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Home My WebLink About10-23-2014 Senior Center CommissionThe Center IOWA CITY/JOHNSON COUNTY SENIOR CENTER Regular Meeting of the Senior Center Commission Thursday October 23, 2014 4 p.m. — 5:30 p.m. Room 209 Agenda Time 4 — 4:10 p.m. 1. Introductions—Honohan 2. Minutes (July 17, 2014) 3. Public Discussion 4. Commission Assignments—Honohan ✓ Commission Visits Board of Supervisors—???? Call in advance to be placed on the agenda 1. Thursday October 30 and November 6 at 9 a.m. City Council—???? All meeting dates are tentative and should be checked prior to attending 1. Tuesday November 4 and 18 at 7 p.m.--???? 4:10 — 4:40 p.m. S. Report on Ad Hoc Senior Services Committee - Honohan 4:40 —4:45 p.m. 6. Update on Relocation of the Senior Nutrition Program—Kopping 4:45-4:50 7. Report on New Horizons Band - Kopping 4:50-5:25 p.m. 8. Operational Overview—Kopping • NHB Operational Issues • Staff Reports 5:25 — 5:30 p.m. 9. Commission Discussion—Honohan Meeting Packets: 1. Agenda: Thursday, October 23, 2014 2. Minutes from Thursday, July 17, 2014 3. Staff Reports Preliminary Minutes July 17, 2014 MINUTES SENIOR CENTER COMMISSION JULY 17, 2014 ROOM 209, IOWA CITY/JOHNSON COUNTY SENIOR CENTER Members Present: Jay Honohan, Chuck Felling, Kathy Mitchell, Rose Hanson, Jack Hobbs, Mark Holbrook, Margaret Reese Members Absent: 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 JUNE 19, 2014 MEETING: Motion: To accept the minutes from the June 19, 2014 meeting. Motion carried on a vote of 7/0. Mitchell/Holbrook PUBLIC DISCUSSION OF ITEMS NOT ON THE AGENDA: None. COMMISSION ASSIGNMENTS: Honohan will attend the August 19 City Council meeting. REPORT ON AD HOC SENIOR SERVICES COMMITTEE: Honohan reported that Mercedes Bern-Klug, Rick Weber and he are on a subcommittee that will evaluate and submit a report on the Senior Center. They will be meeting soon to discuss how they will begin this evaluation. Honohan 1 Preliminary Minutes July 17, 2014 reported he was also responsible for submitting a report on Shelter House and he shared some of his findings. Honohan stressed the need for commissioners to be supportive of the process of the Senior Services Ad Hoc committee and not to point out any one who may have differing options on where senior service dollars should be allocated. He urged all commissioners to remind participants and public to share their thoughts with the Ad Hoc committee in a positive way. UPDATE ON RELOCATION OF THE SENIOR NUTRITION PROGRAM: Kopping reported that the nutrition program is planning on moving out of the kitchen on July 27th. FUNDRAISING INITIATIVE: Hobbs shared some thoughts for fundraising for Friends of the Center. The Commission discussed some of these ideas and brainstormed different options. OPERATIONAL OVERVIEW Kopping reported that she met with the New Horizons band steering committee on July 10th. She had prepared a document outlining the options for the band if they choose to move forward with a 501(c)(3) fundraising organization. She stated that it had been her understanding that the band steering committee had been directly involved in setting up the 501(c)(3); although during the meeting it was discovered that another group of band members had moved separately on forming this fundraising body. The band is now finished practicing for the summer and will return in the fall. More meetings are forth coming to discuss the relationship between the band and the Senior Center and how they can work together towards each of their goals. Kopping reported that Emily Light was integral in three new Senior Center commercials that are now being show. Light also wrote a community foundation grant for the Family Folk Machine to produce a music video about the benefits of composting. The fall program guide is coming together and it is shaping up to be a very full fall with many new and returning programs. Kopping also mentioned that the Voices of Experience/ Family Folk Machine concert at the Englert was a wonderful and very successful program. 