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HomeMy WebLinkAbout2-21-19 Commission Packet Senior Center Commission Agenda Thursday, February 21, 2019 4 PM – 5:30 PM Room 205 4:00 PM 1. Introductions/Welcome—K. Bowen 2. Minutes (January 24, 2019) 4:10—4:15 PM 3. Public Discussion 4:15—4:30 PM 4. Commission Assignments—K.Bowen Board of Supervisors Call in advance to be placed on the agenda Thursday, Feb 27, March 12 at 5:30 PM and Feb 28 at 9 AM at the CAB City Council All meeting dates are tentative and should be checked prior to attending Tuesday March 12, 2019 at 7 PM 4:30—5:00 PM 5. Operational Overview—Staff ❖ Senior Center Update Policies ❖ Pantry Update/Information ❖ Potential Open House/Programming ❖ Staff Training Information 5:00—5:29 PM 6. Commission Discussion— K.Bowen ❖ Parking ❖ Meeting Reports ❖ Commission Member/Seat Future Seats – County (Vacant December 2018) ❖ Program or Membership Reports ❖ Future Agenda Items 5:30 PM 7. Adjourn **Next meeting is Thursday, March 21 at 4 PM room 205 at the Senior Center** Meeting Packets: 1. Agenda: Thursday, February 21, 2019 2. Minutes: Senior Center Commission, Thursday, January 24, 2018 3. Staff Reports 4. Policies: Administrative Record Retention; Art Exhibit Policy; Discounted Parking Options and Restrictions; Evaluation; Marketing; Operational Databases; Senior Center Quilters; Winter Weather Cancellations Closings; Work Study Employees Preliminary Minutes January 24, 2019 1 MINUTES SENIOR CENTER COMMISSION January 24, 2019 ROOM 205, IOWA CITY/JOHNSON COUNTY SENIOR CENTER Members Present: Kenn Bowen, Cheryll Clamon, Lorraine Dorfman, Scott Finlayson, Zach Goldsmith, Hiram Webber Members Absent: Cheryll Clamon Staff Present: LaTasha DeLoach, Kristin Kromray Others Present: John Schmidt, Angela McConville CALL TO ORDER: The meeting was called to order by Bowen at 4:00 PM. RECOMMENDATIONS TO COUNCIL: None. APPROVAL OF MINUTES FROM THE NOVEMBER 15, 2018 MEETING: Motion: To accept the minutes from the November 15, 2018 meeting with amendments. Motion carried on a vote of 6/0. Dorfman/Webber PUBLIC DISCUSSION: None. COMMISSION ASSIGNMENTS: Webber will attend an upcoming City Council meeting. Bowen will attend an upcoming Board of Supervisors meeting. OPERATIONAL OVERVIEW: DeLoach reported staff has been working on editing and refining the policies. DeLoach stated the city attorney reviewed the policies in the commission packet and had a few minor updates and suggestions. Preliminary Minutes January 24, 2019 2 Commissioners discussed the city attorney’s suggestion that in the In-House Agencies policy the term “non-profit corporations” is too limiting. Commissioners decided to change it to “not for profit organizations” to lend more flexibility. Goldsmith asked if this policy would limit the Senior Center from renting space to for profit organizations. DeLoach stated that this policy was specifically for organizations requesting free operational space; for profit organizations would need rental agreement. In the Visitor and Staff Use of Furniture and Equipment policy under Participant Use of Exercise Rooms and Equipment, under #2, “Center members” was changed to “Participants”. This lends more flexibility if the Senior Center wishes to have a trial week for non-members and use exercise equipment. One grammatical error was updated. In the Non-Medical Emergency Response and Prevention policy, under #4, “personnel” was changed to “individual” and in #5 “identified” to “required”. Motion: To approve the Hours of Operation policy. Motion carried on a vote of 6/0. Goldsmith/Dorfman Motion: To approve the In-House Agencies policy as amended. Motion carried on a vote of 6/0. Webber/Goldsmith Motion: To approve the Insurance Coverage policy. Motion carried on a vote of 6/0. Dorfman/Goldsmith Motion: To approve the Medical Emergency policy. Motion carried on a vote of 6/0. Goldsmith/ Webber Motion: To approve the Non-Medical Emergency Response and Prevention policy as amended. Motion carried on a vote of 6/0. Webber/Finlayson Motion: To approve the Visitor and Staff Use of Furniture and Equipment policy as amended. Motion carried on a vote of 6/0. Goldsmith/Webber Motion: To approve the Whistleblower policy. Motion carried on a vote of 6/0. Finlayson/Dorfman DeLoach reported Johnson County Public Health (JCPL) will be expanding their partnership with the Senior Center by having dedicated hours in the building. Room G03 is currently occupied part time by the Visiting Nurses Association (VNA) who do a number of health-related services. JCPL will be able to complement the VNA by offering additional services such as HIV and Hepatitis C screenings, as well as having staff available for questions. Preliminary Minutes January 24, 2019 3 DeLoach is also working with JCPL for the Senior Center to become a point of dispensing in case of a major crisis. Finlayson asked if there would be training for this designation. DeLoach replied there would be staff training for this. Webber asked if staff is trained in first aid, such as the Heimlich maneuver. Staff receives first aid/CPR/AED training every two years. McConville stated that she had just recently become a trainer for the community response team, which trains public volunteers to help in times of crisis. DeLoach reported she spoke with the Parks and Rec director regarding the WWII memorial block. They are willing to place t the WWII memorial