HomeMy WebLinkAbout8-17-17 Commission Packet1
Agenda
Thursday, August 17, 2017
4 p.m. – 5:30 p.m.
Room 205
Time
4 p.m. 1. Introductions/Welcome—Reese
2. Minutes (July 20, 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, August 31 and September 7 and 21 at 9 AM at the CAB
City Council
All meeting dates are tentative and should be checked prior to attending
1. Tuesday, September 5, and 19 at 7 PM
4:25—4:35 PM 5. Review of Section 2 of Operational Handbook (2011) and Draft Policies —Kopping
4:35—5:10 PM 6. Operational Overview—Kopping
Review of 5-Year Goals
Staff Reports
5:10—5:29 PM 7. Commission Discussion—Reese
5:30 PM. 8. Adjourn
**Next Meeting: September 21, 2017**
Meeting Packets:
1. Agenda: Thursday August 17, 2017
2. Minutes: Senior Center Commission, Thursday, June 15, 2016
3. Staff Reports
4. Section 2 of Operational Handbook 2011
5. 2017 Draft Policies, Section 2 of Operational Handbook
6. Update on 5 Year Goals
Preliminary Minutes
July 20, 2017
1
MINUTES
SENIOR CENTER COMMISSION
July 20, 2017
ROOM 205, IOWA CITY/JOHNSON COUNTY SENIOR CENTER
Members Present: Mark Holbrook, Kathy Mitchell, Lorraine Dorfman, Margaret
Reese, Kenn Bowen
Members Absent: Hiram (Rick) Weber, Cheryl Clamon
Staff Present: Michelle Buhman, Kristin Kromray, Linda Kopping
Others Present:
CALL TO ORDER:
The meeting was called to order by Reese at 4:10 PM.
RECOMMENDATIONS TO COUNCIL:
None.
APPROVAL OF MINUTES FROM JUNE 15, 2017 MEETING:
Motion: To accept the minutes from the June 15, 2017 meeting. Motion
carried on a vote of 5/0. Mitchell/Dorfman
PUBLIC DISCUSSION:
None.
DISCUSSION OF COMMISSION VISITS:
Commissioner Holbrook will attend a city council meeting in August and
Commissioner Bowen will attend a Johnson County Board of Supervisors
meeting.
ACCREDITATION UPDATE/POLICIES AND PROCEDURES:
Kopping reported staff is reviewing the five year goals and have identified action
steps. Staff will look at the goals and actions steps on a quarterly basis are report
on progress.
Kopping is working on revamping the operational handbook. Currently the Senior
Center’s operations handbook has policies and procedures combined into one
extensive document. She will split these into a policy manual and a separate
Preliminary Minutes
July 20, 2017
2
procedure manual. Kopping asked for assistance with this process from the
commission. It was decided that Kopping will create a template from the first
section of the operational handbook. Commissioners will work on subsequent
sections, working in groups of two. This project will begin in September.
OPERATIONAL OVERVIEW:
Kopping reported that the independent contractor agreement with the New
Horizon’s Band is currently being reviewed. Friends of the Center received a
$1200 donation from Friends of the Iowa City New Horizon’s Band recently.
A number of budget carryovers were approved for FY18. Many of these projects
are in the contract stage and will be moving forward shortly. They include:
- Paint and plaster in rooms 205 and 210
- Blinds for room 208
- 2nd Floor tables
- Fitness equipment to replace the elliptical machine
- Room 103 updates
Money for a kitchen design plan was not carried over.
Projects for FY18 include paint and plaster for the remaining 2nd floor
classrooms. Anticipated budget requests for FY19 and 20 include carpeting for
all areas of the building that have original carpeting and new furniture
respectively
Elder Services continues to serve the pre portioned meal trays.
COMMISSION DISCUSSION:
All welcomed Kenn Bowen to the Commission.
Commissioner Mitchell asked how successful the Farmers Market coupons
distribution was. Buhman reported that the Senior Center distributed over 100
coupon books.
