HomeMy WebLinkAbout10-26-17 Commission Packet
1
Agenda
Thursday, October 26, 2017
4 p.m. – 5:30 p.m.
Room 205
Time
4 p.m. 1. Introductions/Welcome—Reese
2. Minutes (September 21, 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. Wednesday, November 1, 8, or 15 or Thursday, November 2 or 16 at 9
AM at the CAB (call for specific date—likely to be Wednesday)
City Council
All meeting dates are tentative and should be checked prior to attending
1. Monday, November 6, at 7 PM
4:25—4:35 PM 5. FY19 Budget Department Proposal Review—Kopping
4:35—5:10 PM 6. Operational Overview—Kopping
✓ Update on Policies and Procedures
✓ Annual Report
✓ Annual Appeal
✓ Staff Reports
5:10—5:29 PM 7. Commission Discussion—Reese
✓ Vacancies
5:30 PM. 8. Adjourn
**Next Meeting: November 16, 2017**
Meeting Packets:
1. Agenda: Thursday October 26, 2017
2. Minutes: Senior Center Commission, Thursday, September 21, 2017
3. Staff Reports
4. FY18 Budget information
Preliminary Minutes
September 21, 2017
1
MINUTES
SENIOR CENTER COMMISSION
SEPTEMBER 21, 2017
ASSEMBLY ROOM, IOWA CITY/JOHNSON COUNTY SENIOR CENTER
Members Present: Kathy Mitchell, Margaret Reese, Kenn Bowen, Hiram (Rick)
Weber, Cheryll Clamon, Lorraine Dorfman
Members Absent: Mark Holbrook
Staff Present: Kristin Kromray, Linda Kopping, Michelle Buhman
Others Present: None
CALL TO ORDER:
The meeting was called to order by Reese at 4:04 PM.
RECOMMENDATIONS TO COUNCIL:
None.
APPROVAL OF MINUTES FROM AUGUST 17, 2017 MEETING:
Motion: To accept the minutes from the August 17, 2017 meeting as
amended. Motion carried on a vote of 6/0. Mitchel/Clamon
PUBLIC DISCUSSION:
None.
DISCUSSION OF COMMISSION VISITS:
Lorraine will attend the October 5th Board of Supervisors meeting.
REVIEW OF OPERATIONAL HANDBOOK (2011) AND DRAFT POLICIES:
Kopping presented a draft of a “Center Use Policy”. This would replace the
current “Code of Conduct”. In addition she presented a Whistleblower Policy,
Volunteer Policy, and Exhibit Artists and Artwork policy. Kopping explained the
process of how she is updating each policy to help the commissioners
understand how to compare old and new polices as they work on giving her
feedback on the new policies.
OPERATIONAL OVERVIEW:
Preliminary Minutes
September 21, 2017
2
Kopping reviewed the revenue and expenses comparison between FY16 and
FY17. There was an increase in FY17 expenses which is largely due to an
additional employee and capital improvements. There was an increase in
revenue from FY16 and FY17 in the amount of approximately $40,000. This is
due to an art grant, reimbursement from Friends of the Center for new tables, an
increase in membership fees, and additional room rental fees.
Kopping reviewed the participation counts between FY16 and FY17. The
commission discussed these numbers.
Buhman reported that she and Edrington are compiling the FY17 volunteer list
and hours for the annual report. A new work study student, Liz, is now assisting
Buhman. Fall programs are going well overall. Many classes are full, including
the Spanish for Beginners class, which had 19 people on the wait list. The
instructor for the Spanish class agreed to open another section to accommodate
the waitlist. A book reading by Jon Kerstetter was attended by over 100 people.
A membership appreciation event with a tailgate theme will be held at US Bank
on October 5th. TRAIL and the Senior Center are partnering on an event at the
Coralville library on September 25th. There will be a live video discussion of the
book “Being Mortal”. Buhman and Kopping have worked with the legal
department to update the independent contract agreement. Buhman’s deadline
for spring program guide programs is October 8th.
