HomeMy WebLinkAbout02-18-2016 Senior Center CommissionThe
Center
IOWA CITY/JOHNSON COUNTY SENIOR CENTER
Agenda
Thursday February 18, 2016
4 p.m. — 5:30 p.m.
Room 205
Time
4 p.m.
1. Introductions/Welcome—Honohan
2. Minutes (January 14, 2016)
3. Public Discussion
4. Commission Assignments—Honohan
✓ Commission Visits
Board of Supervisors—????
Call in advance to be placed on the agenda
1. Thursday, February 25 and March 3 and 17 at 9 a.m.
City Council—????
All meeting dates are tentative and should be checked prior to attending
1. Tuesday, March 1 at 7 p.m. --????
S. Operational Overview—Ko p p in g
✓ Human Rights Forms
✓ Staff/Budget Updates
✓ Strategic Fundraising and Marketing Plan Progress
✓ NHB Update
✓ Status of Alcohol Policy Review
✓ Future Use of Kitchen/Lobby/AR Update
6. Commission Discussion—Honohan
✓ Board of Supervisors Report
✓ City Council Report
5:30 p.m.
7. Adjourn
**Next meeting is Thursday, March 17 at 4 p.m.**
Meeting Packets:
1. Agenda: Thursday February 18, 2016
2. Minutes: Senior Center Commission,
Thursday January 14, 2016
Preliminary Minutes
January 14, 2016
MINUTES
SENIOR CENTER COMMISSION
January 14, 2016
ROOM 209, IOWA CITY/JOHNSON COUNTY SENIOR CENTER
Members Present: Margaret Reese, Jack Hobbs, Cheryl Clamon, Mark
Holbrook, Kathy Mitchell, Joy Beadleston
Members Absent: Jay Honohan
Staff Present: Linda Kopping, Kristin Kromray, Michelle Buhman
Others Present: Chuck Felling
CALL TO ORDER:
The meeting was called to order by Holbrook at 4:00 PM.
RECOMMENDATIONS TO COUNCIL:
APPROVAL OF MINUTES FROM NOVEMBER 19, 2015 MEETING:
Correction to the November 19, 2015 meeting: Holbrook chaired the meeting.
Motion: To accept the minutes as amended from the November 19, 2015
meeting. Motion carried on a vote of 6/0. Hobbs/Mitchell
PUBLIC DISCUSSION OF ITEMS NOT ON THE AGENDA:
The Commission and staff thanked Chuck Felling for his years of contributions on
the Commission.
COMMISSION ASSIGNMENTS:
Kopping will attend the board of supervisors meeting on January 28th.
ALCOHOL AND ROOM RENTAL POLICY REVIEW:
Kopping reported that she used the alcohol policy and room rental agreements
developed by Parks and Rec as a template and modified them to fit the specific
needs and situation at the Senior Center.
1
Preliminary Minutes
January 14, 2016
When reviewing the documents with the Commission, she noted that the times
the Assembly Room/Lobby/Kitchen areas would be available for rent were
structured around The Center's current programming. A notable exception was
the availability of the space during weekend hours.
The proposed weekend rental times will limit the availability of the space for
some of our current weekend programming. Kopping stressed that this is
something the commission is going to have to consider. Currently, dances are
offered 3 out of 4 Saturdays each month. Typical attendance at the dances is
30-60 people. Holbrook asked if there was another space in the building where
the dances could be held. Staff responded that the only area in the building with
appropriate flooring for a dance was not large enough to accommodate even a
small dance. Insofar as revenue is concerned the monthly barn dances typically
run at a deficit that is covered by the operational budget. The monthly tango
Milongas generate small amounts of revenue, less than $100/month. (At this
meeting no revenue data was available on the English Country Dance that also
occurs on a monthly basis.) The expenses and revenues described have given
no consideration to overhead expenses.
While a decision about whether to continue with Saturday night dances or pursue
rental opportunities will need to be addressed in the future, it was not something
that needs to be decided by the Commission immediately.
Kopping reviewed the proposed alcohol and room rental policies. Beadleston
inquired about liability if someone at an event were to leave while intoxicated.
Kopping noted that there were indemnification clauses. Mitchell asked if a dance
wanted to meet if they would have to rent the space. Kopping said that would be
something they would need to decide, but no, not necessarily.
Motion: To approve the alcohol policy as written and have it sent to the
City's legal department for review. Motion carried on a vote 6/0.
Clamon/Mitchell.
Mitchell questioned the status of the Kitchen/AR/Lobby upgrades. Kopping noted
that is awaiting completion of a request for proposal (RFP) from the engineering
department. She said she must have the estimates by September to make
budget requests for FY18. Reese said she thought they should submit the
proposed room rental agreement for legal review so that any issues could be
addressed. In the meantime, administrative items could be discussed in more
detail. Commissioners agreed. Needed corrections in time availability listed in
the document were noted.
Motion: To submit the proposed rental documents to the legal department
for review. Motion carried on a vote of 6/0. Reese/Hobbs.
2
Preliminary Minutes
January 14, 2016
FY17 BUDGET UPDATE:
Kopping reported that she presented the FY17 budget to the City Council. She
told them about our membership fee increase, our programs and statistics. She
spent the majority of her time speaking about Committee A and the cost recovery
goal of 35%. She also highlighted the plans for fundraising and marketing, which
includes a half time development specialist. This staff person would be a city
employee but the position would be funded through Friends of the Center.
OPEARTIONAL OVERVIEW:
Kopping highlighted the new program guide layout, the Friends of the Center
appeal letter and the annual report. She noted that the appeal letter was more
successful than it has been in past years. She believes this increase is due to the
work being done with the marketing and fundraising consultants.
A new practicum student is starting at the Senior Center next week. She will be
working at the Senior Center through mid -May for 35 hours/week.
Buhman noted the success of the 35th anniversary open house. She is working
with a committee to plan more activities for the 35th anniversary. She also noted
the report from Craig regarding flooding in G13. She hopes the room will be open
on a limited basis beginning next week.
COMMISSION DISCUSSION:
Mitchell noted Margaret Reese's term ended at the end of December and the
Commission must reappoint her.
Motion: To reappoint Margaret Reese as the Johnson County Commission
representative. Motion carried on a vote of 5/0. Mitchell/Clamon.
ADJOURNMENT:
Motion: To Adjourn. Motion carried on a vote of 6/0. Mitchell/Hobbs.
Preliminary Minutes
January 14, 2016
Senior Center Commission
Attendance Record
Year2015
Name
Term Expires
2113/15
2/19/15
3/19/15
4/16/15
5/21/15
6/11/15
7/16/15
10/15/15
11/19/15
12/17/15
1/14/16
Joy Beadleston
12/31/19
--
--
--
--
--
--
--
--
--
--
X
Cheryll Clamon
12/31/18
O/E
X
O/E
NM
X
X
X
X
X
NM
X
Chuck Felling
12/31/15
X
X
X
NM
X
X
X
X
X
NM
Jack Hobbs
12/31/16
X
X
X
NM
X
X
X
X
X
NM
X
Mark Holbrook
12/31/18
X
X
O/E
NM
X
X
X
X
X
NM
X
Jay Honohan
12/31/16
X
X
X
NM
X
X
X
X
O/E
NM
O/E
Kathy Mitchell
12/31/19
X
X
X
NM
X
O/E
X
X
X
NM
X
Margaret Reese
12/31/15
O/E
X
X
NM
X
X
X
X
X
NM
X
Key: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
-- = Not a member
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