ADJOURNMENT:
Motion: To Adjourn. Motion carried on a vote of 5/0. Holbrook/Mitchell
Preliminary Minutes
July 20, 2017
3
Senior Center Commission
Attendance Record
Year 2017
Name Term Expires 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 7/20/2017
Kenn Bowen 12/31/20 -- -- -- -- -- -- -- -- -- -- -- X
Cheryll Clamon 12/31/18 X X NM X X X X X NM NM X O/E
Lorraine Dorfman 12/31/19 -- -- -- -- -- X X X -- -- X X
Jack Hobbs 12/31/16 O/E O/E NM X O/E -- -- -- -- -- -- --
Mark Holbrook 12/31/18 X X NM X X X X X NM NM X X
Jay Honohan 12/31/16 X X NM X X -- -- -- -- -- -- --
Kathy Mitchell 12/31/19 X X NM X X X X X NM NM X X
Margaret Reese 12/31/17 X X NM X O/E X X X NM NM X X
Hiram (Rick)
Weber 12/31/20 -- -- -- -- -- -- -- -- -- -- X O/E
Key: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
-- = Not a member
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: 15 August 2017
The Center’s room renovation projects are slowly advancing. The contractor selected for
renovating room 205 and 210 has yet to provide a schedule. A voice message requesting this
information from the contractor was delivered on the 15th of this month.
The door for room 103 has been repositioned. Priming and painting will soon follow.
The contractor selected to provide and install the engineered wood flooring is experiencing
difficulties coordinating contract and insurance verbiage with the City. Hopefully these issues
will be resolved and the new flooring installed by the second week of September.
Various plumbing issues have arisen since the last facility report to the Senior
Center Commission. An isolation valve failed and has been repaired. Two faucet assemblies
have either failed or are indicating a desire to do so. These will be replaced.
The facility five year plan is in the information gathering phase. Comments and
suggestions are encouraged. The facility’s ADA checklist is also moving forward.
08/15/2017 13:13 |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 -15,000.00 .00 -44,220.00 25.3%
346600 Membership Fees -69,000 0 -69,000 -4,415.00 .00 -64,585.00 6.4%
356200 Permit Parking -32,000 0 -32,000 -4,855.00 .00 -27,145.00 15.2%
362100 Contrib & Donations -60,000 0 -60,000 -165.00 .00 -59,835.00 .3%
363910 Misc Sale of Merchandise -3,240 0 -3,240 -114.86 .00 -3,125.14 3.5%
369100 Reimb of Expenses -27,250 0 -27,250 .00 .00 -27,250.00 .0%
369300 Cashier Overages 0 0 0 4.81 .00 -4.81 100.0%
382200 Building/Room Rental -12,480 0 -12,480 -1,600.00 .00 -10,880.00 12.8%
382400 Locker Rentals -1,490 0 -1,490 -355.00 .00 -1,135.00 23.8%
384200 Vending Machine Commission -230 0 -230 -18.27 .00 -211.73 7.9%
392300 Sale of Equipment 0 0 0 -4.00 .00 4.00 100.0%
TOTAL Senior Center Administrations -264,910 0 -264,910 -26,522.32 .00 -238,387.68 10.0%
TOTAL REVENUES -264,910 0 -264,910 -26,522.32 .00 -238,387.68
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 -3,148.75 .00 -14,421.25 17.9%
TOTAL Senior Ctr Classes -18,770 0 -18,770 -3,148.75 .00 -15,621.25 16.8%
TOTAL REVENUES -18,770 0 -18,770 -3,148.75 .00 -15,621.25
10570250 Senior Center Chorus _________________________________________
346500 Entry Fees -4,800 0 -4,800 -25.00 .00 -4,775.00 .5%
369100 Reimb of Expenses -1,250 0 -1,250 .00 .00 -1,250.00 .0%
TOTAL Senior Center Chorus -6,050 0 -6,050 -25.00 .00 -6,025.00 .4%
TOTAL REVENUES -6,050 0 -6,050 -25.00 .00 -6,025.00
10570260 Senior Center Special Events _________________________________________
346700 Special Events -1,750 0 -1,750 .00 .00 -1,750.00 .0%
08/15/2017 13:13 |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
APPROP ADJSTMTS BUDGET YTD ACTUAL ENC/REQ BUDGET USED____________________________________________________________________________________________________________________________________
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
10570270 Senior Center Television _________________________________________
363910 Misc Sale of Merchandise -1,380 0 -1,380 -303.00 .00 -1,077.00 22.0%
TOTAL Senior Center Television -1,380 0 -1,380 -303.00 .00 -1,077.00 22.0%
TOTAL REVENUES -1,380 0 -1,380 -303.00 .00 -1,077.00
GRAND TOTAL -307,860 0 -307,860 -29,999.07 .00 -277,860.93 9.7%
** END OF REPORT - Generated by Kristin Kromray **
Ashley Lindley ● 319-356-5216 ● ashley-lindley@iowa-city.org
Memorandum To: Senior Center Commission From: Ashley Lindley, Development Specialist Date: August 15, 2017
Prep, Prep, Prep!
