HomeMy WebLinkAbout06-11-2015 Senior Center CommissionThe
Center
IOWA CITY/JOMNSON COUNTY SENIOR CENTER
Agenda
Thursday June 11, 2015
4 p.m. — 5:30 p.m.
Room 209
Time
4-4:15 p.m.
1.
Introductions—Honohan
2.
Minutes (May 21, 2015)
3.
Public Discussion
4.
Commission Assignments—Honohan
✓ Commission Visits
Board of Supervisors—????
Call in advance to be placed on the agenda
1. Thursday, June 18 and 25 at 9 a.m.
City Council—????
All meeting dates are tentative and should be checked prior to attending
1. Tuesday, June 16 at 7 p.m.--????
4:15-4:35 p.m.
5.
Alcohol Policy—Honohan
4:35 — 5:15 p.m.
6.
Operational Overview—Kopping
✓ Committee A
✓ Strategic Plan Progress
5:15 — 5:30 p.m.
7.
Commission Discussion—Honohan
✓ Board of Supervisors Report
✓ City Council Report
Meeting Packets:
1. Agenda: Thursday, June 11, 2015
2. Minutes: Senior Center Commission,
Thursday, May 21, 2015
3. Recreation Department Alcohol contract
and regulations
4. Staff Reports
Preliminary Minutes
May 21, 2015
MINUTES
SENIOR CENTER COMMISSION
May 21, 2015
ROOM 209, IOWA CITY/JOHNSON COUNTY SENIOR CENTER
Members Present: Jay Honohan, Chuck Felling, Kathy Mitchell, Margaret
Reese, Jack Hobbs, Cheryl Clamon, Mark Holbrook
Members Absent:
Staff Present: Linda Kopping, Kristin Kromray, Michelle Buhman
Others Present:
RECOMMENDATIONS TO COUNCIL:
None.
CALL TO ORDER:
The meeting was called to order by Honohan at 4:00 PM.
APPROVAL OF MINUTES FROM MARCH 19, 2015 MEETING:
Motion: To accept the minutes from the March 19, 2015 meeting as
amended. Motion carried on a vote of 7/0. Reese/Hobbs.
PUBLIC DISCUSSION OF ITEMS NOT ON THE AGENDA:
None.
COMMISSION ASSIGNMENTS:
Honohan will attend the next City Council meeting. Kopping will attend an
upcoming board of supervisor meeting.
STEERING COUNCIL REPORT:
Mitchell reported that the Steering Council met on May 14th. The membership
committee reviewed the annual meeting, the next newcomer's breakfast will be
held on July 10, and Math Excursions with Ed will be the next group of the
month.
1
Preliminary Minutes
May 21, 2015
The Outreach Committee has a new member, Martha Lubaroff. There will be a
Senior Center table at the Pride Festival again this year, the group discussed
program guide distribution and they reviewed their goals.
The Programming Committee discussed upcoming summer events including the
Age of Love film that will be shown on June 25th.
Obstacles to bus transportation were brought up by John Schmidt and discussed
by the group.
NEW HORIZONS BAND UPDATE:
Kopping reported the she and Michelle Buhman met with assistant city attorney,
Eric Goers and assistant city manager, Geoff Fruin. Goers is currently in contact
with the New Horizons Band's attorney. Once an agreement is reached Senior
Center staff will be contacted. Kopping noted that she will pass along any
agreement that is reached to the commission.
STATUS OF SENIOR CENTERALCHOL POLICY:
Kopping distributed the recreation department and library's alcohol policies.
Kopping asked if the commission would be willing to consider approaching the
recreation department to be added onto their contract. They work with a
company that handles all rentals regarding alcohol. The commission discussed
the pros and cons of moving forward with this option. Kopping will ask parks and
recreation director Mike Moran for a copy of the contract and approach the
possibility of this idea.
OPERATIONAL OVERVIEW:
COMMITTEE A:
Kopping reported that committee A met for the first time. Kopping noted Clamon
and Holbrook are both participating in this committee. Clamon stated that she
thought the group was very thoughtful and it would be a good group to discuss
the various Senior Center fees.
Kopping distributed the 2016 Senior Center Statistics that will be in a report for
the City Council. The commission discussed this information and noted that the
cost recovery for FY14 was 29%
Buhman noted that the Iowa City contribution in FY08 seemed very high.
