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HomeMy WebLinkAboutMinutes Leadership Committee For Senior Services - 01/13/2011 - Retreat ` RECEIVED Leadership Committee for Senior Services Retreat Minutes MAR 0 4 2011 Oveal Williams Senior Center Thursday,January 13,2011 CRY SECRETARY'S OFRCE ► A quorum of members were present and the meeting was called to order at 1:00 p.m. by Dotson Lewis, Chairperson. ►Roll Call Roll call was conducted by Patricia Byrd. Gloria Gooding, Hubert Hall and Adelfa Martinez were absent. Patricia Byrd, Lindsey Edwards, Vicki Garza, Ida Hobbs, Cecilia Huerta, Dotson Lewis, Hope Lopez, Clarissa Lopez, Donna Rodriguez, and Billy Sayles were all present. Lisa Oliver advised the committee that Mrs. Martinez contacted Rosario Medina,Administrative Assistant,to advise her that she would not be able to attend today's retreat due to her feeling under the weather. ►Attendance Issues: None ►Approval of Minutes Mrs. Hope Lopez reported that the following corrections needed to be made under the State of the Senior Center Address: "started with nothing at all in their bank account" should be"started with little to nothing in their bank account", "dances which is sponsored by local agencies' needs to be changed to"some dances are sponsored by local agencies" and lastly"Super Bingo offers prizes that are$5.00 or more"should be changed to"Super Bingo otters prizes that are$10.00 or more". Ms. Garza made a motion to approve the minutes as amended. Ms. Edwards seconded the motion and it was unanimously approved. Mrs. Huerta announced that on Sunday, January 2, 2011 there was an article in the Corpus Christi Caller Times regarding a letter that was submitted by Phil Rosenstein. The title of the article is"Good place for Seniors". In the letter it goes on to recognize Senior Community Services for their organization of the Holiday Dinner at the American Bank Center on December 16, 2010. Mr. Rosenstein goes on to describe a very activities that are offered at our local senior centers and gave the phone number to the Administrative Office for Senior Community Services for further information. He also mentioned how important it is that we have places for seniors to go and enjoy themselves. Mrs. Huerta asked that Ms. Oliver forward this article to staff so they could read the article. ►Retreat: FY 2010 Subcommittee Accomplishment Report for FY 2011 Program Evaluations Subcommittee: • Maintaining the monthly report on the Comment Cards. • Returned all phone calls to clients indicated on the comment cards to be contacted. Funding and Special Events Subcommittee: • Hosted two (2) successful Meet&Greets at Bombay Lounge Bar&Grill in April and July 2010. • Hosted the Turkey Leg &Rummage Sale at the Lindale Senior Center in May 2010. • Successful Senior Pageant in June 2010. • Holiday Dinner Gift Basket Raffle was an extremely successful fundraiser. • A Successful 2010 Holiday Dinner was held at the American Bank Center in December 2010. Program Operations Subcommittee: • Site Council By-Law Revisions presented in October 2010 at the Site Council Summit and was adopted by this committee in November 2010. • Some members visited to Leeza's Place in San Antonio, Texas as well as the Bob Ross Senior Center and Elvira Cisneros Senior Center. This committee endorsed plans to bring Leeza's Place to Corpus Christi and recommended the Lindale Senior Center as the prospective site. • Patricia Byrd was selected to audit bookkeeping practices and provide technical assistance at the Greenwood Senior Center, Ethel Eyerly Senior Center, Lindale Senior Center and the Northwest Senior Center. • The Senior Center Accreditation plans under review by the subcommittee. • The Executive Committee participated and responded to disciplinary actions, questions and concerns of participants in the senior program. SCANNED 1 FY 2010 Program Performance Review (Please see attached report). Ms. Ochoa reported that we did not meet the entire contract requirement for FY10 in C-1 an Benefits Counseling Units. The target contract amount was 125,109 Cl units; we served 103,516 01 units, which made a difference of 21,593 C1 units. Ms. Ochoa mentioned that the goal is to not have a difference on the DAD's side of the grant. MRA Money had to be used before we started to use the other grant money. Ms. Oliver explained the DAD's grant money