HomeMy WebLinkAbout03-21-2013 Senior Center CommissionThe
Center
IOWA CITYIJOHNSON COUNTY SENIOR CENTER
Agenda
Thursday, March 21, 2013
4 p.m. — 5:30 p.m.
Room 205
Time
4 — 4:05 p.m.
1.
Introductions—Honohan
4:05
—4:10 p.m.
2.
Minutes (February 28, 2012)
4:10
—4:20 p.m.
3.
Public Discussion
4:20
— 4:25 p.m.
4.
Commission Assignments—Honohan
✓ Commission Visits
Board of Supervisors—????
Call in advance to be placed on the agenda
1. Thursday. March 28, and April 4 and 18 9 a.m.
City Council—????
All meeting dates are tentative and should be checked prior to attending
1. Tuesday, April 9 at 7 p.m.--????
4:25
—4:35 p.m.
S.
Steering Council Report —Mitchell
4:35
—4:40 p.m.
6.
Discussion Developing Regulations for Serving Alcohol at Senior Center Events—
Honohan
4:40
— 5:15 p.m.
7.
Operational Overview—Kopping
✓ Signage
✓ Nutrition Program
✓ NHB Update
8.
Staff Reports
5:15
—5:30 p.m.
9.
Commission Discussion—Honohan
✓ Board of Supervisors Report—Honohan
✓ City Council Report—Honohan
✓ Vacancy
Meeting Packets:
1. Agenda: Thursday, January 25, 2013
2. Minutes from Thursday, February 28,
2013 meeting
3. Staff Reports
4. Memo to Michelle Buhman and New
Horizons Band Steering Council
Preliminary Minutes
February 2013
MINUTES
SENIOR CENTER COMMISSION
FEBRUARY 28, 2012
ROOM 205, IOWA CITY/JOHNSON COUNTY SENIOR CENTER
Members Present: Jay Honohan, Rose Hanson, Mark Holbrook, Chuck Felling,
Kathy Mitchell
Members Absent: Michael Lensing
Staff Present: Linda Kopping, Kristin Kromray
Others Present: None
RECOMMENDATIONS TO COUNCIL:
None.
CALL TO ORDER:
The meeting was called to order by Honohan at 4:00 PM.
APPROVAL OF MINUTES FROM JANUARY 25, 2013 MEETING:
Motion: To accept the minutes from the January 25, 2013 meeting. Motion
carried on a vote of 5/0 Holbrook/Felling.
PUBLIC DISCUSSION OF ITEMS NOT ON THE AGENDA:
None.
COMMISSION ASSIGNMENTS:
Honohan will attend a City Council meeting in March.
STEERING COUNCIL REPORT:
Mitchell reported that the Membership Committee is focusing on the Steering
Council Spring Forum which will take place on April 16th.
The Community Outreach group is continuing to work with the Press Citizen to
have articles written by Senior Center members printed in the paper. Ina
Loewenberg has written an article to be printed in March. Michelle Buhman and
Preliminary Minutes
February 2013
Ina Loewnberg will be meeting with a cardiac support group in March to discuss
what the Senior Center has to offer.
The Program Committee is continuing to work with Loren Horton's trip company
Eye to I and is organizing a trip to Iowa's seven villages. If the trip is a success
they will consider an overnight trip to Hannibal, MO.
The Membership and Outreach Committees will be meeting with the Program
Committee to discuss the proposed diversity pilot project. The idea for the project
is for one person from each committee to meet with various community leaders
to discuss what the Center has to offer.
DISCUSSION ON DEVELOPING REGULATIONS FOR SERVING ALCOHOL
AT SENIOR CENTER EVENTS:
Honohan distributed some items to consider regarding allowing alcohol to be
served at the Senior Center for groups renting space at The Center. He asked
commissioners to bring their thoughts about this to the next commission meeting.
OPERATIONAL OVERVIEW:
Kopping discussed the City's Strategic Plan and how the Senior Center's
strategic plan fits into the larger City plan. This year Kopping will submit
information about the Senior Center accreditation to be included in the City's
Strategic Plan information.
Kopping reported that Craig Buhman is working on lighting for the new signs and
that the Linn St sign is still on schedule to be installed by the end of the month.
STAFF REPORTS:
No Discussion.
COMMISSION DISCUSSION:
Honohan reported that he attended the Board of Supervisors budget meeting. He
spoke to the Board about his belief that funding paratransit is very important in
our community.
ADJOURNMENT:
Motion: To Adjourn. Motion carried on a vote of 5/0. Felling/Honohan.
