HomeMy WebLinkAbout4-18-19 Commission PacketIf you will need disability related accommodations to participate in this program or event, please contact
LaTasha DeLoach at latasha-deloach@iowa-city.org or 319-356-5225. Early requests are strongly encouraged to
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Senior Center Commission Agenda
Thursday, April 18, 2019
4 PM
Iowa City/Johnson County Senior Center - Room 205
1. Introductions/Welcome—K. Bowen
2. Minutes (February 21, 2019)
3. Public Discussion for items not on the agenda
4. Commission Assignments—K.Bowen
Board of Supervisors - Call in advance to be placed on the agenda
Thursday, April 25, May 2, May 9 at 9AM at the CAB
City Council- All meeting dates are tentative and should be checked prior to attending
Tuesday, April 23 and May 7 at 7 PM
5. Operational Overview—Staff
❖ Senior Center Policies Update
❖ Rezoning
❖ Open House
❖ Program or Membership Reports
6. Commission Discussion— K.Bowen
❖ Meeting Reports
❖ Appointment of Commission Member/Seat
County Representative (December 2018)
❖ Future Agenda Items
7. Adjourn
**Next meeting is Thursday, May 16 at 4 PM room 205 at the Senior Center**
Meeting Packet Contents:
1. Agenda: Thursday, April 18, 2019
2. Minutes: Senior Center Commission, Thursday, February 21, 2019
3. Staff Reports
4. Policies: Code of Conduct, Community Partnerships, Fee Based Classes and Programs,
Field Placement of University Students, Participant Confidentiality, Personnel Policies,
Senior Center Commission, Volunteer Leadership Groups, Volunteer Policy
Preliminary Minutes
February 21, 2019
MINUTES
SENIOR CENTER COMMISSION
FEBRUARY 21, 2019
ROOM 205, IOWA CITY/JOHNSON COUNTY SENIOR CENTER
Members Present: Lorraine Dorfman, Zach Goldsmith Kenn Bowan, Cheryll Clamon, Hiram
Webber
Members Absent: Scott Finlayson
Staff Present: Michelle Buhman, LaTasha DeLoach
Others Present: Angela McConville, Jori Romano
Call to Order:
The meeting was called to order at 4:18
Recommendations to council:
Approval of minutes from the January 24, 2019 meeting with amendments. Motion carried on a
vote of 4-0 Clamon/Dorfman
Public Discussion
None
Commission Assignments
Bowen will attend the next Board of Supervisors meeting.
Operational Overview
Senior Center Update Policies
Motion: To approve Administrative Record Retention Policy. Motion carried on a vote of 4-0.
Goldsmith/Dorfman
Motion: To table the art exhibit policy. Motion carried on a vote of 4-0. Clamon/Goldsmith
Motion: To approve Evaluation of Programs and Services and In-House Agency Services policy.
Motion carried on a vote of 4-0. Clamon/Dorfman
Discussion: Goldsmith questioned evaluation of every five years. De Loach commented the five years
evaluation has been previously established based on the National Accreditation process.
Webber arrived at the meeting at 4:44 PM
Motion: To approve the Marketing policy. Motion carried on a vote of 5-0. Goldsmith/Dorfman
Motion: To approve Operational Databases policy. Motion carried on a vote of 5-0. Weber/Goldsmith
Preliminary Minutes
February 21, 2019
Motion: To approve Senior Center Quilters policy. Motion carried on a vote of 5-0. Dorfman/Clamon
Motion: To approve Winter Weather closing policy. Motion carried on a vote of 5-0. Dorfman/Clamon
Motion: To approve Works-Study Employees policy. Motion carried on a vote of 5-0.
Goldsmith/Weber
Pantry Update
De Loach announced that the pantry is up and running. A new logo has been created and a student
intern is working on developing a toolkit to manage the pantry. A plan is being developed to secure
food during the slower donation seasons. The pantry has been a valuable service for those who rely on
the congregate meal program which has cancelled several times in the past few weeks due to severe
weather. A student intern is keeping a record of how much food is donated. A grand opening is the
works for around the second week of March. DeLoach encouraged commissioners to attend the grand
opening. Recycling bags for to use take products home will be made available in time for the grand
opening. In addition, a new condom dispenser has been installed in the location near the pantry.