block in the veteran’s section of the Oakland Cemetery. Motion: To allow DeLoach to work with the Parks and Rec department to place the WWII memorial block at the Oakland Cemetery. Motion carried on a vote of 6/0. Finlayson/Goldsmith COMMISSION DISCUSSION: Angela McConville attended the meeting. She works for the City of North Liberty and organizes their senior meals. She also lives in Oxford and is potentially interested in applying for the Johnson County at large commission vacancy. Staff will work to send her the appropriate paperwork. The Senior Center Steering Council has been dissolved. This group was originally formed to be a communication hub for the various working groups and Commission. Over the years it has become more difficult to get people involved in this group. The member driven working committees (Membership and Program Committees) will now report directly to the Commission. John Schmidt, who is the chair of the Membership Committee discussed some of the projects this committee works on. They do tours of the Senior Center as well as coordinate new member breakfasts. The most recent breakfast had 40 people attend. Dorfman, who is on the Program Committee, reported they are starting to discuss summer programming. Dorfman noted that she is concerned that they will not be able to get interested instructors who want to teach outside of the Senior Center building. DeLoach agreed it will take some networking and it is possible that there are members or potential members in outlying areas who do not yet know we are looking to expand programming in this way who may be potential instructors. DeLoach discussed that she would like to reframe the Senior Center as a place for the community as the go to place for expertise and information in the area of aging. Finlayson asked if there are training opportunities for staff. DeLoach said that there is money in the budget for staff to attend conferences. Both Buhman Preliminary Minutes January 24, 2019 4 and Edrington will be attending upcoming conferences. Goldsmith asked for a report on what conferences staff are attending. DeLoach will give an update on the new Senior Center pantry at the next meeting. Motion: To Adjourn. Motion carried on a vote of 6/0. Goldsmith/Webber Preliminary Minutes January 24, 2019 5 Senior Center Commission Attendance Record Name Term Expires 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 11/15/18 12/13/18 1/24/18 Kenn Bowen 12/31/20 X N/M X X X X X NM X X NM X Cheryll Clamon 12/31/18 O/E N/M X X O/E X X NM X X NM O/E Lorraine Dorfman 12/31/19 X N/M X X X X O/E NM X X NM X Robert (Scott) Finlayson 12/31/20 -- -- X X O/E X X NM X O/E NM X Zach Goldsmith 12/31/21 -- -- -- -- -- -- -- -- X X NM X Kathy Mitchell 12/31/19 X N/M X X X -- -- -- -- -- -- -- Margaret Reese 12/31/17 X N/M X X X X X NM X X NM -- Hiram (Rick) Webber 12/31/20 X N/M X X X X X NM X X NM X Key: X = Present O = Absent O/E = Absent/Excused NM = No meeting -- = Not a member Title: Administrative Record Retention Date of Current Version: February 2019 Replaces Version: April 2012 Background Administrative records are used to document, monitor, report, evaluate, and direct the programs and services offered at, and supported by, The Center. Administrative Record Retention 1. All accounting records shall be kept in accordance with policy set forth by the City of Iowa City. 2. Detailed and summary reports of year-to-date budget information is available on the City of Iowa City’s financial database. 3. Financial records (e.g. tangible documents) that may be useful on a day-to-day basis shall be maintained on site for a period of one year past the end of the previous fiscal year, or longer if deemed useful. 4. Documents relating to the facility’s history and all completed capital improvement projects shall be maintained at The Center or the City of Iowa City Engineering Division of Public Works. 5. The following documents shall be archived on the City of Iowa City file server or Laserfiche: a. Senior Center Commission meeting packets and meeting minutes b. Historic copies of The Post newsletter c. Historic copies of the Senior Center Program Guide Open Records 1. The records of The Center, with very limited exception, are “open” records under Chapter 22 of the Iowa Code and are available to members of the public for any reason. The City Council has adopted an open records policy that is available on the City of Iowa City website. Administration The Center coordinator or designee is the custodian of the records of The Center and is responsible for the timely retrieval, review, reporting, and management of recorded information. Approved by the Senior Center Commission on: Title: Art Exhibit Policy Date of Current Version: December 2018 Replaces Version: April 2012 Background The Center offers rotating art exhibits. Art exhibits enhance the environment, encourage community participation in Center programming, and promote discussion of the work among participants and visitors. Art Exhibit Policy 1. Art work is not censored. The style and subject of art exhibits vary greatly and may on occasion be offensive to some participants and visitors. The Center neither approves nor disapproves the content, ideas or subject matter presented in art exhibits and does not accept responsibility for ensuring accuracy or that all points of view are represented by an exhibiting artist. 