vs. local money. Ms. Ochoa reported that we exceeded our target amount in C2 Units. Our contract target amount was 104,430 C2 Units; we served 107,900 C2 Units, which put us over 3,470 units. She explained that some funds were transferred from the Cl units to the C2 units. Ms. Ochoa explained that the Legal Services are the benefits counseling that are done by the senior center supervisors. Ms. Oliver mentioned that the number of BC's had been reduced to a more realistic target to be able to meet the grant for this fiscal year. Ms. Ochoa announced that we are now serving meals on Saturdays and Sundays to the Title XIX Clients for the state to meet their contract numbers. Identify Key Strategies and Goals Program Evaluations Subcommittee: • Develop a Menu Planning Committee,to include members from the public. • Revisit the Home Delivered Meal Survey. Funding &Special Events Subcommittee: • Host three (3) Meet and Greets with a goal of raising$400.00 per event. • Have two (2) Holiday Gift Basket Fundraising Raffles (Easter&Christmas) with a goal of raising $1,000.00 per basket. • Host a July BBQ Event with a goal of raising$800.00 • Secure additional sponsors for the 2011 Senior Pageant with a goal of raising$2,500.00 • Host a Harvest Moon Dance in October 2011 with a goal of raising$1,000.00 • Secure additional sponsors for the 2011 Holiday Dinner with a goal of raising $1,000.00 Program Operations Subcommittee: • Establish a mandatory bookkeeping standard operating procedure for site council treasurers. Mrs. Byrd will develop this procedure. • Review Site Council Election process and procedures. • Assist in ensuring that Leeza's Place come to fruition at the Lindale Senior Center. • Seek ways to maintain service in anticipation of budget cuts. (innovation, efficiency) Leadership Committee for Senior Services: • Fill member vacancies with individuals that are willing to work and assist with the fundraising. It was suggested to possibly develop a Recruitment Sub-Committee. • Mrs. Huerta mentioned the Mayor showed up the Holiday Dinner event for the 1•'time since he has been in office. Mrs. Huerta stated that we need to approach the City Council members, Mayor&public in general that"we are not just gray haired, rocking chair seniors". We need to look forward. Ms. Garza stated that it is a good idea because right now with the budget cuts we need to approach them regarding our concerns. Mr. Lewis asked if council members were invited to the Holiday Dinner. Ms Oliver stated they were indeed invited. (Advocacy). Ms. Huerta stated important to invite media at events &politicians at our events. Ms. Edwards mentioned we will make sure we include our City Council on the master invitation list. iv New Business: LCSS Member Reappointments Mr. Lewis reported he had received a letter from the City Secretary's Office advising him that the following committee members were due for reappointments: Lindsey Edwards, Patricia Byrd, Billy Ray Sayles, Hubert Hall, Gloria Gooding and Dotson Lewis. Mr. Lewis advised the committee that Mr. Hall sent an email explaining that he did not wish to be reappointed to this committee. Ms. Garza made a motioned that the following committee members be reappointed to this committee: Lindsey Edwards, Patricia Byrd, Billy Ray Sayles, Gloria Gooding and Dotson Lewis. Mrs. Huerta seconded the motion and the motion was unanimously approved. Ms. Oliver announced that Mrs. Rodriguez has termed out of the committee. She presented a certificate for Perfect Attendance and a Certificate of Appreciation to Mrs. Rodriguez. 2 New LCSS Member Endorsements Mr. Lewis advised the committee with the vacancies of Mr. Hall and Mrs. Rodriguez's slots we will now have four (4) Community at Large vacancies to fill. The biographical forms were reviewed and members submitted their ballots. Mr. Lewis announced that the following prospective members will be seeking endorsement on this committee: Rudy Martinez, Henry Edwards Savoy,Jose Villanueva,Jr. and Felix Zavala, Jr. Mr. Lewis requested the next time we have vacancies that we invite the prospective members to attend the LOSS Meeting so that we can get to know who they are and if they show up to the meeting it would really show their interest in serving on the committee. 