Potential Open House/Programming
De Loach reported that staff is working on a possible Open House during the month of May. DeLoach
will update the commission as program details are confirmed. Bowen commented that the center needs
to develop a stronger marketing program. De Loach agreed and highlighted the efforts of the new staff
has been stepping up the social media and signage around the building.
Staff Training Information
De Loach updated the commission how the staff is being trained in different areas:
• Jessi Simon, Development Specialist, recently completed the Grant Writing workshop.
• Michelle Buhman, Program Specialist, will be attending the American Society on Aging
conference in April.
• Emily Edrington, Community Outreach Specialist, will be attending the Global
International Conference in June. The focus of this conference is to help identify ways to
increase was to create intergenerational programs.
Commission Discussion
De Loach announced the commission will vote to appointment the non-Iowa City Commission seat at
the March meeting.
Dorfman noted that the term of her appointment is incorrect in the minutes and needs to be corrected.
Meeting Reports
Preliminary Minutes
February 21, 2019
None.
Program Committee Report
Bowen and Dorfman reported that the program committee is working on the summer session. A guest
was present looking for feedback on a potential program.
Parking
Clamon commented that parking continues to be a problem for people who want to attend senior
center program because the Tower Ramp is regularly full. Senior Center members who hold a parking
permit are allowed access into the ramp in the permit only lane. Clamon noted that signage for the
permit only lane and the full sign in the parking ramp is not visible from the street and tends to cause
additional problems. She also commented that ice has been a problem in the ramp, particularly on the
top floor. The icy conditions present a danger for seniors.
De Loach reported that she spoke to the director of the Parking department regarding signage. Clamon
reported people have expressed to her that they are unhappy with parking and have vowed not to
return to the Center or downtown Iowa City because of the parking.
Motion: To approve the Parking policy. Motion carried on a vote of 5-0. Clamon/Webber
Future agenda items
Parking.
Motion: to adjourn. Motion carried on a vote of 5-0. Clamon/Webber
Preliminary Minutes
February 21, 2019
Senior Center Commission
Attendance Record
Name Term Expires 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 1/24/19 2/21/19
Kenn Bowen 12/31/19 N/M X X X X X NM X X NM X X
Cheryll Clamon 12/31/20 N/M X X O/E X X NM X X NM X X
Lorraine Dorfman 12/31/21 N/M X X X X O/E NM X X NM X X
Robert (Scott)
Finlayson 12/31/20 -- X X O/E X X NM X O/E NM X O/E
Zach Goldsmith 12/31/21 -- -- -- -- -- -- -- X X NM X X
Kathy Mitchell 12/31/19 N/M X X X -- -- -- -- -- -- -- --
Margaret Reese 12/31/18 N/M X X X X X NM X X NM -- --
Hiram (Rick) Webber 12/31/19 N/M X X X X X NM X X NM X X
Key: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
-- = Not a member
Title: Code of Conduct Policy
Date of Current Version: March 2019
Replaces Version: April 2012
Background
The Center encourages broad-based community participation in a welcoming environment. A Code of
Conduct Policy has been established to ensure that each person visiting The Center has an enjoyable
experience that is not disrupted by the behavior or actions of others. This policy identifies prohibited
behaviors likely to infringe on the enjoyment of other people and the consequences of any violations of
the policy.
Code of Conduct Policy
1. Conduct that interferes with the rights of individuals to use Center services in a safe and secure
environment is prohibited. Prohibited conduct includes, but is not limited to, the following:
a. Committing or attempting to commit any activity that would constitute a violation of any
federal, state, or local criminal law or ordinance on City of Iowa City property.
b. Willfully annoying, harassing, or threatening another person.
c. Sexual, physical, or other harassment.
d. Possessing, consuming, selling, or being under the influence of illegal drugs or other
substances.
i. Any use of alcohol on the premises must adhere to The Center’s alcohol policy.
e. Soliciting, panhandling, or unlicensed gambling inside the building.
f. Impeding access to the building or an area of the building.
g. Leaving personal items in the building unless properly stored and secured in a rented
locker. The Center assumes no responsibility for any belongings left unattended.
h. Improper use of another person’s membership card.
i. Entering non-public or locked areas of the building unless accompanied by a staff person
or with prior authorization from a staff member.
j. Intentionally damaging, destroying, or stealing any materials, equipment or property
belonging to The Center, visitors, participants, or staff.