2. A signed agreement is required to exhibit art work at The Center. 3. Prior to installing art work, the artist shall provide the program specialist with a list of the names and value of all items on display. The list is forwarded to the City of Iowa City’s revenue and risk manager in order to provide insurance coverage for the items on display. Art work is not insured by the City without documentation of the names of pieces displayed and their value. 4. The sale of exhibited artwork is permitted. The artist shall pay The Center 25% of the revenue resulting from the sale of any item sold from the exhibit. 5. All items included in the exhibit must remain on display throughout the scheduled exhibit period unless otherwise approved by the program specialist. Administration The exhibits are coordinated by the program specialist who invites and schedules artists to display their work for a limited period of time. Approved by the Senior Center Commission on: Title: Discounted Parking Options and Restrictions Date of Current Version: January 2019 Replaces Version: April 2012 Background The Center works with Iowa City’s Parking/Transit Division to offer convenient and affordable parking options for Center members and volunteers. Parking for Center Members and Volunteers 1. Discounted parking permits and hourly parking validation tickets for the Tower Place parking garage are available for members of The Center to purchase. Center volunteers are provided with free parking while volunteering. 2. Annual and semi-annual parking permits are issued based upon the fiscal year (July 1—June 30). Permit fees are not prorated to the time of purchase. 3. All available discounted parking opportunities for Center members and volunteers are provided through a cooperative agreement between The Center and Iowa City’s Parking/Transit Division. 4. Holding any type of a Center-issued parking pass or permit does not guarantee a parking space will be available. 5. Discounted parking permits can be moved from vehicle to vehicle, but one permit cannot be used to fund two (2) or more vehicles parking at the same time. 6. Center members who have a valid state-issued persons with disabilities parking permit must also have a Center-issued parking placard on display to park in a Center-designated disabled parking space. Vehicles without a state-issued permit and Center-issued placard will be ticketed. Revenue 1. All revenue generated by the discounted parking program shall be handled in accordance with City policy and deposited as revenue in The Center’s current operational budget. Exclusions 1. Discounted parking for Center members and volunteers is only available for time spent on site while actively supporting or participating in Center sponsored programs and services. 2. Employees of The Center or any in-house agency who are also members of The Center are prohibited from using a Center parking permit of any sort during their regular work hours. 3. The Center does not provide any parking discounts for the participants or employees and volunteers working for an in-house agency or with a non-Center affiliated group or organization. Each agency/organization is responsible for all parking arrangements offered to its employees, volunteers, and participants. 4. Parking in a space signed as a Center loading zone is prohibited unless the driver is actively engaged in the process of loading or unloading or prior approval by the coordinator or designee has been secured. Violators may be ticketed. 5. At the discretion of the coordinator or designee, substantiated abuse of benefits associated with the discounted parking program shall result in the revocation of an individual’s parking permit and benefits. Administration The Center coordinator or designee is responsible for overseeing implementation of the parking options available to members and volunteers. Approved by the Senior Center Commission on: Title: Evaluation of Programs & Services and In-House Agency Services Date of Current Version: January 2019 Replaces Version: April 2012 Background Ongoing evaluation is a necessary and useful process for determining the extent to which The Center’s goals and mission are being met. Evaluations are intended to assess the extent to which a specific program, service, or instructor is successfully contributing to the goals and mission of The Center. Regular and systematic evaluation will enable The Center to: • Respond to changing needs • Maintain accountability to funding sources and the community • Demonstrate ongoing success in meeting the needs of area residents 50 years of age and older • Document participant outcomes associated with participation in Center-sponsored programs • Provide evidence of program efficacy • Avoid repetition of mistakes Evaluation of Programs and Services Policy 1. Every five (5) years a comprehensive participant and community survey shall be conducted using funding specifically approved and allocated for this purpose in the operating budget. 2. Every five (5) years a comprehensive evaluation of The Center’s operation shall be conducted using funding specifically approved and allocated for this purpose in the operating budget. Standards of excellence established by the National Institute of Senior Centers, a unit of the National Council on Aging, may guide the evaluation process. 