COMMISSION DISCUSSION:
None.
ADJOURNMENT:
Motion: To Adjourn. Motion carried on a vote of 6/0. Bowen/Mitchell
Preliminary Minutes September 21, 2017 3 Senior Center Commission Attendance Record Year 2017 Name Term Expires 10/20/16 11/17/16 12/8/16 1/19/17 2/16/17 3/16/17 4/20/175/18/17 6/15/17 7/20/2017 8/17/2017 9/21/2017 Kenn Bowen 12/31/20 -- -- -- -- -- -- -- -- -- X X X Cheryll Clamon 12/31/18 NM X X X X X NM NM X O/E X X Lorraine Dorfman 12/31/19 -- -- -- X X X -- -- X X O/E X Jack Hobbs 12/31/16 NM X O/E -- -- -- -- -- -- -- -- -- Mark Holbrook 12/31/18 NM X X X X X NM NM X X X O/E Jay Honohan 12/31/16 NM X X -- -- -- -- -- -- -- -- -- Kathy Mitchell 12/31/19 NM X X X X X NM NM X X X X Margaret Reese 12/31/17 NM X O/E X X X NM NM X X X X Hiram (Rick) Weber 12/31/20 -- -- -- -- -- -- -- -- X O/E X X Key: X = Present O = Absent O/E = Absent/Excused NM = No meeting -- = Not a member
Preliminary Minutes September 21, 2017 4
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: October 25, 2017
Work Is Underway on the Spring 2018 Program Guide
Michelle and I are currently working on the program guide for the Spring 2018 season. We are busy
entering programs into our database and formatting/editing materials in preparation for layout and
design. The program guide for January – April 2018 is expected to be released on December 6 with
registration for spring classes opening on December 13.
Final Week of 2017 Quilt Raffle Fundraiser: Volunteers Still Needed!
The quilt raffle runs through November 1, and we still have a few volunteer shifts open this Saturday
and Sunday at North Dodge Hy-Vee. Please contact me at emily-edrington@iowa-city.org or 356-5224 if
you’d be willing to help with a 2-hour raffle shift this weekend. The raffle has generated around $1,650
in revenue for The Center as of the time of this report, and with a few more days selling tickets at
community locations, we hope to exceed $2,000 in total.
Over the years, it has become increasingly difficult to find a sufficient number of volunteers to sell
enough raffle tickets to make the quilt raffle fundraiser as successful as we’d like. At the same time,
many of the local grocery stores have become more hesitant to host fundraising groups at their sites,
and some have enacted policies to limit their support to only certain organizations or prohibit
fundraising at their locations altogether. We need to find a way to rally increased volunteer support and
come up with some innovative ideas for this event in the future in order to keep this tradition viable.
Intergenerational Social Group Events
The Center's new intergenerational social group is 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. We have had two successful events so far – Intergenerational Speed Friendshipping on
September 26 and an All Ages Board Game Social on October 24. Both events were attended by about
35 people, which was an ideal number of people for a vibrant event that still facilitated conversations
and personal connections. The next event, Intergenerational Trivia Night, is scheduled for November 28.
Planning is underway for another season of monthly intergenerational social events during Spring 2018.
Reminder: 2017 Volunteer Recognition Dinner Coming Up November 2 at 5:30 p.m.
If you have not already RSVP’ed for The Center’s volunteer recognition dinner, please do so by Tuesday,
October 31. We look forward to the opportunity to honor our volunteers with a nice meal and social
time. If anyone on the Senior Center Commission would like to assist with greeting volunteers at this
event, please let me know. Your help in welcoming our participants would be much appreciated.
