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HomeMy WebLinkAboutMinutes Leadership Committee For Senior Services - 09/13/2007 •^ �r v Leadership Committee For Senior Services RECEIVED Broadmoor Senior Center 1651 Tarlton FEB 1 0 2_010 September 13,2007 CITY SECRETARY'S OFFICE Kathy Harron, LCSS Chairperson called the meeting to order. ATTENDANCE Roll call was taken by Miltan Martiz, Secretary. Please refer to the attendance roster as attached. It was discussed that Mary Allen Garana's attendance record should reflect"R" due to excessive absences. A letter from the City Secretary's office will be issued next month. Kathy announced that we would proceed on the agenda to the Site Council"State of the Senior Center Address"by Mr. Gus Munoz. "STATE OF THE SENIOR CENTER" Gus Munoz, Broadmoor Senior Center Site Council President presented the following highlights: • The Annual National Night Out Block Party was held on August 7th, 2007. They distributed 100 bags of school supplies. Events included indoor exhibitors and a DJ. • On Monday's they host a"Big Bingo" and have over 50 people in attendance. • Birthday Dances are also held on a regular basis. Mr. Mufloz acknowledged the Broadmoor Senior Center volunteers who prepared the wonderful Mexican Dinner for the LCSS meeting. He stated that they would like to host more events as well as fundraisers but the center is small and space is limited. The "little" center is no longer little as there has been an increase in members and visitors. He notes that by this is due largely in part to Ms. Evila Salinas, Center Supervisor, who provides guidance and support to all the members. They would like to endorse her as the permanent Senior Center Supervisor. Mr. Mufloz states that"She is what keeps us coming back." He also thanked the LCSS for visiting and said they look forward to their continued support for the expansion project. MINUTES The minutes from the July 2007 meeting were read by Elsa Mufloz, SCS Superintendent. A motion was made by Roland Medrano to approve the minutes and seconded by Donna Cisneros. The minutes were unanimously approved. The minutes from the August 2007 meeting were read by Kathy Harron. A motion was made by Miltan Martiz to approve the minutes and seconded by Marion Ball. The minutes were approved with corrections as noted. Page 2: Kathy Harron reported presented on the upcoming fundraiser is should be stated Kathy Harron reported an update on the upcoming fundraiser. SCANNED NIP Page 2: She also advised the committee that August ls` is the being of a new city fiscal year should be stated she also advised the committee that August I" is the beginning of a new city fiscal year. COMMITTEE REPORTS PROGRAM OPERATIONS—Alan Bligh The committee meeting was held today at 11 a.m. at City Hall. Members discussed the impacts of the City's general fund cutbacks. Senior center activities and special events will now require staff overtime fees. Members also reviewed hours of operation and noted that if a center is open at 8 a.m. and the senior members do not arrive until 9:30 a.m. then we should maximize resources and recommend changes to current senior center schedules. Another topic of discussion was the senior center membership fees that have been proposed in previous meetings. The committee is pursuing options to institute annual senior center membership fees. The fees will generate additional program revenues and will offer member benefits such as discount rates for classes, rentals and events. Staff is also pursuing discounts at retail and restaurant establishments. Program operations members also reviewed the Site Council Center Usage Policy. This issue involves activities sponsored by the site councils. Since we no longer have the City funds to pay for the overtime for the center staff to cover events, we must charge overtime fees. The overtime rate is $22 per hour. Sally Gavlik, Parks and Recreation Director has approved that Site councils be exempt from set up fees and deposits. Staff recommends the following options SCS program "In-Kind" options: Option A Schedule two(2)events after regular hours of operation and with one (1) staff person working a three (3)hour flex schedule per event. City Cost: $66.00 per event for a total of$132.00 per site. Option B Schedule one event after regular hours of operation with two (2) staff each working a three(3) hour flex schedule. City Cost: $132.00 per site. One Special Event During Fiscal Year—Per Site Select one special event day for changing the regular hours of operation. For example, if the regular hours of operation are from 8 a.m. to 4 p.m., a change could be made to open from 9 a.m. to 5 p.m. or from 10 a.m. to 6 p.m. For clarification, any time beyond the scheduled hours of operation for the day are subject to the overtime fee. Currently, Site Councils are not charged for special events. Due to the budget reductions the expenditures must now be charged. It is recommended that Site Councils develop a calendar and budget for the overtime expense. 