This month has been focused on preparation. As we wait for the Friends of The Center website to launch, I have been working on creating a list of topics to be covered in the soon-to-be-unveiled Friends of The Center quarterly newsletter. August and September will also be heavily devoted to research and development of the end-of-the-year appeal and preparing the budget for the coming year.
Stewardship
The editing phase has been entered for a formal Friends of The Center stewardship manual. Once completed, it is my hope that this manual will serve as both a training and reference resource for any staff or volunteers involved in the donor stewardship process. For those who are less familiar with fundraising, utilizing a strong stewardship plan is proven to increase donor retention which means more donor dollars coming into the organization.
Meet and Greet Events Our meet and greet events have continued to be a success. We’re receiving lots of valuable feedback on how we can increase our reach and garner even more support for The Center. Attendance was down this month from July and August, likely due to the summer slump. I plan to continue these events through the fall and expect attendance will rise as folks come back for the fall session.
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: August 15, 2017
Summary of Final Report to Iowa Arts Council: “Wasn’t That a Time?” Songwriting Project
Describe the impact that Iowa Department of Cultural Affairs funding had on the project:
Over the last year, the Iowa City Senior Center’s intergenerational choir, the Family Folk Machine, has
devoted its time and creative energy to a community songwriting project with the goals of creating
original songs inspired by stories from the lives of our neighbors and sharing these songs with Iowans.
An arts project grant from the IAC provided a foundation on which to build additional community
support and produced conditions that allowed our project to take on a life and flourish beyond our
expectations.
Through our project, non-professional singers ages 4 to 85 embarked on a collaborative creative process
that sparked connections across generations and throughout our community. Under the guidance of
Iowa City folk band, Awful Purdies, FFM members learned and implemented songwriting techniques and
methods for gathering narrative source material for songwriting inspiration. This not only provided FFM
members with opportunities to achieve musical growth, but also to find meaning and power in the
sharing of life stories. Our community story circle conversations transformed personal memories into
collective experiences, mundane episodes into a wellspring of artistic expression.
One of the most important goals and most successful outcomes of this project was to demonstrate that
anyone can engage in the artistic process, at any stage of life. Everyone has a story to tell, and we all
benefit from sharing, listening, and synthesizing our experiences. Even among some FFM members,
there were initially a few doubts about whether a group of disparate individuals would be able to write
songs together. Somewhat unexpectedly, the process revealed that it is the differences, the varied
perspectives and strengths that each person brings to the table, that made it possible for a group of
sixty people with an age range of more than eighty years to create ten beautiful, original songs about
life, together.
FY 2017 Final Report Statistics
Adults Engaged In Person: 495
Youth Engaged In Person: 170
Total Artists Directly Involved: 16
Iowa Artists Directly Involved: 16
Jobs Supported by Grant Award: 12
Jobs Supported by Other Funding Sources: 6
Total Jobs Supported by Grant Activity: 18
Volunteers Directly Involved in Grant Activity: 12
Volunteer Time Donated to Grant Activity: 60 hrs*
(*Excluding paid artists, project directors, staff)
Grant Award Spent: $9000
Final Cash Match: $4524
Final In-Kind Match: $5025
Final Project Budget: $18549
MISSION & SERVICES
Through fundraising and community-based initiatives, Friends of The Center
supports the Iowa City/Johnson County Senior Center in its work to enrich the
community and improve quality of life for older adults. Friends of The Center
supports programming that spans the fields of arts, humanities, technology,
fitness, and wellness to provide older adults opportunities to stay active, curious,
and connected.
HOW TO HELP
Your support of Friends of The Center makes a big difference. Whether it’s a
one-time contribution, monthly pledge, bequest, or corporate sponsorship,
all help maintain programming that supports wellness, social connections,
community engagement, and lifelong learning. More importantly, they have the
power to enrich quality of life, promote independence, and contribute to the
social well-being of your friends and neighbors.
www.icseniorcenterfriends.org
28 S Linn StreetIowa City, IA 52240319-356-5225info@icseniorcenterfriends.org
IowaCitySeniorCenter
FRIENDS OF THE CENTER
PUBLIC/SOCIETY BENEFIT
28 South Linn Street, Iowa City, IA 52240
319-356-5220
www.icgov.org/senior
www.icseniorcenterfriends.org
Section 2
Page 1 of 5
August 2011
Section 2
Administration and Personnel
2.1 The Staff
2.1.1 The Senior Center shall be staffed and administered by qualified personnel
capable of coordinating services and programs that are consistent with The
Center's mission and goals.
