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HomeMy WebLinkAbout12-17-2020 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 allow sufficient time to meet your access needs. Senior Center Commission Agenda Thursday, December 17, 2020 Electronic Meeting - 4 PM ZOOM MEETING PLATFORM 1. Introductions/Welcome—S. Finlayson 2. Minutes (November 19, 2020) 3. Public Discussion for items not on the agenda 4. Operational Overview—Staff  Senior Center operations update Electronic Meeting (Pursuant to Iowa Code section 21.8) An electronic meeting is being held because a meeting in person is impossible or impractical due to concerns for the health and safety of Commission members, staff and the public presented by COVID-19. You can participate in the meeting and can comment on an agenda item by going to https://zoom.us/meeting/register/tJUlc-utqjMjGdOzymVXOBeHk4L5H5bUVpQS via the internet to visit the Zoom meeting’s registration page and submit the required information. Once approved, you will receive an email message with a link to join the meeting. If you are asked for a meeting or webinar ID, enter the ID number found in the email. A meeting password may also be included in the email. Enter the password when prompted. If you have no computer or smartphone, or a computer without a microphone, you may call in by telephone by dialing (312) 626-6799. When prompted, enter the meeting or webinar ID. The ID number for this meeting is: 918 4254 8937. Once connected, you may dial *9 to “raise your hand,” letting the meeting host know you would like to speak. Providing comments in person is not an option. If 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 allow sufficient time to meet your access needs. 5. Commission Discussion— S. Finlayson  Senior Center Master Plan discussion  Executive Committee Elections (Chair, Vice Chair, Secretary)  Future Agenda Items 6. Adjourn **Next meeting is Thursday, January 21 at 4 PM ** Meeting Packet Contents: 1. Agenda: Thursday, December 17, 2020 2. Minutes: Senior Center Commission, Thursday, November 19, 2020 3. Building Plan Survey Results Preliminary Minutes November 19, 2020 1 MINUTES SENIOR CENTER COMMISSION November 19, 2020 ELECTRONIC Formal Meeting ZOOM MEETING Platform Members Present: Lorraine Dorfman, Zach Goldsmith, Angela McConville, George Nelson, Paula Vaughan, Linda Vogel, Scott Finlayson Members Absent: None. Staff Present: LaTasha DeLoach, Kristin Kromray, Michelle Buhman Others Present: John Johnson Electronic Meeting (Pursuant to Iowa Code section 21.8) An electronic meeting was held because a meeting in person was impossible or impractical due to concerns for the health and safety of council members, staff, and the public presented by COVID-19. CALL TO ORDER: The meeting was called to order by McConville at 4:00 PM. RECOMMENDATIONS TO COUNCIL: None. APPROVAL OF MINUTES FROM THE AUGUST 20, 2020 MEETING: Finlayson asked Nelson to go through the notes he had written regarding the minutes from the August 20, 2020 meeting which were distributed via email. Nelson recounted each point. The first point was a clerical error that commissioner Vogel was not at the last meeting and the attendance sheet did not correctly mark this. Nelson agreed that points two through five were comments he had made and did not need to be removed from the minutes. Points six and seven he did not believe needed to be included in the minutes. Kromray noted that those items were discussed at the meeting, which is why they were included. Finlayson asked for a motion to accept the minutes with suggestions from Nelson. Having no motion, he asked for a motion to approve the minutes with the clerical correction. Preliminary Minutes November 19, 2020 2 Motion: To accept the minutes from the August 20, 2020 meeting with the clerical correction regarding Vogel’s attendance. Motion carried on a vote of 6/1. Goldsmith/Vaughan PUBLIC DISCUSSION: None. OPERATIONAL OVERVIEW: DeLoach reported virtual programming is going well. Currently the Senior Health Insurance Information Program (SHIIP) is in the middle of open enrollment. Discussions have begun with the AARP tax aide program volunteers on how that program might work virtually for the upcoming tax season. Friends of The Center will be sending out an annual appeal in the next couple of weeks. DeLoach noted that KCRG will be doing an interview with Michelle Buhman highlighting the Write Your Life Story group and how getting together socially, even virtually, is very important in helping with social isolation. COMMISSION DISCUSSION: DeLoach noted the public survey had just closed for feedback regarding the building master plan proposals and she would have additional information in the future. She discussed the three different options that are proposed as well as the potential options for the Washington St entrance. She urged the Commissioners to watch the presentation from the consultants (which is located on the Senior Center website) if they had not already done so. DeLoach stated that the reconfiguring of the Washington St entrance would need to go before the Historical Preservation Committee and Neighborhood Development Services staff would like feedback from the Commission. McConville noted from a safety standpoint she preferred an entrance where the receptionists could see who was coming into the building in case of an emergency, which was shown with option 1. She likes the style of the option number 3 better, however. Dorfman said option 1 fits more with the exterior aesthetic of the building but thought option 3 was much more functional and gave additional space. Kromray noted that the interior is not set in stone and the reception area might not be where it is currently labeled on either drawing. Goldsmith noted that the enclosed area in option 3 would be ideal for people waiting to be picked up for dropped off, especially in the winter. He also noted he really liked the exterior seating spaces. He noted that it would be hot on the south side of the building and suggested incorporating some shade structures. Preliminary Minutes November 19, 2020 3 DeLoach noted the plans presented did not include the kitchen designs. The consultants needed to bring in outside contractors to look at that space and it will be presented later. Goldsmith questioned the capacity numbers on the Assembly Room layouts. DeLoach noted that they were correct, but that the fire code numbers are much higher. These numbers would more comfortably fit people for programming. McConville stated she liked the addition of potential reception space on the current 2nd floor by the skywalk entrance. She particularly likes that when people come into the building they would come by