'Subcommittee Reports: Program Evaluation Subcommittee: Mrs. Rodriguez reported the following comment cards had been received for December 2010. Senior Center Satisfied Unsatisfied Total Ethel Eyerly 32 0 32 Garden 14 0 14 Greenwood 36 1 37 Lindale 10 1 11 Northwest 37 0 37 Oveal Williams 30 0 30 Zavala 0 0 0 TOTAL 159 2 161 Mrs. Rodriguez mentioned that Zavala was the only site that did not turn in any comment cards. Funding and Resource/Special Events Subcommittee: None Mrs. Huerta reported that the Holiday Dinner Gift Basket profit was over$1000.00. She advised they are still closing out the Holiday Dinner Event and a detailed financial report would be presented at a later date. Program Operations Subcommittee: None Mrs. Hope Lopez stated that the Lindale Senior Center had not received the revised Site Council By-Laws. Mr. Lewis mentioned that the revised Site Council By-Laws have not been submitted to any of the sites at this time. Ms. Oliver reported that she will be working on completing the corrections to the by-laws and would be submitting to all site councils. Mrs. Hope Lopez asked if the by-laws mentioned how long a person could serve on the site council. Ms. Oliver advised Mrs. Hope Lopez that the term limitations were stated in the site council election procedure pamphlet not in the by-laws. SCS Division Program Report: Ms. Oliver advised the committee that Elsa Munoz is currently out on Medical Leave for 6 weeks, during Ms. Munoi s absence she would be acting in charge. Ms. Oliver reported that the senior center supervisors have been rotated to different sites and the changes are as follows: Ms. Mary Ann Mondragon is now at the Garden Senior Center, Ms. Sonia Garza is now at the Lindale Senior Center, Mrs. Connie Reschman is at the Oveal Williams Senior Center, Ms. Deborah Henry is at the Zavala Senior Center, Ms. Monica Escamilla is at the Greenwood Senior Center, Mrs. Tanya Lara will begin at the Broadmoor Senior Center, Ms. Evila Salinas will continue at the Ethel Eyerly& Ms. Ninfa Chavera will also continue at the Northwest Senior Center. Ms. Oliver announced that the Grand Re-Opening of the Broadmoor Senior Center would be on Monday, January 31, 2011 at 11:00 a.m. and invitations would be sent out electronically. She also mentioned that W ellMed would be donating a Television and an XBOX 360 with a Kinnect thanks to the efforts of Ms. Edwards. Ms. Oliver reported that a"Wish List"would be created for the Broadmoor Senior Center, in hopes that we would receive donations of items for the Broadmoor Senior Center. Ms. Oliver mentioned that the tables and chairs have already been ordered for the Broadmoor Senior Center thanks to the City Manager, who secured funds to purchase those tables and chairs. Ms. Oliver explained that some of the CDBG funds are allocated for public art work for the senior center. Traditionally one (1) LCSS Member and one (1) center member along with other members of the Art Commission would serve on the Art Selection Panel committee to pick the art work for the center. Ms. Oliver mentioned that action would need to be taken on this item,which would be placed on next months' agenda. Ms. Olvier stated that WeliMed representatives would be conducting a site visit at Lindale for Leeza's Place. She also reported on Senior Day at Capital. This year the Retired Senior Volunteer Program is coordinating this trip, which cost$40 and tomorrow is the last day to pay for trip. The charter bus will leave on Tuesday, February 8, 2011. 3 Ms. Oliver reported that the Mayor had sent an emailed to our division,which encouraged that she get in contact with the University of Texas A&M Corpus Christi to help support our Islander's Basketball Team. He was extremely impressed to see how much spirit our seniors had when he attended the 2010 Holiday Dinner. The Mayor thought it would be a good idea to have our seniors cheer on the Islanders. Staff will be in contact with the Athletic Office to discuss details. Ms.Oliver announced that there would be a Master Park Plan Meeting tonight at the Northwest Senior Center for residents who live in that area. She explained that there will be many meetings throughout the city and if interested we could forward a schedule of those meetings to you. Ms. Ochoa reported that staff is making plans to reintroduce the cancellation policy for our meal program. She explained that we are losing too much money due to seniors reserving a meal and then