2. No person may carry into The Center a dangerous weapon as defined in Section 702.7 of the
Iowa Code with the following exceptions: a) any peace officer; b) any member of the Armed
Services or National Guard; c) a correctional officer; and d) a person who has been issued a permit
to carry a weapon under Sections 724.11 and .11A of the Iowa Code.
3. The Center endeavors to provide a comfortable, inclusive, and welcoming environment. Center
users are expected to treat each other respectfully and behave in a manner that does not
disrupt other participants or Center programing and services. Prohibited conduct includes, but is
not limited to, the following:
a. Using profane, obscene, or abusive language.
b. Behaving in a loud, boisterous, or disruptive manner that is not solely caused by a
disability.
c. Fighting or challenging to fight, pushing, shoving, or throwing things.
d. Campaigning, petitioning, interviewing, survey taking, soliciting, and selling unless
previously reviewed and authorized by the coordinator or designee.
e. Taking pictures or videos of people, except at public events, unless authorized by the
coordinator (or designee) and by the patrons involved or parents of minor children.
4. Participants are expected to support staff efforts to maintain a healthy and clean environment.
Prohibited conduct includes, but is not limited to, the following:
a. Using cigarettes, e-cigarettes, or other tobacco products in or on the grounds of any City
of Iowa City property, including The Center and Tower Place Parking Garage. Smoking is
allowed inside private vehicles parked in the Tower Place Parking Garage.
b. Consuming food or beverages in the computer lab.
c. Consuming food or beverages in a manner that creates an unclean environment,
disrupts other patrons, or is harmful or potentially harmful to The Center’s resources.
d. Bodily hygiene that is offensive so as to constitute a nuisance to other persons.
e. Bringing animals into the Senior Center, with the exception of service animals and those
allowed during special programs.
Enforcement
1. Individuals who fail to observe The Center’s Code of Conduct Policy may be asked to leave The
Center and surrounding property, be expelled from The Center for a period of time, be subject
to arrest or other lawful action.
2. Levels of progressive discipline shall be followed.
a. First offense: Warning
b. Second offense: Expelled for 1 day
c. Third offense: Expelled for a period of days up to 1 year
d. Fourth offense: Expelled for 1 year
3. The Coordinator may skip levels of progressive discipline depending on the situation and the
nature of the violations.
4. Center staff and/or Iowa City Police Department will intervene to stop prohibited activities and
behaviors.
5. Security cameras are located in public areas of The Center to protect the safety and security of
people, the building, and its contents. Cameras are monitored as needed.
Appealing Disciplinary Action
1. Individuals who have been cited for violations of the Code of Conduct Policy have the right to
appeal all levels of disciplinary action.
Administration
The policy is administered by the coordinator or designee. All staff members shall intervene if violations
of the Code of Conduct Policy are taking place in their presence or currently in progress.
Approved by the Senior Center Commission on:
Title: Community Partnerships
Date of Current Version: March 2019
Replaces Version: August 2011
Background
Community partnerships are an essential component of The Center’s programs and services. They help:
• Expand and enhance program opportunities.
• Promote the maximum use and benefit of community and organizational resources.
• Avoid duplication of services.
• Promote awareness of other organizations that provide services for people 50 years and over.
• Help identify gaps in services.
Community Partnerships
1. A variety of community partnerships shall be utilized to enrich The Center’s programming,
reduce costs, avoid duplication of services, improve referral services, and promote
understanding between organizations serving older adults.
2. Center staff shall develop and maintain relationships with organizations serving the older adult
population through such things as partnerships; serving on boards, committees, and task forces;
exchanging information; and joining professional groups that have a vested interest in people 50
years and older.
3. Special effort shall be taken by staff to coordinate programs and partner with City of Iowa City
departments and divisions to maximize the use of city resources when serving the community.
