HomeMy WebLinkAbout5-17-18 commission packet
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If you will need disability-related accommodations in order to participate in this program/event, please
contact Ashley Monroe, Senior Center at 319-356-5225, ashley-monroe@iowa-city.org. Early requests
are strongly encouraged to allow sufficient time to meet your ac cess needs.
Agenda
Thursday, May 17, 2018
4 p.m. – 5:30 p.m.
Room 205
Time
4 p.m. 1. Introductions/Welcome—Reese
2. Minutes (April 19, 2018)
4:10—4:15 p.m. 3. Public Discussion
4:15—4:30 p.m. 4. Policies and Procedures
✓ Review and Adopt
4:30—4:45 p.m. 5. Discussion of Volunteer Recognition
4:45 – 5:00 p.m. 6. Discuss Center billiards room usage – Buhman
5:00—5:05 p.m. 7. Update on search for Center Coordinator – Monroe
5:05—5:15 p.m. 8. Friends of the Center Board Report - Buhman
5:15—5:29 p.m. 9. Commission Discussion—Reese
5:30 PM. 10. Adjourn
**Next Meeting: June 21, 2018**
Meeting Packets:
1. Agenda: Thursday May 17, 2018
2. Minutes: Senior Center Commission, Thursday, April 19, 2018
3. Policies and Procedures
4. Staff Reports
Preliminary Minutes
April 19, 2018
1
MINUTES
SENIOR CENTER COMMISSION
February 15, 2018
ROOM 205, IOWA CITY/JOHNSON COUNTY SENIOR CENTER
Members Present: Kenn Bowen, Cheryll Clamon, Lorraine Dorfman, Scott
Finlayson, Kathy Mitchell, Margaret Reese, Hiram (Rick) Weber
Members Absent: None.
Staff Present: Craig Buhman, Michelle Buhman, Linda Kopping, Kristin
Kromray, Linda Kopping, Ashley Monroe
Others Present: None
CALL TO ORDER:
The meeting was called to order by Reese at 4:15 PM.
RECOMMENDATIONS TO COUNCIL:
None.
APPROVAL OF MINUTES FROM FEBRUARY 15, 2018 MEETING:
Motion: To accept the minutes from the February 15, 2018 with
amendments. Motion carried on a vote of 7/0. Mitchell/Bowen
PUBLIC DISCUSSION:
None.
PLANS AND CHANGES AT THE CENTER:
Ashley Monroe reported that the Parks and Recreation Department has a
division called Government Buildings. The head of this division , Kumi Morris,
oversees facility operations for city hall and all parks and rec buildings. The
Senior Center’s two maintenance positions have been moved under the
Government Buildings division. Monroe explained that this will eliminate the need
for the new Senior Center Coordinator position to have experience or expertise in
facility management. It also enlarges the pool of maintenance staff available to
cover staffing shortfalls (at The Center and elsewhere), provides opportunities for
the Center’s current maintenance employees to expand their skill base, and
enables the most effective use of staff.
Preliminary Minutes
April 19, 2018
2
Monroe said The Center’s current maintenance staff will continue to work most of
their time at The Center and that the reorganization did not involve modifications
to any current salaries. She indicated that this change was approved by City
Council on Tuesday.
Clamon expressed frustration that this decision is being told to them after it was
made and passed by City Council. Clamon also noted that The Center’s
maintenance workers do need special skills to work with seniors. Mitchell agreed
and reminded Monroe that she had specifically asked at the previous
commission meeting that the commission be given a survey or asked for
additional feedback on the future of the Senior Center. Bowen highlighted the
fact that while the maintenance workers are primarily assigned to The Center,
they could potentially be taken to another building – just as other maintenance
workers could be brought over to The Center.
Dorfman asked if there were additional changes forthcoming that the commission
needed to be aware of. Monroe said that there were no additional changes.
Dorfman indicated that while that was good, the fact that changes had already
occurred without any input from the Commission did not give Commissioners
much confidence in the assertion that they would be informed/consulted in the
future.
Clamon stated that she understands that commission is an advisory board and
not all suggestions by the Commission will be implemented. However, if they are
not asked for their opinion in the first place, it negates the need for the
Commission.
Finlayson asked if there are additional budget changes upcoming. Monroe stated
that the FY19 budget year will move forward as usual.
Monroe said she understood the concerns of the Commission and took to heart
their concerns and comments.
Monroe announced that she will serve as the interim coordinator until a
permanent replacement is hired. In response to questions from Commissioners,
she provided some personal and professional background information and
indicated she was eager to spend time with staff and participants and learn more
about how the Senior Center works.
Monroe said she is not anticipating any changes to operations, programming,
facility hours or staffing during her tenure. She intends to provide overall
managerial assistance and rely heavily on staff support to maintain programs and
services. It is her intention to have a daily presence at The Center.
The coordinator position will be posted for internal and external candidates from
April 20th through May 25th. All applications received during that time will be
Preliminary Minutes
April 19, 2018
3
reviewed and an interview process finalized. She will report on the interview
process at the next commission meeting.
Bowen asked why the coordinator’s position was not posted earlier to provide
insight and training to the new coordinator. Kopping stated that this approach to
hiring department and/or division directors was quite common in City operations
and it seemed to work well. Further, current Center staff members are all long-
time employees who know how to maintain the quality of programs and services
offered at The Center. Their presence will make the transition easier.
Webber mentioned the Friends of the Center appeal letter that went out. He
inquired about the endowment fund. Kopping said that the endowment is housed
at the Community Foundation. Each year the Senior Center receives (via Friends
of the Center) a percentage of the invested amount from the endowment to
support operational expenses. The more that is in the endowment the better
financially off the Senior Center will be in the long term.
DISCUSSION OF COMMISSION VISITS AND ALTERNATIVES:
Lorraine will attend the May 1st City Council meeting.
Kopping believes that these meetings with the City Council and Board of
Supervisors are important in that they convey information that helps Council and
Board members understand what the The Center does. She strongly
encouraged the Commission to make it a priority to communicate with them on a
regular basis and to identify an alternative communication method if this
approach was no longer functional.
POLICIES:
Kopping reported that the alcohol policy was in the legal department for one
minor change. She is confident it will be completed and approved by legal and
the City Manager by the Commission’s May meeting.
All policies identified in the Operational Handbook have been reviewed by
Commission subcommittees and the City’s legal department. Currently Kopping
is working to address some minor changes needed following the legal
department review. Her plan is to send all polices out to commissioners next
week for a final review and to ask for their formal approval at the May
Commission meeting.
Preliminary Minutes
April 19, 2018
4
OPERATIONAL OVERVIEW:
Michelle Buhman will act as the treasurer of Friends of the Center until a new
coordinator is in place. Current board members feel that recruitment of additional
members should be put on hold until a new, permanent coordinator is hired. It’s
their belief that potential recruits will want to know who they will be working with
and have some clarification on the future direction of the Center prior to agreeing
to becoming a member of The Friends Board of Directors.
Buhman noted she had just gotten back from a professional fundraising
conference.
Commissioner Bowen left the meeting.
Kopping reported that the pool tables have been fixed and recovered. She is
hoping that this will generate some renewed interest in the space.
The summer program guides are out and registration began last week.
Some upcoming events include a Friends donor social, Day of Dance event,
newcomer’s breakfast, a Coffee and Canvas Friends of the Center fundraiser,
expanded partnership programming with Artifactory, and annual spring concerts
by New Horizon Band, Voices of Experience, and Family Folk Machine.
Dorfman relayed a concern from the Program Committee related to the City’s
new policy limiting online streaming capabilities on the City provided Wi-Fi
system. Some of programs offered at The Center use a series of lectures
provided through Great Courses as a major class component. Lectures have
been presented in a DVD format, but the company is transitioning to a streaming
format. The members of the Program Committee have expressed concern that
the City’s new restrictions on streaming will limit The Center’s ability to offer
Great Courses lecture series in the future.
Monroe said she spoke with the ITS department about this concern. She
reported that a recent review of public Wi-Fi needs revealed that there was a lot
of streaming and downloading occurring on the City’s network. Concerns related
to bandwidth, community access and availability, and budget led to the decision
to limit streaming services to the public. Regardless of these restrictions, the ITS
department has indicated that The Center will continue to have access to
streaming services when needed for programming. The only requirement is for
Center staff to notify ITS of the need—preferably in advance.
COMMISSION DISCUSSION:
Weber noted that lunches through Elder Services is much better.
Preliminary Minutes
April 19, 2018
5
Mitchell reported she received numerous comments from participants in last
year’s volunteer recognition event expressing disappointment over the
elimination of volunteer recognition awards. Buhman responded that staff had
discussed the volunteer recognition awards at length and decided to not give
them out since there were no clear criteria established to identify honorees.
Because historically the volunteer event had been Commission led and
organized, she asked the Commissioners to identify a specific volunteer award(s)
and recipient criteria for use in the future.
ADJOURNMENT:
Motion: To Adjourn. Motion carried on a vote of 6/0. Dorfman/Mitchel
Preliminary Minutes
April 19, 2018
6
Senior Center Commission
Attendance Record
Year 2018
Name Term Expires 5/18/17 6/15/17 7/20/17 8/17/17 9/21/17 10/26/17 11/16/17 12/14/17 1/18/18 2/16/2018 3/15/18 4/19/2018
Kenn Bowen 12/31/20 -- -- X X X X NM X X X N/M X
Cheryll Clamon 12/31/18 NM X O/E X X X NM X X O/E N/M X
Lorraine Dorfman 12/31/19 NM X X O/E X X NM X X X N/M X
Robert (Scott)
Finlayson 12/31/20 -- -- -- -- -- -- -- -- -- -- -- X
Mark Holbrook 12/31/18 NM X X X O/E X NM X -- -- -- --
Kathy Mitchell 12/31/19 NM X X X X X NM X X X N/M X
Margaret Reese 12/31/17 NM X X X X X NM O/E X X N/M X
Hiram (Rick)
Weber 12/31/20 -- X O/E X X X NM X O/E X N/M X
Key: X = Present
O = Absent
O/E = Absent/Excused
NM = No meeting
-- = Not a member
Iowa City/Johnson County Senior Center
Policy Handbook
Table of Contents
Section 1: Facility
Bed Bug .........................................................................................................1-1
Facility Security .............................................................................................1-2
Section 2: Funding
Fundraising, Donations, Grants and Partnerships ........................................2-1
Participant Cost Sharing ................................................................................2-4
Section 3: Membership
Locker Rentals ...............................................................................................3-1
Low-Income Subsidy Program ......................................................................3-3
Membership Program ...................................................................................3-5
Section 4: Operations
Administrative Regulations for Alcohol ........................................................4-1
Center Use (Code of Conduct) ......................................................................4-3
Community Use of Center Space ..................................................................4-6
Hours of Operations ......................................................................................4-11
In House Agencies .........................................................................................4-13
Insurance Coverage .......................................................................................4-15
Medical Emergency Preparedness and Response ........................................4-17
Non-medical Emergency Response and Prevention .....................................4-19
Visitor and Staff Use of Furniture and Equipment ........................................4-21
Whistleblower ...............................................................................................4-24
Section 5: Personnel
Employment of Work-study Students ...........................................................5-1
Field Placement of University Students ........................................................5-2
Personnel ......................................................................................................5-4
Senior Center Commission ............................................................................5-6
Volunteer Leadership Groups .......................................................................5-8
Volunteer Policy ............................................................................................5-10
Section 6: Programs and Services
Art Exhibit Policy ...........................................................................................6-1
Community Partnerships ..............................................................................6-2
Discounted Parking Options and Restrictions ...............................................6-4
Evaluation ......................................................................................................6-6
Fee Based Classes and Programs ..................................................................6-8
Information Resource ...................................................................................6-10
Marketing ......................................................................................................6-12
Programs and Services ..................................................................................6-13
Research ........................................................................................................6-16
Senior Center Program Guide .......................................................................6-18
Senior Center Quilters ...................................................................................6-20
Senior Center Technology and Video ............................................................6-21
Section 7: Record Keeping
Administrative Record Retention .................................................................7-1
Operational Databases ..................................................................................7-2
Participant Confidentiality ............................................................................7-4
Facility Page 1-1
Title: Bed Bug Prevention and Infestation Policy
Date of Current Version: March 2018
Replaces Version: June 2016
Purpose
To diminish the presence and spread of bed bugs in the facility by outlining routine preventative
measures and the immediate and long-term staff response and responsibilities following any
confirmed sighting of a bed bug(s).
Administration
The Center coordinator or designee oversees and coordinates the implementation of all measures
and actions identified in the Senior Center Bed Bug Response and Prevention Manual.
Response and Prevention Policy
1. Each staff person and involved volunteers shall review annually, and receive appropriate
training to be familiar with all the information and steps outlined in the Senior Center’s Bed
Bug Prevention and Response Manual and be able to initiate or facilitate action at any point in
the process when needed.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Facility Page 1-2
Title: Facility Security
Date of Current Version: February 2018
Replaces Version: April 2012
Purpose
To provide a safe and secure building during all hours of the day. Building security is also used to
provide authorized access to specific areas of the facility.
Administration
The Center coordinator or designee authorizes access to the facility during non-routine hours of
operation and oversees the operation of all security features, e.g. fire sprinkler system and all related
components and door security system.
Facility Security
1. Visitors must take necessary precautions to secure personal property. The City of Iowa City and
The Center are not responsible for theft or loss of property.
2. Exterior lighting shall be used to illuminate all exterior door entrances to the building.
3. Battery powered backup systems for the elevator, computerized facility access system, and
emergency lighting are in place and become operational during a power failure.