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e Cneter
Memorandum
To: Michelle Buhman, Program Specialist; Senior Center New Horizons Band
Steering Council
From: Linda Kopping, Coordinator
Re: Responses to Questions and Concerns Related to the Future of the New Horizons
Band that were Conveyed to Michelle Buhman by The Senior Center New
Horizons Band Steering Council
Cc: Senior Center Commission; Senior Center Steering Council; Members of the
Senior Center New Horizons Band; Erin Wehr, New Horizons Band Director
Date: 15 March 2013
Introduction
The intent of this memorandum is to respond to questions and concerns expressed by
members of the Senior Center New Horizons Band Steering Council. These concerns
and questions were presented to Michelle Buhman at the Council's February 2013
meeting. Specifically:
1. Members indicated a desire to have ownership of the funding, music and
equipment acquired by the band since its inception in 1995. Council members
want to be able to take these assets somewhere else and continue or start another
band if The Center ever closes.
2. Members expressed a desire to incorporate in order to formally establish an
independent relationship with The Center. They believe the New Horizons Band
is essentially different from other performance groups (e.g. Voices of Experience
Chorus) and all other groups and activities in general, and do not wish to be
considered part of The Center. If the band were to incorporate, how would its
relationship to The Center change?
3. The Council identified an increasing need for practice, performance, and storage
space, and voiced concern that The Center would be unable to fulfill this need.
Each item will be addressed in the following paragraphs.
History/Background
The Senior Center New Horizons Band (NHB) began in 1995 as a collaboration between
Professor Don Coffman and The University of Iowa, West Music, and The Senior Center.
Since its inception, The Center and the NHB have shared a common mission.
The Senior Center's mission is to promote optimal aging among older adults through
programs and services that encourage wellness, social interaction, community
engagement and intellectual growth. The NHB's mission, as articulated in its by-laws, is
to offer people 50+ the opportunity to learn and make music. Arguably, it contributes to
every aspect of optimal aging outlined in The Center's mission statement.
Awredited4 eWn 28 SOUTH LINN STREET, IOWA CITY, IOWA 52240 0 WWW. ICGOV.ORG/SENIOR
SeniorCenters
Naboml Insitute of LINDA LOPPING, COORDINATOR a 31 9-356-5225 a LINDA-KoPPING(O-IOWA-CITY.ORG
The NHB is not the only Senior Center group to have a mission statement and by-laws. The
Program, Community Outreach, and Membership Committees, Senior Center Steering Council,
and Senior Center Television, all have mission statements and by-laws that complement the
mission of The Center.
In 2011 Professor Coffman left his position at the University of Iowa and his role as director and
manager of the NHB. The band membership formed a Steering Council to guide the band as it
transitioned to a new form of leadership and successfully maintained its mission and community
partnerships.
City Services Provided
Believing in the NHB's mission and seeing the positive impact participation has on the lives of
seniors, The Center has provided the band with an unusually high level of support throughout the
band's 18 year history. Specifically it:
Provides all accounting services through the City's financial management system. The Center
collects and tracks fees and donations, makes purchases, pays bills, communicates budget
information to the NHB's leadership, and plans and submits the annual budget.
Handles all personnel transactions. Enables 5-6 temporary employees who are paid a stipend
for their work as ensemble instructors. Involves the work of City employees at The Center,
Human Resources, and Accounting.
Provides space for NHB activities. The NHB uses space for practices, performances, and
storage. On Tuesday and Thursday mornings the NHB fills the first, mezzanine, and second
floors for small group practice to the exclusion of everything else. After small group practice the
large band, between 50-60 members, practices in the Assembly Room. This prevents using
many other areas of the building for meetings or classroom instruction. As a result, most
Tuesday and Thursday mornings throughout the year, the NHB has exclusive use of about 75%
of the facility.
Ensemble groups and individual band members also are provided practice space at other times
throughout the week. This sometimes precludes the possibility of using neighboring spaces for
other programs because of sound interference.
The NHB uses a large amount of The Center's limited storage space for its instruments and
music. In addition, The Center pays for off -site storage of a large amount of sheet music that has
been purchased for the NHB over the years.
Handles promotion of the NHB. The Center promotes the NHB using all printed materials
available. It has featured the NHB in special print and television advertising, and Senior Center
Television has recorded and broadcast many, many band concerts on local access television.
Provides miscellaneous support. Through the City, The Center provides discounted copy
services. The Center rents performance venues, coordinates innumerable on -site and off -site
performances, and helped organize and implement a week-long band camp. It hosts a minimum
of three large band and four ensemble band concerts each year, and provides discounted parking
for student instructors and conductors. Center staff writes all acknowledgements for
contributions and donations to the NHB.