4. Community partners shall be recognized in the annual report. Community partners may also be
recognized and thanked for their support in the program guide and other promotional materials.
5. Partnering organizations may provide informational materials that Center staff may use when
making program or service referrals to participants and community members.
Administration
All professional level staff members may be involved in identifying community partners, developing
partnership agreements, carrying out the terms of the agreement, and providing oversight as the
program is developed and implemented.
Approved by the Senior Center Commission on:
Title: Fee-Based Classes and Programs
Date of Current Version: January 2019
Replaces Version: April 2012
Background
Program fees are assessed to cover expenses associated with offering a class or event.
Policy
Equipment and Material Fees
1. Class fees shall be used to cover expenses associated with equipment and materials used in
conjunction with a class (e.g. copying costs, art supplies, books, administrative costs, and
equipment replacement).
2. The total amount of material and equipment fees shall be set by the staff or instructor when
organizing the class.
3. Equipment and material fees are not intended to generate a profit for volunteer instructors or
the sponsoring agency. Their sole purpose is to reimburse the person or organization for
materials purchased for use during the class.
4. Equipment and materials may be supplied by the instructor or The Center. If supplied by the
instructor, participants pay the fee directly to the instructor. When The Center provides the
equipment and materials, participants pay The Center at the time of class registration.
Independent Contractor Agreement and Instructor Fees
1. Independent contractors enter into a written agreement outlining the responsibilities of the
contractor and/or instructor and The Center for each program offered.
a. Independent contractors are provided access to facilities and equipment for the purpose of
offering classes to adults.
b. Independent contractors develop their own curriculum, are responsible for instruction, and
set and collect all fees.
c. Independent contractors charge instructor fees as compensation for their time, expertise,
and training. Additional material fees may be charged.
d. In exchange for the use of Center space and equipment, independent contractors shall pay
The Center a percentage of the gross class revenue, excluding any material fees and
instructional fees paid by participants in the low-income membership program.
Participation Fees
1. Participation fees shall be collected for activities and programs that involve expenses such as
admission fees, group t-shirts, community outings, transportation costs, etc.
Financial Support Provided by the Low-Income Membership Program
1. Participants in the low-income membership program shall receive a 25% discount on instructor
fees for programs offered by independent contractors.
2. When a Center-sponsored program has material or equipment fees assessed by The Center, the
fee shall be waived entirely for participants in the low-income membership program.
3. The low-income membership program does not provide financial support for material fees owed
to independent contractors or volunteer instructors.
4. The low-income membership program may not provide financial support for Center-sponsored
activities involving participation fees or any class or program sponsored by an outside organization
unless additional funding sources are secured.
Financial Management
1. All revenue generated through fee-based classes and programs shall be handled in accordance
with City policy and deposited as revenue in The Center’s current operational budget.
Administration
Class and program fees are set by the staff person(s) organizing the program and managing its budget. In
the case of classes taught by independent contractors, the fee is set by the independent contractor.
Annually staff members prepare a budget for classes and programs that are planned for the upcoming
year. The coordinator incorporates these projections into the proposed operational budget for the next
fiscal year.
Approved by the Senior Center Commission on:
Title: Field Placement of Students
Date of Current Version: December 2018
Replaces Version: April 2012
Background
The Center offers students the opportunity to participate in a variety of applied learning opportunities.
The intent of field placement is to expand the student’s knowledge of older adults and the aging process
and to support The Center’s delivery of programs and services.
Policy
General Guidelines
1. Student field placements shall not take priority over programming and activity interests of
participants.
2. Student field placements at The Center are unpaid.
3. The Center must have sufficient staffing and space to make the field experience beneficial for both
the student and The Center.
Requests and Requirements for Student Observation or Field Placement
1. Individual requests from students to observe The Center services, classes, or activities must be
pre-approved by The Center coordinator or designee, and the class or activity leader when
necessary.
2. Requests for field placement must be submitted to The Center staff verbally or in writing by the
student or supervising faculty, and shall be approved by the coordinator.