4. Security cameras are located throughout the facility.
Keys and Key Groups
1. Keys and key groups are used to provide limited access to some interior areas of the facility.
2. The Center’s operations assistant oversees the facility’ key distribution and security.
3. To facilitate tracking and identification of keys, each one is numbered and coded. The code
indicates the areas of access provided and the number is used to identify the individual assigned
the key.
4. Interior facility keys are assigned to permanent employees of The Center and the Iowa City Fire
and Police departments.
5. Facility keys are never assigned to visitors, participants or renters.
6. Eligible key-holders are assigned to a coded key group that will provide access only to areas of the
facility necessary for them to carry out their specific job responsibilities. For instance, the grand
master group provides access to the entire facility and is used by the coordinator or designee and
Fire and Police departments.
7. Keys and key privileges may be revoked at the discretion of the coordinator or designee for such
things as providing unauthorized access to the facility, giving the key to an unauthorized person, or
failure to maintain facility security.
Exterior and Interior Door Access and Security
1. To provide authorized users access to the building without compromising building security, a
network of computerized access timers, proximity cards and readers are in place.
2. All exterior doors and stairwells, interior doors providing access to member only designated areas,
and rooms used for evening and weekend programs and rentals, are on computerized access
Facility Page 1-3
timers that lock/unlock at specified times and allow authorized access when a proximity card is
used.
3. The operations assistant is responsible for oversight and day-to-day management of the
computerized door security system, and programming, issuing, or cancelling system access cards
based upon approved access needs.
4. At the discretion of the coordinator or designee, proximity cards and/or access to a room or the
facility can be modified or deactivated at any time for such things as providing unauthorized
access to the facility or giving the access card to an unauthorized person.
5. Lost or damaged proximity cards must be reported to The Center’s operations assistant
immediately to deactivate the lost or damaged card and obtain a replacement.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Funding Page 2-1
Title: Fundraising, Donations, Grants and Partnerships
Date of Current Version: August 2017
Replaces Version: April 2012
Purpose
The Center receives about seventy-two percent (72%) of its operational funding from the City of Iowa
City’s General Fund. The Center applies annually to the Johnson County Board of Supervisors for an
Economic Development/Quality of Life Block Grant to support operational expenses. For the past
several years the grant amount awarded has supported seven percent (7%) of the operational budget.
This funding comes from the County’s General Fund.
Fundraising, Donations, Grants and Partnerships contribute to the balance of funds needed to maintain
Center operations.
Efforts are currently underway to expand funding from non-tax sources like fundraising, donation,
grants and partnerships. This is good practice as diversification of funding streams will create a more
stable and resilient organization.
Policies are in place to provide continuity in management of gifts, donations, and fundraising.
Administration
The Center coordinator is responsible for administering the operational budget.
Procedures
Financial Management
1. The Center shall comply with all applicable city and state budgeting and accounting policies and
practices regardless of the funding source.
Fundraising
1. Fund-raising activities sponsored by The Center include, but are not limited to, quilt raffles and
quilting services, sales, solicitation of support from area businesses and special fund-raising
events.
2. Revenue acquired through Center sponsored fund-raising shall be credited to the current fiscal
year.
3. The use of The Center facilities or equipment for purposes of fund-raising is reserved for The
Center and Friends of The Center.
4. The Center staff members shall support the fundraising efforts of Friends of The Center.
5. Prior to implementation, The Center coordinator (or designee) shall approve all fund-raising
activities or sales by in-house agencies.
Funding Page 2-2
Donations: Cash, money order, credit card, check or EFT
1. All donations shall be acknowledged with written correspondence within one (1) week of receipt
and all donors who give gifts of $500 or more shall receive a thank you phone call within two
weeks of receiving the gift from the coordinator or designee.
2. Non-designated donations to The Center of $5000 or less shall be credited to the current fiscal
year.
3. Non-designated donations to The Center of greater than $5000 shall be placed in a City of Iowa
City managed account that will earn interest and carry the funds over from year to year. These
funds shall be used in the future to further the mission and goals of The Center. Requests to
spend these funds must be handled through the regular City budget process.
4. Designated gifts and bequests designated for a specific purpose are given with direction from the
donor to be used in a specific way. In all circumstances, the wishes of the donor shall be honored.
a. Designated gifts and bequests of $1,000 or less are deposited in the current operational
budget and used within the current fiscal year to fund an expense that will benefit the activity
or group designated by the donor.
b. Donations designated for a specific activity group or class that are greater than $1,000 shall be
placed in a City of Iowa City managed account that will earn interest and carry the funds
over from year to year if they cannot reasonably be used to enrich some aspect of the
program or project within the fiscal year in which the donation is given. Requests to spend
these funds must be handled through the regular City budget process.
5. Designated donations may be earmarked for an activity, group or service that is discontinued.
Therefore, whenever possible staff shall encourage donors to make non-designated gifts.
6. When designated gifts are received for an activity or service that is discontinued, the gift will be
used for an activity or service that most closely approximates the donor’s original intent.
Donations of Personal Property
1. Upon acceptance and receipt of any donated items, the Senior Center coordinator or designee
reserves the right to use or dispose of the property in any way that is in the best interest of The
Center. No item may be placed in The Center where the owner retains rights to the item or
dictate its use.
2. Gifts of tangible property must be approved and accepted by The Center coordinator or designee.
All tangible gifts accepted shall contribute to the mission and goals of the Center and be in such
condition that it would be able to withstand public use.
3. All donations of personal property shall be acknowledged with written correspondence within one
(1) week of receipt and all donors who give gifts with an estimated value of $500 or more shall
receive a thank you phone call within two weeks of receiving the gift from the coordinator or
designee.
4. Thank you acknowledgments for tangible items shall describe the donation, but not indicate the
actual or estimated value of any item donated.
5. Donations to The Center in the form of marketable securities; life insurance when The Center is
the beneficiary; charitable remainder trusts and charitable lead trusts; IRA distributions; bequests;
real estate; stocks; or similar items shall be handled in cooperation with the City of Iowa City
Funding Page 2-3
Finance and Legal Departments in a manner that will honor donor wishes and foster attainment of
The Center’s mission and goals.
Grants and Partnerships
1. The staff shall secure financial or in-kind program support through grants, partnerships, and
corporate sponsors whenever possible.
a. Community partnerships enrich and expand programming in a cost effective way and
are fundamental to the ongoing success of The Center. Existing partnerships shall be
nurtured and future partnerships cultivated.
2. The writing and implementation of grants shall be based on sufficient staff to ensure that the
quality of present programs is not compromised by the time needed to secure a grant nor the
requirements of the funding body for fulfilling the grant. Grant applications shall also comply
with the Finance Department’s grant management policy.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Funding Page 2-4
Title: Participant Cost Sharing
Date of Current Version: September 2017
Replaces Version: April 2012
Purpose
Participant cost sharing is a technique in which the participant funds part of an activity in which he or she
is participating. For example, when taking a class, the participant pays the cost of materials or
instruction. This is an effective method often used to generate operational revenue and recoup some of
the expense associated with programming. It allows individuals to support programs and services they
enjoy, promotes loyalty to a class or activity, and can contribute to a sense of ownership and
participation in the leadership of The Center.
Participant cost sharing is a component of The Center’s effort to diversify its funding sources, raise a
larger proportion of its operational funding, and decrease its reliance upon local tax dollars to support
operational expenses. Funding diversification is good practice. It will create a more stable and resilient
organization.
Administration
The Center coordinator (or designee) is responsible for oversight of all participant cost sharing programs
and administering the operational budget.
Procedures
Management of Fees and Revenue
1. The staff shall comply with all applicable City and state budgeting and accounting policies and
practices when conducting any financial transaction on behalf of The Center.
2. Revenue collected through participant cost sharing is deposited in the current operational
budget.
3. Participant cost sharing fees shall not be set so high as to intimidate or discourage potential
participants or overprice services when compared to the local market.
4. A low-income subsidy program shall support the participation of individuals who do not have
sufficient resources to participate fully in Center programs and services.
5. The low-income subsidy program shall be handled by staff with discretion and leniency.
Changes in Fee Structure
1. The efficiency and effectiveness of participant cost sharing programs shall be evaluated every two
years by the staff, volunteer participant leadership, and the Senior Center Commission.
2. Following the evaluation, any specific recommendations to modify areas of the participant fee
structure shall be developed by staff with input from volunteer participant leadership. Their
recommendations shall be given to the Senior Center Commission for consideration and
discussion. If approved, the recommendations shall be submitted to the City Council of Iowa City
for final approval.
Funding Page 2-5
Participant Cost Sharing Programs
1. The Center shall employ a variety of participant cost sharing programs to support the operational
expenses. Examples include:
a. Membership Program (See Membership Program Policy)
b. Discounted Parking Permit Program (See Discounted Parking Permit Program Policy)
c. Rentals of rooms or lockers (See Rental Policy)
d. Material Class Fees (See Class Fee Policy)
e. Independent Contractor Class Fees (See Independent Contractor Policy)
2. Participant cost sharing revenue and membership lists shall be maintained on a database that is
managed by the operations assistant. The databases allow for the production of a large number of
useful reports.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Membership Page 3-1
Title: Locker Rentals
Date of Current Version: September 2017
Replaces Version: April 2012
Purpose
To provide low cost, convenient, and secure storage options for members.
Administration
1. The locker rental program is managed by the operations assistant.
Locker Rental Policy
Availability and Use
1. Secure storage lockers shall be available for members to rent for a reasonable fee on a daily or
monthly basis throughout the building.
2. Lockers are not available for public use.
3. Locker rental space is available on a first come first served basis.
4. Pending availability and coordinator (or designee) approval, agencies that routinely provide
programs and services at The Center may be assigned a locker for storage of program materials on
a long-term basis at no cost to the agency.
5. Lockers located in fitness areas shall be designated for daily rental only.
6. Lockers are to be used for storage of items used in Center activities or for storage of personal
items while involved in Center activities.
7. Storage of combustible or perishable material in the locker is prohibited.
8. All lockers must be secured with locks provided by The Center. Locks not provided by The Center
will be removed within 24 hours of discovery. The contents of the locker will be removed and
placed in lost and found. Any prohibited materials found will be disposed of immediately.
9. Any material found in an unlocked locker will be gathered and placed in lost and found. All
prohibited materials will be disposed of immediately.
10. Personal items shall be maintained in lost and found for a period not to exceed thirty (30) days.
Rental Periods
1. All rental and renewal fees shall be paid in advance.
2. The daily rental period runs for a twenty-four (24) hour period extending from 8 a.m. on the day of
rental to 8 a.m. the following day. The daily rental fee is not prorated according to the time of the
rental.
3. Monthly rentals run from the first day of the month through the last day of the month. The rental
fee is not prorated according to the date of the initial rental transaction. All subsequent rental and
renewal fees are due on the first day of the month.
4. Long-term renters (six months or more) shall be notified by phone or in writing one (1) month
prior to the time when their locker rental expires.
5. In the event the rental agreement has expired, the operations assistant shall attempt to contact
the renter via phone, mail, or email. Failing prompt resolution of the situation, all personal items
Membership Page 3-2
shall be removed from the locker and placed in lost and found. Any prohibited materials
discovered will be disposed of immediately.
a. Daily locker rentals will be given five (5) working days grace period from the last day of the
paid rental period before the locker is vacated by staff.
b. Monthly and long-term locker rentals will be given fifteen (15) working days grace period from
the last day of the paid rental period before the locker is vacated by staff.
c. Personal items shall be maintained in lost and found for a period not to exceed thirty (30)
days.
Financial Management
1. All revenue collected from locker rentals is handled in accordance with City Policy and deposited
as revenue in The Center’s current operational budget.
2. The locker renter shall pay The Center a reasonable reimbursement fee for losing the lock
and/or key issued to secure the rented locker.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Membership Page 3-3
Title: Low-Income Subsidy Program (Scholarship Program)
Date of Current Version: September 2017
Replaces Version: April 2012
Purpose
The low-income subsidy program (scholarship program) exists to eliminate economic barriers to full
participation in Center sponsored programs, and services and promote economic and social diversity
among The Center’s membership.
Administration
The program is administered by the coordinator (or designee).
Low-Income Subsidy Program (Scholarship Program) Policy
Covered Programs
1. To ensure the participation of low-income older adults in all Center programs and services, the
low-income subsidy program shall support expenses associated with the following programs:
a. Memberships
b. Parking permits
c. Center sponsored class fees
d. Class material fees owed to The Center
2. The individual must have a scholarship subsidized membership to receive parking, class, and
material subsidies.
3. Low-income scholarships do not pay participation fees for such things as participation in off-site
trips or clubs, fees for performance groups, transportation services, or programs sponsored by
other organizations. They also do not pay for locker or room rental, or books purchased from
the class instructor or local merchants to be used in conjunction with a class.
Eligibility
1. Participants must be 50 years of age or older.
a. Adults forty to fifty (40 – 50) years of age are eligible subsidy recipients if their spouse,
domestic partner or child living in the same household is over fifty (50) years of age, is a
current member of The Center and is receiving a subsidized membership.
b. Requests for a waiver of the membership age requirements for otherwise qualified
individuals shall be considered on a case-by-case basis by the coordinator or designee.
2. To be eligible for a low-income subsidy, one or more of the following must apply to the
participant
a. Current participant in the City Utility Discount Program
b. Recipient of Medicaid benefits
c. Participant in the SNAP program
d. Participant in the City of Iowa City assisted housing program (public housing or Housing Choice
Voucher, aka Section 8)
Membership Page 3-4
e. Recipient of Supplemental Security Income (SSI) or Social Security Disability Income (SSDI)
f. Participant in the Elderly Credit Claim on Real Estate Tax or State Rent Disbursements.