not showing up and not calling in a timely manner. The data shows that we lost$8,000.00 due to no shows in one month. Ms. Ochoa mentioned that at certain sites staff is letting seniors reserve their meals for the entire week and then they do not show up the entire week and do not bother to call the site to let them know they would not be coming that day. Ms. Ochoa asked that the LCSS Committee support staff on the implementation of the cancelation policy and help staff enforce the policy. Ms. Huerta asked what the plan of action is for the supervisors to relay the policy to the seniors. Ms. Oliver stated that the policy would outline the consequences of not cancelling their meals such as,first offense will result in warning,and second offense would be denial of reservation privileges for a period of time and so on. Ms. Ochoa reported that she hopes to have a draft of this policy by February. Ms. Byrd suggested setting a fine after so many offenses. Ms. Ochoa mentioned that she will be checking with our grant,the city and the state to ensure we would be in compliance with any and all consequence placed in this policy. Ms. Ochoa explained that a letter is sent to state the second time a driver goes out to deliver a meal and the client is not at home,the stated then replies and advised us when we are able to suspend them from our home delivered meals program. But atter the third offense the client is terminated from the program. Ms. Ochoa stated if our home delivered meals clients can cancel their meals then she would expect that our Senior Center Members would be able to cancel as well. Ms. Ochoa advised the committee that staff look for clients that have not called to cancel their meals or have not shown up to the centers for a few days just to make sure they are okay and find out why they had not called. Ms. Ochoa stated that just recently a driver went to a home to deliver the meal and smelled gas. They had the gas turned off and we were told had the driver gone 30 minutes later the couple would have died from the gas. Ms. Ochoa mentioned that they have a driver that has been there almost 10 years. Ms. Huerta suggested that when the driver completes the 10 years,that we should invite her to come before the committee and we recognize them for her years of service. Ms. Oliver reported that a draft of the cancelation policy would be brought to the committee for their review and endorsement. Mr. Lewis asked if the people that come in as waiters would be punished for not reserving their meal ahead of time. Ms. Ochoa stated that people that come in as waiters would not be punished. She explained that if 5 people cancel and you have 5 waiters then we will be reimbursed for those five (5) meals, but if you cancel then it would still be a mark against you. Now if five(5) people cancel and you don't have any waiters then we lost money on those five (5) meals. Ms. Ochoa mentioned that she has already spoken to all the supervisors about this policy and how important it is that they enforce this policy when and if it is put into place. Mr. Lewis asked what would be the latest time that a person could call to cancel their meal for that day. Ms. Ochoa stated she would check with the kitchen supervisor, but would guess as long as the site was to call the kitchen by 8:30 a.m.that morning there should be no problem in adjusting the numbers. Ms. Oliver announced that we were awarded $97,000 last year from the Texans Feeding Texans Grant and this year we received only$64,800. Ms. Ochoa explained that$2 million was deducted from this grant at State Level and the funding is dependent upon the number of agencies applying for the grant. Ms. Oliver reported that this grants funds 1 outreach worker position and food for the meal program. Cecilia asked about thank you notes to sponsors of the Holiday Dinner. Ms. Oliver stated is is thespecial events committee's responsibility. Mrs. Huerta stated Elsa stated our office would be sending out thank you notes. Ms. Oliver stated she was not aware of that but will follow up and get that done. P.Items to be placed on the next agenda: None ►Old Business: • Site Council Revised Election 4 • Art Committee Person • Cancelation Policy Draft • Thank You Notes 'Public Comment: None ►Adiournment: Mrs. Byrd made a motion to adjourn. Ms. Edwards seconded and it was unanimously approved 4:21 p.m. 5