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Home My WebLink About11-15-18 Commission packet 1 Senior Center Commission Agenda Thursday, November 15, 2018 4 p.m. – 5:30 PM Room 205 4:00 PM 1. Introductions/Welcome—M. Reese 2. Minutes (October 18, 2018) 4:10—4:15 PM 3. Public Discussion 4:15—4:30 PM 4. Commission Assignments—M. Reese Board of Supervisors Call in advance to be placed on the agenda Thursday, November 29 or December 6, 9AM at the CAB City Council All meeting dates are tentative and should be checked prior to attending Tuesday, December 3 and 17 at 7 PM 4:30—5:00 PM 5. Operational Overview—Staff ❖ Friends of The Center Update ❖ Update Outreach/Programming ❖ New Hire ❖ Capital Improvement Budget ❖ Program Committee and Membership Rep. 5:00—5:29 PM 6. Commission Discussion— M. Reese ❖ Meeting Reports ❖ Commission Member/Seat Future Seats – County & Local (December 2018) ❖ Program or Membership Ideas ❖ Future Agenda Items 5:30 PM 7. Adjourn **Next meeting is Thursday, December 20 at 4 PM room 205 at the Senior Center** Meeting Packets: 1. Agenda: Thursday November 15, 2018 2. Minutes: Senior Center Commission, Thursday, October 18, 2018 3. Staff Reports Preliminary Minutes October 18, 2018 1 MINUTES SENIOR CENTER COMMISSION OCTOBER 18, 2018 ROOM 205, IOWA CITY/JOHNSON COUNTY SENIOR CENTER Members Present: Kenn Bowen, Cheryll Clamon, Lorraine Dorfman, Scott Finlayson, Zack Goldsmith, Margaret Reese, Hiram Webber Members Absent: None Staff Present: LaTasha DeLoach, Kristin Kromray Others Present: None CALL TO ORDER: The meeting was called to order by Reese at 4:00 PM. RECOMMENDATIONS TO COUNCIL: None. APPROVAL OF MINUTES FROM THE AUGUST 16, 2018 MEETING: Motion: To accept the minutes from the August 16, 2018 meeting. Motion carried on a vote of 6/0. Clamon/Goldsmith PUBLIC DISCUSSION: None. COMMISSION ASSIGNMENTS: Finlayson will attend an upcoming City Council meeting. Bowen will attend the Board of Supervisors in January. OPERATIONAL OVERVIEW: DeLoach reported there are now eight board members on the Friends of the Center board. A full board is eleven people. She extended an invitation to Preliminary Minutes October 18, 2018 2 commissioners who are interested in Friends to apply. Finlyason and Dorfman requested applications. Commissioner Webber joined the meeting. DeLoach reported the Senior Center is exploring the use of satellite locations. Locations being explored are Mercer Park in Iowa City and th e Rec Center in North Liberty. Finlayson and Goldsmith agreed satellite locations could be a good idea. Clamon wants to ensure that it is clear these programs are Senior Center programs and that they are marketed as such. Bowen noted that different places in the county may be attracted to different kinds of offerings. DeLoach responded that the satellite locations can serve multiple purposes including efforts to increase the diversity of participants. Another idea would be to reach out to different populations in the community, such as the Latino and Sudanese community to see if there are any games or specific offerings they would be interested in. Satellite locations may also alleviate parking limitations as well as space constraints within the Senior Center. Another initiative is a food exchange at the Senior Center. This would be similar to a pantry but with an informal approach. Participants would be able to bring and take food. Most items would be nonperishable, but the Senior Center would partner with other organizations to have fresh options at specific times. Webber noted Ecumenical Towers recently had the mobile food pantry stop by and there was clearly a need for it. He said it feels like it would be a good fit for the Senior Center. DeLoach spoke with city management regarding this idea and there are some local food dollars available in this year’s budget to help kickstart this project. DeLoach reported a new staff room has been created and a new energy efficient refrigerator purchased. The budget for FY20 is due this week. Capitol Improvement funding has been requested for the next five years. These projects include large scale building projects including an updated kitchen and lobby space. The part time development specialist position