimulate your social routine, break down barriers and build mutual understanding between age groups, cultivate new friendships with people you may not otherwise meet, and HAVE FUN! Anticipated events this fall include: 9/26: Speed “friending” or other conversation-based activity 10/24: Recreational activity such as board games, karaoke, trivia, or scavenger hunt 11/28: Book discussion, film discussion, or community engagement project 12/12: To be determined by group participants; could be dining out, going to a movie, having a potluck or holiday party with gift/cookie exchange…YOU DECIDE! The social group’s fall event schedule is still tentative, so we invite you to sign up at the reception desk to receive updates as details are solidified. From the desk of Michelle Buhman, 319-356-5222, michelle-buhman@iowa-city.org Memorandum To: Senior Center Commission From: Michelle Buhman, Program Specialist Re: Program Report Date: July 18, 2017 The fall 2017 program guide is at the designer and will be printed the first week of August. Registration will begin on Tuesday August 15. 2017. The Program Committee met on July 11 and discussed a broad range of program ideas for the Winter/Spring 2018 including an Aging in Place series, an eight week history class, and courses on baseball, poetry, and cooking. The Program Committee will not meet in August. Two short surveys were recently sent to members using Survey Monkey. The surveys were designed to measure program outcomes and to solicit new program ideas. The first assessment looked fitness programs and equipment and the second assessed whether or not current programs are designed in a way that encourages social connections and intellectual growth. A summary of the findings will be presented to the Senior Center Commission at the September meeting. In addition to working on new senior center programs attending various meetings including donor meet and greets, Friends of the Center board meetings, Newcomers Breakfast, and other committee meetings. I am working with Linda Kopping and the City of Iowa City Legal Department to update the Independent Contractor Agreements to clarify payment schedules for ongoing classes and code of conduct concerns. Ashley Lindley ● 319-356-5216 ● ashley-lindley@iowa-city.org Memorandum To: Senior Center Commission From: Ashley Lindley, Development Specialist Date: July 18, 2017 Spring Appeal Letter Update The spring appeal campaign officially ended on June 30th and raised $8,005. A few more donations have arrived since that end date, increasing our campaign fundraising total to $8,275 as of 7/18/17. The metrics from this campaign will provide valuable insight to help ensure an even more successful appeal campaign in the fall. Some interesting statistics of note are that one in six gifts were from first-time donors and almost 25% of donors increased the amount they gave from previous donations. Friends of The Center (FOTC) Update A subcommittee of the Board of Directors has been formed and met for the first time on 7/12/17 to discuss changes to FOTC governing documents, policies, and procedures. The purpose of this committee is to streamline the editing and decision-making process regarding changes to the aforementioned documents. The subcommittee will reconvene this week to continue editing. Subcommittee members plan to have a final draft of all documents to bring to the full board for approval by month-end. Meet and Greet Events The Development Specialist began hosting a series of Meet and Greets in the month of June with donors and members of The Center. The events were so successful that approval was given by the Senior Center Coordinator to continue the events into the fall. Three events were held in June. Twenty guests came to discuss their involvement at The Center and to get to know the Development Specialist as well as one another. Additional topics of discussion included: funding sources for The Center, plans for fundraising through Friends of The Center, and commentary regarding new fundraising ideas, programming suggestions, and building improvements. Much of the feedback given to the Development Specialist included gratitude for allowing an open forum where members could share their concerns and suggestions with staff in a face-to-face setting. Three more events are scheduled for July. Craig Buhman, Maintenance Worker III 319-356-5227 ● craig-buhman@iowa-city.org 28 South Linn Street, Iowa City, Iowa 52240 Memorandum To: Senior Center Commission From: Craig Buhman, Maintenance Worker III Re: Facility Report Date: 18 July 2017 One of the four facility improvement projects has been completed. Window treatment has been installed in Room 208. Scheduling for the remaining projects has yet to occur. A replacement water temperature sensor has been ordered for the Center’s chiller. This sensor supplies data shared on the BACnet. The chiller is functioning and, while this particular sensor is sending data, the data seems to be quite inaccurate. The building automation and controls network is, in this case, sharing the data in order to control the operation of the chiller and I could not discover an authoritative answer when asking how the faulty temperature data would affect the chiller’s long term functionality. The roof top condensing unit for the pedestrian bridge is not functioning properly. At this time I cannot ascertain whether the unit is running on an improperly programmed timer setting or if the unit has a mechanical malfunction. A service call for this unit has been scheduled. The Senior Center is in the process of developing a long term master plan for the facility. At this early stage of the process I encourage the sharing of observations and suggestions with staff, especially the maintenance staff. This “living document” will help direct resources as we develop strategies to assess the need for facility improvements and capital investments.