10/25/2017 10:15 |CITY OF IOWA CITY |P 1
KKromray |YEAR TO DATE REPORT |glytdbud
FOR 2018 99
ORIGINAL TRANFRS/REVISED AVAILABLE PCT
APPROP ADJSTMTS BUDGET YTD EXPENDED ENC/REQ BUDGET USED____________________________________________________________________________________________________________________________________
10570100 Senior Center Administrations _________________________________________
336110 Johnson County -59,220 0 -59,220 -30,000.00 .00 -29,220.00 50.7%
346600 Membership Fees -69,000 0 -69,000 -19,930.00 .00 -49,070.00 28.9%
356200 Permit Parking -32,000 0 -32,000 -7,215.00 .00 -24,785.00 22.5%
362100 Contrib & Donations -60,000 0 -60,000 -1,820.00 .00 -58,180.00 3.0%
363910 Misc Sale of Merchandise -3,240 0 -3,240 -1,419.50 .00 -1,820.50 43.8%
369100 Reimb of Expenses -27,250 0 -27,250 -550.00 .00 -26,700.00 2.0%
369300 Cashier Overages 0 0 0 13.81 .00 -13.81 100.0%
382200 Building/Room Rental -12,480 0 -12,480 -5,820.00 .00 -6,660.00 46.6%
382400 Locker Rentals -1,490 0 -1,490 -565.00 .00 -925.00 37.9%
384200 Vending Machine Commission -230 0 -230 -46.12 .00 -183.88 20.1%
392300 Sale of Equipment 0 0 0 -13.00 .00 13.00 100.0%
TOTAL Senior Center Administrations -264,910 0 -264,910 -67,364.81 .00 -197,545.19 25.4%
10570220 Senior Ctr Classes _________________________________________
346400 Lessons -1,200 0 -1,200 -700.00 .00 -500.00 58.3%
348900 Charges for Services -17,570 0 -17,570 -9,723.00 .00 -7,847.00 55.3%
TOTAL Senior Ctr Classes -18,770 0 -18,770 -10,423.00 .00 -8,347.00 55.5%
10570250 Senior Center Chorus _________________________________________
346500 Entry Fees -4,800 0 -4,800 -2,250.00 .00 -2,550.00 46.9%
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 -2,270.00 .00 -3,780.00 37.5%
10570260 Senior Center Special Events _________________________________________
346700 Special Events -1,750 0 -1,750 -824.25 .00 -925.75 47.1%
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 -824.25 .00 -15,925.75 4.9%
10570270 Senior Center Television _________________________________________
10/25/2017 10:15 |CITY OF IOWA CITY |P 2
KKromray |YEAR TO DATE REPORT |glytdbud
FOR 2018 99
ORIGINAL TRANFRS/REVISED AVAILABLE PCT
10570270 Senior Center Television APPROP ADJSTMTS BUDGET YTD EXPENDED ENC/REQ BUDGET USED____________________________________________________________________________________________________________________________________
363910 Misc Sale of Merchandise -1,380 0 -1,380 -567.00 .00 -813.00 41.1%
TOTAL Senior Center Television -1,380 0 -1,380 -567.00 .00 -813.00 41.1%
GRAND TOTAL -307,860 0 -307,860 -81,449.06 .00 -226,410.94 26.5%
** END OF REPORT - Generated by Kristin Kromray **
10/25/2017 10:15 |CITY OF IOWA CITY |P 3
KKromray |YEAR TO DATE REPORT |glytdbud
REPORT OPTIONS ____________________________________________________________________________________________________________________________________
Field # Total Page Break
Sequence 1 9 Y N
Sequence 2 11 Y N
Sequence 3 0 N N
Sequence 4 0 N N
Report title:
YEAR TO DATE REPORT
Includes accounts exceeding 0% of budget.