Membership and Participation Fees
With the exception of the New Horizons Orchestra, which is an intergenerational group,
participants in all Senior Center performance groups are required to hold current Center
memberships. Any qualified individual can participate in the low-income Scholarship Program.
Membership fees are used to help support general operating expenses that keep The Center open
and available for use.
Participation fees are used when programs involve extra materials such as copying or books, to
make them self-supporting. NHB members are asked to pay a participation fee to cover
expenses associated with band instruction, music, and printing.
Group leaders and instructors are involved with establishing participation fees. Accordingly,
band participation fees are set by the band's leadership. These fees and all band donations are
maintained by the City in a special account set up especially for tracking band finances. The
NHB is the only Senior Center group that has a special account. This was done because of the
size of group, the total amount of annual revenue and expenses, and to make it possible to
carryover funding from year -to year.
Because all band participation fees and donations are deposited into the band's special account,
none of that revenue is used to help to pay for the staff time, promotion, space usage, storage,
personnel management, accounting services, or similar services used by the NHB. These
expenses are absorbed in The Center's operational budget.
In the late summer and fall of 2012, I learned that the NHB Steering Council was structuring the
participation fees so that they were inversely related to The Center's membership fees. As a
result, when membership and band fees were totaled, all band members were paying comparable
amounts. Apparently something similar to this had been done for a long time without my
knowledge.
The Senior Center Commission and staff determined this practice negated the intention of
graduated membership fees, which were structured to reflect tax support provided by various
local governments, and violated Center policy. After discussion with the Commission, staff, and
band leadership, the band was directed to follow the practice of all other groups and classes and
follow the standard participation fee schedule and use The Center's low-income Scholarship
Program when appropriate for membership and participation fees. Band fees were set at $65 for
the fall and spring semesters and $35 for the summer semester.
Members of the Band's Steering Council felt the Commission and staff were interfering in NHB
operations, disrupting a practice that had been going on for years, and ending an understanding
that the band leadership had with the membership.
Since this time Center staff members have been informed of the NHB's interest in establishing
itself as an independent organization and of its concern about ownership of funds in the City's
New Horizon Band account, band equipment, and music.
Responses to Questions and Concerns of NHB Steering Council
The first issue, a desire to have ownership of the funding, music and equipment acquired by the
New Horizons Band if The Center ever closed, is hypothetical and difficult to answer.
The City has been a strong supporter of the Senior Center for over 30 years. As a result the Iowa
City Senior Center is widely recognized for its quality programs and services and was recently
accredited by the National Institute of Senior Centers, a unit of the National Council on Aging.
3
It is now among a select group of around 200 senior centers across the country that have been
able to attain national accreditation.
The senior population is the fastest growing segment of the population. Being able to offer
services recognized for their excellence to the 50+ members of the community is a positive
attribute the City is not likely to eliminate. Program efficiencies may occur at some point in the
future, and programming will evolve as interests change, but it is quite unlikely that the Senior
Center and Senior Center programming will disappear or that the NFIB's access to instruments,
music, or space will be restricted in any way.
In the unlikely event that The Center did close, the following City policy would be followed.
If a department no longer has a use for surplus vehicles and equipment,
including, but not limited to, office furniture, heavy equipment, and computer
equipment, the department should contact the Purchasing Division to assist with
transfer or disposal. The Purchasing Division may contact other City divisions to
determine whether they may have use for the surplus equipment. If no City
department has use for the item, the Purchasing Division may dispose of it
through public bidding (on-line), sealed bidding, the sale or transfer to other
governmental agencies, or through donation or sale to a non-profit organization.
Regarding the second concern, incorporation of the NHB would fundamentally change the
relationship of the band to The Center. In establishing its independence the NHB would become
a legally responsible organization. Services currently provided by The Center at a discount or no
cost would not be available. To use space at The Center on a regular basis an independent
organization needs to comply with policies outlined in the Operational Handbook. This includes
having a 501(c)(3) status and a lease with The Center that is negotiated with the Senior Center
Commission and approved by the City Council of the City of Iowa City.
The NHB Steering Council's final concern with space to accommodate an increase in band size
or storage needs is challenging. Storage and classroom space is limited for all our activities. At
present, the NHB has a disproportionate amount of space allocated to it when compared to all
other groups and activities at The Center. Nonetheless, we do understand the band's special
needs and will continue to be flexible in our efforts to accommodate its space needs. Two-way
communication and understanding of long-term goals is essential to this process.
Conclusion
For the past 18 years The Center has been a primary sponsor of the New Horizons Band. The
band is a Center performance group that has benefited from its association with The Center and
the City in many ways, just as The Center has benefited from its association with the band. It is
the sincere hope of the staff and Commission that the band will continue as The Iowa City Senior
Center New Horizons Band.