3. Students must develop and submit to their supervising staff member a plan and/or learning
contract for the field placement. The document must be reviewed, approved, and signed by the
supervising faculty (if applicable), Center staff serving as field/practicum instructor and/or task
supervisor, and student. A copy of the approved plan shall be given to The Center coordinator or
designee. Any modifications to the plan shall be made in consultation and with the approval of the
supervising faculty, supervising Center staff, and student.
Expectations of Students
1. Field placement students must review and sign a Center confidentiality agreement.
2. Students 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. Students shall not accept gifts with a value greater than $3.00 from participants.
5. All students shall wear visible name tags when working.
Student Evaluation
1. All students work under the direction of the Coordinator or designee.
2. Students are given feedback and guidance related to their placement performance on an ongoing
basis individually and in consultation with the supervising faculty member (if applicable).
3. To achieve a successful learning experience, planned student activities may be modified during the
field placement as needed. Any changes must be approved by the supervising faculty (if
applicable), Center coordinator or designee, and student.
4. The Center coordinator or designee shall complete all evaluation forms and documentation
required by the university for student field placements in a timely fashion.
5. Early termination of a student field placement shall comply with applicable policies of the City of
Iowa City and the student’s educational institution, and require the approval of The Center
coordinator.
Administration
The primary responsibility for a student's professional training and research rests with the student’s
educational institution. A professional level staff member of The Center serves as the student’s
field/practicum instructor and/or task supervisor, supervising day-to-day activities of the student and
assuring that they are provided with the experiences necessary to meet the agreed upon educational
objectives and support the provision of programs and services offered by The Center.
Approved by the Senior Center Commission on:
Title: Participant Confidentiality
Date of Current Version: April 2019
Replaces Version: April 2012
Background
The Participant Confidentiality policy describes the steps taken by The Center to maintain participant
confidentiality within the parameters of the law.
Confidentiality Policy
1. Participant information may be collected during membership sale, registration for programs or
services, in conjunction with surveys, as well as from donations or payments.
2. Senior Center records and other personally identifiable information are confidential in nature.
No individual except authorized Center staff, work-study employees, and student interns, shall
have access to Center records without the individual’s consent, except as listed below.
a. As a division within the City of Iowa City, the Senior is subject to the Code of Iowa, Chapter
22, Examination of Public Records (Open Records). Many Center records are subject to
disclosure pursuant to a request from the public under Chapter 22 of the Code of Iowa.
Under City Council resolution, The Center Coordinator is the custodian of the records at The
Center. Center staff will seek counsel from the City Attorney’s office when needed and will
respond to the request according to advice of counsel.
b. Center records may be subject to disclosure to officials pursuant to process, subpoena, or
court order authorized pursuant to federal, state, or local law relating to civil, criminal,
administrative, or legislative investigative power. Center staff will seek counsel from the City
Attorney’s office in the event of such request for release of Center records, and will respond
to the request according to advice of counsel.
c. Volunteers, independent contractors, or program partners who offer programs or provide
services at the Center may be given access to personal contact information to conduct
routine business (e.g. sharing a class list to communicate with participants regarding the
class).
d. Participant information may be shared with other City staff members for routine business.
(e.g. Parking department for permit information or Revenue department for financial issues
such as an insufficient funds check).
e. Limited participant information may be accessible to third party vendors for the purpose of
conducting routine business on behalf of The Center (e.g. printing, mailing, database
support).
f. Donors’ names may be printed in publications or online, unless the donor requests to
remain anonymous.
g. Illegal activity is not protected. The Center may review information when a violation of law
or Center policy designated to protect facilities, network, and equipment is suspected.
h. Persons attending Center programs or public meetings may be recorded or photographed as
an audience member. These images may be used for Center or Friends of The Center
programming or promotion, including use in printed materials, online publications and
websites, television, and other media.
i. Security cameras are installed in the Center to protect the safety and security of people, the
building, and its contents. Only authorized City staff may view recordings. Center security
camera recordings are public records and may be viewed upon receipt of an open records or
law enforcement request. Center security camera recordings will be shared with law
enforcement as part of investigating and prosecuting crimes committed.