Awarding the Subsidy
1. The coordinator, or designee, shall approve the amount of the subsidy in the low-income subsidy
program. The amount is dependent on the funds available.
2. At the discretion of the coordinator, or designee, the membership and parking fees may be
waived entirely based upon the individual’s income, housing situation, medical expenses, and/or
the amount of subsidy being requested
3. All information acquired by staff as a result of the low-income scholarship program will be kept
confidential unless otherwise required by law.
Funding
1. Funding for the low-income subsidy program is drawn from the Friends of The Center’s annual
endowment fund contribution.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Membership Page 3-5
Title: Membership Program
Date of Current Version: September 2017
Replaces Version: April 2012
Purpose
Memberships help create a sense of ownership and interest in leadership roles among members. The
Center offers a membership program for individuals intended to generate revenue to support
operational expenses.
Administration
Day-to-day administration of the membership program is provided by the operations assistant.
Oversight of the program is the responsibility of the coordinator (or designee) and Senior Center
Commission.
Membership Program Policy
General Information
1. A voluntary membership program is available for individuals fifty (50) years and over.
2. Center memberships shall not be required to participate in all Center activities. As a community
facility The Center shall provide a variety of programs and services for non-members over-fifty
(50) years of age, intergenerational groups, special needs populations, and community members
from all walks of life.
3. Adults forty to fifty (40 – 50) years of age can purchase memberships if their spouse, domestic
partner, partner by cohabitation, or person with whom they have an intimate relationship is
over fifty (50) years of age and a current member of The Center.
4. Requests for a waiver of the membership age requirements for otherwise qualified individuals
shall be considered on a case-by-case basis by the coordinator or designee.
5. The cost of an annual membership shall vary in accordance with the level of operational funding
The Center receives from the city or county in which the person resides.
6. To ensure the participation of all interested community members fifty (50) years and over, a
low-income subsidy program and family discounts shall be available to participants. See policy
“Low-income Subsidy Program (Scholarship Program)”.
7. Membership fees shall not be waived for people enrolled in a class, group, or activity that has
equipment, material, or instructional fees associated with participation.
8. Regular memberships shall run for a period of one (1) year beginning on the date of purchase.
9. Members shall receive expanded access to the facility, programs, and service as a benefit of
membership.
10. Expanded member access is limited to times when the room or area of interest is not being used
for a scheduled class or program.
11. When purchasing a membership, new members are asked to sign a general release of liability
that shall be renewed every two years.
Membership Page 3-6
12. Visitor memberships shall be available. They are limited to a maximum of two weeks annually
and are subject to certain limitations.
Membership Cards
1. Members shall be assigned and given a specific access proximity card (which serves as a
membership card) at the time of registration. These cards are compatible with the
computerized building security system and help provide, control, and track building access and
use.
2. Each membership access card is programmed to automatically expire at the end of the card
holder’s membership period. Cards are reusable and are re-programmed when annual
memberships are renewed.
3. Since membership cards provide access to the facility, they must be picked up in person.
Lost or Damaged Membership Cards
1. Lost membership cards must be reported to the operations assistant (or designee) immediately
so the access privileges associated with the card can be canceled.
2. Members shall be responsible for paying a reasonable fee for replacement membership access
cards.
Revocation of Membership Card Access Privileges
1. At the discretion of the coordinator (or designee) access privileges associated with individual
membership cards can be modified or canceled at any time due to such things as providing
someone with unauthorized access to the facility or violations of the code of conduct.
Evaluation
1. The staff, volunteer leadership, and Senior Center Commission shall conduct a comprehensive
evaluation of the membership program on an annual basis during the first quarter of the year
(January-March).
Financial Management
1. All revenue generated by the membership program shall be handled in accordance with City
Policy and deposited as revenue in The Center’s current operational budget
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Operations Page 4-1
Title: ADMINISTRATIVE REGULATIONS FOR THE USE OF ALCOHOL
at the Iowa City/Johnson County Senior Center (The Center)
Date of Current Version: April 2018
Replaces Version:
Purpose
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.
Administration
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:
Procedures
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 cause d 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 possess or consume alcoholic beverages at
The Center.
5. All alcoholic beverages must be consumed in the Assembly Room or first floor lobby. 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 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. Wine and beer (not liquor) may be sold through a cash bar only 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 Senior Center Coordinator or designee
no later than two weeks beforehand. Sales of wine or beer outside the Assembly Room
Operations Page 4-2
or first floor lobby are allowed only for events sponsored or co-sponsored by the City,
and only by liquor licensees acting pursuant to a liquor license then in effect for The
Center.
8. Permittee may provide wine and beer (not liquor) to guests only if the guests are not
charged. No sales, cup sales, “suggested” or “free-will” donations, and/or tickets, or
other forms of reimbursement are allowed. If there is evidence that alcohol has been
sold to guests, other than by a fully licensed caterer, the event will be terminated
immediately, and law enforcement notified.
9. 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.
10. 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.
11. 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
Operations Page 4-3
Title: Center Use Policy (Code of Conduct)
Date of Current Version: September 2017
Replaces Version: April 2012
Purpose
The Center encourages broad-based community participation in a welcoming environment. A Center
Use policy has been established to ensure that each person visiting The Center has an enjoyable
experience unaffected by the behavior or actions of others. The Code of Use policy identifies prohibited
behaviors likely to infringe on the enjoyment of other people and the consequences of any violations of
the policy.
Administration
The policy is administered by the coordinator, or designee. All staff members shall intervene if
violations of the Center Use policy are taking place in their presence or if currently in progress.
Center Use Policy
1. Conduct that interferes with the rights of individuals to use Center services in a safe and secure
environment is prohibited. Prohibited conduct includes, but is not limited to, the following:
a. Committing or attempting to commit any activity that would constitute a violation of any
federal, state, or local criminal law or ordinance on City of Iowa City property, including The
Center.
b. Willfully annoying, harassing, or threatening another person.
c. Sexual, physical, or other harassment.
d. Possessing, consuming, selling, or being under the influence of alcohol, illegal drugs, or
other substances.
e. Soliciting, panhandling or gambling inside the building.
f. Impeding access to the building or an area of the building.
g. Leaving personal items in the building overnight unless properly stored and secured in a
rented locker (The Center assumes no responsibility for any belongings left unattended).
h. Improper use of another person’s membership card.
i. Entering non-public or locked areas of the building unless accompanied by a staff person or
with prior authorization from a staff member.
j. Intentionally damaging, destroying, or stealing any materials, equipment or property
belonging to The Center, visitors, participants or staff.
k. No person may carry into the Center a dangerous weaponi as defined in Section 702.7 of the
Iowa Code with the following exceptions: a) any peace officer; b) any member of the Armed
Services or National Guard; c) a correctional officer; and d) a person who has been issued a
permit to carry a weapon under Sections 724.11 and .11A of the Iowa Code.
Operations Page 4-4
2. The Center endeavors to provide a comfortable, inclusive, and welcoming environment. Center
users are expected to treat each other respectfully and behave in a manner that does not
disrupt other participants or Center programing and services. Prohibited conduct includes, but is
not limited to, the following:
a. Using profane, obscene, or abusive language.
b. Behaving in a loud, boisterous, or disruptive manner that is not solely caused by a disability.
c. Fighting or challenging to fight, pushing, shoving, or throwing things.
d. Campaigning, petitioning, interviewing, survey taking, soliciting, and selling unless previously
reviewed and authorized by the coordinator or designee.
e. Taking pictures or videos of people, except at public events, unless authorized by the
coordinator (or designee) and by the patrons involved or parents of minor children.
3. Participants are expected to support staff efforts to maintain a healthy and clean environment.
Prohibited conduct includes, but is not limited to, the following:
a. Using cigarettes, e-cigarettes, or other tobacco products in or on the grounds of any City of
Iowa City property, including The Center and Tower Place Parking Garage. Smoking is allowed
inside private vehicles parked in the Tower Place Parking Garage.
b. The use of e-cigarettes is prohibited in every place that tobacco smoking is prohibited.
c. Consuming food or beverages in the computer lab.
d. Consuming food or beverages in a manner that creates an unclean environment, disrupts
other patrons, or is harmful (or potentially harmful) to The Center’s resources.
e. Bodily hygiene that is offensive so as to constitute a nuisance to other persons.
f. Bringing animals into the Senior Center, with the exception of service animals and those
allowed during special programs.
Enforcement
1. Individuals who fail to observe The Center’s code of conduct policy may be asked to leave The
Center and surrounding property, be expelled from The Center for a period of time, be subject
to arrest, or be subject to other lawful action.
2. Levels of progressive discipline shall be followed.
a. First offense. Warning.
b. Second offense. Expelled for 1 day.
c. Third offense. Expelled for a period of days up to 1 year.
d. Fourth offense. Expelled for 1 year.
3. The Coordinator reserves the right to skip steps depending on the facts of each situation and the
nature of the violations.
4. Center staff and/or Iowa City Police Department will intervene to stop prohibited activities and
behaviors.
5. Security cameras are located in public areas of The Center to protect the safety and security of
people, the building, and its contents.
Operations Page 4-5
i A “dangerous weapon” is defined in Section 702.7 of the Iowa Code as any instrument or device
designed primarily for use in inflicting death or injury upon a human being or animal, and which is
capable of inflicting death upon a human being when used in the manner for which it was designed,
except a bow and arrow when possessed and used for hunting or any other lawful purpose. Additionally,
any instrument or device of any sort whatsoever which is actually used in such a manner as to indicate
that the defendant intends to inflict death or serious injury upon the other, and which, when so used, is
capable of inflicting death upon a human being, is a dangerous weapon. Dangerous weapons include but
are not limited to any offensive weapon, pistol, revolver, or other firearm, dagger, razor, stiletto,
switchblade knife, knife having a blade exceeding five inches in length, or any portable device or weapon
directing an electric current, impulse, wave, or beam that produces a high-voltage pulse designed to
immobilize a person.
Appealing Disciplinary Action
1. Individuals who have been cited for violations of the Center Use Policy have the right to appeal
all levels of disciplinary action.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Operations Page 4-6
Title: Community Use of Center Space
Date of Current Version: January 2017
Replaces Version: April 2012
Purpose
Providing opportunities for community members and organizations to use The Center to disseminate
information, offer programs, hold meetings, or host events supports the needs of the community and is
consistent with services provided by a public facility. Further, rentals of the facility provide the
opportunity to generate revenue that supports operational expenses.
All community use of the facility needs to be coordinated with programs and services provided by The
Center to provide a maximum level of availability for community members and organizations without
disrupting the quality and quantity of Center programs and services.
Administration
The Center coordinator or designee administers space and use policies. Decisions to deviate from the
policy will be made by the coordinator or designee on a case-by-case basis.
Community Use of Center Space
General Guidelines
1. When planning programs and activities, Center space needs have priority over all other requests.
2. The location of scheduled space may be changed due to unforeseen circumstances involving the
operation of the facility. Whenever community activities must be relocated, the responsible
individual (see below, The Responsible Individual: Roles and Responsibilities) for the program
shall be notified of the relocation in a timely fashion by the operations assistant or other involved
staff member.
3. The specific areas of the facility available for rent or use by non-Center groups or individuals are
determined by the coordinator or designee.
4. Space is reserved on a first come, first served basis.
5. Space is not available for use before 7 AM and must be vacated by 11:30 PM. Use of space on any
holiday observed by the City of Iowa City requires coordinator or designee approval.
6. Janitorial services are not provided. Room set-up and return to its original configuration is the
responsibility of the responsible individual (see below, The Responsible Individual: Roles and
Responsibilities).
7. Publicity for all events is the responsibility of the sponsoring individual or group. It must not be
intrusive to participants or disruptive to Center programs and operations.
8. The Center neither approves nor disapproves content, ideas or subject matter presented in
meeting rooms and does not accept responsibility for ensuring accuracy or that all points of view
are represented.
9. Coordinator or designee approval is required to serve non-alcoholic beverages and/or
refreshments.
Operations Page 4-7
a. Serving non-alcoholic beverages and/or refreshments is only permitted in coordinator or
designee approved areas of the facility.
b. Security deposits required in the rental agreement are increased when non-alcoholic
beverages and/or other refreshments are served.
10. Meeting room users must follow all applicable City of Iowa City City codes. If found in violation of
any of city codes, the person or group will be asked to stop the activity or vacate the premises. If
the person or group refuses or are repeat offenders, police will be summoned. Applicable City
Codes include:
a. Weapons
(https://www8.iowacity.org/weblink/0/edoc/1758204/firearms%20in%20the%20workplace%
20signed.pdf)
b. Non-Discrimination/Harassment
(http://www.sterlingcodifiers.com/codebook/index.php?book_id=953) Section 2-3-2.
c. Public Accommodations
(http://www.sterlingcodifiers.com/codebook/index.php?book_id=953) Section 2-3-2.
d. Alcoholic Beverages (http://www.sterlingcodifiers.com/codebook/index.php?book_id=953)
Section 4-5-3.
1. Alcoholic beverages may be served at The Center pending full compliance with The
Center’s alcohol policy and application process. (See “Administrative Regulations for the
Use of Alcohol at the Iowa City/Johnson County Senior Center (The Center)”)
Coordinator or designee approval is required.
e. Smoking and use of e-cigarettes
(http://www.sterlingcodifiers.com/codebook/index.php?book_id=953) Section 6-10.
11. Propping an exterior door of the facility open for any reason is prohibited.
12. Full compliance with the terms of the room rental or use agreement is required. Failure to do so
may result in the revocation of rental or space use privileges.
13. Rental agreements for one-time events that are likely to involve one hundred (100) or more
people may be made up to one year in advance.
