HomeMy WebLinkAbout05-18-23 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
Thursday, May 18, 2023
4 PM
Senior Center Assembly Room
Agenda
1. Introductions/Welcome—A. McConville
2. Minutes (March 16, 2023)
3. Public Discussion for items not on the agenda
4. City of Iowa City Strategic Plan Presentation – P. Taylor and A. Dunn
5. Operational Overview—L. DeLoach
Senior Center programming update
o Elders of Color
o Wisdom Circle
Senior Center master plan update
Commission Attendance
6. Commission Discussion— A. McConville
Senior Center master plan discussion
Policy Review and Approval
- Fundraising, Donations, Grants and Partnerships Policy
- Hours of Operation Policy
Commissioner’s report of community correspondence
Future agenda Items
7. Adjourn
**Next meeting is Thursday, June 15 at 4 PM **
Meeting Packet Contents:
1. Agenda: Thursday, May 18, 2023
2. Minutes: Senior Center Commission, Thursday, March 16, 2023
3. Policies: Fundraising, Donations, Grants and Partnerships Policy; Hours of Operation
Policy
Preliminary Minutes
March 16, 2023
1
MINUTES
SENIOR CENTER COMMISSION
March 16, 2023
Assembly Room, Iowa City Senior Center
Members Present: Tasha Lard, Angela McConville, Susan Mellecker, Lee
McKnight
Members Absent: Jay Gilchrist, Warren Paris
Staff Present: Kristin Kromray, LaTasha DeLoach
Others Present:
CALL TO ORDER:
The meeting was called to order by McConville at 4:00 PM.
RECOMMENDATIONS TO COUNCIL:
None.
APPROVAL OF MINUTES FROM THE OCTOBER 19, 2022 MEETING:
Motion: To accept the minutes from the October 19, 2022. Motion carried on
a vote of 5/0. McKnight/Lard
PUBLIC DISCUSSION:
None.
PUBLIC POLICY CENTER SURVEY PRESENTATION AND DISCUSSION:
DeLoach reported the Senior Center started the building master plan about two
years ago. The estimated budget for all of the building renovations came in at
about 15 million dollars. The City Council asked the Senior Center to do a
community survey and public input sessions to ask if the current Senior Center
location is best serving the community.
DeLoach introduced the Tessa Heeren and Elis Cooper who work for the
University of Iowa’s Public Policy Center. They assisted the Senior Center is
sending out and interpreting the community survey regarding gathering feedback
on the Senior Center’s location. In addition to location, programming and facility
Preliminary Minutes
March 16, 2023
2
questions were also asked to get a comprehensive understanding of what the
community is interested in.
Cooper presented data showing an overwhelming number (73%) of respondents
want to stay in the current location. Of the 23% who indicated they were
interested in other locations, 55% were interested in an eastside location, 35% in
a westside location, and 11% in a different downtown location. Cooper went over
various demographic information based on how people answered the question
regarding moving the Senior Center. This information may be helpful in
determining what types of where outreach programs could occur. They also went
over some of the qualitative data obtained from the survey.
Commissioners asked how the survey was distributed. DeLoach noted the
survey was available in person in the Senior Center and other public locations,
online, and mailed to a random sample of Johnson County residents who are
over the age of 40 with self-addressed and stamped envelopes.
DeLoach will send a memo and executive summary of the survey to the City
Council soon.
Mellecker asked about the renderings that were available some time ago.
DeLoach noted the initial renderings are available on the Senior Center’s
website. These renderings are only initial ideas, and a more concrete plan will be
created during the design phase that should occur later this year or next year.
OPERATIONAL OVERVIEW:
DeLoach noted that the programming cycle continues to be two months. She
reported the Senior Center will have a member, volunteer, and donor
appreciation event at Terry True Blood in May. In June the Senior Center will
have an Open House. A couple of upcoming classes being offered in partnership
with other organizations include Walk with Ease, which will take place in North
Liberty and a U of I college of nursing nutrition class.