3. Center staff, work-study employees, student interns, volunteers, and independent contractors
shall respect the confidentiality of participant information in conversations and actions in and
outside of the Center. This includes protecting information from being seen or heard by visitors,
members, and participants.
4. Volunteers who are exposed or may be exposed to confidential participant information shall
read and discuss the Volunteer Confidentiality Agreement with their supervising staff member,
and subsequently sign the agreement prior to beginning their assignment.
Administration
The Center coordinator or designee is responsible for educating staff and volunteers about the
confidentiality policy and implementing corrective measures when the policy is breached. All requests
for potentially sensitive information are referred to the coordinator.
Approved by the Senior Center Commission on:
Title: Personnel
Date of Current Version: December 2018
Replaces Version: August 2011
Background
The Center shall be staffed and administered by qualified personnel capable of coordinating services and
programs to support The Center's mission and vision. 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.
Personnel
1. 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.
2. The following permanent staff positions have received City Council approval:
a. Coordinator, 1 FTE
b. Program Specialist, 1 FTE
c. Community Outreach Specialist, 1 FTE
d. Operations Assistant, 1 FTE
e. Clerical Assistant, 0.5 FTE
f. Development Specialist, 0.5 FTE
3. The Senior Center is also supported by the following part-time temporary employees:
a. Video Production Specialist, up to 20 hours/week
b. Clerical Assistant, up to 25 hours/week
4. Other non-City employees who support the work of The Center include:
a. Work-study employees
b. Subsidized workers when available
Policies and Procedures
1. All City personnel policies, contracts, and job descriptions are available on the City of Iowa City
website, www.icgov.org.
Administration
Personnel policies generally apply to all employees; however; not all provisions of personnel policies apply
to temporary or hourly pay employees. The Center Coordinator or designee is responsible for
administering personnel policies at The Center. Questions related to personnel policies should be
directed to The Center Coordinator or the City of Iowa City Human Resources Office. Review and
modifications to the personnel policies are the responsibility of the Human Resources Office and the City
Manager’s Office, and are ultimately approved by City Council. The AFSCME contract also governs
personnel issues. City policy will guide the review and revision of these policies.
Approved by the Senior Center Commission on:
Title: Senior Center Commission
Date of Current Version: March 2019
Replaces Version: August 2011
Background
The Senior Center Commission is a volunteer board comprised of members of the community, Center
members, and participants who advise the City Council of Iowa City on the operation of The Center. The
intent of this Commission is to ensure that the community is well-represented when decisions are made
involving the operation and future direction of The Center.
Senior Center Commission Policy
1. The Senior Center Commission advises the City Council on matters related to The 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 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.
a. 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 specific details on the appointment of Commissioners, terms of
service, powers, and authorities. This document can be found on the City of Iowa City
website.
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.
3. The Senior Center Commission complies with Iowa’s Open Meetings law.
4. 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 and are available on the City of Iowa City website.
5. The Senior Center Commission shall operate in accordance with written by-laws that were
approved by the City Council on 8 September 2003 in Resolution No. 03-287. Copies of the by-
laws are available on the City of Iowa City website and at the Senior Center.
6. Terms are 3 years each. In Resolution No. 15-300 the City Council established a policy that an
application to be reappointed for a second term will be considered without regard to
incumbency. The policy further states that an individual is limited to one full term in order to
increase the opportunity for new persons to serve. Completing part of an unfinished term does
not count against this limit.
Administration
The 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,
operational recommendations, special projects, or unusual 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.
The City Council is responsible for updating the purpose, role, and responsibilities of the Commission
while the Commission is responsible for reviewing its by-laws on an annual basis and recommending
amendments to City Council.
Approved by the Senior Center Commission on:
Title: Volunteer Leadership Committees
Date of Current Version: March 2019
Replaces Version: August 2011
Background
Volunteer leadership by participants and community members is an integral part of The Center’s
operation. It promotes engagement and a sense of ownership and investment in The Center, and utilizes
the skills and experience of volunteers to more effectively fulfill The Center’s mission and vision.
Policy
Staff Support
1. Volunteer leaders and volunteer-led groups shall be encouraged and supported by staff. Staff
members assist the groups in accomplishing their goals.