14. Scheduling repeating events or rentals is permitted in four-month intervals: January-April; May-
August; and September-December. Rooms are not intended for multiple day exhibitions or
displays.
Scheduling Space During Routine Hours of Operation
1. The operations assistant or designee coordinates all daytime room reservations for non- Center
programming.
2. The individual(s) or group shall appoint a responsible individual who can fulfill the requirements
associated with this designation.
3. Space to set up a table for greeting visitors and disseminating information may be reserved at no
cost if space is available and such use does not interfere with Center programs or operations. The
following conditions apply:
a. Tables or displays must be confined to the designated space.
Operations Page 4-8
b. Tables or displays must not be intrusive to Center visitors. Table staffers shall not approach or
overtly solicit the involvement of participants or visitors.
Space Rental During Evening and Weekend Hours of Operation
1. The operations assistant facilitates all weekend and evening use of the facility by non-Center
groups or individuals. Coordinator or designee approval is required.
2. The individual(s) or group shall appoint a responsible individual who can fulfill the requirements
associated with this designation.
3. A City Council approved schedule of rental fees and security deposits is applied. Each must be paid
in accordance with the accompanying payment schedule. Each are reviewed annually by Center
staff and the Senior Center Commission. Recommended changes are forwarded to the City Council
for approval.
4. Community members, organizations, groups and businesses can rent designated space at the
Center.
5. Non-profit organizations:
a. Rental fees are paid only for weekend and evening use of the facility.
b. Receive a 50% discount on rental fees.
c. Security deposits are paid at the standard rate.
6. For profit businesses and organizations:
a. Rental fees are paid each time the facility is used.
b. Standard rental fees and security deposits are assessed.
7. All deposits shall be returned, in part or full, depending upon the condition of the area and
equipment utilized, within twenty-one (21) working days following the scheduled use of space.
8. Additional charges may be required for damage to the facility or equipment, or space usage
extending beyond the initially agreed upon time limit.
The Responsible Individual: Roles and Responsibilities
1. The person who signs the rental agreement is identified as the responsible individual.
2. The responsible individual(s) carries out the terms of the rental agreement.
3. Responsibilities include:
a. Completion and submission of a room rental request/agreement no later than one week prior
to the expected time of use.
b. Submitting all required security/equipment deposits and rental fee five (5) days prior to the
expected rental or use.
c. Scheduling time with the operations assistant to complete the appropriate safety, security,
and emergency training at least twenty-four (24) hours prior to the scheduled room use.
Failure to participate in the required training shall result in the cancelation of the rental
agreement.
d. Providing leadership during any emergency occurring while the space is being used. If a staff
member is in the facility and aware that an emergency has occurred or is taking place he or
she will direct the emergency response with the assistance of the responsible individual.
e. City of Iowa City incident reports shall be completed and submitted to the coordinator or
designee by the responsible individual following any emergency.
Operations Page 4-9
f. Overseeing the area(s) of the building and equipment used for the duration of the scheduled
room use and securing the area(s) used after the program if required.
g. Completing the program set-up and returning the space used to its original condition.
Essential equipment and materials shall be provided by The Center.
h. Notifying a Center staff person in the event of a cancelation or early departure. The staff
person must be spoken to directly. Leaving a voicemail or email message is not acceptable
notification. A call list will be provided. Failure to directly notify a Center staff person when a
scheduled event has been canceled or dismissed early will result in the loss of the entire
security deposit.
Use of Space by Incumbents and Candidates for Political Office
1. The Center shall not sponsor any activities that have the purpose or effect of endorsing a political
party, candidate, or point-of-view.
2. Candidates and incumbents must comply with all policies related to room use or rental and the
procedure for reserving space at The Center.
3. When requested by recognized political parties for space to hold a caucus, meeting space is
provided without charge. For all other room use purposes, recognized political parties will be
assessed the same charges visited on the public.
4. Incumbents and Candidates shall not disturb visitors or participants in any other program or
service offered at The Center. Interaction with candidates and incumbents must be initiated by
the visitor or participants.
Sales and Participation Fees
1. The sale of services or merchandise by for-profit businesses and organizations is prohibited unless
The Center is the beneficiary of these sales.
2. Charges solely to recoup program and material costs are acceptable on a case-by-case basis as
authorized in advance by the coordinator or designee.
3. Non-profit groups collaborating with The Center to offer evening and weekend programs of
interest to the 50+ population may assess participation fees for specific events or programs.
4. Requests to use the building for fund-raising efforts sponsored by in-house agencies (e.g. Senior
Nutrition Program, VNA, TRAIL), other departments within the City of Iowa City, or Johnson
County will be considered on a case by case basis by the coordinator or designee.
5. Except for fundraising efforts sponsored by Friends of The Center or approved by the coordinator
or designee, all other fundraising activities are prohibited.
Distribution of Information
1. Businesses and organizations that provide services relevant to the 50 + year population can
place up to ten (10) copies of informational material in coordinator or designee designated
areas of the facility
a. Materials found in non-designated areas of the facility will be discarded.
b. Informational materials shall be reviewed at regular intervals by the maintenance staff and
excess or dated materials will be discarded.
Operations Page 4-10
c. Approaching participants or visitors in an attempt to distribute information is prohibited.
2. Non-profit organizations dealing with aging or individuals that provide services relevant to the
50 + year population can display informational/promotional flyers in coordinator or designee
designated areas of the facility.
a. All flyers must not exceed 8 x 11 inches in size. Larger flyers/posters may be displayed in
areas designated by the coordinator or designee on a space available area.
b. All flyers must be submitted to the operations assistant prior to posting. Failure to do so will
result in the removal of the flyer.
c. All flyers shall be displayed for a maximum of thirty (30) days.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Operations Page 4-11
Title: Hours of Operation
Date of Current Version: January 2018
Replaces Version: April 2012
Purpose
Providing access to the facility furthers the mission of The Center and supports the needs of the
community. Hours of operation are established to provide a maximum level of community access
considering available staff and the security of the visitors and facility.
Administration
The Center coordinator or designee is responsible for ensuring that reasonable access to the facility is
available for Center programs and services, programs and services provided by other organizations, and
individuals or groups interested in renting available spaces for programs, special events, and sharing
information.
Hours of Operation Policy
Routine Hours of Operation
1. Regular hours of operation mirror the traditional workweek; Monday through Friday from 8 AM to
5 PM.
2. Evening and weekend hours are created for programs, services and rental access at the discretion
of the Center coordinator or designee.
Expanded Member Access to the Facility
1. As a benefit of membership current members of The Center enjoy expanded access to the facility.
2. Expanded access includes:
a. Expanded Member access is available from 7 to 8 AM Monday through Friday; 5 to 7 PM
Monday through Thursday; and 10:30 AM to 1:30 PM on Saturday and Sunday.
b. The Coordinator or designee shall identify specific areas of the facility available during the
hours of expanded member access.
3. For just cause the coordinator or designee may revoke membership access privileges at any time.
Just cause includes such things as causing property damage, refusal to leave the area in a timely
fashion, providing non-member access to member only areas, or any violations of the code of
conduct.
Holiday Hours
1. The Senior Center is closed on all holidays observed by the City of Iowa City. This includes: New
Years Day; Martin Luther King Jr; Day; Presidents’ Day; Memorial Day; Independence Day; Labor
Day; Veterans Day; Thanksgiving and the Friday following Thanksgiving; Christmas Day; and one
additional floating holiday in December that is selected by the City Manager.
2. Expanded member access is not available on designated City of Iowa City holidays.
3. At the discretion of the coordinator or designee, specific areas of the facility may be opened for
such things as rentals; special events; and contracted work/services.
Operations Page 4-12
Weather Related Closings
Decision Making
1. During routine hours of operation, The Center will cancel all Center sponsored programs when the
Iowa City public schools close for the entire day.
2. On days when the Iowa City public schools are not in session, early morning (by 7 AM) and mid-
day decisions to close the facility for all Center sponsored programs shall be made by the
coordinator or designee.
3. Cancelation of Center sponsored programs shall be announced over local media, the Center’s
voice mail system, Facebook page, and website.
4. Decisions to cancel scheduled programs and events organized and offered by community
members, independent contractors, renters, and outside groups and organizations, are made and
announced to the public by the sponsoring organization or individual.
a. Each agency, individual, or group is responsible for conveying program cancelations to their
participants and The Center staff.
b. Staff must be notified of the cancelation thirty (30) minutes prior to the scheduled start time
to ensure the facility is secure. The person responsible for the event or program must speak
directly to a staff member. Leaving a voicemail, sending a text, or email message is not
acceptable. Failure to notify the staff properly may result in restricted use of the facility in the
future and/or loss of the security deposit.
Facility Access during Severe Weather
1. When Iowa City public schools close for the day and all Center sponsored programs and services
are canceled, the facility shall remain open to the public and expanded access for Center members
are provided between 7 AM and 5 PM.
2. When severe weather occurs after The Center opens for the day or during weekend and evening
hours, all Center sponsored programs and services shall be offered as scheduled. Decisions to
cancel individual programs shall be left to the organizing business or group, instructor, group
leader, independent contractor, or renter.
3. When severe weather occurs after The Center opens for the day or during weekend hours,
community and member access to the facility shall continue to be available during all routine
hours of operation.
4. With authorization from the City Manager or designee, the coordinator or designee may close the
facility to all public access during very extreme weather conditions.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Operations Page 4-13
Title: In-House Agencies: Criteria for Use and Space Allocation
Date of Current Version: August 2017
Replaces Version: August 2011
Purpose
Occasionally non-profit corporations will approach The Center’s administration asking for space in the
building to use for full or part-time day-to-day operational space. This policy provides a standardized
process so all non-profit corporations can be given fair consideration.
Administration
The Center coordinator shall collect all required information. The coordinator has the authority to make
space allocation decisions when the request is for temporary use or less than twenty hours/week.
Decisions involving use of space on a permanent half-time basis will be decided collaboratively by the
coordinator and Senior Center Commission. The City Council of Iowa City must approve requests
involving permanent full-time use of space.
In-House Agencies: Criteria for Use and Space Allocation
1. Decisions related to space allocation for prospective in-house agencies shall be based upon how
closely the services provided by the organization reflect the values, mission, and goals of The
Center, the proportion of adults 50 years and older it serves, and the availability of space.
2. Required documentation and applications for use of available space shall be received by the
Center coordinator and reviewed and considered for approval by the coordinator and Senior
Center Commission.
3. Non-profit corporations that want to use available space on a full or part-time basis shall provide:
a. Documentation showing current 501(c)(3) status.
b. Copies of the mission statement, organizational values, philosophy, and goals.
c. Copies of by-laws, charter, articles of incorporation, and other policies, including those which
prohibit employment discrimination and safeguard confidentiality.
d. Documentation of service demand by adults 50 years of age and older that would require the
requested level of space for service delivery.
e. Description of the specific services to be provided at The Center; membership requirements (if
any) or eligibility for participation; participation counts with demographic information; the
anticipated number of paid and volunteer staff that will be used.
f. Description of how programs and services will be evaluated.
g. Days and hours of operation.
4. Non-profit corporations approved for use of space on a part-time basis shall sign a memorandum
of understanding outlining the responsibilities of all involved parties. This MOU must be reviewed
by the City of Iowa City legal department prior to signing and approved by staff and a simple
majority vote of the Senior Center Commission.
5. Non-profit corporations approved for use of space on a full-time basis shall enter in to a written
lease agreement outlining the terms and conditions associated with the ongoing use of said space.
Operations Page 4-14
In addition to staff and Senior Center Commission approval, full-time use of space requires review
of the lease by the City of Iowa City legal department and approval of either the City Manager (a
lease less than 3 years) or the City Council of Iowa City (a lease over 3 years).
6. If in the opinion of the coordinator (or designee) there is a lack of available space in The Center to
accommodate a non-profit corporation’s operation, he or she has the authority to deny the
request when first approached by the non-profit corporation.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Operations Page 4-15
Title: Insurance Coverage
Date of Current Version: February 2018
Replaces Version: April 2012
Purpose
To provide protection against loss due to personal injury; damage to the facility; damage to Center
owned equipment and materials; and items brought into the facility for fundraising purposes or displays
(e.g. quilting materials brought in by a paying customer, artwork included in a Center exhibit).
Administration
Insurance coverage is selected, provided, and administered by The City of Iowa City’s
Accounting/Finance Department. The Center coordinator or designee is responsible for overseeing on-
site implementation of insurance policies and claims.
Liability Coverage
1. The City provides general liability coverage to protect against injuries to third parties (parties other
than City employees).
2. The City provides public officials and Center volunteers with liability coverage to protect them
against injuries or damages resulting from errors or omissions.
3. The City is not liable if bodily injury results from negligence or malpractice on the part of the
agencies, organizations, or independent contractors who provide service or activities at The
Center since they are not acting as agents of the City.
Property Damage
1. The City provides insurance coverage for the building itself and City owned or managed property
from loss due to fire, negligence, and vandalism. Managed property includes such things as quilts
accepted for quilting services and exhibiting art work.
2. Concurrently with hanging artwork for display or dropping off materials for quilting services, the
owner shall provide an itemized cost estimate for all items left on the premises.
3. Agencies/organizations/nonprofits using space in The Center for operational or storage purposes
are advised to carry their own insurance to protect their personal property from loss due to fire,
vandalism, and theft.
4. Participants are urged to use lockers to secure valuable property as the City does not cover
volunteers, or visitors against theft.
Operations Page 4-16
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Operations Page 4-17
Title: Medical Emergency Preparedness and Response Policy
Date of Current Version: March 2018
Replaces Version: April 2012
Purpose
The purpose of the emergency medical plan is to assure that participants receive prompt and appropriate
attention when a medical emergency arises.