staff. DeLoach noted that the Senior Center still only has staffing for one entrance but that it could be a consideration at a future date. McConville asked if the plans had taken ADA requirements into consideration. DeLoach confirmed that an ADA assessment had occurred, and this was in part why the decision to close the Linn St entrance was made as well as the reasoning for moving the main reception area to the Washington St entrance. The historic nature of the Linn St entrances makes it very difficult to make them ADA compliant. McConville asked about the kitchen entrance. DeLoach noted it would likely remain as kitchen access only. McConville wanted to note that whatever happens with staff offices that natural light be a consideration. She noted that some of the proposed offices, especially those on the current mezzanine level, if the additional floor space was built out, would not have exterior windows. She also noted that would likely be a very expensive option. DeLoach agreed and stated the placement of staff is not finalized and was still weighting having staff spread throughout the building or mostly centralized. DeLoach asked if Commissioners had any additional thoughts or ideas they reach out to her. Finlayson noted that his term on the commission will be completed at the end of December. Motion: To Adjourn. Vogel/Dorfman 7/0 Preliminary Minutes November 19, 2020 4 Senior Center Commission Attendance Record Name Term Expires 12/19/19 1/16/20 2/20/20 3/19/20 4/16/20 5/22/20 6/18/20 7/16/20 8/20/20 9/17/20 10/15/20 11/19/20 Kenn Bowen 12/31/19 X -- -- -- -- -- -- -- -- -- -- -- Lorraine Dorfman 12/31/21 X X X NM X X NM X X NM NM X Robert (Scott) Finlayson 12/31/20 X X X NM X X NM X O/E NM NM X Zach Goldsmith 12/31/21 X X X NM X X NM X X NM NM X Angela McConville 12/31/21 X X X NM X X NM O/E X NM NM X George Nelson 12/31/22 -- X X NM X X NM X X NM NM X Paula Vaughan 12/31/22 -- O/E X NM X X NM X X NM NM X Linda Vogel 12/31/20 -- X X NM X X NM X O/E NM NM X Hiram (Rick) Webber 12/31/19 O/E -- -- -- -- -- -- -- -- -- -- -- Key: X = Present O = Absent O/E = Absent/Excused NM = No meeting -- = Not a member    -1-    Executive Summary: Iowa City Senior Center Facilities Plan   Public Input Survey Results, December 2020  The Iowa City Senior Center (The Center) opened in 1981 in the historic post office building, which was built in 1904 and expanded in 1931. Since that time, The Center has been committed to creating opportunities to support wellness, social connections, community engagement, and lifelong learning for a diverse and growing older adult population. Many consider it to be a gem. To continue its long-term preservation and sustainability, a master plan process began in early 2020. The Iowa City architecture firm, Rohrbach Associates, was contracted to complete an Americans with Disability Act (ADA) study and develop concept plans. This was done to improve the stability of the interior and exterior of the building, improve usability and safety of interior spaces, and preserve the Senior Center for many years to come. Participant input regarding possible floor plan changes were gather via an electronic survey in November 2020. The following is a synthesis and summary of the survey.  At the time of the survey, most respondents lived in Iowa City and were 71-80 years old. Almost all respondents participated at The Center, attended two to three times a week, and entered the building via the skywalk. Respondents attend mainly because of the classes/programs, as well as the social and fitness opportunities.   Some of the top areas of importance selected were Public Art and Better Signage and wayfinding. Areas of importance for programming were Game and card game playing spaces, Kitchen area for cooking programs and classes, and Appointment and health services. Many respondents agreed features for mobility and accessibility should be incorporated. More space is needed for classroom and education use, fitness – for cardio equipment and studio, and computer access. Top spaces needing improvements were Develop exterior space, Renew Building Finishes, and Furniture.  Most respondents liked Alternate 3 plan the best from the consultant’s presentation. Combining comments from all three plans, most seemed to like grouping activities by floor level. They also liked having staff offices located near each other.  With the Ground Level, most respondents noted the importance of increasing the capacity and number of spaces for fitness activities. Many did not want the cardio and weight rooms combined, nor did they like the locker placement in Alternate 2.  For Level 1, respondents were positive about the current lobby being used as a lounge. Others liked the idea of opening the wall between the existing lobby and elevator lobby to create a Coffee Grab + Go in Alternative 1. They also liked putting it near the kitchen in Alternative 2.  Level 2 comments supported the possibility of increasing floor space by building into currently unused, open-air space. Alternative 2 had the most positive comments. Alternative 3’s Public Meeting Space/Pod had the most negative comments.  In Level 3, respondents generally appreciated the classroom layouts, including the art room. Concerns were raised regarding narrowing the hallway, blocking natural light, and noise transference into classrooms. There were many positive comments about the addition of a reception area.     -2-    Regarding relocating the main entrance to Washington St., respondents shared more positive comments than negative. The outdoor area was very well accepted, especially Alternative 3. Additionally, respondents suggested the need for shade and an enclosed area to use while waiting for their rides.  They supported environment goals, ranking Adaptive Space Use as the top priority, followed by Waste reduction. The most comments related to solar panels, improving windows, and having an energy efficient HVAC.  Regarding The Center staff, the majority of respondents said it was Very important to have access to the staff for assistance. Over half reported the staff did not need to be more visible. They have appreciated the access to and friendliness of the staff.   These results will be presented to participants and stakeholders of The Center and to Rohrbach Associates. Once the plan is finalized, renovation costs will be paid via $1,925,000 from the City’s Capital Improvement Program, fundraising, and other potential revenue streams, such as grants. During this process, some plans may be altered or removed due to unexpected expenses. Throughout renovations, what are anticipated to take place over the next 5 years, The Center will maintain its devotion to enhancing participants’ lives.