2. If a volunteer leadership group does not have sufficient volunteer participation to carry out its
activities, staff shall not perform the roles of volunteer positions on an ongoing basis. In this
situation, the volunteer initiative and/or committee may need to be modified to increase
volunteer interest or discontinued.
Ad hoc committees
1. An ad hoc committee meets for a limited period to address a specific task and may be created or
authorized by The Center coordinator, Senior Center Commission, or volunteer committee.
2. Meeting agendas shall be distributed a minimum of twenty-four (24) hours prior to any meeting.
3. The staff liaison or a committee representative shall provide a brief report to the organizing
body on activities of the ad hoc committee. When requested by the organizing body, minutes of
the meetings shall be taken and approved copies of the minutes provided to the organizing body
within 60 days of the ad hoc committee’s meeting.
Standing Committees
1. Standing committees operate on a long-term basis to address ongoing issues. Membership may
be elected, appointed by the Commission, or volunteer-based.
2. Standing committees shall serve a purpose that addresses a specific need and furthers the
mission and vision of The Center. Committee structure may be fluid as needs and interests of
participants and community members change.
3. Each standing committee shall have operational rules, annual goals, and objectives that further
the mission and vision of The Center.
4. Job descriptions shall be available for each standing committee member to review.
5. Meeting agendas shall be distributed a minimum of twenty-four (24) hours prior to any meeting.
6. Standing Committees shall submit a written report or present an oral report on their activities to
the Commission on a quarterly basis. Written reports must be submitted to The Center
operations assistant by the second Thursday of the month in which they will be presented in
order to be included in the Commission packet.
Administration
Staff members serve in a support and advisory capacity to volunteer leadership. Staff assignments to
groups, activities, and committees vary according to the group’s area of focus. 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.
Approved by the Senior Center Commission on:
Title: Volunteer Policy
Date of Current Version: March 2019
Replaces Version: April 2012
Background
Volunteers are critical to the ongoing success of The Center. Volunteer opportunities are an important
component of Center programming. Meaningful volunteer opportunities offer members and participants
the chance to use their personal experiences and talents to address community and Center needs, develop
new skills, expand social contacts, and engage in a purposeful role at The Center or in the community.
Through these volunteer programs, the individual, The Center, and the community all benefit.
Volunteer Policy
1. Individuals interested in volunteering should submit a volunteer application to The Center.
Professional level staff members review volunteer applications, conduct interviews, and assign
positions and projects to approved volunteers.
a. The Center places an emphasis on selecting a volunteer position that is a good fit for both the
volunteer and the organization. To determine the best role for each volunteer, The Center
may utilize the following volunteer screening tools: application form, résumé, interview,
reference check(s), qualifications check, trial periods, and performance reviews.
b. Proof of professional licenses or certifications may be required for certain positions.
c. The Center, at its discretion, may conduct a criminal background check.
2. The types of volunteer opportunities offered at The Center are based upon:
a. Community needs
b. How well the activity complements the mission and vision of The Center
c. Activity interests identified by the older adult population
3. Volunteers have a direct, working relationship with the staff and are recognized as co-workers
and an integral part of the team. Staff members shall be available to offer appropriate volunteer
support as needed.
4. Volunteers are expected to give the same careful attention to their work as paid employees, and
may be included in trainings, informational sessions, and meetings that pertain to their work.
5. Each volunteer position shall have a written job description outlining the position’s role and
responsibilities. Volunteer job descriptions include information about the duties, required skills
and experience, training, scheduling, supervision, and evaluation for each position.
6. Unless authorized by the coordinator or designee, all volunteers must be eighteen (18) years of
age or older. If the volunteer is under age 16, a parent or guardian must provide written
consent.
7. Volunteers are regularly recognized for their contributions to The Center, both formally (e.g.
volunteer appreciation events and listing of volunteer names in the annual report) and
informally (e.g. verbal and written expressions of gratitude by staff and participants).
8. Volunteer programs are evaluated on an ongoing basis to determine their efficacy in meeting The
Center’s goals, success in fulfilling volunteer needs and interests, and ability to maintain a viable
level of volunteer support.