Administration
The Center coordinator or designee is responsible for securing appropriate training for staff members
and full implementation of the policy.
Emergency Preparedness Policy
Response
1. In the absence of Center staff members, the responsible individuals, class instructors, or
volunteers leading weekend and after hour programs are responsible for managing medical
emergencies that occur under their supervision.
2. When staff are present in the facility, the first staff members on the scene should take a
leadership role and act immediately to offer the appropriate assistance.
3. Whenever Center staff members are notified that someone in the building is injured or ill, they
should respond immediately. If the person is conscious, the emergency response should be in
accordance with the person’s wishes. If the person is unconscious, unable to respond, confused,
or gravely ill, call emergency responders (9-911) immediately.
4. Following all injuries, illnesses, and/or accidents the first responding staff member is responsible
for the completion of an incident report. The completed report is given to the Center
Coordinator, or designee, who will complete the supervisor’s section and submit it to the
Occupational Safety Specialist within twenty (24) hours of the incident.
5. If a Center staff member notices significant behavioral changes in a participant that he or she
believes endangers the well-being of the participant, the situation will be discussed with the
Center coordinator or designee. If deemed to be warranted, a family member or emergency
contact shall be informed of the staff observations by the coordinator or designee.
Preparedness
1. Center staff members shall be familiar with, and able to carry out the actions identified in the
The Center’s Medical Emergency Procedures.
2. Center staff members are encouraged to obtain training in CPR, external defibrillation, CPR, and
basic first aid.
a. External defibrillators are located on the south end of the first floor lobby and the north end
of the hallway on the ground, mezzanine and second floor.
3. Fully stocked and up-to-date first aid kits and public phones are placed in accessible locations on
each floor of the facility.
Operations Page 4-18
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Operations Page 4-19
Title: Non-medical Emergency Response and Prevention Policy
Date of Current Version: March 2018
Replaces Version: April 2012
Purpose
The purpose of this policy is twofold. To endorse the use of preventative measures intended to
prevent emergencies and protect the health and lives of City workers, visiting public, and on- site
contractors during an emergency in or at a City facility. Emergencies addressed in this policy
include weather related and pandemic emergencies.
Administration
The Center coordinator or designee is the Program Administrator for The Center’s emergency
response and prevention program. The Center Coordinator is responsible for maintaining and
overseeing the implementation of all measures and actions identified in the Senior Center
Emergency Response and Prevention Manual. This includes seeing that all staff members and
other responsible individuals (e.g. group and class leaders, or responsible individual identified in
a rental agreement) receive appropriate and effective emergency prevention and response
training.
In the absence of the Center coordinator, the chain of command is as follows:
1. Senior Center Coordinator
2. Senior Center Program Specialist
3. Senior Center Community Outreach Specialist
4. Senior Center Operations Assistant
5. Senior Maintenance Worker
6. Custodian
7. Senior Center Part Time Receptionist
In the absence of permanent staff; during evening and weekend hours
8. Volunteer building monitor, responsible Individual identified in facility use agreement,
and/or group or class leader will assume the leadership role in the area of the facility
being used or monitored.
Emergency Response and Prevention Policy
1. Senior Center Emergency Response and Prevention Manual covering fire, flooding/leaks,
explosions, bomb threats, toxic spills/materials, high winds/severe weather/tornado;
Operations Page 4-20
medical emergencies; and influenza pandemics outlines specific preventative and
emergency action steps appropriate in each situation. The manual shall be readily available
to staff and the public in hard copy at the Center and online at S:\SEN\Operational
Handbook Locked\Operational Handbook. It is also available to staff in a pdf. format via
electronic file. The Pandemic Influenza Continuity Plan is available to employees at
https://www8.iowa-city.org/weblink/0/doc/1473208/Electronic.aspx.
2. The coordinator; all permanent and temporary staff; work study students; and intern and
practicum students are required to know the contents of the Senior Center Emergency
Response and Prevention Manual, perform all preventative measures and action steps, and
assist other staff members as needed.
3. In the absence of permanent staff members, volunteer building monitors, responsible
individuals identified in rental agreements, and designated group leader/instructor shall be
familiar with relevant sections of the Senior Center Emergency Response and Prevention
Manual and able to carry-out all preventative and emergency measures in the area of the
facility being used or monitored.
4. At no time during an emergency should personnel compromise their safety.
5. Facility requirements outlined in the Senior Center Emergency Response and Prevention
Manual as well as those identified by the Iowa City Fire Department shall be present and
operational at all times.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Operations Page 4-21
Title: Visitor and Staff Use of Furniture and Equipment
Date of Current Version: February 2018
Replaces Version: April 2012
Purpose
To promote and regulate the accessibility, maintenance, and security of the facility’s furniture and
equipment and ensure its availability for use in programs and services on an ongoing basis.
Administration
The Center coordinator or designee is responsible for securing and maintaining all assets in the facility
without compromising visitor safety and comfort, community access, or programs and services.
Visitor and Staff Use of Furniture and Equipment
General Guidelines
1. Unauthorized removal and/or causing intentional damage to furniture or equipment is prohibited
and may result in the revocation of all future access privileges or fees being assessed for the cost
of repairs or replacement.
2. Furniture and equipment is intended to support Center sponsored programs and services and shall
not be available for personal use.
3. The coordinator or designee may authorize the use of designated Center storage space for
equipment used on an ongoing basis by Center organized activities or cooperating organizations.
Items stored outside of the designated area shall be removed by Center staff.
Furniture
1. Removing furniture from the facility is only allowed when it is used by staff or designees as part of
Center programming or when it is being disposed of in accordance with City policy.
Copy and Fax Machines
1. All copying and faxing fees are approved by the Senior Center Commission and the Iowa City City
Council.
2. To track usage and costs, all individuals authorized by the coordinator or designee are issued an
access codes for the copy/fax machines.
3. Usage associated with each access code shall be tabulated monthly and charges assessed to the
appropriate operational account or organization.
4. With the help of staff, participants and other community members may use the copy machine to
print black and white copies. Color copying and faxing by participants and other community
members is prohibited. All fees are due at the time of service.
Audiovisual Equipment
1. Audiovisual equipment shall not be loaned to non-City groups or organizations. With coordinator
or designee approval, audiovisual equipment may be loaned to another City department.
Operations Page 4-22
2. Professional staff members and other individuals who have been authorized by the coordinator or
designee may transport audiovisual equipment to other locations when it can be moved safely and
is needed for a Center related presentation.
3. Participants, independent contractors, group and club leaders, and responsible individuals
identified in rental agreements shall have access to audiovisual equipment only when authorized
by the coordinator or designee and trained by staff in its proper use.
Arts and Crafts
1. With coordinator or designee approval, limited amounts of craft supplies may be kept in
designated Center storage areas. Any item that fails to meet all the following requirements will be
discarded immediately:
a. Used on an ongoing basis by a Center club or activity group
b. Have an identifying manufacturer’s label affixed
c. Have a MSDS form on file with the operations assistant
2. Four (4) ounces or less of flammable supplies may be brought into the facility by participants for
use during a specific activity (e.g. to clean paintbrushes). Such items must be promptly removed
from the building immediately after the activity.
3. All waste materials must be discarded properly and the work area left in the same condition in
which it was found.
Participant Use of Exercise Rooms and Equipment
1. Emergency equipment and signage shall be accessible to all fitness areas.
2. Center members who use the exercise equipment must sign a release of liability.
3. Participants must follow all posted fitness room guidelines when using equipment or rooms.
Employee Use of Exercise Rooms and Equipment
1. Use of the exercise rooms and equipment by employees is limited to times prior to or after their
entire scheduled shift and on weekends and holidays.
2. Prior to use, the employee must sign a standard waiver of liability form and submit it to the
coordinator or designee.
3. Employees must comply with all posted fitness room guidelines.
4. Employees who are not Center members must immediately forfeit the use of equipment to
waiting members.
Magazines and Newspapers
1. Defacing or removing magazines or newspapers from the first-floor lobby is prohibited.
2. Newspapers shall be recycled at the close of business each day and not distributed to participants,
visitors, or staff for home use.
Public Telephone System
1. For participant and visitor convenience and security, public phones shall be available in accessible
areas in the facility.
2. Phone use is restricted to emergency situations and other local, outgoing calls lasting five (5)
minutes or less.
Operations Page 4-23
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Operations Page 4-24
Title: Whistleblower Policy
Date of Current Version: September 2017
Replaces Version: April 2012
Purpose
It is the intent of The Center to comply with ethical standards, adhere to all applicable laws, regulations,
and policies, and carry out its business in a transparent fashion. The Whistleblower Policy supports this
by encouraging staff and volunteers to come forward with credible information on activities believed to
be illegal, dishonest, unethical, or otherwise improper without fear of retaliation.
Administration
Depending upon the nature of the complaint, the policy will be administered by the coordinator, or
designee, Senior Center Commission, or City Manager. The whistleblower is not responsible for
investigating the activity believed to be illegal, unethical, or dishonest or for determining fault or
corrective measures; appropriate management officials are charged with these responsibilities.
Whistleblower Policy
1. Individuals who report activities carried out by the Center, employees, or volunteers that they
believe to be illegal, unethical, or in violation of Center policy shall be protected from retaliation of
any sort to the extent provided by law, by the City’s Personnel Policies, and applicable collective
bargaining agreement. This includes:
a. Protection from an adverse employm ent action
b. Prohibition against release of confidential or personal information, unless the information is
required by law or through investigation to be released
2. The right of a whistleblo wer for protection against retaliation does not include immunity for any
personal wrongdoing that is alleged and investigated.
3. A volunteer who retaliates against someone who has reported a concern in good faith is subject
to discipline up to and including dismissal from the volunteer position An employee who
retaliates is subject to discipline as provided by the City’s Personnel Policies and applicable
collective bargaining agreement.
4. Participants, visitors, or volunteers wishing to report a suspected offense should speak to a
professional level staff person with whom they feel comfortable. Staff members wishing to
report a suspected offense should report to their supervisor or a supervisor whose employment
status is ranked just above the individual most closely involved with the offense.
5. Any action/review carried out by the Senior Center Commission shall take place in an open
session and no documents shall be confidential.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Personnel Page 5-1
Title: Employment of Work Study Students
Date of Current Version: December 2017
Replaces Version: April 2012
Purpose
The Center employs students who have been approved for work study placement by the University of
Iowa. Work-study employees provide a cost-effective method for obtaining valuable assistance in the
delivery of programs and services. They also promote learning and intergenerational interaction and
communication.
Administration
All work study placements are approved by the coordinator or designee. Work study
students/employees are secured, trained, evaluated, and supported by a professional level staff person.
Employment of Work Study Students Policy
Work Study Students
1. When funding is available, professional level staff members are encouraged to hire work study
students to assist them with their responsibilities.
2. The hiring professional staff member is responsible for orientation, direct oversight, and
evaluation of the work study student.
Expectations of Work Study Students
1. Work study students must comply with the City of Iowa City’s requirements for hiring a part-time
temporary employee and sign a confidentiality agreement.
2. Students shall dress, conduct themselves, and carry out assigned tasks in a professional manner.
3. City provided services are to be used only when completing assigned job responsibilities at The
Center.
4. Students shall not accept gifts from participants.
5. Students shall wear visible identification tags when working.
Student Evaluation
1. All work study students receive direct oversight and performance evaluations by the hiring
professional staff person.
2. Work study students are given feedback and guidance related to their job performance on an
ongoing basis.
3. Work study students shall not be terminated without prior consultation with the student,
coordinator or designee, and university work study representative.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Personnel Page 5-2
Title: Field Placement of University Students
Date of Current Version: December 2017
Replaces Version: April 2012
Purpose
The Center offers students and professionals the opportunity to participate in a variety of applied
learning opportunities. All placements shall compliment student interests and enhance his/her learning
and benefit the operation of The Center.
Administration
The primary responsibility for a student's professional training and research rests with the educational
institution with which they are associated. In consultation with the academic advisor, The Center
coordinator or designee supervises day-to-day activities of students assuring that they are provided with
the experiences necessary to meet the agreed upon educational objectives and support the provision of
programs and services offered by The Center.
Policy
General Guidelines
1. Student field placements shall not take precedence over programming and activity interests of
participants.
2. The intent of field placements is to expand the student’s knowledge of older adults and the aging
process and to support The Center’s delivery of programs and services.
3. Participant involvement in student field experiences is strictly voluntary.
4. The Center must have sufficient staffing and space to make the field experience beneficial for both
the student and Center.
Requests and Requirements for Student Observation or Field Placement
1. Individual requests from students to observe The Center services, classes, or activities must be
pre-approved by The Center coordinator or designee, and the class or activity leader when
necessary.
2. Requests for field placement must be submitted to the coordinator or designee verbally or in
writing by the student or supervising faculty. Requests should include:
a. The student’s academic level and the intended purpose of the training.
b. A statement indicating why the applicant is interested in placement at The Center.
c. A general description of the desired learning experience for the applicant.
d. Expected duration of the training.
3. Within two weeks following the first day of the field placement, students must develop and submit
to The Center coordinator or designee a tentative plan and/or learning contract for the field
placement. The document must have been reviewed, approved, and signed by the supervising
Personnel Page 5-3
university faculty, Center coordinator or designee, and student. This plan shall include the
following:
a. A description of the desired goals, learning objectives, and action steps of the planned
field placement.
b. The duration and total number of hours that will be devoted to the field experience.
c. A proposed work schedule.
d. The name of the student's field supervisor and the type and frequency of supervisor
contact.
4. A copy of the approved plan shall be given to The Center coordinator or designee. It shall be
updated whenever changes are made to the plan or university faculty supervision. All
modifications must be approved by the supervising university faculty, Center coordinator or
designee, and student.