Print totals only: Y Year/Period: 2018/99
Print Full or Short description: S Print MTD Version: N
Print full GL account: N
Format type: 1 Roll projects to object: N
Double space: N Carry forward code: 1
Suppress zero bal accts: Y
Include requisition amount: Y
Print Revenues-Version headings: N
Print revenue as credit: Y
Print revenue budgets as zero: N
Include Fund Balance: N
Print journal detail: N
From Yr/Per: 2017/ 1
To Yr/Per: 2017/13
Include budget entries: Y
Incl encumb/liq entries: Y
Sort by JE # or PO #: J
Detail format option: 1
Include additional JE comments: N
Multiyear view: D
Amounts/totals exceed 999 million dollars: N
Find Criteria
Field Name Field Value
Org 10570100|10570220|10570250|10570260|10570270
Object
Project
Rollup code
Account type Revenue
Account status
Senior Center
Capital Improvement Projects by FY19-23
FY19 FY20 FY21 FY22 FY23
Wallpaper
removal, plaster
repair, paint
throughout
mezzanine and
second floor
hallway. Will
need to
repair/fix water
damage in
mezzanine
conference
room ceiling.
Paint and
wallpaper first
floor and
Assembly
Room—Lobby
is on historic
register. Any
plaster work
requires high
level of
expertise.
Replace all
upholstered
furniture, side
tables, card
tables and
chairs located
throughout the
building.
Primarily
located on the
first-floor lobby
and entry,
mezzanine,
Washington
Street
entrance, and
seating in
second floor
hall.
Kitchen
remodel for
additional
storage and to
create a
catering
friendly
environment
that can be
used for
renters, ESA,
and The Center.
Will involve
some
remodeling and
small appliance
purchase.
Wasted space
now.
Replace AR
floor
Repair of walls
and replace
lighting in grand
stairwell in main
lobby. Plaster
has old water
damage and
lighting is a
safety hazard.
Carpeting
throughout
building.
Tuckpointing when needed
Senior Center
Capital Expenses in Operational Budget FY18-22
FY18 FY19 FY20 FY21 FY22
Wallpaper
removal,
plaster repair,
painting in
second floor
classrooms
Chairs for
Assembly Room
Window
Treatments
(blinds and film
covering)
Elliptical Tables for the
Assembly Room
Volunteer
Database
In duct
purification: UV
air sterilization
system for one
section of the
HVAC system.
Paid for with
existing
budget. Submit
Budget
Amendment.
Two Ultraviolet
air filtration
devices to
complete HVAC
air filtration
project.
Capital Improvement Plan 2018-2022
City of Iowa City, Iowa
CATEGORY SUMMARY
thru2018 2022
TotalCategory20182019202020212022
Airport 120,000 510,000 1,270,000 496,000 286,000 2,682,000
Cemetery 51,750 50,000 101,750
City Manager 6,800,000 6,800,000
Development Services 300,000 150,000 150,000 150,000 150,000 900,000
Equipment 430,000 123,200 553,200
Fire 955,000 1,300,000 2,255,000
Information Technology Services 275,000 275,000
Landfill 2,105,000 400,000 800,000 3,305,000
Library 200,000 25,800 400,000 625,800
Parking Operations 535,000 435,000 300,000 300,000 300,000 1,870,000
Parks Administration 50,000 50,000 50,000 50,000 50,000 250,000
Parks Maintenance 5,455,000 5,333,000 1,735,000 5,484,920 2,470,000 20,477,920
Police 135,084 135,084
Public Works Administration 6,070,000 6,070,000
Recreation 65,000 65,000 565,000 1,300,000 705,000 2,700,000
Senior Center 300,000 300,000
Storm Water 240,000 315,000 915,000 380,000 1,280,000 3,130,000
Street Operations 19,885,457 9,166,970 15,252,970 7,420,470 9,997,970 61,723,837
Transit Operations 160,000 18,000,000 18,160,000
Wastewater Treatment 4,793,000 2,950,500 1,490,000 750,000 8,620,500 18,604,000
Water Operations 1,021,000 1,757,100 2,149,325 1,090,000 1,090,000 7,107,425
41,456,291 28,516,570 25,132,295 19,571,390 43,349,470 158,026,016TOTAL