3. A final report of the five-year survey and operational review findings, including recommendations and any revisions to the strategic plan, shall be prepared by the coordinator and distributed to the Commission, participant advisory groups, the City Manager and City Council of Iowa City, and the Johnson County Board of Supervisors. Additional copies will be available for public viewing at The Center and on The Center’s website. 4. Evaluations targeting specific programming areas shall take place throughout the year. These surveys are developed, implemented, analyzed, and reported on by professional staff members, sometimes in cooperation with a volunteer participant leadership group. A report of the findings shall be prepared by the survey administrator and given to the coordinator. 5. Informal evaluation techniques may supplement formal evaluation methods. Staff may solicit feedback from Program Guide articles, one-on-one conversations, notes in the suggestion box, correspondence, classroom conversations, participant forums, observation, and similar methods. 6. A comprehensive review of database information shall take place as needed, but no less than annually. Evaluation of In-House Agency Services Policy 1. Each agency or organization using space at The Center shall cooperate in the collection of data by providing monthly participation counts and an annual report of the services provided at or from this location. a. The Center coordinator shall conduct an annual review of the agency's/organization's goals to determine continuing compatibility with The Center’s goals and purposes. 2. An annual evaluation of full-time in-house agencies shall be done by The Center coordinator and Commission and shall include a review of the in-house agency’s lease and the following information provided by the agencies’ management: a. The annual summary of services provided by the agency at and from this location b. Review of the agency's/organization's goals to determine continuing compatibility with The Center’s goals and purposes c. Evaluation of the in-house agency’s success in meeting its identified goals d. Participant input relative to programs and operations e. Review of the cost of services Administration 1. The coordinator or designee is responsible for the summary, analysis, and dissemination of evaluation outcomes of the five-year surveys. 2. The coordinator or designee shall share findings from targeted and outcome-based evaluations with the Senior Center Commission and participant volunteer leadership committee(s) unless the findings involve an identified instructor. Instructor evaluations are used solely by professional staff to give feedback on the instruction being provided. 3. Annually the Senior Center Commission draws from both formal and informal evaluations and database information to assess the effectiveness and efficiency of The Center in meeting its mission, goals, and objectives. Approved by the Senior Center Commission on: Title: Marketing Date of Current Version: January 2019 Replaces Version: August 2011 Background Marketing promotes community awareness of The Center’s mission, programs, and services. Marketing 1. A comprehensive, annual marketing plan shall be developed in conjunction with anticipated programming and financial resources each year. The marketing plan shall be reviewed by staff seasonally and revised as needed. 2. Paid advertising shall be utilized to strategically further The Center’s mission as the budget allows. 3. All marketing material shall promote a positive image of The Center, aging, and aging in the community. 4. The Iowa City Communications Department may be used to promote programs and services, modify The Center’s City website, and to make special announcements as needed/available. 5. The Center’s City website and the Friends of The Center website shall be updated regularly as a marketing tool. 6. Email newsletters shall be used to market The Center’s programs and events, encourage charitable contributions, and share relevant community announcements. The Center staff shall strive to send no more than two (2) mass email messages per week. Administration Marketing for The Center and its programs is carried out by professional staff members. The coordinator is responsible for budgetary oversight. Approved by the Senior Center Commission on: Title: Operational Databases Date of Current Version: February 2019 Replaces Version: April 2012 Background Databases managed by The Center provide quantitative information to measure the scope of operation; facilitate financial management of budgeted funds and monetary donations; provide emergency information when needed; track use of the facility; and produce a variety of reports. Policies related to the databases are intended to promote security and accuracy. Database Policy 1. Databases shall be maintained on the City of Iowa City file server or a secure web server. 2. Access to databases shall be limited to only those staff members and select volunteers who need information contained therein. 3. Persons authorized to access any of the databases shall receive appropriate training from the managing staff member prior to initial use of the database. 4. On an annual basis, staff shall evaluate the types of information collected from participants and recorded in Center databases. If any information collected is determined not to be necessary or useful to support or improve Center operations, it shall no longer be collected and deleted. 