2.1.2 The following permanent staff positions have been approved by the City Council
for the Senior Center:
1. Coordinator, 1 FTE
2. Program Specialist, 1 FTE
3. Community Outreach Specialist, 1 FTE
4. Operations Assistant, 1 FTE
5. Maintenance W orker III, 1 FTE
6. Maintenance W orker I, 1 FTE
7. Clerical Assistant, 0.5 FTE
2.1.3 The following temporary staff and volunteers who receive a stipend for their work
have been approved by the City Council for the Senior Center:
1. Senior Center Television Video Production Specialist
2. New Horizons Band Director
3. New Horizons Band Small Group Instructors
3. Director of the Voices of Experience Chorus
4. Voices of Experience Chorus Accompanist
2.1.4 Hawkeye Area Community Action Program Employees
1. Whenever possible, the Senior Center serves as a placement location for one
or more participants in the Senior Internship Program sponsored by Hawkeye
Area Community Action Program (HACAP).
2. HACAP workers are employees of Hawkeye Area Community Action Program.
The Senior Center pays Hawkeye Area Community Action Program a fee to
participate in this program.
3. Funding for the Hawkeye Area Community Action Program participation fee is
authorized in the Senior Center’s annual operational budget.
2.2 Personnel Policies, Practices, and Procedures
2.2.1 As employees of the City of Iowa City, Senior Center staff are subject to City
personnel policies and regulations and the contract negotiated with The American
Federation of State, County and Municipal Employees Local #183, AFL-CIO. This
includes the following personnel areas (See appendix 2.2.1 – a-b).
1. Recruitment, hiring, probation, and dismissal
2. Retirement
3. Insurance
Section 2
Page 2 of 5
August 2011
4. Leave, vacation, holidays, and other benefits
5. Grievances and disciplinary action
6. Performance appraisal and promotion
7. Salary ranges and increases
8. Staff development and training
9. Channels for staff input to management
10. Confidentiality of personnel records
2.2.2 The City Human Resources Department ensures that each employee receives or
is aware of how to access the personnel handbook and negotiated contract for the
appropriate bargaining unit, if applicable.
2.2.3 Wages, salaries, and hiring practices shall be consistent with government laws and
regulations (e.g., Fair Labor Standards Act, Equal Employment Opportunity Act,
Civil Rights Act, unemployment insurance, etc.) when applicable to the City of Iowa
City.
2.3 Job Descriptions
2.3.1 Written job descriptions are maintained and available for each paid and volunteer
position. They define specific responsibilities and functions directed toward
achieving the Senior Center's goals with maximum efficiency and accountability
(See appendix 2.3.1, 2.7.5 - 2 and 9.10.3).
2.3.2 Management will periodically review each job description with staff and revise them
as appropriate.
2.4 Staff Supervision and Training
2.4.1 The Senior Center maintains a system of supervision for staff and volunteers to
help maintain and/or improve their performance, develop their abilities, and to
ensure staff-participant relationships that are consistent with the Senior Center
mission statement, goals, and objectives. Supervision may include:
1. Individual conferences
2. Small group meetings
3. Staff meetings
2.4.2 Staff development that enhances the skills and job performance of staff and
volunteers is promoted through the following methods:
1. Ongoing in-service education
2. Periodicals, books, and other resource materials
3. Workshops, seminars, and study groups related to the field of aging and Senior
Center programming and operation
2.4.3 Staff meetings for all permanent employees will be held on a regular basis. They
will be scheduled and run by the Senior Center coordinator.
Section 2
Page 3 of 5
August 2011
2.5 Accepted Staff Communication Styles
2.5.1 Communication with fellow staff, participants, community members, and partners is
characterized by:
1. Respect, professionalism, and openness
2. Flexibility and teamwork
3. Honesty and trust
4. Support and collaboration
2.6 Receipt of Gifts and Donations
2.6.1 Senior Center staff members are City employees and covered by the provisions of
the State Code of Iowa sections 68B.22 and 68B.23 (See appendix 2.6.1).
2.6.2 Neither employees nor their families may accept a gift costing more than $2.99.
2.6.3 Only gifts or meals given to all members of the public in like circumstances can be
accepted (e.g., breakfast and a pen when you speak at the Kiwanis).