2 41110 V A member asked if the site councils make enough money in these activities to cover the expense. They also asked if a staff person can volunteer their time. Ms. Munoz responded that as per the Fair Labor Standards Act, employees may not volunteer in a capacity that is closely related to their normal work assignment. She shared that through the leadership efforts of Senator Ford, members of the Ethel Eyerly Senior Center are recruiting corporate sponsors to pay for the overtime expenses. Ms. Munoz explained that when staff is dedicated to a non-supported (funded) activity then we must identify a funding source to offset the expenses. Staff time for all activities must be accounted for. If staff is going to host and participate in an event like the Thanksgiving Dinner and they are there for three hours, then they are away three hours from providing funded service activities such as Benefits Counseling, Meal Service programs, and/or Administrative Support that has a reimbursement tie to that function. Another LCSS member asked if each individual center has their own money set aside to sponsor activities? The answer is "Yes"through the site councils. The City does not provide funding for activities (bingo,table tennis, etc.) or holiday socials. Site councils have historically funded these events. The Site Council Center Usage Policy details the options for staff support and overtime pay at $22 an hour. Fees for set up, clean up and resetting the rooms are not currently charged to the site councils. All of the dances, with exception of the Lindale Tuesday Night Dance which is not sponsored by site council, are held during regular business hours. Dances are a major source of revenue for the site council fundraisers. Lindale has their dances on Tuesday night but the center is already open for other evening programs. Oveal Williams and the Garden Senior Center also host limited evening programs. In summary, each center will have the option for 6 hours a year of paid staff time for a total in-kind SCS program contribution of$1,056.00. Any additional events would have to be budgeted with the Superintendent's prior approval of the special event date. Ms. Munoz shared that salaried supervisors provide ongoing center support for Lindale Tuesday Night Dance and special events. We are trying to consolidate groups using the Lindale Center for evening programs and limit other centers to community use rental fee events. Elsa states that the plan is the best offer the SCS program is able to support. While there is limited funding through many sources (City, State, Federal, and PALS) it is already earmarked for specific expenses. Ms. Harron asked for any final input. Members remarked about what recourse they have to address this issue. Ms. Harron advised that members always have the option of writing to their City Council representative or attend a City Council meeting to present the issue. Ms. Harron called for a show of hands in support of the proposed Senior Center Usage Policy. There being no show of hands in opposition to the plan, the recommendation was approved. 3 1r rl PROGRAM EVALUATION—Miltan Martiz Miltan Martiz reported that for the month of August there were 13 comment cards received from Ethel Eyerly. One card notes that the yellow lines in parking lot need to be painted. They also commented that someone"might crash" if this is not taken care of soon. Other evaluation ratings include 3 for Staff Excellence;3 Good ratings for meal facility; and 2 Fair ratings for the food. Some of the comments are as follows: Food prepared is too spicy; Too much tomato in the lasagna. Other comments note that the carrot salad is much improved, and another card states "back off the carrots!" We have seen some improvement in the comment card responses. Miltan has made an effort to visit each center to request member feedback. This month she visited Lindale, Zavala and Broadmoor centers. At Lindale the comment cards are located in the front entrance which is a populated area where they can readily be accessed. Her concern and member feedback was that there were no pens available to write on the cards. At Broadmoor, the cards were on top of the receptionist's desk but it seemed too busy and could easily get mixed up with all the paperwork. When she visited Zavala she could not locate the comment cards. Connie Reschman noted that they