The URL can be used to link to this page

Home My WebLink About03-17-2016 Senior Center CommissionThe ' Center �4'w CmWPuu#9u S94un' Sexip� Ceu,e� Agenda Thursday March 17, 2016 4 p.m. — 5:30 p.m. Room 205 Time 4 p.m. 1. Introductions/Welcome—Honohan 2. Minutes (February 18, 2016) 3. Public Discussion 4. Commission Assignments—Honohan ✓ Commission Visits Board of Supervisors—???? Call in advance to be placed on the agenda 1. Thursday, March 24 and 31; April 7 and 21 at 9 a.m. City Council—???? All meeting dates are tentative and should be checked prior to attending 1. Wednesday, March 23; Tuesday, April Sand 19 at 7 p.m. --???? S. Review and Discussion of Alcohol Policy and Interim Policy for Assembly Room Renta I s—Kopping/Honohan ✓ Status of Alcohol Policy Review ✓ Future Use of Kitchen/Lobby/AR Update ✓ Rental Fees ✓ Hours ✓ Staffing Requirements 6. Operational Overview—Ko p p in g ✓ Update and Discussion of the 5 Year Goals and Strategic Plan Meeting ✓ Invitation to Lunch and Learn for Center Leadership ✓ Strategic Fundraising and Marketing Plan Progress ✓ Staff Reports 7. Commission Discussion—Honohan ✓ Election of Officers ✓ Board of Supervisors Report ✓ City Council Report 5:30 p.m. 8. Adjourn **Next meeting is Thursday, April 21 at 4 p.m.** Meeting Packets: 1. Agenda: Thursday March 17, 2016 5. Alcohol Policy 2. Minutes: Senior Center Commission, Thursday February 18, 2016 3. City Council's Strategic Plan for 2016-2017 4. Staff Reports Preliminary Minutes February 18, 2016 MINUTES SENIOR CENTER COMMISSION February 18, 2016 ROOM 209, IOWA CITY/JOHNSON COUNTY SENIOR CENTER Members Present: Jay Honohan, Margaret Reese, Jack Hobbs, Cheryl Clamon, Mark Holbrook, Kathy Mitchell, Joy Beadleston Members Absent: None Staff Present: Linda Kopping, Kristin Kromray Others Present: CALL TO ORDER: The meeting was called to order by Holbrook at 4:00 PM. RECOMMENDATIONS TO COUNCIL: APPROVAL OF MINUTES FROM JANUARY 14, 2016 MEETING: Motion: To accept the minutes from the January 14, 2016 meeting. Motion carried on a vote of 7/0. Hobbs/Mitchell PUBLIC DISCUSSION OF ITEMS NOT ON THE AGENDA: None. COMMISSION ASSIGNMENTS: Honohan will attend an upcoming City Council meeting. OPEARTIONAL OVERVIEW: Human Rights Forms Kopping distributed a demographic survey for commissioners to fill out. 1 Preliminary Minutes February 18, 2016 Staff/Budget Updates Kopping reported the half time fundraising position is in the budget and if approved, the City would fund the position for two years at which time Friends of the Center would begin to fund the position. Strategic Fundraisinq and Marketing Plan Progress Honohan reported he and Kopping had met with Linda Wastyn regarding the Friends of The Center board. They spoke about restructuring the board and forming subcommittees. An effort to seek qualified individuals to serve on the Friends of the Center board will be moving forward. Kopping noted that Wastyn is very optimistic and that these goals are obtainable due to the participant base and enthusiastic response from the survey results. Kopping reported the afternoon receptionist position is open and that the job will be posted shortly. The summer program guide is due to the designer at the end of the month. Benson and Hepker is designing the summer guide and will be creating a template to be used for future program guides. Staff is working on creating updated renewal letters and postcards. NHB Update Kopping reported that an updated draft of the agreement with New Horizon's Band was received. The band copy fund is running low on funds. Kopping will inform the band via letter regarding this. Status of Alcohol Policy Review The alcohol policy is currently being reviewed by the city attorney's office. Future Use of Kitchen/Lobby/AR Update Kopping reported that she has been working with the engineering department since the fall on preparing an RFP. She originally thought the RFP would be submitted by now but there have been some delays. Engineering thought that the RFP would be distributed at the beginning of March. Kopping is concerned that this will delay the ability to prepare budget requests for next fiscal year. Kromray has been working with a church group who is interested in renting the assembly room and two 2"d floor classrooms. They are hoping to use the Senior 2 Preliminary Minutes February 18, 2016 Center staring this summer and continuing each Sunday through next school year. COMMISSION DISCUSSION: Kopping reported that she presented at the Board of Supervisors. She noted her presentation was well received and that the Board of Supervisors indicated that they would appreciate more frequent updates from the Senior Center. The Commission discussed the possibly of senior center members or steering council members going to the Board of Supervisors on a quarterly basis. Honohan requested that election of officers be on the agenda next time. Honohan suggested that Hobbs and Mitchell be on the nominating committee. ADJOURNMENT: Motion: To Adjourn. Motion carried on a vote of 7/0. Mitchell/Clamon. 