Kopping believes that was the year that the bathroom remodel occurred. Buhman
Preliminary Minutes
May 21, 2015
questioned if in regards to cost recovery, it is appropriate to include capital
improvements since they are specific to the building and not to programming
Committee A will be meeting again June 4th and 11th.
Kopping reported that the first focus groups occurred earlier in the week. Kopping
noted that Linda Wastyn, who is running them, said they are going well so far.
There are five more next week. These focus groups will be used to develop a
survey to put together a fundraising and marketing plan.
K.mrr�-�1�nl.�n��
Kopping reported that Johnson County is funding the Senior Center with $59,224
in FY16. She reported that the recognition reception for the Johnson County
grant will be held on June 8th. Margaret Reese said she would be able to attend
with Kopping.
COMPLETE FORMS:
Kopping distributed optional demographic forms for commissioners to fill out
BUILDING UPDATES
Buhman reported that she has been working with June Nasby in the purchasing
department to get bids for audio visual equipment for rooms 202 and 208. She
said the upgrade will include new projectors and HDMI capability. Also it will
include loop hearing aid systems, a secure cabinet and charging stations for
microphones. Kopping noted that the AV equipment will be funded through the
gift fund.
Buhman noted that she has been looking at flooring options for room 103. This
funding is coming out of FY15. Next fiscal year there is funding for mirrors, bars
and window film.
COMMISSION DISCUSSION:
The next commission meeting will be held on June 11th.
ADJOURNMENT:
Motion: To Adjourn. Motion carried on a vote of 7/0. Holbrook/Reese.
3
Preliminary Minutes
May 21, 2015
Senior Center Commission
Attendance Record
Year2015
Name
Term Expires
5/15
6/19
7/17
10/23
11/20
12/18
1/22/15
2/13/15
2/19
3/19/15
4/16
5/21
Cheryll Clamon
12/31/18
--
--
--
--
--
--
X
O/E
X
O/E
NM
X
Chuck Felling
12/31/15
X
X
X
X
X
NM
X
X
X
X
NM
X
Rose Hanson
12/31/14
X
X
X
X
X
NM
Jack Hobbs
12/31/16
X
X
X
X
X
NM
O/E
X
X
X
NM
X
Mark Holbrook
12/31/18
X
X
X
X
X
NM
X
X
X
O/E
NM
X
Jay Honohan
12/31/16
X
X
X
X
X
NM
X
X
X
X
NM
X
Kathy Mitchell
12/31/15
X
X
X
X
X
NM
X
X
X
X
NM
X
Margaret Reese
12/31/15
X
O/E
X
X
X
NM
X
O/E
X
X
NM
X
Key: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
-- = Not a member
1 r • i City of Iowa City�=+ a 410 E. Washington Street
r IIIOVM3�� � Iowa City, Iowa 52240-1826
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CITY OF IOWA CITY
ALI LLC
2121 BOWLING ST SW
CEDAR RAPIDS IA 52404
CONTRACT
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Contract ■ ■ .
ROBERT A LEE RECREATION CTR
220 S GILBERT ST
IOWA CITY, IA 52240-1632
08/27/2013 11/27l2015 12478 mniichel
Um
9W.111IN
Event Management Services
a11101=1
En
Event Management Services
1
Event Management Serivices for the Terry
1.0
EACH
Trueblood Recreation Area Lodge and the Ned
Ashton House.
. K.
Staffing Fee is $2,500.00 per month.
Extra Staffing Fee $15.00 per hour.
This Purchase Order is Governed by
the terms and conditions of request
for proposal #13-65, Event Management
Services for the Terry Trueblood
Recreation Area Lodge and the Ned
Ashton House and Amendment #1.
�rx+
Change Order #1: 11/20/14 to extend
Event Management Services Contract to
August 27, 2015 and replace pricing with
Avacentre's Event Service Coordinator
Proposal dated 11/14/14 for the lodge
at Terry Trueblood Recreation Area,
Ned -Ashton House and the Riverside
Theatre.
Staffing Fee = $3,000 per month
includes Park Lodge at $1,500 per month,
Ned Ashton at $1,000 per month, and
Riverside Theatre for open months only
at $500 per month.