2.6.4 If given anonymously, money will be deposited in the Gift Fund. Anonymously
given stable items will be used to benefit the greatest number of people. For
instance, fruit baskets distributed among visitors, or used as door prizes at Center
events, and plants displayed in the lobby.
2.7 Volunteer Advisory Groups
2.7.1 Community and participant volunteers are an integral part of The Center’s
operation.
2.7.2 The Senior Center Commission
1. The Senior Center Commission consists of seven members serving three-year
terms. Six members are Iowa City residents appointed by the City Council of
Iowa City. One member is a non-Iowa City resident of Johnson County
appointed by a majority vote of the six City Council appointees to the
Commission. The Commission meets monthly and serves as an advisory body
to the City Council, Board of Supervisors, and Senior Center coordinator. It
works closely with the staff, other advisory bodies, volunteers, and relevant
committees to develop and review Senior Center policies and programs with
the goal of meeting the needs of people in Johnson County who are 50 years
of age and older (See appendix 2.7.2 -1).
2. Effective July 1, 2010 the City Council of Iowa City requires gender balance on
all City Boards and Commissions. Appointments that would not accomplish
gender balance are prohibited unless the City had been unable to make a
compliant appointment after 3 months of attempting to appoint a qualified
applicant (See appendix 2.7.2 – 2).
3. The Senior Center Commission functions in accordance with operational by-
laws (See appendix 2.7.2 – 3).
4. The Commission authorizes the creation of advisory groups and supports staff
initiatives to create ad hoc advisory groups for specific projects, as deemed
appropriate, in order to:
Section 2
Page 4 of 5
August 2011
a. Increase the involvement of participants and community in the day-to-day
operation of The Center.
b. Inform and advise the staff and Commission about participant and
community needs.
c. Represent the participant point of view on specific projects and issues
being considered by the staff and Commission.
d. Provide feedback on participant satisfaction.
2.7.3 Senior Center Steering Council
1. Volunteer members of the Council facilitate communication between the
Working Committees involved with the planning and implementation of Center
programs and services.
a. The Senior Center Steering Council functions in accordance with
operational by-laws (See appendix 2.7.3 – 1a).
b. Membership:
i. Three elected executive members: Chair, Vice-Chair, and Secretary
ii Chairs of the Senior Center Standing Committees: Programming,
Membership, Finance, and Community Outreach
iii. Past Chair of the Steering Council
iv. One member of the Senior Center Commission
v. The Senior Center Coordinator (ex-officio)
c. Duties of the Steering Council include:
i. Collaborating with Senior Center staff to assemble a yearly cycle of
quality programs
ii. Representing the interests of current and future participants of the
Senior Center
iii. Annually soliciting input from the membership on the functioning of the
Senior Center
iv. Approving and coordinating the work of standing committees
v. Conducting an annual review of programs and operations
vi. Setting annual objectives that reflect the goals and mission of the
Senior Center
2.7.4 Senior Center Working Committees
1. Program Committee
a. Volunteer members help The Center fulfill its mission by assisting with
program planning and evaluation.
b. The Program Committee functions in accordance with operational bylaws
(See appendix 2.7.4 – 1b).
2. Membership Committee
Section 2
Page 5 of 5
August 2011
a. Volunteer members promote effective communication among members;
encourage inclusiveness of different points-of-view in decision-making;
increase participation of members and volunteers; promote ownership of
Center programs and services among members; and address issues of
member recruitment and retention.
b. The Membership Committee functions in accordance with operational
bylaws (See appendix 2.7.4 – 2b).
3. Community Outreach Committee
a. Volunteers working to increase visibility and participation at The Center.
Committee members also strive to promote a positive concept of ageing in
the community and diversity among membership.
b. The Community Outreach Committee functions in accordance with
operational bylaws (See appendix 2.7.4 – 3b).
4. Ad Hoc Center Fundraising Committee
a. Special ad hoc committees comprised of volunteers working to accomplish
a specific fundraising goal that will help The Center realize its programming
mission and goals.
b. Ad Hoc Fundraising Committees function in accordance with operational
bylaws (See appendix 2.7.4 – 4b).
2.7.5 Senior Center New Horizons Band Steering Committee
1. Volunteers elected from the New Horizons Band membership for terms of one
year who administer the affairs of the band. Duties include, but are not limited
to the following:
a. Choosing the music director(s)
b. Authorizing expenditures
c. Maintaining band-owned equipment, orienting members, setting dues and
scholarship policies, and serving as liaison with the Senior Center staff.