Termination
1. When a volunteer’s work performance or behavior detracts from the quality of service offered at
The Center, efforts will be made to correct the situation through discussion, training, and/or
reassignment. If these efforts are unsuccessful, the volunteer may be terminated.
2. Volunteer positions may be eliminated due to changes in program needs or interest. When a
volunteer position is eliminated due to a change in program needs, the volunteer will be offered
other available volunteer opportunities and any necessary training.
Administration
The Center Coordinator provides oversight of all volunteer programs. Professional level staff members
and the operations assistant work closely with volunteers to provide job assignments, training,
evaluation, and general support.
Approved by the Senior Center Commission on:
04/10/2019 14:24 |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 EXPENDED ENCUMBRANCES BUDGET USED____________________________________________________________________________________________________________________________________
10570100 Senior Center Administrations _________________________________________
10570100 336110 Johnson County -60,000 0 -60,000 -45,000.00 .00 -15,000.00 75.0%
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 -54,395.00 .00 -8,605.00 86.3%
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 -12,875.00 .00 -13,125.00 49.5%
10570100 362100 Contrib & Donation -64,000 0 -64,000 -6,053.98 .00 -57,946.02 9.5%
10570100 363150 Copies/Computer Qu 0 0 0 .00 .00 .00 .0%
10570100 363910 Misc Sale of Merch -5,500 0 -5,500 -5,019.74 .00 -480.26 91.3%
10570100 369100 Reimb of Expenses -3,092 0 -3,092 -4,606.19 .00 1,514.19 149.0%
10570100 369200 Reimbursement of D 0 0 0 .00 .00 .00 .0%
10570100 369300 Cashier Overages 0 0 0 -5.78 .00 5.78 100.0%
10570100 369900 Miscellaneous Othe 0 0 0 .00 .00 .00 .0%
10570100 382200 Building/Room Rent -10,820 0 -10,820 -6,560.00 .00 -4,260.00 60.6%
10570100 382400 Locker Rentals -1,790 0 -1,790 -1,645.00 .00 -145.00 91.9%
10570100 383320 Permit Parking 0 0 0 .00 .00 .00 .0%
10570100 384200 Vending Machine Co -160 0 -160 -69.09 .00 -90.91 43.2%
10570100 384900 Other Commissions 0 0 0 .00 .00 .00 .0%
10570100 392300 Sale of Equipment 0 0 0 -71.75 .00 71.75 100.0%
10570100 393910 Misc Transfers In 0 0 0 .00 .00 .00 .0%
TOTAL Senior Center Administrations -234,362 0 -234,362 -136,301.53 .00 -98,060.47 58.2%
10570220 Senior Center Classes _________________________________________
10570220 346400 Lessons -1,230 0 -1,230 -1,125.00 .00 -105.00 91.5%
10570220 348900 Charges for Servic -18,470 0 -18,470 -14,342.50 .00 -4,127.50 77.7%
10570220 362100 Contrib & Donation 0 0 0 .00 .00 .00 .0%
TOTAL Senior Center Classes -19,700 0 -19,700 -15,467.50 .00 -4,232.50 78.5%
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 -1,975.00 .00 -3,025.00 39.5%
04/10/2019 14:24 |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 EXPENDED 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 -1,975.00 .00 -3,525.00 35.9%
10570260 Senior Center Special Events _________________________________________
10570260 346700 Special Events -4,000 0 -4,000 -1,767.58 .00 -2,232.42 44.2%
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 -3,267.58 .00 -15,732.42 17.2%
10570270 Senior Center Television _________________________________________
10570270 362100 Contrib & Donation 0 0 0 .00 .00 .00 .0%
10570270 363910 Misc Sale of Merch -850 0 -850 -477.00 .00 -373.00 56.1%
10570270 392300 Sale of Equipment 0 0 0 .00 .00 .00 .0%
TOTAL Senior Center Television -850 0 -850 -477.00 .00 -373.00 56.1%
TOTAL General -279,412 0 -279,412 -157,488.61 .00 -121,923.39 56.4%
TOTAL REVENUES -279,412 0 -279,412 -157,488.61 .00 -121,923.39