1l
Handed out at 3/21 meeting
IOWA CITY SENIOR CENTER
APPLICATION FOR RESERVATION OF
ASSEMBLY ROOM FOR EVENT WITH WINE
Applications for reservations for the rental of the
Iowa City Senior Center Assembly Room use for an event
involving the serving of wine must be submitted at
least sixty (90) days prior to the event and be
accompanied by the prescribed fees and damage deposits
as set out in this application.
Applications shall be reviewed by the Senior Center
Coordinator and the City Manager and approved or
disapproved within thirty days (30) of submission. In
the event of disapproval the fee and damage deposit
shall be returned. Approval time may be extended by
agreement between the Coordinator and the applicant.
Applicant Name:
Address:
City: Zip code:
Telephone: E-mail:
Contact Person
Applicant
Name:
Address:
City: _
Telephone:
Zip code:
E-mail:
1. Private Person Yes No _
2. 501C (3) Corporation Yes No
3. Other (specify in detail)
Responsible Party (must be an individual person who
will be responsible for the use of the Center and
liable for any damage exceeding the deposit.)
Name:
Address:
City: Zip code:
Telephone: E-mail:
License Holder (if the event will be catered by a
license holder licensed by the State of Iowa the
application must be accompanied by a copy of the
license)
Name:
Address: _
City:
Telephone:
Zip code:
E-mail:
Designated Bartender (if the event will be catered by
the applicant or members of the applicant there
must be at least one person designated as the
bartender must be an adult at least 25 years old
unless the applicant is hiring a licensed liquor
holder licensed by the State of Iowa)
Name:
Address:
City:
Telephone:
(In the event two persons will
be 25 years old)
Name:
Address:
City:
Telephone:
DATE and Time Requested
Zip code:
E-mail:—
tend bar each
Zip code:
E-mail:
Month Day Year
must
Information
In order for your application to be considered and
approved, you must provide responses to all of the
information requested. Failure to provide information
will lead to disapproval.
The Center will provide tables, chairs, a portable
bar and ice container for all during the event. If the
kitchen is included in the application the Center will
provide steam/serving table, walk in cooler, and dish
area. Applicant will be responsible for furnishing all
2
dishes, glasses, silverware and any cooking items.
Applicant will be responsible for cleaning the assembly
room and the kitchen area after use.
The Applicant's responsible party is required to
meet with the Coordinator or a designated staff member
at least five (5) days prior to the scheduled event to
be learn the requirements for use of the assembly room
and the kitchen.
Hours of the event. The assembly room and kitchen
will be available for the event from 7:00 PM to 10:30
PM. The assembly room and kitchen will be available
for set up at 6:00 PM the day of the event. Clean up
will be undertaken from 10:30 PM to 11:00 PM. All
participants will exit the Center by 11:15 PM.
Fees and Damage Deposit
Damage Deposit
Assembly Room
Kitchen
Damage In the event that the assembly room or the
kitchen or any items therein are damaged the
Coordinator will mail to the Responsible party an
itemized list of the damages within thirty (30) days.
Notice If a notice is required regarding this
application or damages notice by regular mail addressed
as follows:
Responsible Party to the address listed above
for the responsible party.
City of Iowa City to
Linda Kopping
The Center
28 South Linn Street
Iowa City, Iowa 52240
APPLICATION
Submitted this
Signed:
Day of 20
(print name)
3
Approved Denied
This Day of , 20
Signed:
City Manager
Handed out at 3/21 meeting
Linda Kopping
From:
Linda Kopping
Sent:
Friday, March 15, 2013 7:16 PM
To:
'Jon Cryer'
Subject:
memo
Hi Jon:
I want to give you a heads up about a memo I sent out today.
After your steering council meeting in February, Michelle came back with several questions from the council. I have responded
to those questions in a memo that was mailed out today. In addition to the steering council, I mailed this to several other
groups, including all the members of the band.
I did this for a couple of reasons. First, I don't think the majority of the band knows what the steering council is thinking of
when it comes to incorporation or forming a non-profit group. The members I have talked to thought this was all put to rest
several months ago.
Second, I want to make sure that everyone knows the position of the Senior Center and the level of support it has and will
continue to provide for the band. In our eyes it's the Senior Center New Horizons Band, and that is the way it should stay.
Further, I think it is important to head off any inaccurate or inflammatory rumors that may be circulating.
If there is anything I can do to put these issues to rest, please let me know. I truly believe that the NHB and Senior Center
belong together.
I've attached a copy of the memo for your review.
Linda
Ud
NHB
Memo.pdf
Linda Kopping, Coordinator
Senior Center
28 South Linn St.
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