5. Duplicative data within or across databases shall be consolidated or eliminated when possible. Administration Databases are maintained by The Center’s permanent staff. Center staff members have access to the databases as needed. City of Iowa City ITS and Revenue employees may have access to information as needed. Public access to information contained in the databases is limited as much as possible under current public records laws (Chapter 22 of the Code of Iowa). The coordinator or designee makes the final decision as to what information is collected for database storage. Approved by the Senior Center Commission on: Title: Senior Center Quilters Date of Current Version: January 2019 Replaces Version: August 2011 Background The Senior Center Quilters are a group of volunteers who offer fee-based quilting services to the public and prepare quilts for raffle fundraisers. Group Operations 1. All revenue generated by the Senior Center Quilters shall be handled in accordance with City Policy and deposited as revenue in The Center’s current operational budget. 2. When community members bring materials to The Center for quilting services, they are required to sign, and comply with, a Quilt Owner’s Agreement form. As a part of this agreement the person must provide the estimated cash value of all the materials being left at The Center. 3. In the event of fire, negligence, or vandalism that destroys property provided by a member of the community for quilting services and currently housed at The Center, insurance coverage through the City of Iowa City reimburses the owner for lost or damaged property. The amount reimbursed shall be equal to the cash value of the materials submitted by the owner for quilting services. Administration Oversight and coordination of the Senior Center Quilters is provided by the Community Outreach Specialist. Approved by the Senior Center Commission on: Title: Winter Weather-Related Cancellations and Closings Date of Current Version: December 2018 Replaces Version: April 2012 Background The purpose of The Center’s winter weather policy is to ensure the safety of participants, visitors, and staff when severe weather conditions occur. Cancellation Policy 1. During routine hours of operation, The Center will cancel all Center-sponsored activities when the Iowa City public schools close for the entire day due to weather conditions. 2. On days when the Iowa City public schools are not in session, decisions to cancel Center- sponsored activities and/or close the facility shall be made by the coordinator or designee. 3. In-house agencies and renters may make decisions about weather-related cancellations independently of The Center. Each agency, individual, or group is responsible for conveying program cancellations to their participants and Center staff. Facility Access During Severe Weather 1. When all Center-sponsored programs and services are cancelled, the facility shall remain open during regular business hours. 2. With authorization from the City Manager or designee, the coordinator or designee may close the facility to all public access during very extreme weather conditions. Administration The coordinator is responsible for making winter weather-related cancellation and closing decisions. The coordinator consults with the City Manager when appropriate. Permanent staff members assist with disseminating announcements of winter weather-related cancellations and closings. Approved by the Senior Center Commission on: Title: Work-Study Employees Date of Current Version: December 2018 Replaces Version: April 2012 Background The Center employs students who have been approved for work-study placement by their educational institution. Work-study employees provide a cost-effective method for obtaining valuable assistance in the delivery of programs and services. They also promote learning and intergenerational interaction and communication. Policy Work-Study Employees 1. When funding is available, permanent staff members may hire work-study employees to assist them with their responsibilities. 2. The hiring staff member is responsible for orientation, direct oversight, and evaluation of the work-study employee. Expectations of Work-Study Employees 1. Work-study employees must meet the City of Iowa City’s requirements for hiring a part-time temporary employee and sign a confidentiality agreement. 2. Work-study employees shall dress, conduct themselves, and carry out assigned tasks in a professional manner. 3. City provided services are to be used only when completing assigned job responsibilities at The Center. 4. Work-study employees shall not accept gifts with a value greater than $3.00 from participants. 5. Work-study employees shall wear visible name tags when working. Evaluation 1. All work-study employees receive direct oversight and performance evaluations by the hiring staff person. 2. Work-study employees are given feedback and guidance related to their job performance on an ongoing basis. 3. Termination of work-study employment shall comply with applicable policies of the City of Iowa City and the student employee’s educational institution, and require the approval of The Center coordinator or designee. Administration All work-study placements are approved by the coordinator or designee. Work-study employees are hired, trained, evaluated, and supported by a permanent staff person. Approved by the Senior Center Commission on: