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HomeMy WebLinkAbout01-10-2008 SCAC MinutesPage 1 of 5 CITY OF DUBLIN SENIOR CENTER ADVISORY COMMITTEE MINUTES OF JANUARY 10, 2008 Call to Order Chairperson Al Edge called the meeting to order at 9:02 a.m. Roll Call: Committee Members (CM) Present: Al Edge, Beth Wood, Martin Baron, Diane Bonetti and Delilah Vanderpool Committee Members Absent: None Parks and Community Services Commission Liaison Present: Rich Guarienti Staff Present: Paul McCreary, Parks and Community Services Manager, Anna Hudson, Recreation Coordinator, and Diane Guenther, Office Assistant Oral Communications - None Approval of the Minutes THE MINUTES WERE AMENDED AS FOLLOWS. THE FIRST SENTENCE OF THE SECOND PARAGRAPH OF THE FOURTH PAGE WAS AMENDED TO READ “The Committee APPROVED the event plan.” THE COMMITTEE UNANIMOUSLY APPROVED THE MINUTES OF THE DECEMBER 13, 2007 MEETING AS AMENDED. MOTION MADE BY CM BONETTI AND SECONDED BY CM EDGE. Written Communication - None Unfinished Business - None New Business Election of Chairperson and Vice-Chairperson The one-year term for the current Chairperson and Vice Chairperson expired and as per the bylaws and rules of procedure for the Senior Center Advisory Committee elections were held. Election of the Chairperson was conducted, the nominees were CM Edge and CM Wood and there were no further nominations. CM Wood was elected Chairperson. CM Bonetti and CM Baron were nominated for Vice Chairperson, and with no other nominations made, CM Baron was elected Vice Chairperson. CM Wood noted that the bylaws state elections are to take place in December of each year; she stated that the bylaws should be updated to state elections are to take place in January. Parks and Community Services Goals and Objectives The City Council has scheduled the Annual Goals and Objectives Study Session for Monday, March 31, 2008. This Study Session provides the Council with an opportunity to reach consensus on the primary direction and allocation of City resources for the upcoming year. The Senior Center Advisory Committee has been asked to provide input on the preliminary Goals and Objectives for the Senior Center. Staff first reviewed the goals and objectives related to the Senior Center in the Adopted 2007-2008 Goals and Objectives Bimonthly report as of 12-31-07. Item number 4 expand operational hours, programs and marketing of activities at the Dublin Senior Center. The Center has expanded its’ hours of operation to include Wednesday evenings, added four additional special events including the International Progressive Dinner, the Holly-Day Affair to Remember Dessert Dance, Superbowl Indoor Tailgate Party, and the Hot CITY OF DUBLIN SENIOR CENTER ADVISORY COMMITTEE MINUTES OF JANUARY 10, 2008 PAGE 2 OF 5 August Car Show. Item number 7 improve identification of the Dublin Senior Center. In January, Staff will begin evaluating options for consideration by the Committee, Commission and Council. It is anticipated the project will be completed by June 2008. CM Wood asked if there was a process for the Senior Center Advisory Committee to provide input in the planning of the other goals listed for Parks and Community Services. Commissioner Guarienti responded that as the Committee’s liaison to the Parks Commission, he considers the needs of seniors when discussing issues before the Commission. Staff provided the Committee with an overview of the Preliminary Goals & Objectives 2008-2009. Two high priority objectives have been proposed by Staff that directly relate to the Senior Center. The first is to implement a volunteer carpool program to provide transportation to and from the Senior Center. The objective is to develop a program that would match those in need of transportation to the Senior Center with others who are willing to serve as carpool drivers. This would require funding for part-time staff to develop and implement the program. The second objective is to investigate options for expanding Senior Center food service programs and hours. For this objective, Staff would prepare a report outlining options and costs to expand food service hours and programs at the Center. The study would evaluate the current lunch format to determine what changes are needed and could be feasible. CM Baron asked about the relationship between the adopted goals and objectives and the preliminary goals and objectives. Commissioner Guarienti noted the adopted goals and objectives are this year’s goals and the preliminary are proposed for next Fiscal Year. Guarienti indicated the preliminary goals would be going to the Parks and Community Services Commission on January 22nd, and then the Commission would discuss their recommendations to Council on February 2, 2008. CM Baron stated that in looking at the 2007 Fall Quarterly Report attendance growth has been approximately 15% but the growth of the volunteer hours has been 5%. He expressed concern and posed a question. “If the attendance continues to increase, could the Senior Center support the participation and demand? Is the Center physically capable of achieving its goal with the current Staff and volunteers? CM Wood questioned if the staffing levels needs could keep pace with the growth. McCreary noted that meeting increased demand will be addressed through use of partnerships, contract instructors and part- time staff. CM Wood indicated that the Committee has discussed a Senior Center website. She expressed that the promotional efforts that began this year should continue in the future and include the development of a website. Guarienti spoke to the Committee as a private citizen. He stated there are three ways of communicating; by the newsletter, email and via a website. He believes email is the best way to get information out and feels people respond to email before they respond to a website. CM Baron noted that there is a City website and possibly highlight the Senior Center website there. CM Wood stated the goal should be inclusive to include both email and website. CITY OF DUBLIN SENIOR CENTER ADVISORY COMMITTEE MINUTES OF JANUARY 10, 2008 PAGE 3 OF 5 CM Wood made the motion to include “Expand use of City website to promote Senior Center programs” as a high priority objective for 2008-2009. CM Vanderpool seconded the motion and the Committee unanimously concurred. There was a discussion about communication. CM Baron recommended identifying four viable techniques for communication and implementing two of the techniques during this fiscal year. Staff indicated this is an ongoing process and that email could be the next step. CM Wood commented that people need several forms of communication. She commented that the current site is not attractive, needs updated content and more prominence to be used as an additional channel for communication of Senior Center activities. CM Wood asked if the preliminary objective regarding food service included the Food Distribution Program. Staff stated that it does not. CM Baron asked about the proposal by Burr Cain to have the Advisory Committee request the Foundation to provide some funds to provide free lunches for new customers. Staff informed the Committee there would be a joint meeting with the Foundation this spring in which this would be part of the discussion. CM Wood asked if there was a need for a sub-committee to prepare for this meeting. McCreary indicated the joint meeting was just for discussion and therefore subcommittee preparation was not needed. CM Wood asked if a sub-committee was needed to look at the lunch program. McCreary stated that currently the objective is just a conceptual proposal, and if approved, the Advisory Committee would provide input next year. CM Vanderpool asked if there were enough people coming to the lunch program. McCreary indicated the City subsidizes the program and it loses approximately $30,000 a year. More participation would not necessarily make the program financially self-sustaining. With the current staffing levels there is capacity to add some participants. CM Bonetti made the motion to approve the Preliminary Goals & Objectives for 2008-2009 as presented by Staff, including the addition of a high priority objective to expand use of City website to promote Senior Center programs. CM Baron seconded the motion and the Committee unanimously approved. Parks and Community Services Commission Meeting Presentations The Committee Members drafted a schedule for each Member to make a brief presentation at two or more of the Parks and Community Services Commission meetings during 2008. Evaluation of Holiday Dessert Dance On December 12, 2007 the Center held the inaugural Holly-Day Dessert Dance from 6:30 to 9:30 PM. The cost per ticket was $20.00 for residents and $23.00 for non-residents. Guests received a free door prize ticket and could participate in a silent auction. Approximately 60 people attended the event. Dancing took place in the ballroom to the music of the Manny Gutierrez and His Quartet. Dessert and drinks were available all evening. Of the 60 guests 49% of them were Dublin residents. Staff requested feedback from the Committee to help with planning for future events. CITY OF DUBLIN SENIOR CENTER ADVISORY COMMITTEE MINUTES OF JANUARY 10, 2008 PAGE 4 OF 5 CM Baron wondered why the Special Luncheon held on the next day was more successful. It was felt running this event back-to-back with the luncheon should be avoided. Staff indicated the monthly luncheons are always a sellout. Commissioner Guarienti felt that the barrier to attendance was the cost of the event and recommended to be successful the cost must be lower. Committee comments included that maybe there were too many sweets and some finger sandwiches would be good. In general the comments the Committee received were positive, it was fun and well run. CM Wood suggested purchasing tables that seat only four to facilitate communication. She felt it is very difficult to hear across the table and suggested Staff consider not playing music before or during lunch so people can talk. She suggested the Committee ask the Foundation to purchase the tables. CM Bonetti felt smaller tables would create cliques and are not conducive to people meeting each other, and preferred the current tables. CM Bonetti expressed that she had met several people from attending most special luncheons. She stated that she was disappointed that more Committee and Foundation Members do not attend these events. 2007 Fall Quarterly Report Staff provided an overview of the Fall Quarterly Report. The following numbers in the report were corrected: Total Attendance 11,062 (2007) 10,164 (2006) Avg. Daily Attendance 178 169 Total Volunteer Hours 2,535 CM Wood indicated that facility usage had been included in the last quarterly report and should be included in all quarterly reports. Other Business CM Edge congratulated CM Wood and CM Baron on their new Committee roles. CM Baron thanked CM Edge and Bonetti for their contributions during the last year. On January 8th Staff met with the LIFE Event Sub-Committee. Staff proposed using the most successful activity model at the Dublin Senior Center - the monthly Special Luncheons. The lunch will carry out the theme – MindQuest – and schedule a variety of entertainment to engage the senses of participants to share ways to stimulate the mind. In addition, several activities would be held each hour prior to and after the lunch. CM Baron suggested forming additional sub-committees for the LIFE Event. Staff was not prepared to form additional Sub-Committees in January. Staff will develop a tentative timeline and To-Do list to be shared at the next Advisory Committee meeting. The Information and Resources Fair component will be dropped and one major sponsor will be sought to help offset the cost of the event. The Foundation who had contributed up to $1000 in the past, will not likely contribute any funds to the 2008 LIFE event. The Foundation prefers to make contributions for physical assets and not programs or operational costs. The current Sub-Committee plans to meet with Staff in late-January. CITY OF DUBLIN SENIOR CENTER ADVISORY COMMITTEE MINUTES OF JANUARY 10, 2008 PAGE 5 OF 5 Adjournment Being no further business, the meeting was adjourned at 11:25 a.m. Respectfully submitted, __________________________________ Diane Guenther Office Assistant APPROVED: ___________________________________ Beth Wood Chairperson