3 Preliminary Minutes February 18, 2016 Senior Center Commission Attendance Record Year2015 Name Term Expires 2119/15 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 2/18/16 Joy Beadleston 12/31/19 -- -- -- -- -- -- -- -- -- X X Cheryll Clamon 12/31/18 X O/E NM X X X X X NM X X Chuck Felling 12/31/15 X X NM X X X X X NM Jack Hobbs 12/31/16 X X NM X X X X X NM X X Mark Holbrook 12/31/18 X O/E NM X X X X X NM X X Jay Honohan 12/31/16 X X NM X X X X O/E NM O/E X Kathy Mitchell 12/31/19 X X NM X O/E X X X NM X X Margaret Reese 12/31/15 X X NM X X X X X NM X X Key: X = Present O = Absent O/E = Absent/Excused NM = No meeting -- = Not a member EI Prepared by: Ian Korpel, Management Intern, 410 E. Washington St., Iowa City, IA 52240 (319) 356-5059 RESOLUTION NO. RESOLUTION ESTABLISHING CITY OF IOWA CITY STRATEGIC PLANNING PRIORITIES WHEREAS, The Iowa City City Council seeks to ensure that all City services are provided in the most equitable, effective, and efficient manner possible; and WHEREAS, The Iowa City City Council strives to set policies that best reflect the preferences of Iowa City's residents, are in the City's long-term interests, and help to foster the city and local governance that our residents desire; and WHEREAS, The City Council members have undertaken a strategic planning process to identify, prioritize, and articulate this policy direction. NOW, THEREFORE, BE IT RESOLVED that the Iowa City City Council hereby outlines its top priorities and related new initiatives generated during the strategic planning process which are to be incorporated into specific action plans by the City staff. TOP PRIORITIES: This Strategic Plan intends to foster a more Inclusive, Just and Sustainable Iowa City f. Promote a Strong and Resilient Local Economy 2. Encourage a Vibrant and Walkable Urban Core 3, Foster Healthy Neighborhoods throughout the City 4. Maintain a Solid Financial Foundation 5. Enhance Community Engagement and Intergovernmental Relations 6. Promote Environmental Sustainability 7, Advance Social Justice and Racial Equity City Council Identified Projects, Programs, Policies, and Initiatives: Promote a Strono and Resilient Local Economy • Identify how the City and local partners can effectively market and grow the local foods economy • Review and consider amending the City's Tax Increment Finance (TIF) policy • Promote neighborhood commercial districts and build stronger relations with business owners throughout the community • Work closely with the University of Iowa and Kirkwood Community College on future facilities and economic development opportunities, especially in the Riverfront Crossings District • Work closely with the ICCSD, Kirkwood Community College, labor organizations, Iowa Works and others to explore the feasibility of an industrial arts/crafts facility in Iowa City • Proactively seek opportunities to facilitate development of our interstate entryways in a manner consistent with this strategic plan • Develop programs aimed to enhance small business development and retention with a focus on diverse communities Encourage a Vibrant and Walkable Urban Core • Consider creating a new City Council committee with a focus on the sustainable built environment • Support historic preservation efforts • Initiate public dialogue about the meaning and importance of a walkable neighborhood and how to achieve it • Encourage diverse housing types and price points for a variety of income levels Foster Healthy Neighborhoods throughout the City • Consider amending the City's Annexation Policy to require the provision of affordable housing in residential/mixed-use areas • Evaluate the implementation of a Form Based Code in one or two parts of the community • Develop strategies to diversify the membership of neighborhood associations • Substantially improve access and use of public spaces through improvements to sidewalks, streetscapes, parks, and schools Maintain a Solid Financial Foundation • Continue to monitor the impact of the 2013 property tax reform and evaluate alternative revenue sources as determined necessary • Continue to build the City's Emergency Fund • Monitor potential changes to Moody's rating criteria and maintain the City's Aaa bond rating • Continue to reduce the City's property tax levy • Maintain healthy fund balances throughout the City's diverse operations Enhance Community Engagement and Intergovernmental Relations • Provide timely and appropriate input on the ICCSD's planned 2017 bond referendum • Televise