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Home My WebLink About9-21-17 Commission Packet 1 Agenda Thursday September 21, 2017 4 p.m. – 5:30 p.m. Room: Assembly Room Time 4 p.m. 1. Introductions/Welcome—Reese 2. Minutes (August 17, 2017) 4:10—4:15 PM 3. Public Discussion 4:15—4:25 PM 4. Discussion of Commission Visits—Reese Board of Supervisors Call in advance to be placed on the agenda 1. Thursday, September 28 and October 5 and 12 at 9 AM at the CAB City Council All meeting dates are tentative and should be checked prior to attending 1. Tuesday, October 3 and 17 at 7 PM 4:25—4:35 PM 5. Review of Operational Handbook (2011) and Draft Policies—Kopping 4:35—5:10 PM 6. Operational Overview—Kopping  Staff Reports  Review of FY17 participation counts and budget 5:10—5:29 PM 7. Commission Discussion—Reese 5:30 PM. 8. Adjourn **Next Meeting: October 19, 2017** Meeting Packets: 1. Agenda: Thursday September 21, 2017 2. Minutes: Senior Center Commission, Thursday, August 17, 2017 3. Staff Reports 4. FY 16 and FY17 participation counts 5. FY16 and FY 17 budget overview Preliminary Minutes August 17, 2017 1 MINUTES SENIOR CENTER COMMISSION August 17th, 2017 ROOM 209, IOWA CITY/JOHNSON COUNTY SENIOR CENTER Members Present: Mark Holbrook, Kathy Mitchell, Margaret Reese, Kenn Bowen, Hiram (Rick) Weber, Cheryl Clamon Members Absent: Lorraine Dorfman Staff Present: Kristin Kromray, Linda Kopping Others Present: CALL TO ORDER: The meeting was called to order by Reese at 4:08 PM. RECOMMENDATIONS TO COUNCIL: None. APPROVAL OF MINUTES FROM July 20, 2017 MEETING: Motion: To accept the minutes from the July 20 , 2017 meeting, as amended. Motion carried on a vote of 5/0. Bowen/Holbrook PUBLIC DISCUSSION: None. DISCUSSION OF COMMISSION VISITS: Commissioners Bowen and Holbrook could not attend a meeting in the previous month. REVIEW OF SECTION 2 OF OPERATIONAL HANDBOOK (2011) AND DRAFT POLICIES: Commissioner Clamon joined the meeting. Kopping reported she began work reorganizing the operational handbook. As discussed at the previous meeting she removed all of the procedures and other duplicated information (such as city policies that are available on the city website). The commission reviewed sections 2 and 3 for structure. Preliminary Minutes August 17, 2017 2 The commission discussed how Friends of The Center would be mentioned in the policies. It was decided that Friends would be mentioned as the fundraising body and that the Senior Center would work with Friends on budget needs but Friends will have their own set of policies and procedures that are separate from that of the Senior Centers. Kopping asked for help reviewing the policy manual content. Clamon and Mitchell will meet to review section 2 with a deadline of next Thursday. Holbrook and Reese will review section 3 within two weeks. OPERATIONAL OVERVIEW: Kopping noted the 5 year goals with staff notes. Staff will circulate the goals every quarter for updates. Kopping noted that some of the projects around the building are moving forward. Emily finished the grant project reporting for the Family Folk Machines art grant. Friends of the Center will be advertising in the Corridor Business Journal Giving Guild. The Friends website is moving forward although slowly and will hopefully be finished by the end of summer. In September staff will submit FY19 budget proposals. Bowen asked about underwriting for SCTV. Since SCTV airs its programing on public access this is not an option. The Commission discussed underwriting in the program guide. COMMISSION DISCUSSION: Holbrook asked how the hiring process of a new Senior Center Coordinator will be handled after Kopping retires. Kopping is unsure how the process will proceed. She noted when she was hired commission input was requested. ADJOURNMENT: Motion: To Adjourn. Motion carried on a vote of 6/0. Holbrook/Mitchell Preliminary Minutes August 17, 2017 3 Senior Center Commission Attendance Record Year 2017 Name Term Expires 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 8/17/2017 