2 Preliminary Minutes July 17, 2014 COMMISSION DISCUSSION Mitchell mentioned that she saw the earth boxes at Ecumenical Towers and said they look great. She enquired about the earth boxes at other locations and Kopping said she would ask Michelle Buhman about how the project was progressing. Felling noted that the Senior Center is lucky to have Craig Buhman on staff as he is so attentive to the needs and issues of the Senior Center building. ADJOURNMENT: Motion: To Adjourn. Motion carried on a vote of 7/0. Holbrook/Mitchell 3 Preliminary Minutes July 17, 2014 Senior Center Commission Attendance Record Year2014 Name Term Expires 10/24 11/21 12/19 1/16 1/30 2/6 2/20 3/3 3/20 5/15 6/19 7/17 Chuck Felling 12/31/15 X NM X X X X X X X X X X Rose Hanson 12/31/14 O/E NM X O/E X X X X X X X X Jack Hobbs 12/31/16 X X X O/E X X X X X Mark Holbrook 12/31/14 X NM X X X X X O/E X X X X Jay Honohan 12/31/16 X NM X X X X X X X X X X Kathy Mitchell 12/31/15 X NM X X X X X X X X X X Margaret Reese 12/31/15 X NM X X X O/E X X X X O/E X Key: X = Present O = Absent O/E = Absent/Excused NM = No meeting -- = Not a member Preliminary Minutes July 17, 2014 10/22/2014 09:02 (CITY OF IOWA CITY IP 1 KKromray YEAR TO DATE REPORT glytdbud FOR 2015 03 ACCOUNTS FOR: ORIGINAL TRANFRS/ REVISED AVAILABLE PCT 10570100 Senior Center Administrations APPROP ADJSTMTS BUDGET YTD EXPENDED ENCUMBRANCES BUDGET USED 336110 Johnson County -70,000 0 -70,000 -14,806.00 .00 -55,194.00 21.2% 346400 Lessons -4,680 0 -4,680 -442.00 .00 -4,238.00 9.4% 346600 Membership Fees -50,000 0 -50,000 -18,765.00 .00 -31,235.00 37.5% 356200 Permit Parking -17,050 0 -17,050 -13,090.00 .00 -3,960.00 76.8% 362100 Contrib & Donations -51,000 0 -51,000 -1,979.00 .00 -49,021.00 3.9% 363910 Misc Sale of Merchandise -7,736 0 -7,736 -1,048.32 .00 -6,687.51 13.6% 369100 Reimb of Expenses 0 0 0 -126.20 .00 126.20 100.0% 382200 Building/Room Rental -400 0 -400 -240.00 .00 -160.00 60.0% 382400 Locker Rentals -1,224 0 -1,224 -388.00 .00 -836.25 31.7% 384200 Vending Machine Commission -322 0 -322 -84.91 .00 -236.68 26.4% TOTAL Senior Center Administrations -202,412 0 -202,412 -50,969.43 .00 -151,442.24 25.2% Current Memberships as of 10-22-14 = 1621 Handed out at 10/23 meeting Ceneter S..'.' Coma 23 October 2014 Jean Hill 1223 Duck Creek Drive Iowa City, Iowa 52246 Dear Jean: Michelle, Assistant City Attorney Eric Goers, HR Director Karen Jennings, and I met to discuss the payment options you asked about a week or so ago. Specifically, you asked if it would be possible for the City to: 1) Collect band participation fees as is customary and each semester send a check to the University of Iowa in the amount normally paid to the students and director 2) Collect band fees as customary and each semester send a check to the Friends of the New Horizons Band in the amount normally paid to the students and director. We discussed both options thoroughly. In the case of option number one, all student instructors would terminate their employment with the City. The University of Iowa would become the Independent Contractor providing instructional and directing services for the New Horizons Band. In essence, the City would be paying the University for a service provided. The City would need to have a written agreement with the University outlining the responsibilities of each party, matters of indemnification and the like. Option number two is problematic from a legal perspective due to the historically close relationship between the New Horizons Band, a City sponsored performance Group, and the City. In order for Friends of the New Horizons Band to pay the instructors and directors, the current band instructors would terminate their employment with the City, and Friends of the New Horizons Band would need to take over all finances of the band. The City would not collect fees or contribute financially in any way. The NHB would need to become a completely independent group (from The Center). Friends of the New Horizons Band and all band members would need to sign a document acknowledging that the NHB is an independent entity, is in no way related to the City, and that any liability of the NHB, or its director or instructors, will not be borne by the City. Some type of written agreement would be worked out with The Center for the use of practice and performance space and this agreement would probably be fee -based to further establish the fact that the