2. The Senior Center New Horizons Band Steering Committee operates in
accordance with operational bylaws (See appendix 2.7.5 – 2).
Section 2
Page 1 of 2
August 2011
Senior Center Personnel Policies
Purpose:
The Senior Center shall be staffed and administered by qualified personnel capable of coordinating
services and programs that lead to the realization of The Center's mission and goals; support
attainment of the vision; and actualize the philosophy and values of the organization. (website
reference)
City personnel policies shall guide the decisions and actions of supervisors and employees to
promote a collegial and supportive work environment that enables programs and services to be
carried out efficiently and effectively in a welcoming environment. (See www.ICgov.org for a
comprehensive presentation of all personnel policies, contracts, job descriptions, etc.)
Administration
These policies generally apply to all employees; however; all provisions of personnel policies may not
apply to temporary or hourly pay employees.
The Senior Center Coordinator (or designee) is responsible for administering personnel policies at
The Center. Questions related to personnel policies should be directed to the Senior Center
Coordinator or the City of Iowa City Human Relations office.
Personnel Policies
All permanent and temporary employees of The Center are employees of the City of Iowa City. Each
staff position has been approved by the City Council.
Permanent Staff
The following permanent staff positions have received City Council approval:
1. Coordinator, 1 FTE
2. Program Specialist, 1 FTE
3. Community Outreach Specialist, 1 FTE
4. Operations Assistant, 1 FTE
5. Maintenance Worker III, 1 FTE
6. Maintenance Worker I, 1 FTE
7. Clerical Assistant, 0.5 FTE
8. Development Specialist, 0.5 FTE
Part-time Temporary Employees and Other Staff
1. Video Specialist, up to 20 hr./week
2. Clerical Assistant, up to 25 hr./week
Other, non-City employees who support the work of The Center include:
3. Workstudy Students
4. Subsidized Workers when Available.
Section 2
Page 2 of 2
August 2011
Policies and Procedures
All City personnel policies, contracts, job descriptions and policies are available on the City of Iowa City
website (www.ICgov.org.)
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Senior Center Commission
Purpose
The Iowa City/Johnson County Senior Center is funded largely through local tax dollars provided by
the City of Iowa City (72%) and Johnson County (7%). While The Center primarily serves Iowa City
and surrounding communities, it does have an obligation to provide opportunities for older adults
throughout Johnson County to participate in activities that promote optimal ageing.
The Senior Center Commission is a volunteer board comprised community members, participants,
and members who advise the City Council of Iowa City on the operation of the Senior Center. The
intent is to ensure that the community is well-represented when decisions are made on the
operation and future direction of The Center.
Administration
Staff Liaison
The Senior Center Coordinator is the staff liaison for the Senior Center Commission. Commissioners
speak directly to the City Council of Iowa City to provide Center updates or to report on budgetary
matters, special projects, or situations. Similarly, Commission members may report to the Johnson
County Board of Supervisors.
The Senior Center Commission is directly accountable to the City Council of Iowa City.
Senior Center Commission Policy
Commission Responsibilities
The Senior Center Commission: advises the City Council on matters related to the Senior Center;
makes policy and program recommendations; helps seek adequate financial resources to support
operational expenses; encourages full participation by older adults in the programs and services
offered; ensures that the Senior Center is integrated into the community and cooperates with
organizations sharing common missions and goals; acts as an advocate for older adults; and offers
input to the City Manager in evaluation and hiring of personnel.
See RESOLUTION NO. 03-287, RESOLUTION RESCINDING RESOLUTION NO. 94-309 AND ADOPTING
IN LIEU THEREOF A NEW RESOLUTION MODIFYING THE COMPOSITION OF A SENIOR CENTER
COMMISSION FOR THE CITY OF IOWA CITY IOWA AND ESTABLISHING THE MEMBERSHIP, TERMS,
DUTIES, POWERS AND AUTHORITY OF SAID COMMISSION, dated 9 September 2003 for more details.
This document can be found on ICgov.org website.
Appointment, Terms of Service, Duties, Powers and Authorities
Specific details on the appointment of Commissioners, terms of service, powers, and authorities are
outlined in RESOLUTION NO. 03-287 described above.
Gender Balance
Effective 1 January 2012 Section 69.16.A of the Iowa Code requires gender balance on those City
Boards and Commission established by state law unless the City has made a good faith effort to
appoint a qualified person for a period of three (3) months.
Open Meetings Law
The Senior Center Commission complies with Iowa’s Open Meetings law.