Expectations of Students
1. Field placement students must review and sign a Center confidentiality agreement.
2. Students shall dress, conduct themselves, and carry out assigned tasks in a professional manner.
3. City provided services are to be used only when completing assigned job responsibilities at The
Center.
4. Students shall not accept gifts from participants.
5. All students shall wear visible identification tags when working.
Student Evaluation
1. All students work under the direction of the Coordinator or designee.
2. Students are given feedback and guidance related to their placement performance on an ongoing
basis individually and in consultation with the supervising university faculty member.
3. To achieve a successful learning experience, students may be reassigned to a project or activity
that is more suitable to their current level of knowledge and ability. Any changes must be
approved by the supervising university faculty, Center coordinator or designee, and student.
4. The Center coordinator or designee shall complete, in a timely fashion, all evaluation forms and
documentation required by the university for student field placements.
5. Student shall not be terminated without prior consultation with the student, coordinator or
designee, and supervising faculty member.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Personnel Page 5-4
Title: Personnel Policies
Date of Current Version: August 2017
Replaces Version: August 2011
Purpose:
The Senior Center (The Center) shall be staffed and administered by qualified personnel capable of
coordinating services and programs that support The Center's mission and goals, attainment of the
vision, and actualize the philosophy and values of the organization.
https://www8.iowa-city.org/weblink/0/edoc/1585434/Personnell%20Policies.pdf
https://www8.iowa-
city.org/weblink/0/edoc/1753646/Personnel%20Policies%202017%20amendment%20to%20Employ
ment%20of%20Relatives%20provision.pdf
City personnel policies shall guide the decisions and actions of supervisors and employees to
promote a collegial and supportive work environment that enables programs and services to be
carried out efficiently and effectively. (See www.ICgov.org for a comprehensive presentation of all
personnel policies, contracts, job descriptions, etc.)
Administration
Personnel policies generally apply to all employees; however; not all provisions of personnel policies
apply to temporary or hourly pay employees.
The Senior Center Coordinator (or designee) is responsible for administering personnel policies at
The Center. Questions related to personnel policies should be directed to the Senior Center
Coordinator or the City of Iowa City Human Resources Office.
Review and modifications to the personnel policies are the responsibility of the Human Resources
Office and the City Manager’s Office and ultimately approved by City Council. The AFSCME contract
also governs personnel issues. City policy will guide the review and revision of these policies.
Personnel Policies
All permanent and temporary employees of The Center are employees of the City of Iowa City. Each
staff position has been approved by the City Council.
Permanent Staff
The following permanent staff positions have received City Council approval:
1. Coordinator, 1 FTE
2. Program Specialist, 1 FTE
3. Community Outreach Specialist, 1 FTE
4. Operations Assistant, 1 FTE
5. Maintenance Worker III, 1 FTE
6. Maintenance Worker I, 1 FTE
7. Clerical Assistant, 0.5 FTE
8. Development Specialist, 0.5 FTE
Personnel Page 5-5
Part-time Temporary Employees and Other Staff
1. Video Specialist, up to 20 hr./week
2. Clerical Assistant, up to 25 hr./week
Other, non-City employees who support the work of The Center include:
3. Workstudy Students
4. Subsidized Workers when Available.
Policies and Procedures
All City personnel policies, contracts, job descriptions and policies are available on the City of Iowa City
website (www.ICgov.org.)
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Personnel Page 5-6
Title: Senior Center Commission
Date of Current Version: August 2017
Replaces Version: August 2011
Purpose
The Senior Center Commission is a volunteer board comprised of members of the community, Center
members, and participants who advise the City Council of Iowa City on the operation of the Senior
Center. The intent of this Commission is to ensure that the community is well-represented when
decisions are made involving the operation and future direction of The Center.
Administration
The Senior Center coordinator is the staff liaison for the Senior Center Commission. Commissioners
speak directly to the City Council of Iowa City to provide Center updates or to report on budgetary
matters, operational recommendations, special projects, or unusual situations. Similarly, Commission
members may report to the Johnson County Board of Supervisors.
The Senior Center Commission is directly accountable to the City Council of Iowa City.
The City Council is responsible for updating the purpose, role, and responsibilities of the Commission
while the Commission is responsible for reviewing its by-laws on an annual basis and recommending
amendments to City Council.
Procedure
Senior Center Commission Policy
Commission Responsibilities
1. The Senior Center Commission: advises the City Council on matters related to the Senior Center;
makes policy and program recommendations; helps seek adequate financial resources to
support operational expenses; encourages full participation by older adults in the programs and
services offered; ensures that the Senior Center is integrated into the community and
cooperates with organizations sharing common missions and goals; acts as an advocate for older
adults; and offers input to the City Manager in evaluation and hiring of personnel.
2. See RESOLUTION NO. 03-287, RESOLUTION RESCINDING RESOLUTION NO. 94-309 AND
ADOPTING IN LIEU THEREOF A NEW RESOLUTION MODIFYING THE COMPOSITION OF A SENIOR
CENTER COMMISSION FOR THE CITY OF IOWA CITY IOWA AND ESTABLISHING THE
MEMBERSHIP, TERMS, DUTIES, POWERS AND AUTHORITY OF SAID COMMISSION, dated 9
September 2003 for more details. This document can be found on ICgov.org website at
https://www8.iowa-city.org/weblink/DocView.aspx?id=25407&page=66&searchid=284dbc38-
f61d-4b38-b175-42d8c456b8e2.
Appointment, Terms of Service, Duties, Powers and Authorities
1. Specific details on the appointment of Commissioners, terms of service, powers, and authorities
are outlined in RESOLUTION NO. 03-287 described above.
Personnel Page 5-7
Gender Balance
1. Effective July 1, 2010 the City Council of Iowa City requires gender balance on all City Boards and
Commissions. Appointments that would not accomplish gender balance are prohibited unless the
City had been unable to make a compliant appointment after 3 months of attempting to appoint a
qualified applicant (See appendix 2.7.2 – 2).
Open Meetings Law
1. The Senior Center Commission complies with Iowa’s Open Meetings law.
Meetings
1. The Senior Center Commission meets monthly. Minutes are taken at each meeting and in a
format that is in accordance with City policy. Preliminary and approved meeting minutes are
submitted to the City Council and are available on the City website.
By-Laws
1. The Senior Center Commission shall operate in accordance with written by-laws that were
approved by the City Council on 8 September 2003 in Resolution No. 03-287 (See Appendix …) .
Copies of the By-Laws are available on the Senior Center website (ICgov.org/senior) and at the
Senior Center.
Term Limits
1. Appointees to the Senior Center Commission are limited to two complete consecutive terms of
3 years each. Completing part of an unfinished term does not count against this limit. Following
the completion of two full terms the person may reapply to the Commission after a period of
one (1) year.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Personnel Page 5-8
Title: Volunteer Leadership Policy
Date of Current Version: August 2017
Replaces Version: August 2011
Purpose
Adults who assume a leadership role, in a group, on a team, or on a committee, create a sense of
ownership and a personal investment in the activity. They find participation in self-directed
activities to be meaningful and satisfying and often find personal meaning and a sense of purpose in
carrying out their responsibilities.
Administration
Volunteer leadership by participants and community members is an integral part of The Center’s
operation. Staff members serve in a support and advisory capacity to volunteer leadership. Their
assignments to groups, activities, and committees will vary in accordance with the area of interest in
which the group or individual is working.
Staff interaction with volunteer leaders recognizes individual worth and value, the lifelong ability to
grow and improve, and the essential need for participant and member involvement in the
leadership of the Center.
Procedure
Volunteer Leadership Policy
Staff Support
1. Volunteer leaders and volunteer led groups shall be encouraged and supported by staff.
Staff members assist the group in realizing its goal.
2. When a longstanding activity no longer has sufficient volunteer support to maintain
operation or leadership of the group or activity, staff shall not fill in the volunteer positions.
Consideration needs to be given to modifying the activity to increase volunteer interest or
discontinuing the activity.
Ad hoc committees
1. An ad hoc committee meets for a limited period of time to address a specific task and may
be created/authorized by the Senior Center coordinator, Senior Center Commission, or
volunteer committee.
2. Meeting packets and agendas shall be distributed a minimum of twenty-four (24) hours
prior to any meeting.
3. The staff liaison or designee shall provide a brief report to organizing body on activities of
the ad hoc committee. When requested by the organizing body, minutes of the meetings
shall be taken and approved copies of the minutes provided to the organizing body within
60 days of the ad hoc committee’s meeting.
Personnel Page 5-9
Standing Committees
1. Standing committees operate on a long-term basis to address ongoing issues. These
committees are approved by the Senior Center Commission. Membership may be elected,
appointed by the Commission, or volunteer-based.
2. Standing committees shall serve a purpose that addresses a specific need and furthers the
mission, goals, and objectives of The Center. Committee structure may be fluid as needs
and interests of participants and community members change.
3. Each standing committee shall have operational by-laws, annual goals, and objectives that
further mission, goals and objectives of The Center.
4. Job descriptions shall be available for each standing committee member to review.
5. Meeting packets and agendas shall be distributed a minimum of twenty-four (24) hours
prior to any meeting.
6. Standing Committees shall submit a written report on their activities to the Commission
quarterly (January, April, July, and October). Alternatively, a representative of the standing
committee may present an oral report on behalf of the committee at the quarterly meeting
of the Commission. Written reports, or name of the individual representing the committee,
must be submitted to The Center operations assistant by the second Thursday of every
January, April, July and October for inclusion on the Commission agenda.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Personnel Page 5-10
Title: Volunteer Policy
Date of Current Version: September 2017
Replaces Version: April 2012
Purpose
Volunteer opportunities are an important component of Center programming. Meaningful volunteer
opportunities offer members and participants the chance to use their personal experiences and talents to
address community and Center needs, develop new skills, expand social contacts and extend or re-
establish purposeful roles at The Center or in the Community. Through these volunteer programs, the
individual, The Center, and the community all benefit.
Center volunteers are offered many opportunities for learning, leadership and social engagement. As they
assume roles as organizers, videographers, participant leaders, or teachers there are many incidental
effects. For example:
1. Feelings of self-efficacy on the part of
the volunteer may increase
2. Enthusiasm and a strong sense of
identification and ownership on the part
of the volunteer develops
3. Older adult volunteers are recognized as
a community resource
4. Programs and services are able to
expand in ways that would not
otherwise be possible
5. Programming is dynamic and reflects the
changing needs and interests of
participants
6. A connection between The Center and
community is nurtured
Maintaining positive staff and volunteer interaction is critical to the ongoing success of The Center.
Without volunteer support Center programs and services would drop off significantly, participation would
decline proportionately, and meeting the mission and goals of The Center would be very difficult.
The Volunteer Policy formally articulates the nature of the relationship between staff and volunteers.
Administration
The Senior Center Coordinator provides oversight of all volunteer programs. The professional level staff
members and operations assistant work most closely with volunteers and provide job assignments,
training, evaluation, and re-assignment if necessary.
Volunteer Policy
Volunteer Opportunities Offered
1. The types of volunteer opportunities offered at The Center are based upon such things as:
a. How well the activity compliments the mission, goals, objectives and values of The Center
b. Service needs, community needs and activity interests identified by the older adult population
c. The evaluation of existing volunteer programs to determine their success in meeting volunteer
needs and interests and ability to maintain a viable level of volunteer support
Personnel Page 5-11
Roles and Functions of Senior Center Volunteers
1. Volunteers have a direct, working relationship with the staff and are accepted and respected as
co-workers and integral part of the team. As such, the volunteers’ responsibilities and
contributions are afforded the same importance as paid staff.
2. Volunteers can expect the same careful attention to their assignment as paid employees, and may
be included in training, informational sessions, and meetings that pertain to their work.
3. Each volunteer position shall have a written job description outlining the position’s role and
responsibilities. They provide a clear idea of expectations, while remaining flexible, and open to
change. The description will include such things as:
a. Title of the volunteer position
b. Primary supervisor
c. A brief description of the
primary duties and
responsibilities of the volunteer
position
d. Required volunteer skills and
abilities
e. Description of volunteer training
f. Timeline and commitment
associated with the position
g. Program and performance
evaluation process
4. Staff members shall be available to offer appropriate volunteer support as needed.
5. Insofar as possible, meaningful volunteer involvement with every service, activity, and leadership
opportunity offered through the Senior Center shall take place.
6. Unless authorized by the coordinator or designee, all volunteers must be eighteen (18) years of
age or older.
Recognition
1. Staff members regularly and frequently express gratitude, verbally and in writing, to each
volunteer for the service provided and its contribution to the overall success of The Center.
2. A formal volunteer recognition program is held no less than annually.
Termination
1. When a volunteer’s work effort detracts from the quality of service offered at the Center, and
efforts to correct the situation through discussion and training are unsuccessful, it may be
necessary to reassign or terminate the volunteer.
2. Volunteers whose behavior detracts from the quality of service offered at The Center (e.g. a
violation of the Center Use Policy) shall be terminated and may or may not be offered an
alternative volunteer position.
3. Volunteer positions may be eliminated due changes in program needs or interest.
4. When a volunteer position is eliminated due to a change in program needs, the volunteer will be
offered other available volunteer positions and whatever training is necessary.
Personnel Page 5-12
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Programs and Services Page 6-1
Title: Art Exhibit Policy
Date of Current Version: September 2017
Replaces Version: April 2012
Purpose
The Center offers rotating art exhibits featuring the work of self-selected and staff identified local artists.
Art exhibits enhance the environment, encourage community participation in Center programming, and
promote discussion of the work among participants and visitors.
The policy is in place to provide guidelines for the operation of the art exhibit program.