regular City Council work sessions • Significantly improve the Council and Staffs ability to engage with diverse populations on complex or controversial topics Promote Environmental Sustainability • Raise Iowa City's Bicycle Friendly Community status from Silver to Gold by 2017 and aspire toward a Platinum status in the future • Evaluate and consider implementation of a plastic bag policy • Undertake a project in FY 2017 that achieves a significant measurable carbon emission reduction • Set a substantive and achievable goal for reducing city-wide carbon emissions by 2030, and create an ad -hoc climate change task force, potentially under an umbrella STAR Communities committee, to devise a cost-effective strategy for achieving the goal • Collaborate with community partners on sustainability efforts Advance Social Justice and Racial Eouity • Develop and implement a racial / socioeconomic equity review toolkit • Support the Housing First initiative and other local homeless efforts including the temporary winter shelter • Consider creating a City Council committee with a focus on social justice and racial equity • Evaluate initiatives to effectively engage the community's youth • Identify and Implement an achievable goal to reduce disproportionality in arrests • Create a racial equity grant program • Develop a partnership with the University of Iowa and other key stakeholders that will aid efforts to recruit and retain a greater minority workforce • Identify a substantive and achievable goal for the provision of affordable housing in Iowa City and implement strategies to achieve this goal Identified efforts will be incorporated into specific action plans by City staff. Action plans should define specific steps needed to accomplish each goal, the party responsible for implementation, a timeline for completion, and define the criteria by which to gauge success. Status updates will be provided to Council approximately every four months. Passed and approved this ATTEST: CITY CLERK It was moved by adopted, and upon roll call there were: day of and seconded by 20 MAYOR np ved b 0 , z - 2 l� City Attorney's Office AYES: NAYS: ABSENT: the Resolution be Dickens Cole Taylor Mims Thomas Throgmorton Bothchway 11 03/16/2016 09:05 OF IOWA CITY 1 (CITY KKromray YEAR TO DATE REPORT IP glytdbud FOR 2016 99 JOURNAL DETAIL 2016 1 TO 2016 12 ORIGINAL TRANFRS/ REVISED AVAILABLE PCT APPROP ADJSTMTS BUDGET YTD ACTUAL HNC/REQ BUDGET USED 10570100 Senior Center Administrations 336110 Johnson County -59,224 0 -59,224 -44,418.00 .00 -14,806.00 75.0% 346600 Membership Fees -57,354 0 -57,354 -38,095.00 .00 -19,259.00 66.4% 356200 Permit Parking -20,390 0 -20,390 -19,090.00 .00 -1,300.00 93.6% 362100 Contrib & Donations -46,911 0 -46,911 -8,769.00 .00 -38,142.00 18.7% 363910 Misc Sale of Merchandise -6,091 0 -6,091 -1,776.44 .00 -4,314.56 29.2% 369100 Reimb of Expenses -2,500 0 -2,500 -1,844.80 .00 -655.20 73.8% 369900 Miscellaneous Other Income 0 0 0 -35.63 .00 35.63 100.0% 382200 Building/Room Rental -532 0 -532 -120.00 .00 -412.00 22.6% 382400 Locker Rentals -1,603 0 -1,603 -1,192.00 .00 -411.00 74.4% 384200 Vending Machine Commission -264 0 -264 -150.76 .00 -113.24 57.1% TOTAL Senior Center Administrations -194,869 0 -194,869 -115,491.63 .00 -79,377.37 59.3% TOTAL REVENUES -194,869 0 -194,869 -115,491.63 .00 -79,377.37 10570220 Senior Ctr Classes 346400 Lessons -4,700 0 -4,700 -1,625.00 .00 -3,075.00 34.6% 348900 Charges for Services-11,171 0 -11,171 -13,541.15 .00 2,370.15 121.2% TOTAL Senior Ctr Classes-15,871 0 -15,871 -15,166.15 .00 -704.85 95.6% TOTAL REVENUES-15,871 0 -15,871 -15,166.15 .00 -704.85 10570250 Senior Center Chorus 346500 Entry Fees -4,000 0 -4,000 -3,735.00 .00 -265.00 93.4% 369100 Reimb of Expenses -400 0 -400 -1,470.00 .00 1,070.00 367.5% TOTAL Senior Center Chorus -4,400 0 -4,400 -5,205.00 .00 805.00 118.3% TOTAL REVENUES -4,400 0 -4,400 -5,205.00 .00 805.00 10570260 Senior Center Special Events 346700 Special Events -3,000 0 -3,000 -2,188.75 .00 -811.25 73.0% 369100 Reimb of Expenses -6,000 0 -6,000 .00 .00 -6,000.00 .0% 03/16/2016 09:05 OF IOWA CITY 2 KKromray (CITY YEAR TO DATE REPORT IP glytdbud FOR 2016 99 JOURNAL DETAIL 2016 1 TO 2016 12 ORIGINAL TRANFRS/ REVISED AVAILABLE PCT APPROP ADJSTMTS BUDGET YTD ACTUAL HNC/REQ BUDGET USED TOTAL Senior Center Special Events -9,000 0 -9,000 -2,188.75 .00 -6,811.25 24.3% TOTAL REVENUES -9,000 0 -9,000 -2,188.75 .00 -6,811.25 10570270 Senior Center Television 363910 Misc Sale of Merchandise -950 0 -950 -1,100.00 .00 150.00 115.8% TOTAL Senior Center Television -950 0 -950 -1,100.00 .00 150.00 115.8% TOTAL REVENUES -950 0 -950 -1,100.00 .00 150.00 GRAND TOTAL -225,090 0 -225,090 -139,151.53 .00 -85,938.47 61.8% ** END OF REPORT - Generated by Kristin Kromray ** Members as of 3-16-16 = 1594 ADMINISTRATIVE REGULATIONS FORTH USE OF ALCOHOL at the Iowa City/Johnson County Senior Center (The Center) The following Administrative Rules regarding the use of alcohol are adopted pursuant to Iowa City Code 4-5-3, and approved by the Senior Center Coordinator and Commission, and the City Manager of Iowa City. The Center Coordinator, 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 Assembly Room and First Floor Lobby of The Center pursuant to these administrative rules. The following rules apply: 1. The City will have a designee present for the duration of the event. Said designee is authorized to take action on behalf of the City. 2. A damage deposit shall be required for each event, as set by the City, or designee. The Permittee shall be personally responsible for any and all damages caused by Permittee or any guests, including those damages not covered by the damage deposit. 3. The Permittee must be 21 years of age or older, and provide proof thereof via a government -issued photo I.D. upon request. 4. No person under the legal drinking age may possessor consume alcoholic beverages at The Center. 5. All alcoholic beverages must be consumed in the Center Assembly Room or First Floor Lobby in the building. No possession or consumption of alcohol is allowed anywhere else on City property. 6. The Center, or its designee, reserves the right to cut any guest off from further possession or consumption of alcohol, should their behavior, in the opinion of the City or designee, warrant it. Failure of the Permittee or its guests to act responsibly and maintain self-discipline may result in removal of the individual from the premises, legal intervention, or termination of the event. 7. No liquor shall be permitted. Permittees may bring their own wine or beer only if catering services are not utilized. If catering services are utilized, any and all wine and beer possessed or consumed must be provided by the caterer. 8. If a caterer is providing the alcohol, the Permittee shall provide evidence of the caterer's liquor license to the City. 9. Wine and beer (not liquor) may be sold through a cash bar if said sales are conducted by a caterer or other provider fully licensed to do so, and only if the license(s) and proof of insurance are placed on file with the Center Coordinator or designee no later than two weeks beforehand. Draft12/3/2015 10. Permittee agrees to provide evidence of insurance coverage in the amount of $1,000,000 for the event. If the Permittee is unable to secure the necessary insurance policy, the applicant may apply for a "special event supplemental policy for tenant users with the City's insurance carrier. Proof of insurance is due with the rental deposit. 11. 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. 12. The Center Coordinator or designee may place additional reasonable conditions on the use of alcohol in The Center Assembly Room or First Floor Lobby, which conditions shall be attached to the public rental permit along with the written permission. I HAVE CAREFULLY READ AND UNDERSTAND THIS DOCUMENT, AND AGREE TO ALL TERMS CONTAINED HEREIN. I AM SIGNING THIS FREELY AND WITHOUT RESERVATION OR CONDITION. Permit Applicant Printed Name Permit Applicant Signature, date Draft12/3/2015 Handed out at 3/17 meeting CenterA IOWA CITY/JONNSON COUNTY SENIOR CENTER Memorandum To: Senior Center Commission From: Craig Buhman, Maintenance Worker III Re: Facility Report Date: 17 March 2016 The Senior Center chiller disconnect remains an unresolved issue. As reported previously, an internal, plastic lever has broken rendering the disconnect useless. The manufacturer of the disconnect, due to liability concerns I am sure, will not offer nor condone repairs to this unit. A new disconnect must be put in place of the malfunctioning unit. I have met with an electrician to investigate less costly, but code compliant options. I have asked if a separate disconnect could be mounted along the power supply and that the new disconnect could serve as the disconnect for this piece of mechanical equipment, be code complaint, and less costly than a replacement unit. The response(s) I receive will most likely direct our decision. A new facility director has been hired by the City of Iowa City. The facility director will oversee all purchasing and maintenance activities of the mechanical systems throughout the City. The Senior Center welcomes the new director and anticipates a near future of open communication, efficiency gains, cost reductions and environmentally friendly decision making. Craig Buhman, Maintenance Worker III 319-356-5227 • craig-buhman@iowa-city.org 28 South Linn Street, Iowa City, Iowa 52240 Senior Center Commission 3/17/16; Linda Kopping Handed out at 3/17 meeting