COMMISSION DISCUSSION:
NOMINATION FOR CHAIR, VICE CHAIR, SECRETARY:
McConville noted the nominating committee was unable to meet at the end of
last year and the other members are no longer on the commission. She handed
out nominating and election ballots for the chair, vice chair and secretary
positions. McConville was nominated for chair, Lard was nominated for vice-
chair, Mellecker was nominated for secretary. Kromray collected and tallied the
ballots.
Preliminary Minutes
March 16, 2023
3
Results for officer elections are as follows:
McConville elected Chair. 4 Ayes
Lard elected Vice Chair. 4 Ayes
Mellecker elected Secretary. 4 Ayes
McConville announced she will be in the Iowa City Community Theater show,
Follies.
Motion: To Adjourn.
Preliminary Minutes
March 16, 2023
4
Senior Center Commission Attendance Record
Name Term Expires 4/21/22 5/19/22
6/16/22 7/21/22 8/18/22 9/15/22 10/20/22 11/17/22 12/15/22 1/19/23 2/16/23 3/16/23
Jeannie Beckman 12/31/22 X NM X X NM X O/E NM NM -- -- --
Jay
Gilchrist
12/31/25 -- -- -- -- -- -- -- -- -- NM NM O/E
Douglas
Korty 12/31/24 X NM X O/E NM O/E O/E -- -- -- -- --
Tasha
Lard
12/31/24 -- -- -- -- -- O/E X NM NM NM NM X
Angela
McConville 12/31/24 X NM X X NM X X NM NM NM NM X
Lee
McKnight
12/31/24 -- -- -- -- -- -- -- -- -- -- -- X
Susan
Mellecker
12/31/23 -- -- -- -- -- -- -- -- -- NM NM X
Karen
Page 12/31/23 O/E NM X X NM O/E X -- -- -- -- --
Warren
Paris
12/31/25 -- -- -- -- -- -- -- -- -- NM NM O
Paula
Vaughan 12/31/22 O/E NM X X NM X X NM NM -- -- --
Linda
Vogel
12/31/23 X NM X O/E NM X X NM -- -- -- --
Key: X = Present O = Absent
O/E = Absent/Excused NM = No meeting -- = Not a member
1
Title: Fundraising, Donations, Grants and Partnerships
Date of Current Version: April 2023March 2019
Replaces Version: August 2017 March 2019
Background
The Iowa City Senior CenterCenter receives the majority of its operational funding from the City of Iowa
City’s General Fund. Fundraising, donations, grants, and partnerships contribute to the balance of funds
needed to maintain Senior Center operations.
Policy
Financial Management
1. The Senior Center shall comply with all applicable city and state budgeting and accounting policies
and practices regardless of the funding source.
Fundraising
1. Friends of t Iowa City Senior Center The Center is an IRC Section 501(c)(3) nonprofit affiliate
organization which solicits funds to support the Iowa City/Johnson County Senior Center.
Policies are in place to provide continuity in solicitation, acknowledgement, stewardship, and
confidentiality of philanthropic gifts within the Friends of Thethe Iowa City Senior Center Board
of Directors Handbook.
2. The Senior Center staff members shall support the fundraising efforts of Friends of Thethe Iowa
City Senior Center.
3. Fundraising activities sponsored by Thethe Senior Center include, but are not limited to,
solicitation of support from area businesses and special projects (e.g. quilt raffle)..
4. All third parties not directly affiliated with Thethe Senior Center who wish to solicit on its behalf
must acquire written permission from Thethe Senior Center coordinator prior to beginning any
fundraising activities.
Donations: Cash, credit card, or check
1. All donations made directly to Thethe Senior Center shall be processed in ActiveNet and recorded
in the member donor database and acknowledged with written correspondence within one (1)
week of receipt.
2. Non-designated donations made directly to tThe Senior Center shall be credited to the
operational budget.
3. Whenever possible, staff shall encourage donors to make non-designated gifts through Friends of
tTheIowa City Senior Center.
4. Gifts and bequests designated for a specific purpose may be accepted at the discretion of the
coordinator. If designated gifts are accepted, the wishes of the donor shall be honored. When
designated gifts are received for an activity or service that is discontinued, the gift will be used
for an activity or service that most closely approximates the donor’s original intent.