are located on the brochure table. Mrs. Martiz said that when she asked the members about the cards they stated that they had not seen any cards in a long time. Mrs. Martiz presented a draft copy of the revised comment cards and requested LCSS member input.One of the changes will include a line for identifying the center name on the top of the card. The committee will also be presenting recommendations on the survey instruments used to evaluate the RSVP and SCP programs (see attached page). One of the survey forms is for the SCP Volunteer Station representative to evaluate the volunteers and was conducted by senior staff over the phone. The second part is for the client/care recipient of this service to evaluate the volunteers and was also to be conducted by senior staff at the home of the recipient(like a home visit). However, a home visit was not conducted and the evaluation was completed by phone interview. The committee members recommend that the format be made simpler such as including a box where they can score performance by poor, good, fair or excellent. A question was raised about how easy is it to contact a supervisor if a problem occurs with the Senior Companion. Another issue noted is that the goal is to evaluate the volunteers but we do not include a question about how the volunteer interacts with the client. An example is if Mr. or Mrs. Jones (client) falls asleep when the companion arrives then how can the volunteer be truly evaluated by this person. The proposed revisions should be finalized by the end of the month. FUNDING AND RESOURCE —Marion Ball Project account financial data remained unchanged from last month. 4 *11110 SPECIAL EVENTS— Kathy Harron Kathy provided a planning update on the "Evening with Dr. Clark" fundraiser. She thanked Roland Medrano for securing the band (Carl Lewis and the Deadbeats). She also thanked Alan Bligh who secured John Carlson as the sponsor to host the event at the Corpus Christi Country Club. Miltan Martiz will send a thank you card to Mr. Carlson. Kathy presented a unique idea of hosting an adoption table in lieu of a silent auction. We have generated a wish list from the senior centers and the NESC. Those attending will have an option to sponsor a wish list item or program. Examples include the over time expense for the senior center staff person for a year; sponsor a senior companion for 2 months; sponsor the membership fee for a senior for 1 y ear; purchase a stove and range hood; sponsor the purchase of a 15 passenger van; sponsor home delivered meals client, etc! Elsa and Lisa will host a table to provide details and answer questions. The wish list will be posted and individual cards will be placed on each table. She hopes to get someone to announce"I will adopt a senior companion for one month." Then we would go to the table and get the card that states"Adopt a Senior Companion" and take it to that person and have them sign it to include contact and billing information. Her rationale for the adoption table is that so many people have been to silent auctions because everyone does them. Everyone has something in their closets that has been bought at a silent auction. This strategy doest not cost us much and we don't have to ask anybody for auction items. We already have a list of wish items and we will identify costs to go with these items. The event will be hosted on the 25th of October at the Corpus Christi Country Club form 5:30 p.m. — 10:00 p.m. A rough draft of the invitations was distributed to the members and staff. The mailing list included all physicians with Doctor's Regional Hospital. Invitations will also be mailed to the Nueces County Bar Association, City Council, County Commissioners, and other dignitaries. It was emphasized that the invitations are for purchasing tickets to the dinner. Kathy's goal is to sell a minimum of 200 tickets to net$5,000 after expenses which is more than we have raised in past events. Bill Vessey as been invited to serve as Master of Ceremonies. Each member of the LCSS will receive an invitation. If you would like your spouse to attend, you will have to purchase a ticket for them. If you are unable to attend, please return the ticket to Kathy. Kathy provided a brief biography of Dr. Charles Clark. He founded the Doctor's Regional Hospital. He is now in his 80's and is still the administrator of the hospital even though the hospital belongs to a firm out of Nashville, Tennessee. He is the liaison between the doctors and administration. He is also a published author and has written 5 books. He is very well thought of in this city. He delivered many babies in this city and many people come up to him and tell him so. Kathy believes that his name alone will be a big draw to this event. Everyone in the medical community knows Doctor Clark. He did not want this to be a book signing event and may even donate a percentage of the proceeds of book sales that evening. He will have a kiosk there for those who want him to autograph their books. Proceeds will support the programs listed on the back of the invitations. The Mayor will read a proclamation at the event. There will also be a Hospital Award which also will be presented. 