Alcohol and Rental Options Staff Managed Alcohol Pros Cons Rentals/Maintain Current Programs Staff is unfamiliar with procedures Income Generation required to complete the rental process and there are numerous requirements Procedures will consume staff time-- Opportunity to test policy on a limited basis perhaps more than income earned considering availablity Can offer on limited basis around current programming: Friday from 4:30 p.m to Monitoring will need to be provided 12 a.m. and Saturday from 11 a.m. to 12 by staff a.m. Increases community use of the facility The more the room is rented, the more work is required of staff Questions related to supply/making available equipment e.g. tables and chairs Given the lack of knowledge and training of staff in this area, there is a Maintain control over facility scheduling. risk someone renting the space may have a bad experience that they share with other community members. Senior Center Commission 3/17/16; Linda Kopping Staff Managed Alcohol Pros Cons Rentals/Modified Programs Eliminate Saturday Dances and relocate Saturday morning classess to expand Same staffing and equipment rental time to 7 a.m. to 7 p.m. This concerns noted above only burdens increases rental opportunities and become heaver and more complex opportunities for rental income. Increases community use of the facility Mission vs Money Is it worth the time and effort Maintain control over facility scheduling considering the limited duration before the area goes under construction we hope)? Management Company Oversight of Pros Cons Alcohol Rentals Must pay a monthly fee that rental Eliminates all staffing concerns income needs to cover in addition to eneratin income. Increasing availability of rental area will Management company is likely not probably increase rental income and interested in rental options built significantly decrease staff expense. around current programs. Cancel three dances a month and relocate Saturday morning classes. Our future participation in community events like the Gallery Increases community use of facility. Walk, City of Literature Programming, Library Events, and City Sponsored programs is in question. Limits exposure to general public and creating feelings of good w'I Loss of scheduling control Senior Center Commission 3/17/16; Linda Kopping No Alcohol Rentals until Remodel is Complete pros Cons Time can be used to develop appropriate protocals. Will generate no additional revenue Staff does not take responsibility for rentals involving alcohol Very little rental interest Can use the time to design and implement a promotional campaign for the new event facility Minimal Community Use of Facility Maintain scheduling control Handed out at 3/17 meeting The Center lows Cm/JONNSON Comm SENIOR CENTER Memorandum To: Senior Center Commission From: Michelle Buhman, Program Specialist Re: Program Report Date: March 16, 2016 Program Specialist Report The "Summer" program schedule has been sent to the designer and is schedule to be published in April. The document will include the changes reflected in the Winter/Spring guide as well as modifications based on participant feedback. As usual the summer schedule has fewer offerings than other times of the year, however the programs offered are wide in variety and should prove to be very popular. At the February Program Committee, members welcomed the Recreation department Program Specialist and the Recycling Coordinator in an effort to help facilitate communication, promotion, and overall improved programming for all older adults in Iowa City. The program committee and 35t' Anniversary Committee are working on creating new programs as well as promoting many of our larger events as a part of the yearlong anniversary celebration. READING ALOUD will be presenting a special reading of poems from Patricia Smith's Shoulda Been Jimi Savannah, Bruce Teague will be performing some classic Motown as well. The commission is encouraged to attend this special event. Other special events can be found in the Program Guide. On March 2, Senior Center intern, Brianna Peterson and I attended the City Managers Round Equity Table discussion. The group provided a variety of suggestions to promote the Senior Center in new ways throughout the community. Peterson and I are working to offer volunteer committee members a program with Professor Katrina Sanders issues of diversity and how volunteer leaders can create a welcoming environment for everyone. The program is scheduled for April 6, 2016 over the noon hour, lunch will be provided for those who participate. In order to avoid a quorum, no more than three commissions may attend. Promoting Optimal Aging for Johnson County 28 South Linn Street, Iowa City, Iowa 52240 • 319-356-5220• www.icgov.org/senior