Donor Recognition and Privacy
2
1. Donors maywill be recognized in print or digital publications periodically. in appropriate
publication(s) at least once annually.
2. All requests to remain anonymous shall be honored.
3. The Senior Center does not sell donor lists.
4. Donors who supply contact information (email or mail) may be periodically contacted for
solicitation purposes and/or with information regarding upcoming events and programs. They may
opt out of these communications by contacting staff via email, phone or in person. All requests to
be removed from Thethe Senior Center’s mailing list shall be honored.
Types of Gifts
1. Gifts of tangible property must be approved and accepted by Thethe Senior Center coordinator or
designee. All tangible gifts accepted shall contribute to the mission and goals of Thethe Senior
Center and be in such condition that it would be able to withstand public use.
2. Upon acceptance and receipt of any donated items, the Senior Center coordinator or designee
reserves the right to use or dispose of the property in any way that is in the best interest of Thethe
Senior Center. No item may be giftedplaced toin Thethe Senior Center where the owner retains
rights to the item or dictates its use. except by written agreement with a partnering organization.
3.2. All donations of personal property shall be acknowledged with written correspondence from the
coordinator or designee. Thank you acknowledgments for tangible items shall describe the
donation, but not indicate the actual or estimated value of any item donated.
4.3. Donations to Thethe Senior Center in the form of marketable securities; life insurance when
Thethe Senior Center is the beneficiary; charitable remainder trusts and charitable lead trusts; IRA
distributions; bequests; real estate; stocks; or similar items shall be handled in cooperation with
the City of Iowa City Finance and Legal Departments in a manner that will honor donor wishes and
foster attainment of Thethe Senior Center’s mission and goals.
Grants and Partnerships
1. The staff shall secure financial or in-kind program support through grants, partnerships, and
corporate sponsors whenever possible.
2. Grant applications shall comply with the Finance Department’s grant management policy.
3. The use of Thethe Senior Center facilities or equipment for purposes of fundraising is reserved for
Thethe Senior Center and Friends of Iowa City Senior Center unless approved by the coordinator
or designee.
4. Partner organizations, independent contractors, and in-house agencies utilizing Thethe Senior
Center are encouraged to make charitable contributions to Thethe Senior Center operations.
Administration
The Senior Center coordinator is responsible for administering the operational budget. The development
specialist works closely with Thethe Senior Center coordinator to increase revenue related to
fundraising through donations, grants, special events, and community partnerships.
3
Approved by the Senior Center Commission on: 7/18/2020 Updated 4/3/2023
Title: Hours of Operation
Date of Current Version: April 2023December 2018
Replaces Version: December 2018April 2012
Background
Providing access to the facility furthers the mission of tTheIowa City Senior Center and supports the
needs of the community. Hours of operation are established to provide a maximum level of community
access considering available staff and the security of the visitors and facility.
Routine Hours of Operation
1. Regular hours of operation are Monday through Friday from 8 AM to 5 PM.
2. Evening and weekend hours are created for programs, services, member access, and rental access
at the discretion of TheThe Senior Center coordinator or designee.
2.3. At the discretion of the Senior Center coordinator the building may occasionally be closed for
staff in service days.
Expanded Member Access to the Facility
1. As a benefit of membership, current members of The Center enjoy expanded access to the
facility.
2.1. The coordinator or designee may revoke membership access privileges at any time.
Holiday Hours
1. The Senior Center is closed on all holidays observed by the City of Iowa City. Expanded Mmember
access is not available on designated City of Iowa City holidays.
2. At the discretion of the coordinator or designee, specific areas of the facility may be opened for
rentals, special events, and contracted work/services on a designated City of Iowa City holiday.
Administration
The Senior Center coordinator or designee is responsible for ensuring that reasonable access to the
facility is available for programs and services provided by Thethe Senior Center, in-house agencies, and
individuals or groups renting space.
Approved by the Senior Center Commission on: January 24, 2019
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