5 PROGRAM HIGHLIGHTS—Lisa Oliver i Special Events—Lisa Oliver stated that Senior Community Services has partnered with Humana MarketPOINT to sponsor Senior Day at Bayfest on Saturday. September 29`h from II a.m. —3 p.m. This event is open to the community. There are 100 free parking passes available. SUPERINTENDENT'S REPORT —Elsa Munoz r Ms. Munoz presented a brief update on the annual Request for Proposal for continued funding of the Elderly Nutrition Program which is due next week. 9 The parking lot improvement projects will begin in late September. They will continue through October and should be complete by November. Work will commence soon at the Ethel Eyerly Center. > The center HVAC projects will start within the next 3 weeks. Centers receiving the new A/C's will be notified in advance of actual work. ➢ Leticia Ochoa attended a MOWA(Meals on Wheels of America)/Humana conference in Fort Worth, Texas on Nutrition and Home Delivered Meals programs. > The staff is working hard to achieve contract goals. We are much closer to contract goals than previously anticipated. > We will be reducing contract goals for next year in Benefits Counseling services. We have also significantly reduced the units of service (meals) for both Congregate and HDM services. These reductions in service may lead to waiting lists within the next 3 to 6 months. Senior Center Operations—Lisa Oliver ➢ Flu Shot Clinics are scheduled for October 10th through November 7th,2007. All information will be posted on the website at www.ccparkandrec.com. > The Corpus Christi Libraries "Big Read" is hosting book discussion groups on the book entitled"Bless Me, Ultima" and several senior centers will be participating. September is National Senior Center Month. NESC—Leticia Ochoa Ms. Ochoa advised the committee that there are 11 days left in the FY 2007 contract year. The Program Performance Data Reports as follows: July—C-1 -8,536 August-- C-1 -8,787 July—HDM—7,779 August—HDM—9,214 July—XX-4,300 August—XX-4,421 July—APS —1 August—APS—36 Total Meals: 20,616 Total Meals: 22,458 July—BC —85 hours August—BC —52 hours (Benefits Counseling) (Benefits Counseling) > The Cancellation and Reservation Policy has been revised and the target date for implementation is October 1�`, 2007. 6 N NEW BUSINESS—Kathy Harron Two (2) persons need to meet with Elsa in order to make the necessary changes to the By-laws. Appointed to this committee are Guy Williams and Kathy Harron. A petition from the Broadmoor Senior Center was presented to Ms. Munoz regarding the Broadmoor expansion proposal. The SCS staff has been working on this for the last three (3) years. We were recently advised that the CDBG program awarded us $125,000 for design and planning. Staff is also researching the possibility of several portable buildings. The expansion process is expected to take several years before completion UNFINISHED BUSINESS Ms. Munoz reported on the status of the Tuesday Night Dances at the Lindale Senior Center. The current average is 70 people in attendance on a weekly basis. Physicians Health Choice will host the dances on the 3`d Tuesday of the month as a corporate sponsor. Elsa recommended that LCSS consider sponsoring the Tuesday night dances as an ongoing fundraiser. The schedule is 5 p.m. —9 p.m. There will be a staff facility maintenance staff member on duty. After much deliberation,the LCSS members were unable to commit to this event. Elsa explained that this event is a highly visible and popular activity for seniors, baby boomers and semi-retired individuals who do not attend the day programs. If the LCSS decides not to sponsor the dances as a monthly fundraiser, staff will still continue to work the event into their regular schedule. Kathy Harron tabled this discussion until the October meeting. ANNOUNCEMENTS Mary Ann Mondragon, Ethel Eyerly Senior Center Supervisor, announced a Luau on Friday, September 21'1,2007 from 4:00 p.m. - 7:30 p.m. The cost is $5.00 per person which includes dinner, entertainment and music by the Swing Rayz. PUBLIC COMMENTS There being no further business, a motion was made by Roland Medrano to adjourn the meeting and seconded by Apolonia Cantu. Kathy Harron adjourned the meeting at 5:10 p.m. 7