Reservation Specialist at $1,000 per month
Phone Stipened at $31.50 per month
Extra Staffing at $15.00 per hour
VENDOR COPY
sy 2no&t La-,: J 4.4
Purchasf� n� ent
Twit ��
CITY OF IOWA CITY
410 East Washington Street
Iowa City, Iowa 52240. 1826
1319) 356.5000
(319) 356-SO09 FAX
www.lcgov.org
AMENDMENT NO. i
THIS AMENDMENT TO Request for Proposal #13-65 made the 14th day of November 2014
between The City of Iowa City and ALI LLC (The Avacentre)
WITNESSETH:
WHEREAS the parties have entered into an Agreement dated the 27" of August 2013; and
WHEREAS the parties desire to amend said Agreement
NOW, THEREFORE the parties agree as follows:
Extend Term of Agreement referenced in Section II. Specific Conditions and Instructions to the
Proposal, D. Contract Term, to August 27, 2015.
Replace Avacentre's Event Service Coordinator Proposal for Terry Trueblood Recreation Area
Lodge & Ned Ashton House with Avacentro's Event Service Coordinator Proposal dated
November 14, 2014 for The Park Lodge at Terry Trueblood Recreation Area, Ned Ashton House
& The Riverside Theatre.
Except as hereby and heretofore amended, said Agreement shall continue in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Amendment as of the day and
year first above written:
ALI L' ye Avadbn
CITY OF IOWA CITY
BY aLl
BY:Y111A I/ii
TITLE: tC6t,441,
TITLE: Ptuc i g gent
DATE: 1. �rw
DATE-
The Park Lodge at Terry Trueblood Recreation Area,
Ned Ashton House & The Riverside Theatre
Event Service Coordinator Proposal
November 14th, 2014
A. Summary of Vendor Proposal
1. Revised: The Avacentre would like to provide an onsite Event Service Coordinator at the
cost of four thousand dollars per month to the Iowa City Parks and Recreation
Department. (See Section C)
2. The Avacentre will create a corporative structure which will be mutually beneficial to all
parties involved. In this structure The Avacentre will work beside the City of Iowa City to
create a situation that is beneficial for all those involved.
3. Addition: Per request by the Iowa City Parks and Recreation department, The Event
Services Coordinator will be responsible forthe Riverside Stage facility only during the
time of year when the facility Is available for renting, in addition to The Park Lodge at
Terry Trueblood Recreation Area & The Ned Ashton House.
4. Revised: Responsibilities of Event Service Coordinator areas follows:
• Develop a structure in which the Iowa City Parks and Recreation Department will
increase revenue on an annual basis.
• Act as a Liaison between the client, the Iowa City Parks and Recreation
Department, venue, and caterer.
• In order to ensure the continuity of service, the Event Service Coordinator will
work exclusively with clients to book events, be available for private tours of
facilities.
• Work with the city regarding client questions and contracts.
The Park Lodge at Terry Trueblood Recreation Area,
Ned Ashton House & The Riverside Theatre
Event Service Coordinator Proposal
• Work as an onsite facilitator at all hosted events.
• Perform any other duties to ensure safe, sanitary, and legal operation of the
facility in the public interest. Within this, the Event Service Coordinator will
establish operating procedures to reduce the likelihood of damage to the City's
property.
Addition: Work as the reservation specialist, establishing hours of operation to
have The Park Lodge open to the public.
B. Detailed Description of Summary Proposal
Revised: Avacentre Expectations
1. The Avacentre will provide an Event Service Coordinator who will create j unique
relationship with the Iowa City Parks and Recreation Department as well as the client
involved. One of the most important aspects of the management position will be to act as
a Liaison between the client and the city. By communicating weekly through direct
meetings or conference calls, the Event Service Coordinator and the city will discuss
different planned events, ideas or concerns of the client's needs, or new opportunities to
ensure both Iowa City Park and Recreation Department and The Avacentre are in
agreement.
2. In addition to maintaining communication with the Iowa City Parks and Recreation, the
Event Service Coordinator will also form a direct relationship with the client. The Event
Service Coordinator will set a given time table based on the client (ex. Every other week) to
speak with them to ensure their needs are being met as well as accommodating any
changes in the client's preferences. He or she will be involved in the booking, showing,
planning, set up and execution of all events. In relationship to these responsibilities, the
Event Service Coordinator needs to be in direct contact with the client to understand their
desires. Having ample communication between the Iowa City Parks and Recreation
Department as well as with the clientele will keeps the facility running efficiently providing
many opportunities for clients to book events.