Administration
The exhibits are coordinated by the program specialist who invites and schedules self-identified and stat
identified artists to display their work for a limited period of time.
Art Exhibit Policy
1. Art work is not censored. To be accepted as an exhibiting artist requires compliance with
regulations identified in the Art Exhibit Policy.
2. As soon as an exhibit is installed, the artist shall provide the program specialist with a list of the
names and value of all items on display. The list is forwarded to the City of Iowa City’s revenue
and risk manager in order to provide insurance coverage for the items on display.
3. The sale of exhibited artwork is permitted. The artist shall pay The Center or Friends of The
Center 25% of the revenue resulting from the sale of any item sold from the exhibit.
4. All items included in the exhibit must remain on display throughout the scheduled exhibit
period.
5. The style and subject of art exhibits vary greatly and may on occasion be offensive to some
participants and visitors. The Center neither approves nor disapproves the content, ideas or
subject matter presented in art exhibits and does not accept responsibility for ensuring accuracy
or that all points of view are represented by an exhibiting artist.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Programs and Services Page 6-2
Title: Community Partnerships
Date of Current Version: August 2017
Replaces Version: August 2011
Purpose
Community partnerships are an essential component of The Center’s programs and services. They help:
• Expand and enhance program opportunities.
• Promote the maximum use and benefit of community and organizational resources.
• Avoid duplication of services.
• Promote awareness of other organizations that provide services for people 50 years and over.
• Help identify gaps in services.
Program or service partners provide support in a number of ways. For example partners may provide
speakers, materials, in-kind support, assistance with planning and implementation, funding, advertising,
or facility space.
Community partners are a diverse group identified by their relevance to the topic and interest in
cooperating with a program or service.
Administration
All professional level staff members are involved in identifying community partners, developing
partnership agreements, carrying out the terms of the agreement, and providing oversight as the
program is developed and implemented.
Community Partnerships
1. A variety of community partnerships shall be utilized to enrich The Center’s programming,
reduce costs, avoid duplication of services, improve referral services, and promote
understanding between organizations serving older adults.
2. Center staff shall develop and maintain relationships with organizations serving the adult
population through such things as; partnerships; serving on boards, committees, and task
forces; exchanging information; and joining professional groups that have a vested interest in
people 50 years and older.
3. Special effort shall be taken by staff to coordinate programs and partner with City of Iowa City
departments and divisions to maximize the use of city resources when serving the 50 years and
older.
4. Program and service partners shall be recognized and thanked for their support in the Program
Guide and other promotional material. Partners shall also be listed as a program partner in the
annual report.
5. Information gathered about partnering organizations shall be used by staff as a tool when
making program or service referrals to people 50 years and over.
Programs and Services Page 6-3
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Programs and Services Page 6-4
Title: Discounted Parking Options and Restrictions
Date of Current Version: February 12, 2018
Replaces Version: April 2012
Purpose
To provide convenient and affordable parking options for Center members and volunteers.
Administration
The Center coordinator or designee is responsible for overseeing implementation of the parking options
available to members, volunteers and/or the employees and volunteers of in-house staff and non-
Center affiliated groups and organizations.
Parking for Center Members and Volunteers
1. Discounted parking permits and hourly parking tickets for the Clock Tower parking garage are
available for purchase to members of The Center. Center volunteers are provided with free
parking while volunteering.
2. Annual and semi-annual parking permits are issued based upon the fiscal year (July 1—June 30).
Permit fees are not prorated to the time of purchase. An annual permit Issued in May will cost the
same amount at one issued on July 1.
3. All available discounted parking opportunities for Center members and volunteers are provided
through a cooperative agreement between The Center and Iowa City’s Parking/Transit Division.
4. Holding any type of a Center issued parking pass or permit does not guarantee a parking space
will be available.
5. Discounted parking permits can be moved from vehicle to vehicle, but one permit cannot be
used to fund two (2) or more vehicles parking at the same time.
6. Center members who have a valid state issued handicapped parking permit must also have a
Center issued handicapped parking permit on display to park in a Center designated
handicapped parking space. Vehicles without a state and Center issued permit will be ticketed.
Revenue
1. All revenue generated by the discount parking permit program shall be handled in accordance
with City policy and deposited as revenue in The Center’s current operational budget.
Exclusions
1. Discounted parking for Center members and volunteers is only available for time spent on-site
while actively supporting or participating in Center sponsored programs and services.
2. Employees of The Center or any in-house agency who are also members of The Center, are
prohibited from using a Senior Center parking permit of any sort during their regular work
hours.
3. The Center does not provide any parking discounts for the participants or employees and
volunteers working for an in-house agency or with a non-Center affiliated group or organization.
Each agency/organization is responsible for all parking arrangements offered to its employees,
volunteers, and participants.
Programs and Services Page 6-5
4. Parking in a space signed as a Center loading zone is prohibited unless the driver is actively
engaged in the process of loading or unloading or prior approval by the coordinator or designee
has been secured.
5. At the discretion of the coordinator (or designee), substantiated abuse of benefits associated
with the parking permit program shall result in the revocation of an individual’s parking permit
and benefits.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Programs and Services Page 6-6
Title: Evaluation of Programs and Services and In-House Agency Services
Date of Current Version: August 2017
Replaces Version: April 2012
Purpose
Ongoing evaluation is a necessary and useful process for determining the extent to which The Center’s
goals and mission are being met. Evaluations are intended to assess the extent to which a specific
program, service, or instructor is successfully contributing to the goals and mission of The Center. Regular
and systematic evaluation will enable The Center to:
• Respond to changing needs
• Maintain accountability to funding
sources and the community
• Demonstrate ongoing success in
meeting the needs of area residents
50 years of age and older
Administration
• Document participant outcomes
associated with participation in
Center sponsored programs and
activities
• Provide evidence of program
efficacy
• Avoid repetition of mistakes
Evaluation is an integral part of providing The Center’s mission and goal directed programs and services.
All professional level staff members routinely incorporate evaluation as part of their planning,
organizing, and implementation of programs and services.
The coordinator or designee is responsible for the summary, analysis, and dissemination of evaluation
outcomes of the five-year surveys.
The coordinator or designee shall share findings from targeted and outcome based evaluations with the
Senior Center Commission and participant volunteer leadership committee(s) unless the findings involve
an identified instructor. Instructor evaluations are used solely by the Program Specialist to give
feedback on the instruction that is being provided.
Annually the Senior Center Commission draws from both formal and informal evaluations and database
information to assess the effectiveness and efficiency of The Center in meeting its mission, goals, and
objectives.
Evaluation of Programs and Services Policy
1. Every five (5) years a comprehensive participant and community survey shall be conducted using
funding specifically approved and allocated for this purpose in the operating budget.
2. Every five (5) years a comprehensive evaluation of The Center’s operation shall be conducted.
Standards of excellence established by the National Institute of Senior Centers, a unit of the
National Council on Aging, shall guide the evaluation process. Funding approved and budgeted for
renewal of national accreditation shall be used to support this evaluation.
3. A final report of the five-year survey and operational review findings, including recommendations
and any revisions to the strategic plan, shall be prepared by the coordinator and distributed to the
Programs and Services Page 6-7
Commission, participant-based advisory groups, the City Manager and City Council of Iowa City,
and the Johnson County Board of Supervisors. Additional copies will be available for public
viewing at The Center and on The Center’s website.
4. Evaluations targeting specific programming areas shall take place throughout the year. These
surveys are developed, implemented, analyzed, and reported on by professional staff members,
sometimes in cooperation with a volunteer participant leadership group. A report of the findings
shall be prepared by the survey administrator and given to the coordinator.
5. Professional staff shall collaborate to conduct a minimum of four (4) outcome based evaluations of
programs or services annually. A report of the findings shall be given to the coordinator.
6. Informal evaluation techniques shall supplement formal evaluation methods. Staff may solicit
feedback from Program Guide articles, during one-on-one conversations, notes from the
suggestion box, correspondence, class conversations, participant forums, observation, and similar
events.
7. Database information provides a wealth of readily available quantitative information that can be
used for evaluation purposes. A comprehensive review of database information shall take place as
needed, but no less than annually.
Evaluation of In-House Agency Services Policy
1. Each agency or organization using space at The Center shall cooperate in the collection of data by
providing monthly participation counts and an annual report of the services provided at or from
this location.
2. An annual evaluation of in-house agencies shall be done by The Center coordinator and
Commission and shall include a review of the in-house agency’s lease and the following
information provided by the agencies’ management:
a. The annual summary of services provided by the agency at and from this location
b. Review of the agency's/organization's goals to determine continuing compatibility with
The Center’s goals and purposes
c. Evaluation of the in-house agency’s success in meeting its identified goals
d. Participant input relative to programs and operations
e. Review of the cost of services
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Programs and Services Page 6-8
Title: Fee Based Classes and Programs
Date of Current Version: September 2017
Replaces Version: April 2012
Purpose
Fees associated with classes and programs are intended to cover expenses associated with sponsoring
the event.
Administration
Class and program fees are set by the staff person(s) organizing the event and managing its budget. In
the case of classes taught by independent contractors, the fee is set by the independent contractor.
Annually staff members prepare a budget for classes and programs that are planned for the upcoming
year. These projections are reviewed and used by the coordinator to submit as part of the proposed
operational budget for the next fiscal year.
Fee-Based Classes and Program Policy
Equipment and Material Fees
1. Class fees shall be used to cover expenses associated with equipment and material used in
conjunction with sponsoring a class. For instance: copying costs, art supplies, books, and
equipment replacement.
2. The total amount of material and equipment fees shall be set by the staff or instructor when
organizing the class.
3. Equipment and material fees are not intended to generate a profit for volunteer instructors or
sponsoring agency. Their sole purpose is to reimburse the person or organization for materials
purchased for use during the class.
4. Equipment and material may be supplied by the instructor or Center. If supplied by the
instructor, the participant pays the fee directly to the instructor. When The Center provides the
equipment and material, the participant pays The Center at the time of class registration.
Instructor Fees
1. To enhance the quality and quantity of programs offered, The Center shall work with
independent contractors who have specific skills, experiences, avocations, or recognized
expertise to offer instruction or information in an area of interest to members and participants.
2. Independent contractors enter into a written agreement outlining the responsibilities of the
instructor and The Center for each course offered
a. Independent contractors charge class fees as compensation for their time, expertise, and
training. Additional material fees may be charged.
b. Independent contractors develop their own curriculum, are in charge of instruction, and set
and collect all fees.
c. Independent contractors are provided access to Senior Center facilities and equipment for
the purpose of offering classes to adults.
Programs and Services Page 6-9
d. As compensation for the use of space and equipment, independent contractors shall pay
The Center a percentage of the gross class revenue, excluding any material fees and
instructional fees paid by participants in the low-income subsidy program.
Participation Fees
1. Participation fees shall be used when joining in an activity or program that involves an expense
such as purchasing music, renting canoes, group t-shirts, community outings or other events
enjoyed by members of the group.
2. Participation fees shall be used to cover expenses; they are not intended to generate revenue.
Financial Support
1. A low-income subsidy program (scholarship program) is available to support qualified participants
interested in participating in fee-based Center sponsored classes and programs.
a. Low-income subsidy program participants shall receive a 25% discount on fees for classes
taught by independent contractors when the class is sponsored by The Center.
b. When Center sponsored classes have material or equipment fees levied by The Center, the
fee shall be waived entirely for low-income subsidy program participants.
2. The low-income subsidy program shall not provide financial support for Center sponsored
activities involving participation fees, material fees owed to the class instructor, or any class or
program sponsored by an outside organization.
Financial Management
1. All revenue generated through fee-based classes and programs shall be handled in accordance
with City policy and deposited as revenue in The Center’s current operational budget.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Programs and Services Page 6-10
Title: Information Resource
Date of Current Version: August 2017
Replaces Version: August 2011
Purpose
The Center is often called upon by people 50 years and over (and their family members) to
provide information about the community and its general support of the older adult population.
Perhaps they are considering retiring to this area, or having their parents move to the same
town in which they work. Individuals want to know what kinds of opportunities they can expect if
they retire or relocate here.
At other times, older adults may need information on such things as Medicare coverage, tax
preparation, how to find shelter for the night, home health care, where to get a meal, low-income
housing, or low or no cost medical care. A senior center is a logical place to call or come to for
questions about services f or older adults.
The Center staff must respond efficiently and effectively to all inquiries. This reflects the values
of the organization and is a component of good customer service.
Administration
It is the responsibility of the community outreach specialist (or designee) to maintain up-to-date
information about The Center on websites that include information on The Center programs and
services.
Front line staff members, like the operations assistant and receptionists, are often the people
who respond to these questions. However, any staff person may be asked about available
services in the community. It is the responsibility of the coordinator to make sure the staff is
aware of how to access available resources and accurate information is provided.
Information Resource
1. The Center shall contribute to and have access to a comprehensive and up-to-date
inventory of services, programs, and activities for older adults in Johnson County. The
inventory shall be used as a resource when responding to requests for information.
Examples of comprehensive resource inventories and services include Lifelong Links,
operated by the Heritage Agency, and the service directory maintained on the Johnson
County Livable Communities website.
2. In all circumstances staff members who are uncertain about a response or appropriate
resource shall contact another staff person for assistance.
Programs and Services Page 6-11
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Programs and Services Page 6-12
Title: Marketing
Date of Current Version: April 2018
Replaces Version: August 2011
Purpose
Marketing promotes community awareness of The Center’s mission, programs, and services; it also
causes The Center to become a familiar resource for some community members. For others it increases
awareness of The Center’s programs and the opportunities provided. It is an excellent tool for
challenging ageist stereotypes and stereotypes related to The Center itself. Its main purpose is to
expand participation and challenge commonly held beliefs about ageing that can limit opportunities and
have a detrimental impact on the health and opportunities available to older adults.