band was no longer a Senior Center Performance Group. Accredited by 11C.00 National Institute of 228 South Linn Street, Iowa City, Iowa 52240 • www.icgov.org/senior Senior Centers Linda Kopping, Coordinator • 319-356-5225 • Linda-Kopping(@iowa-citv.ore These two rather complicated, burdensome options are being considered in lieu of the much simpler options previously presented by the City. Those are as follows: The Band Director becomes a Part -Time Temporary Employee of the City. The previous Director was an unpaid volunteer. However, under this option, the director is paid, works regularly throughout the year, and supervises paid employees (the student instructors). Paid employees can only be supervised by other paid employees — not independent contractors. The Director would need to complete approximately three forms available at Kristin's desk and take them to Human Resources located in City Hall, one block from the Senior Center. Because the Director doesn't change from term to term, this would need to be done one time, not each semester or on an annual basis. The Band Director becomes an independent contractor and hires the students as subcontractors. This solution specifically addresses concerns of the Director's: time she spends getting the students to fill out City employment applications, bureaucratic mix-ups, and time the students spend completing the employment applications and turning them into personnel. As an independent contractor the director would receive a single check each semester that subsequently would be distributed among the director and student instructors. The Band Director would need to sign an independent contractor agreement with the City, outlining responsibilities of each, indemnification of the City, and other matters. If none of these options are acceptable, the Steering Council can still work with Erin and see if the University can handle all NHB finances. Another option is to contact Steve West at West Music and see if he is willing to manage band finances. The easiest, cleanest way would be for them to handle all finances so subcontractor agreements with the City are not necessary. Jean, at the meeting today I was told that this situation needs to be worked out within the next two weeks or the students will be terminated. I recognize that members of the Steering Committee and some members of the Band believe the City is being unreasonable, but the fact is all we are trying to do is comply with the law. There are no other options; it is time to decide. The employment issue related to the Band Director and Instructors must be decided by Friday, November 7, 2014. Regards, Linda Kopping cc: Professor Mary Cohn Professor Erin Wehr Assistant City Attorney Eric Goers Director of Human Resources Karen Jennings Handed out at 10/23 meeting CenterA IOWA CITY/JOHNSON COUNTY SENIOR CENTER Memorandum To: Senior Center Commission From: Craig Buhman, Maintenance Worker III Re: Facility Report Date: 22 October 23, 2014 The alarm panel replacement project is beginning to come together. The Request for Proposal will be distributed during the last week of October. A single site visit will be arranged at which time any interested and certified alarm panel technicians can tour the facility. The Senior Center chiller has evidenced signs of coil failure. Three sets of coils, involving both circuits, will need replacing. Estimates for the work gave been received and we expect to schedule the work for spring of 2015. The Senior Center's boilers have been prepped for the approaching heating season. The City is in the process of converting to a single digital management system for HVAC systems throughout the City. Controls vendors have been working with the City of Iowa City's facility manager to tour facilities as part of the bidding process. Installation of the controls system, training and implementation will occur over the next several months. The scissors lift, located adjacent to the loading dock, has been repaired. Seals of the pistons have been replaced and new rollers installed. In light of the reduced usage of the lift, maintenance will closely monitor the operation as we draw nearer to colder temperatures. 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