3. As mentioned above The Avacentre will provide an Event Service Coordinator who will assist
in the set up and execution of the event. The presence of The Avacentre Staff will be
mandatory at every scheduled event. During an event he or she will act as a facilitator
among the event staff and client to ensure all events go as planned. The Event Service
Coordinator will be able to problem solve any emergency facility issue.
The Park Lodge at Terry Trueblood Recreation Area,
Ned Ashton House & The Riverside Theatre
Event Service Coordinator Proposal
4. Perform any other duties to ensure safe, sanitary, and legal operation of the facility in the
public interest. Within this, the Event Service Coordinator will establish operating
procedures to reduce the likelihood of damage to the City's property.
5. Addition: The Reservation Specialist will take over all duties related to inquiries, bookings,
contracts, and payment. Work with the city to establish hours of operation for The Park
Lodge, where the Event Service Coordinator will be present at the facility in order to allow
the public to tour. In order to execute the position properly The Avacentre proposes that
the city 11/13/2014�edit: provide a stipend forthe use of a cell phone line. To ensure the
Iowa City Park and Recreation Department is informed and that the Event Service
Coordinator is executing these responsibilities up to the expectations, we askthat we work
togetherwith the city to schedule a recurring meeting (i.e weekly, monthly, etc.).
Revised: City Requirements
1. Parks and Rec will provide internet access to the reservations module.
2. Maintain any and all issues relating to building maintenance.
3. Provide all cleaning equipment and supplies.
4. Good communication with Event Service Coordinator.
5. The City will be responsible for any maintenance required outside of these facilities.
Including but not limited to lawn care, snow removal, and any outer facility cleaning,
C. Detalted Fee schedule
Event Coordinator
$3,0000/mo
(Park Lodge)
($1500/mo)
(Ned Ashton)
($1000/mo)
(Riverside Theatre for
($500/mo)
open months only)
31/14/2014->edit• We'd like to
specify Riverside open months,
March to October"
Reservation Special.
$5000/mo
11/13/2014->edit:
Phone Stipend
$31.50/mo
Extra Staffing fee
$15.00/hr
Expenses
Varies/mo
(Any cast Incurred by the
Event Service Coordinator
within city requirements)
--Billed 2elmo
The Park Lodge at Terry Trueblood Recreation Area,
Ned Ashton House & The Riverside Theatre
Event Service Coordinator Proposal
1. The Avacentre will receive three thousand dollars monthly in order to provide an Event Services
Coordinator for the three facilities. The Event Service Coordinator will execute the
responsibilities detailed in section B.
2. 11/13/2014-> edit: The Avacentre will receive one thousand dollars monthly in order to take
over the responsibilities of the reservation specialist position. In order to complete these duties
effectively, the city will provide a monthly stipend of thirty-one dollars and fifty cents, for the
use of a phone.
3. In the event there are multiple facilities hosting events on a single night, the City will allow for
extra staffing to work as an Assistant to the Event Service Coordinator at fifteen dollars an hour.
4. In any circumstance that The Avacentre staff are unexpectedly required to clean the facility
following an event, or they incur an expense that would ordinarily be defined as a city
requirement, The Avacentre will be reimbursed by billing the city attaching any necessary
materials (i.e. receipts).
ADMINISTRATIVE REGULATIONS FOR THE USE OF ALCOHOL
at the Terry Trueblood Recreation Area Lodge and the Ned Ashton House.
The following Administrative Rules regarding the use of alcohol are adopted pursuant to Iowa City Code
4-5-3, and approved by the Iowa City Parks and Recreation Director and the City Manager of Iowa City.
The Iowa City Parks and Recreation Director, or designee, is authorized to issue written permission to a
Permittee, via an addendum attached to an approved Facility Rental Permit, for the use of alcohol in the
Terry Trueblood Recreation Area Lodge and the Ned Ashton House pursuant to these administrative
rules. The following rules apply:
1. The City will have a designee present for the duration of the event.
2. A damage deposit shall be required for each event, as set by the City, or designee. The rental permit
holder (Permittee) shall be personally responsible for any and all damages caused by the Permittee
or any guests, including those damages not covered by the damage deposit.
3. Permittee shall obtain a general liability insurance policy in the amount of $1 million per occurrence
covering personal injury, bodily injury, and property damage. No deletion or modification to Host
Liquor Liability is allowed. An umbrella or excess liability policy in these amounts may be sufficient
to meet this requirement. The City of Iowa City must be included as an Additional Insured on the
policy, unless otherwise agreed upon by the Director of Parks and Recreation. The City requires that
the insurance carrier be A rated or better by A.M. Best. All policies shall be written on a per
occurrence basis, not a claims -made basis, and in form and amounts and with companies
satisfactory to the City of Iowa City. Such policy shall remain in full force and effect for the duration
of the event. Where a caterer is providing the alcohol, proof of the caterer's insurance meeting
these requirements is sufficient. Proof of insurance is due with the rental deposit.