was advertised and has closed. DeLoach is reviewing the applications and will schedule interviews soon. COMMISSION DISCUSSION: Bowen reported he contacted the Board of Supervisors to be put on their agenda for a meeting in September. He said he was told that the Commission had seen them last October. He felt it seemed as if he was being told they only want a report from the Commission once a year. The Commission discussed the next time to reach out the Board of Supervisors and it was decided that after Preliminary Minutes October 18, 2018 3 elections, in early 2019 would be best. At that point the frequency of reports from the Commission could be discussed with the Board of Supervisors. Dorfman’s term expires at the end of the calendar year. She stated she will apply for a second term. If reappointed there will only be one open seat on the Commission, which is currently held by Reese. This seat is the representative from the county and is appointed by the Commission. Commissioners discussed various ways to get the word out regarding this opening. Finlayson gave a suggestion of someone who would be a good fit and said he would reach out to them. Another suggestion was to email Senior Center participants to let them know about the opening. DeLoach reported that the Senior Center Steering Council did not have a quorum at the last meeting however, some of the people who arrived for the meeting discussed potential changes to how the Steering Council could work. Currently the Steering Council is meant to be a communication meeting for the various leadership groups, including the Membership, Program, Steering Council and Commission. The Steering Council is comprised of a chair, vice chair, past chair, secretary, and representatives from the Membership Committee, Program Committee and Commission. The current vice chair needed to step down from the group. The last couple of years member interest in the vice chair position has been very limited. It was suggested that the Membership and Program committee representatives could come to the Commission to report their work. There could also be occasional joint meetings of these groups if there is interest. The WWII memorial block discussion was tabled until the next meeting. DeLoach is working with the city communications department and city channel 4 on marketing ideas for the Senior Center. Webber spoke about the importance of repetition in marketing. The Senior Center is going to partner with the Parks and Rec department to put together a large-scale survey of the community. Commissioners discussed various ways to bring attention to the building. Bowen had an idea for a survey outside of the building. DeLoach noted some ideas she is going to put in the budget or CIP include landscaping, adding solar lights on the exterior of the building and changing the awning at the Washington St entrance to a pergola. Reese told the Commission that she is unable to attend the December meeting. Normally the Commission elect officers for the chair, vice chair and secretary who serve as an executive committee at the end of the year. She asked if a nominating committee could be pulled together so a vote could occur next month. Dorfman asked if they could go ahead and nominate people at the meeting. Commissioners agreed they did not need a nominating committee. Motion: To elect Webber for the position of chair for the calendar year 2019. Webber turned down the nomination. Finlayson removed the motion. Preliminary Minutes October 18, 2018 4 Commissioners discussed the officer positions. Motion: To elect Bowen for the position of chair for the calendar year 2019. Motion carried on a vote of 7/0. Clamon/Finlayson Motion: To elect Dorfman for the position of vice chair for the calendar year 2019. Motion carried on a vote of 7/0. Bowen/Webber Motion: To Adjourn. Motion carried on a vote of 7/0. Clamon/Goldsmith Preliminary Minutes October 18, 2018 5 Senior Center Commission Attendance Record Name Term Expires 11/16/17 12/14/17 1/18/18 2/16/18 3/15/18 4/19/18 5/17/18 6/21/18 7/19/18 8/16/18 9/20/18 10/18/18 Kenn Bowen 12/31/19 NM X X X N/M X X X X X NM X Cheryll Clamon 12/31/20 NM X X O/E N/M X X O/E X X NM X Lorraine Dorfman 12/31/18 NM X X X N/M X X