Kenn Bowen 12/31/20 -- -- -- -- -- -- -- -- -- -- X X Cheryll Clamon 12/31/18 X NM X X X X X NM NM X O/E X Lorraine Dorfman 12/31/19 -- -- -- -- X X X -- -- X X O/E Jack Hobbs 12/31/16 O/E NM X O/E -- -- -- -- -- -- -- -- Mark Holbrook 12/31/18 X NM X X X X X NM NM X X X Jay Honohan 12/31/16 X NM X X -- -- -- -- -- -- -- -- Kathy Mitchell 12/31/19 X NM X X X X X NM NM X X X Margaret Reese 12/31/17 X NM X O/E X X X NM NM X X X Hiram (Rick) Weber 12/31/20 -- -- -- -- -- -- -- -- -- X O/E X Key: X = Present O = Absent O/E = Absent/Excused NM = No meeting -- = Not a member 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: September 20, 2017 Intergenerational Speed “Friendshipping” Event Adults of all ages are invited for an afternoon of speed “friendshipping” at the Iowa City Senior Center on Tuesday, September 26 from 4:30 to 6:30 p.m. Using a speed dating format (but for making friends rather than dating), participants will have a chance to meet and chat with community members of all ages, have some fun, and possibly take the first step in creating new and lasting friendships. Everyone has stories, experiences, and perspectives to share. This is an opportunity to connect and share with people from different generations and peers alike, and maybe even challenge some assumptions on both ends of the age spectrum. The event will start with a group ice breaker activity, shift to one-on-one conversations, and wrap up with open socializing and snacks from a build-your-own trail mix bar. The event is free to attend, and registration is encouraged. This is the inaugural event of The Center's intergenerational social group, a collaboration of Senior Center members, University of Iowa students, and community members of all ages. The group has planned monthly events this fall to encourage people of all ages to get together and make connections across generations in a fun and informal setting. The group hopes to provide members of the public with opportunities to get more involved in the community, stimulate their social routines, break down barriers between age groups, meet new people, and have fun with adults of all ages. The group’s next event is an intergenerational board game social on Tuesday, October 24 from 4:30 - 6:30 p.m. “Twisted Ribbon”: 2017 Quilt Raffle Fundraiser Underway Running through November 1, The Center’s 2017 quilt raffle fundraiser features a queen-sized quilt with a modern design, machine-pieced and hand-quilted by Senior Center volunteers. Raffle tickets will be sold for $1 per ticket or $5 for 6 tickets. Sales locations include the Iowa City Farmers Market, New Pioneer Co-op grocery stores, various other community locations, and at the Senior Center reception desk and special events. Please consider supporting The Center by purchasing raffle tickets, volunteering to sell raffle tickets at a community location or event, or taking a packet of tickets to sell to your friends and family. Contact Emily if you’d like to get involved. 2017 Volunteer Recognition Dinner The Center will recognize its wonderful volunteers at a dinner on Thursday, November 2 at 5:30 p.m. The meal will be sourced from Her Soup Kitchen and offer a variety of hearty soups, along with fresh salad and artisan breads. Senior Center Commission members are invited to assist the staff with greeting guests and serving food and drinks to show our appreciation for The Center’s volunteers. If you’re available to help on the evening of November 2, please contact Emily. Twisted Ribbon 2017 Senior Center Quilt Raffle Fundraiser Tickets are $1 each or 6 tickets for $5 Queen-sized, modern design, machine-pieced and hand-quilted by Senior Center volunteers. Raffle ends November 1  Write name and phone number on each ticket (legibly).  