4. The Permittee must be 21 years of age or older, and provide proof thereof via a government -issued
photo I.D. upon request.
5. No person under the legal drinking age may possess or consume alcoholic beverages.
6. All alcoholic beverages must be consumed in the building or within the outdoor patio area. No
possession or consumption of alcohol is allowed anywhere else on City property.
7. The City or its designee reserves the right to cut off any person from further possession or
consumption of alcohol, should their behavior, in the sole opinion of the City or designee, warrant it.
Failure of the Permitee or its guests to act responsibly and maintain order, as determined by the City
or its designee, may result in removal of the person(s) from the premises, intervention by law
enforcement, and/or termination of the event.
B. No liquor shall be permitted. Permittees may bring their own wine or beer only if a caterer is not
providing the alcohol.
9. If a caterer is providing the alcohol, any and all wine and beer possessed or consumed must be
provided by the caterer.
10. If a caterer is providing the alcohol, the Permittee shall provide evidence of the caterer's liquor
license to the City.
11. Only hosted wine and beer is permitted. No sales, cup sales, "suggested" or "free-will" donations,
and/or tickets are allowed. If there is evidence that alcohol has been sold to individuals, other than
the sale from the caterer to the Renter, the event will be terminated immediately, and law
enforcement will be notified.
12. Permittee agrees to indemnify, defend, and hold harmless the City against any and all claims related
in any way whatsoever to the Permittee or any of Permittee's guests consuming alcoholic
beverages, or any behavior that arguably resulted from the Permittee or guest consuming alcoholic
beverages.
13. The Parks and Recreation Director or designee may place additional reasonable conditions on the
use of alcohol in the Terry Trueblood Recreation Area Lodge or the Ned Ashton House, which
conditions shall be attached to the rental permit.
I HAVE CAREFULLY READ AND UNDERSTAND THIS DOCUMENT, AND AGREE TO ALL TERMS
CONTAINED HEREIN. 1 AM SIGNING THIS FREELYAND WITHOUT RESERVATION OR CONDITION.
Permittee Printed Name Permittee Signature/Date"
I Approved by City Manager 4117114
06/09/2015 15:26
OF
IOWA CITY
1
(CITY
KKromray YEAR TO
DATE REPORT
IP
glytdbud
FOR 2015 99
JOURNAL DETAIL
2015 1
TO
2015
13
ACCOUNTS FOR:
ORIGINAL
TRANFRS/
REVISED
AVAILABLE
PCT
10570100 Senior Center Administrations
APPROP
ADJSTMTS
BUDGET
YTD EXPENDED
HNC/REQ
BUDGET
USED
336110 Johnson County
-70,000
0
-70,000
-59,224.00
.00
-10,776.00
84.6%
346400 Lessons
-4,680
0
-4,680
-418.00
.00
-4,262.00
8.9%
346600 Membership Fees
-50,000
0
-50,000
-51,648.00
.00
1,648.00
103.3%
348900 Charges for Services
0
0
0
-84.50
.00
84.50
100.0%
356200 Permit Parking
-17,050
0
-17,050
-20,560.00
.00
3,510.00
120.6%
362100 Contrib & Donations
-51,000
0
-51,000
-47,819.25
.00
-3,180.75
93.8%
363910 Misc Sale of Merchandise
-7,736
0
-7,736
-5,275.98
.00
-2,459.85
68.2%
369100 Reimb of Expenses
0
0
0
-1,576.45
.00
1,576.45
100.0%
369900 Miscellaneous Other Income
0
0
0
-21.48
.00
21.48
100.0%
382200 Building/Room Rental
-400
0
-400
-740.00
.00
340.00
185.0%
382400 Locker Rentals
-1,224
0
-1,224
-1,460.00
.00
235.75
119.3%
384200 Vending Machine Commission
-322
0
-322
-286.56
.00
-35.03
89.1%
TOTAL Senior Center Administrations
-202.412
0
-202.412
-189.114.22
.00
-13.297.45
93.4%
Current members as of 6/10/16 = 1628