X X O/E NM X Robert (Scott) Finlayson 12/31/20 -- -- -- -- -- X X O/E X X NM X Zach Goldsmith 12/31/21 -- -- -- -- -- -- -- -- -- -- -- X Mark Holbrook 12/31/17 NM X -- -- -- -- -- -- -- -- -- -- Kathy Mitchell 12/31/18 NM X X X N/M X X X -- -- -- -- Margaret Reese 12/31/18 NM O/E X X N/M X X X X X NM X Hiram (Rick) Webber 12/31/19 NM X O/E X N/M X X X X X NM X Key: X = Present O = Absent O/E = Absent/Excused NM = No meeting -- = Not a member 11/14/2018 08:37 |CITY OF IOWA CITY |P 1 KKromray |YEAR-TO-DATE BUDGET REPORT |glytdbud FOR 2019 99 ACCOUNTS FOR:ORIGINAL TRANFRS/REVISED AVAILABLE PCT 1000 General APPROP ADJSTMTS BUDGET YTD ACTUAL ENCUMBRANCES BUDGET USED____________________________________________________________________________________________________________________________________ 10570100 Senior Center Administrations _________________________________________ 10570100 336110 Johnson County -60,000 0 -60,000 -30,000.00 .00 -30,000.00 50.0% 10570100 346400 Lessons 0 0 0 .00 .00 .00 .0% 10570100 346500 Entry Fees 0 0 0 .00 .00 .00 .0% 10570100 346600 Membership Fees -63,000 0 -63,000 -24,220.00 .00 -38,780.00 38.4% 10570100 346700 Special Events 0 0 0 .00 .00 .00 .0% 10570100 348900 Charges for Servic 0 0 0 .00 .00 .00 .0% 10570100 356200 Permit Parking -26,000 0 -26,000 -9,215.00 .00 -16,785.00 35.4% 10570100 362100 Contrib & Donation -64,000 0 -64,000 -3,622.46 .00 -60,377.54 5.7% 10570100 363150 Copies/Computer Qu 0 0 0 .00 .00 .00 .0% 10570100 363910 Misc Sale of Merch -5,500 0 -5,500 -2,473.82 .00 -3,026.18 45.0% 10570100 369100 Reimb of Expenses -3,092 0 -3,092 -543.00 .00 -2,549.00 17.6% 10570100 369200 Reimbursement of D 0 0 0 .00 .00 .00 .0% 10570100 369300 Cashier Overages 0 0 0 -20.89 .00 20.89 100.0% 10570100 369900 Miscellaneous Othe 0 0 0 .00 .00 .00 .0% 10570100 382200 Building/Room Rent -10,820 0 -10,820 -5,360.00 .00 -5,460.00 49.5% 10570100 382400 Locker Rentals -1,790 0 -1,790 -615.00 .00 -1,175.00 34.4% 10570100 383320 Permit Parking 0 0 0 .00 .00 .00 .0% 10570100 384200 Vending Machine Co -160 0 -160 -26.77 .00 -133.23 16.7% 10570100 384900 Other Commissions 0 0 0 .00 .00 .00 .0% 10570100 392300 Sale of Equipment 0 0 0 .00 .00 .00 .0% 10570100 393910 Misc Transfers In 0 0 0 .00 .00 .00 .0% TOTAL Senior Center Administrations -234,362 0 -234,362 -76,096.94 .00 -158,265.06 32.5% 10570220 Senior Center Classes _________________________________________ 10570220 346400 Lessons -1,230 0 -1,230 -940.00 .00 -290.00 76.4% 10570220 348900 Charges for Servic -18,470 0 -18,470 -6,619.25 .00 -11,850.75 35.8% 10570220 362100 Contrib & Donation 0 0 0 .00 .00 .00 .0% TOTAL Senior Center Classes -19,700 0 -19,700 -7,559.25 .00 -12,140.75 38.4% 10570250 Senior Center Chorus _________________________________________ 10570250 334900 012 Other State Gra 0 0 0 .00 .00 .00 .0% 10570250 346500 Entry Fees -5,000 0 -5,000 -1,050.00 .00 -3,950.00 21.0% 11/14/2018 08:37 |CITY OF IOWA CITY |P 2 KKromray |YEAR-TO-DATE BUDGET REPORT |glytdbud FOR 2019 99 ACCOUNTS FOR:ORIGINAL TRANFRS/REVISED AVAILABLE PCT 1000 General APPROP ADJSTMTS BUDGET YTD ACTUAL ENCUMBRANCES BUDGET USED____________________________________________________________________________________________________________________________________ 10570250 369100 Reimb of Expenses -500 0 -500 .00 .00 -500.00 .0% 10570250 369100 012 Reimb of Expens 0 0 0 .00 .00 .00 .0% TOTAL Senior Center Chorus -5,500 0 -5,500 -1,050.00 .00 -4,450.00 19.1% 10570260 Senior Center Special Events _________________________________________ 10570260 346700 Special Events -4,000 0 -4,000 -613.58 .00 -3,386.42 15.3% 10570260 369100 Reimb of Expenses -15,000 0 -15,000 -1,500.00 .00 -13,500.00 10.0% TOTAL Senior Center Special Events -19,000 0 -19,000 -2,113.58 .00 -16,886.42 11.1% 10570270 Senior Center Television _________________________________________ 10570270 362100 Contrib & Donation 0 0 0 .00 .00 .00 .0% 10570270 363910 Misc Sale of Merch -850 0 -850 -158.00 .00 -692.00 18.6% 10570270 392300 Sale of Equipment 0 0 0 .00 .00 .00 .0% TOTAL Senior Center Television -850 0 -850 -158.00 .00 -692.00 18.6% TOTAL General -279,412 0 -279,412 -86,977.77 .00 -192,434.23 31.1% TOTAL REVENUES -279,412 0 -279,412 -86,977.77 .00 -192,434.23