Meetings
The Senior Center Commission meets monthly. Minutes are taken at each meeting and in a format
that is in accordance with City policy. Preliminary and approved meeting minutes are submitted to
the City Council
By-Laws
The Senior Center Commission developed operational by-laws that were approved by the City
Council on 8 September 2003. Copies of the By-Laws are available on the Senior Center website
(ICgov.org/senior) and at the Senior Center.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Volunteer Leadership
Purpose
Adults find participation in self-directed activities to be meaningful and satisfying. Assuming a
leadership role, in a group, on a team, or on a committee, creates a sense of ownership and a
personal investment in the activity. Participants often find personal meaning and a sense of
purpose in carrying out their responsibilities.
Administration
Volunteer Leadership
Volunteer leadership by participants and community members is an integral part of The Center’s
operation. Staff members serve in a support and advisory capacity to volunteer leadership. Their
assignments to groups, activities, and committees will vary in accordance with the area of interest in
which the group or individual is working.
Staff interaction with volunteer leaders recognizes individual worth and value, the lifelong ability to
grow and improve, and the essential need for participant and member involvement in the
leadership of the Center.
Participant-based Volunteer Leadership Policy
Staff Support
Volunteer leaders and leadership groups are supported by staff. Staff members assist the group in
realizing its goal.
When a longstanding activity no longer has sufficient volunteer support to maintain operation or
leadership of the group or activity, paid staff shall not fill in the volunteer positions. Consideration
needs to be given to modifying the activity to increase volunteer interest or discontinuing the
activity.
Ad hoc committees
An ad hoc committee meets for a limited period of time to address a specific task and may be
created/authorized by the Senior Center coordinator.
Meeting packets and agendas shall be distributed a minimum of twenty-four (24) hours prior to any
meeting.
The staff liaison shall provide a brief report to the Commission on activities of the ad hoc committee.
Minutes of the meetings shall be taken and approved copies of the minutes provided to the
Commission within 60 days of the committee’s meeting.
Standing Committees
Standing committees operate on a long-term basis to address ongoing issues. These committees are
approved by the Senior Center Commission. Membership may be elected, appointed by the
Commission, or volunteers.
Each standing committee shall have operational by-laws, annual goals, and objectives.
Job descriptions shall be available for each standing committee member to review.
Meeting packets and agendas shall be distributed a minimum of twenty-four (24) hours prior to any
meeting.
Annually the Commission shall appoint a Commission representative responsible for providing a
brief overview of standing committee activities to the Commission at each monthly meeting.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
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Staff Updates to Strategic Goals and Objectives: 2017-2021
August 2017
Goal #1
To raise community awareness and promote a positive image of the Senior Center 1. Develop and evaluate annual marketing plans that promote a positive image of the Center and an accurate understanding of its programs and services. (September of each year to begin in January of the following year). LK/EE 2. Continue to review and improve the quality and content of Center publications. EE
8/2/2017 Update
o Have been working closely with consultant to improve writing for fundraising, and promotional purposes as well as promoting a positive image of aging for past year—LK 3. Continue to offer programs that are open to the community and promote intergenerational activities. MB
8/2/2017 Update
o Age-Friendly Community Conversation Day—MB
o Art in the Afternoons—MB
o University of Iowa Museum of Art—MB
o New Horizons Band concerts (student experience) —MB
o Barn Dances—MB
o Gallery Walks—MB 4. Continue to use advertising methods that target younger older adults. EE 5. Offer open house events, community picnics, and other social activities. MB
8/2/2017 Update
o January Open House—MB
o Ongoing tours (Kristin and membership committee) —MB
o Newcomers Breakfast Summer 2017—KK
o Membership Engagement Fair Spring 2017—KK
6. Continue and expand collaboration with community partners. MB
8/2/2017 Update
o New Community partner: Green Iowa AmeriCorps programs—MB
o Iowa City Genealogical Society – Program was followed with small donation—MB
o Beadology – History program and beading classes—MB
o KCRG – Guest speaker at Weather program then featured on Your Town—MB
o Expanded classes offer by Alzheimer’s Association—MB
o Bike Library (Beginning Biking Class) – featured on City Channel—MB
o TRAIL of Johnson County—MB
o Bur Oak Land Trust program—MB
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7. Strategically maintain a presence at community events and offer presentations to appropriate community groups. EE 8. Continue and expand collaboration with other City departments. LK
8/2/2017 Update
o Upcycling program with City of Iowa City Recycling Coordinator—MB