Return packet to The Center by noon on Wednesday, 11/1. Meet the Quilters! Left to right: Helen Nicklaus, Mary Kate, Sunanda Tendolkar, Bernita Howe, Donna Wendler, Jody Wiley (not pictured: Debbie Cooney) 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: 20 September 2017 The Center’s opening renovations are nearing completion. The window treatment for room 208 has been accepted. Window treatment for room 205 has been accepted and will be installed after renovation work in 205 and 210 is complete. Room 103 is open. The door was repositioned to provide more functional floor space. The walls have been patched, primed and painted and an engineered maple floor has been installed. At the Washington Street entrance the exterior bench has been refinished. Concrete patching at this approach will take place in late September. As part of the work being performed on the approaches to the Center the installation of permanent, NO SMOKING signage is being considering in response to patron concerns. HVAC work is underway. Air delivery to select zones within the Center is less than optimal, with the Ground Floor Washington Street hallway serving as an example. It is likely that the coils in the ductwork supplying conditioned air to these areas have become partially obstructed. Taking liberty to vent here; The reheat coils in the ductwork were specified from the onset of our HVAC renovation to have access panels to the coils…allowing the coils to be serviced if ever needed. The access panel for the coils servicing the Washington Street area must have been designed and installed by Torquemada. The coils will be serviced and air flow will be enhanced. Once the coils have been addressed we will ready the HVAC system for the heating season. The Center’s MWI scheduled has been altered to enhance coverage for the facility. The new schedule eliminates Saturday coverage but devotes increased staffing on Monday and Tuesday. 09/19/2017 14:48 |CITY OF IOWA CITY |P 1 KKromray |YEAR TO DATE REPORT |glytdbud FOR 2018 99 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 -14,730.00 .00 -54,270.00 21.3% 356200 Permit Parking -32,000 0 -32,000 -6,410.00 .00 -25,590.00 20.0% 362100 Contrib & Donations -60,000 0 -60,000 -1,075.00 .00 -58,925.00 1.8% 363910 Misc Sale of Merchandise -3,240 0 -3,240 -206.37 .00 -3,033.63 6.4% 369100 Reimb of Expenses -27,250 0 -27,250 -530.00 .00 -26,720.00 1.9% 369300 Cashier Overages 0 0 0 14.81 .00 -14.81 100.0% 382200 Building/Room Rental -12,480 0 -12,480 -4,220.00 .00 -8,260.00 33.8% 382400 Locker Rentals -1,490 0 -1,490 -485.00 .00 -1,005.00 32.6% 384200 Vending Machine Commission -230 0 -230 -28.98 .00 -201.02 12.6% 392300 Sale of Equipment 0 0 0 -13.00 .00 13.00 100.0% TOTAL Senior Center Administrations -264,910 0 -264,910 -42,683.54 .00 -222,226.46 16.1% TOTAL REVENUES -264,910 0 -264,910 -42,683.54 .00 -222,226.46 10570220 Senior Ctr Classes _________________________________________ 346400 Lessons -1,200 0 -1,200 -685.00 .00 -515.00 57.1% 348900 Charges for Services -17,570 0 -17,570 -6,750.00 .00 -10,820.00 38.4% TOTAL Senior Ctr Classes -18,770 0 -18,770 -7,435.00 .00 -11,335.00 39.6% TOTAL REVENUES -18,770 0 -18,770 -7,435.00 .00 -11,335.00 10570250 Senior Center Chorus _________________________________________ 346500 Entry Fees -4,800 0 -4,800 -1,390.00 .00 -3,410.00 29.0% 369100 Reimb of Expenses -1,250 0 -1,250 -20.00 .00 -1,230.00 1.6% TOTAL Senior Center Chorus -6,050 0 -6,050 -1,410.00 .00 -4,640.00 23.3% TOTAL REVENUES -6,050 0 -6,050 -1,410.00 .00 -4,640.00 10570260 Senior Center Special Events _________________________________________ 346700 Special Events -1,750 0 -1,750 -442.25 .00 -1,307.75 25.3% 09/19/2017 14:48 |CITY OF IOWA CITY |P 2 KKromray |YEAR TO DATE REPORT |glytdbud FOR 2018 99 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 -442.25 .00 -16,307.75 2.6% TOTAL REVENUES -16,750 0 -16,750 -442.25 .00 -16,307.75 10570270 Senior Center Television _________________________________________ 363910 Misc Sale of Merchandise -1,380 0 -1,380 -542.00 .00 -838.00 39.3% TOTAL Senior Center Television -1,380 0 -1,380 -542.00 .00 -838.00 39.3% TOTAL REVENUES -1,380 0 -1,380 -542.00 .00 -838.00 GRAND TOTAL -307,860 0 -307,860 -52,512.79 .00 -255,347.21 17.1% ** END OF REPORT - Generated by Kristin Kromray **