o What’s New Around Town Featured Parks and Recreation, Transit, Neighborhood Community Development—MB
o Ongoing classes with ICPL—EE
o Pickelball/Aquatics promoted in Program Guide
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Goal #2
To enhance financial stability of The Center. 1. In collaboration with Friends of The Center, develop a budget estimate for the upcoming fiscal year each September. LK 2. Develop an annual strategic fundraising plan in coordination with The Center’s annual marketing plan; incorporate annual program theme into fundraising efforts (see goal 1-1). AL/EE 3. In collaboration with Friends of The Center, develop, implement, and evaluate a strategic stewardship plan; modify as necessary. AL 4. Complete work on website development for Friends in order to accept online donations; promote website and measure effectiveness. EE
8/2/2017 Update
o Continued feedback from staff to Silver Oaks regarding design and content—EE 5. Venture into new areas of fundraising e.g. sponsorships of series of speakers on a particular topic; sponsorship and/or underwriting of the Program Guide; Memorial Walls; special endowment fundraiser e.g. goal to reach $1,000,000. LK/AL 6. Improve member recruitment and retention. KK
8/2/2017 Update
o Track and report membership numbers monthly—KK 7. Evaluate fee structure periodically. LK
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Goal #3
To promote inclusion and diversity among participants. 1. Offer programming that provides cross cultural information on a regular basis to expand individual knowledge and promote understanding. MB 2. Review and update marketing materials to be more inclusive. EE 3. Utilize targeted marketing to reach members of underserved groups in the community. EE 4. Promote awareness of the low-income discount program. KK
8/2/2017 Update
o Continue promotion on the website and in program guide—KK
o Discuss low-income discount program with new members—KK 5. Seek opportunities for outreach into underserved areas of Iowa City. STAFF 6. Maintain a welcoming, open environment. KK
8/2/2017 Update
o 96% said they felt welcome at The Center July 2017 Survey—MB
o Continue to provide quality customer service to all—KK 7. Evaluate the facility for ADA accessibility and make improvements where necessary in coordination with the facility’s 5-year Master Plan (see goal 5-3). CB
o The 2010 ADA Standards for Accessible Design is being used as our template. This review is extensive and I anticipate a completion of the review to occur sometime in September. CB
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Goal #4
To provide programs that promote optimal aging. 1. Evaluate community needs and interests on a regular basis. LK 2. Expand innovative programs and services that provide a balance of wellness options. MB 3. Promote social interaction and engagement among participants. STAFF 4. Identify the outcomes of participation in Senior Center programs and services. MB/EE
8/2/2017 Update
o Survey July 2017—MB
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Goal #5
To enhance administrative planning practices 1. Recertify Accreditation in 2018. STAFF 2. Continue to secure and maintain high quality, professional staff and volunteers. LK 3. Develop a 5-year Master Plan for improvements to the building. CB
o A request for building user’s input, though not formally presented, has been made. Reviewing this input might prove useful in preparing for demographic and/or technological changes.. At this early stage we are gathering age and performance data on the mechanical systems and the building envelope. Life cycle timing will follow. CB 4. Review and modify The Center’s goals and objectives to coordinate with the City of Iowa City’s Strategic Plan. LK 5. Engage and promote the Senior Center Commission. LK
8/2/2017 Update
o The Commission identified participation in the updating and reformatting of the policy and procedure manual as a special project for this year.—LK 6. Engage staff in professional development. LK
8/2/2017 Update
o 7/12 – Senior Center Coordinator, Program Specialist, Community Outreach Specialist, and Development Specialist took a webinar through the Association of Fundraising Professionals (AFP) together on optimizing online donations as they prepare for the launch of the Friends of The Center website—Professional Staff
o Continue to take advantage of low-cost and readily available professional development opportunities as they become available (i.e. webinars, podcasts, articles, books, etc.)—Professional Staff
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Goal #6
To promote a positive image of aging and combat ageism 1. Develop campaigns and strategies to portray a positive image of aging in coordination with The Center’s marketing plan (see goal 1-1). EE
8/2/2017 Update
o In January of 2017 Implemented the AGEMORE theme into marketing materials to challenge ageism—LK
o Articles written for Spring and Summer editions of Program Guide directly challenge ageism—LK 2. Develop and implement programs that address issues of ageism. MB
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Goal #7
To provide leadership in Iowa City becoming designated as an age-friendly
community by the World Health Organization. 1. Investigate the procedure and feasibility of pursuing this designation and proceed according to findings. LK