Administration
Marketing for The Center and its special events is carried out by the community outreach specialist.
Individual programs are generally promoted by the program specialist. The coordinator is responsible
for budgetary oversight.
Marketing
1. A comprehensive, annual marketing plan shall be developed in conjunction with anticipated
programming and financial resources each December. The marketing plan shall cover January
through December of the upcoming year.
2. The marketing plan shall be reviewed by staff quarterly and revised as needed.
3. All marketing material shall promote a positive image of The Center, ageing, and ageing in the
community.
4. The Iowa City Communication Department may be used to promote programs and services,
modify The Center’s City website, and to make special announcements as needed.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Programs and Services Page 6-13
Title: Programs and Services
Date of Current Version: August 2017
Replaces Version: August 2011
Purpose
The Center offers high quality, diverse programs and services that meet the needs and interests of
adults over 50 years and the larger community. Programs and services may be planned by Center staff
and offered at the Center or offered through coordination and outreach with other agencies and
organizations. Programs and services are the means by which The Center promotes optimal ageing and
attains its mission and goals.
Administration
The coordinator oversees all program and service delivery, the program specialist and the community
outreach specialist.
The program specialist’s primary responsibility is to organize classes. Class topics are diverse and
contribute to the realization of The Center’s purpose, mission and goals. Classes may be taught by
volunteers or independent contractors.
The community outreach specialist’s primary responsibilities are to coordinate volunteer programs and
community services. Community Services and volunteer programs are diverse and contribute to the
realization of The Center’s purpose, mission and goals.
Target Audience
1. Programs and services are primarily intended for individuals 50 years of age and older. However,
many special events, intergenerational programs and services, and general interest classes and
services may be open to the adult or general public. Whether or not a program or service is for
members only, intergenerational or open to the adult public shall be determined by the staff
member organizing the event.
Planning Programs and Services
1. To ensure programs and services offered reflect the needs and interests of participants,
volunteers, and community, and to avoid the duplication of services provided by other
community-based organizations, information on potential needs and interests shall be gathered
from a wide range of sources. This includes, but is not limited to, direct participant input,
community surveys, community collaborations, statistical and professional information and staff
observations.
Instructors
1. The staff and program committee volunteers shall identify volunteer instructors and
independent contractors to teach quality classes.
Programs and Services Page 6-14
2. To ensure quality instruction, a professional level staff member shall meet with all new
instructors prior to the beginning of their class and assess their preparedness and instructional
skills.
3. Volunteer instructors and independent contractors shall not be allowed to teach at The Center,
if in the opinion of a professional staff member, there is reasonable doubt about the quality of
the proposed course or instructional techniques.
4. All independent contractors shall sign an “Independent Contractor” contract that extends
through the duration of their class. The staff member working with the contractor shall provide
oversight to ensure the terms of the contract are carried out properly.
5. Failure to comply with the terms of the Independent Contractor agreement may result in
temporary or permanent termination of the involved instructor.
Content
1. The Center neither approves nor disapproves the content, ideas, or subject matter presented in
programs or used by individuals, non-profit groups, and organizations during regular hours of
operation, evenings, weekends or holidays. The Center does not accept responsibility for ensuring
accuracy or that all points of view are represented.
2. As a city-owned facility, it is inappropriate for The Center to sponsor any activities that have the
purpose or effect of either endorsing or inhibiting religion or any particular religious point of view.
3. Holiday displays that include religious symbols or touch upon religion are permissible as long as
the display does not have the purpose or effect of endorsing religion. The display must have a
secular purpose, must not have the primary or principal effect of advancing religion, and must not
foster an excessive entanglement of government with religion.
Prioritizing Use of Space
1. Center administration shall conduct space usage evaluations on an ongoing basis and make
adjustments as necessary to maximize usage of the facility.
2. Center programs and services always have priority when facility space is being allocated.
3. Other organizations are invited to hold meetings or special events at the Senior Center when their
activities are open to all older adults and add to available program options. Their use of the facility
is based on the availability of space and maintenance personnel. Rental fees may be involved.
Access
1. The Senior Center is not equipped or staffed to be a direct service or care provider. Visitors and
participants must be able to navigate through the building and meet personal needs
independently or with the aid of assistive devices or personal assistants that are arranged for and
provided by the visitor or participant.
Public Accommodation, Exceptions Sec. 2-3-2
1. It shall be unlawful for any person to deny any other person the full and equal enjoyment of the
goods, services, facilities, privileges, advantages of any place of public accommodation because of
age, color, creed, disability, gender identity, marital status, national origin, race, religion, sex or
sexual orientation. (Ord. 00-3950, 11-7-2000; amd. Ord. 13-4560, 10-15-2013)
Programs and Services Page 6-15
2. It shall be unlawful to directly or indirectly advertise or in any other manner indicate or publicize
that the patronage of persons is unwelcome, objectionable or not solicited because of age, color,
creed, disability, gender identity, marital status, national origin, race, religion, sex or sexual
orientation. (Ord. 95-3697, 11-7-1995)
3. This section shall not apply to any bona fide religious institution with respect to any qualifications
the institution may impose based on religion when such qualifications are related to a bona fide
religious purpose. (Ord. 94-3647, 11-8-1994)
4. Public accommodations may be designated specifically for the elderly and disabled. However,
public accommodations may not be restricted among the elderly and disabled on the basis of age,
color, creed, disability, gender identity, marital status, national origin, race, religion, sex or sexual
orientation. (Ord. 95-3697, 11-7-1995)
5. It shall not be unlawful for a public accommodation to take any action otherwise prohibited by this
section where age is a bona fide factor or qualification based on health, safety or developmental
differences between age groups. In order to establish that the exception applies, a place of public
accommodation must show the restriction or policy is necessary to protect the health, safety, or
developmental differences of persons based on age alone. Developmental differences of persons
based on age means the social, emotional, physical and intellectual development of a person
based on the chronological age of a person.
6. Nothing in this section shall prohibit restrictions regarding the consumption of alcoholic beverages
by those under the legal drinking age or the presence of persons under the legal drinking age in
places of public accommodation where alcoholic beverages are served.
7. This section shall not apply to discounts for services or accommodations based upon age. (Ord. 13-
4560, 10-15-2013
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Programs and Services Page 6-16
Title: Research Policy
Date of Current Version: December 2017
Replaces Version: April 2012
Purpose
The Center is a valuable resource for students and professionals doing research on aging. Scientifically-
based studies intended to improve the quality of life for people fifty (50) years and over or investigate
aspects of aging are supported by The Center.
Administration
The Center coordinator (or designee) is responsible for reviewing research applications and overseeing
all approved research projects. To be supported by The Center, all research must have the University of
Iowa’s Institutional Review Board (IRB) approval.
Research Policy
Three (3) Levels of Center Support Available
1. Display an 8.5 x 11-inch recruitment flyer in the facility.
a. Coordinator (or designee) approval of the flyer must be obtained prior to it being posted.
b. Evidence that the flyer has been reviewed and approved by theIRB must be provided.
2. Use of an informational/recruitment display table in a high traffic area of the facility to attract and
recruit volunteers for the study on one or more occasions.
a. Coordinator (or designee) approval must be obtained prior to scheduling the
informational/recruitment table.
b. Coordinator (or designee) approval is contingent upon receipt of documentation showing the
project and all related materials have been approved by the IRB at an accredited university.
c. Table displays must be scheduled in advance with The Center’s operations assistant.
3. A combination of three (3) or more of the following items: posting an 8.5 x 11-inch recruitment
poster; hosting an informational/recruitment display table in a high traffic area; conducting an
educational program on the research topic to inform and recruit participants; and use scheduled
Center space to conduct all or part of the research:
a. Requires completion and approval of The Center’s Research Application.
b. Researcher must agree to do a presentation at The Center on the research findings or a
related topic of interest to people fifty (50) years and above within six (6) months of The
Center’s involvement.
c. Program topics and scheduling must be approved and arranged in advance with The
Center’s program specialist.
Programs and Services Page 6-17
General Guidelines
1. Under no circumstances will The Center support research without prior knowledge and approval
of the Coordinator (or designee) and documentation indicating that the project and all materials
involved have been reviewed and approved by the IRB of an accredited university. Requests
without evidence of IRB approval shall not be considered.
2. Once Level Three (3) support by The Center is approved, any changes in the researcher or project
shall be reported to The Center Coordinator (or designee) and approval renewed
3. The research study shall pose no more than minimal risk to participants as defined by the
University of Iowa Institutional Review Board Standard Operating Procedures
(See http://research.uiowa.edu/hso/downloads/policies/UIIRBSOP.pdf ). This source defines
minimal risk as: the probability and magnitude of harm or discomfort anticipated in the research
are not greater in and of themselves than those ordinarily encountered in daily life or during the
performance of routine physical or psychological examinations or tests.
4. Participant complaints involving the research project or researcher(s) shall be investigated by
the Coordinator (or designee). Confirmed complaints will result in action up to and including
immediate withdrawal of approval for the current research project and any future research
project involving the researcher(s).
5. Research activities shall not interfere with or detract from the delivery of scheduled programs and
services, or participant use of The Center.
6. Staff time required during the research project must be minimal and the project conducted at no
cost to The Center or its members, clients, volunteers, or staff.
7. The researcher is asked to provide a summary of the findings to The Center Coordinator (or
designee).
8. Any peer-reviewed publications must be made available to the Coordinator or designee.
Research Involving In-House Agencies and Organizations
1. In-house agencies and organizations are urged to comply with The Center’s research policy.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Programs and Services Page 6-18
Title: Senior Center Program Guide
Date of Current Version: August 2017
Replaces Version: August 2011
Purpose
The Program Guide provides comprehensive coverage of the programs and services sponsored by The
Center. The Program Guide is The Center’s primary promotional tool and multiple venues are used to
ensure wide distribution to members, friends, donors and the community as a whole. It is also used to
convey general Center news, promote a positive image of aging and generate donations to support
operations. It is published three times each year in April, August, and December for programs and
services that begin the following month.
Administration
All staff members are responsible for submitting required articles to the Program Guide editor in a
timely fashion. The Community Outreach Specialist serves as editor and coordinates the publication
effort. The Coordinator is available for consultation when needed.
The City of Iowa City Legal department is consulted and guidance followed when questions come up
related to controversial content or the addition of new materials to the Program Guide.
Editorial Powers
1. The editor has final say in the inclusion of articles and may reject articles not meeting inclusion
criteria or submitted past the established deadline. The editor has the right to edit all accepted
articles as deemed appropriate.
2. The editor shall determine what content is included when space issues require some material to
be cut from an issue. When making these choices the editor shall be guided by the knowledge
that Senior Center program and service information takes precedence over all other
information.
Typical Content
1. Senior Center program and service information
2. Other Senior Center Information including such things as hours of operation, parking, membership
and scholarship information
3. Fundraising updates and information
4. Staff articles
5. Recognition of supporters
6. Information about services provided by in-house agencies (Visiting Nurses Association; Senior
Nutrition Program)
Miscellaneous Materials
1. The Program Guide does NOT publish editorials or program information related to programs
sponsored solely by other organizations taking place at The Center or elsewhere.
Programs and Services Page 6-19
2. Information about programs offered at The Center sponsored by in-house agencies shall appear
in the Program Guide (Visiting Nurses Association and Senior Nutrition Program)
3. The Program Guide may include information about programs targeting adults offered by other
City Departments
Distribution
1. General Distribution
a. By US Mail
b. To community locations for pick-up
c. On website
d. By email
2. Anyone can request to be put on the electronic or US Mail mailing list
3. To reduce expenses, participants shall be encouraged to use the online version of the Program
Guide
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Programs and Services Page 6-20
Title: Senior Center Quilters
Date of Current Version: August 2017
Replaces Version: August 2011
Purpose
The Senior Center Quilters is a group of volunteers who offer fee-based quilting services to the public
and prepare one quilt(s) annually for a raffle. Volunteers are able to share a common interest, teach,
lead, and socialize. They also are provided with an opportunity for creative expression and civic
engagement, and to support the operational expenses of The Center.
Administration
Oversight and coordination of the Senior Center Quilters is provided by the Community Outreach
Specialist.
Group Operations
1. The quilters group work under written operational guidelines available on
www.ICgov.com/Senior. These guidelines are developed by the Community Outreach Specialist
in collaboration with volunteers in Senior Center Quilters.
2. All revenue generated by the Senior Center Quilters shall be handled in accordance with City
Policy and deposited as revenue in The Center’s current operational budget
3. When community members bring materials to The Center for quilting services they are required
to sign, and comply with, a Quilt Owner’s Agreement form. As a part of this agreement the
person must provide the estimated cash value of all the material being dropped off to the
Community Outreach Specialist. A copy of this agreement can be found on
www.ICgov.org/senior.
4. In the event of fire, negligence or vandalism that destroys property provided by a member of
the community for quilting services and currently housed at the Center, insurance coverage
through the City of Iowa City reimburses the owner for lost or damaged property. The amount
reimbursed shall be equal to the cash value of the material provided by the owner when the
material was delivered for services.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Approved by the City Council of Iowa City on:
Programs and Services Page 6-21
Title: Senior Center Technology and Video
Date of Current Version: August 2017
Replaces Version: August 2011
Purpose
Senior Center Technology and Video (SCTV) is a volunteer program in which volunteers learn to videotape,
edit and produce programs of interest to older adults and other members of the community. These
programs are aired on local cable television and SCTV’s internet channel. SCTV’s primary purpose is to
provide a satisfying volunteer experience that offers opportunities for leadership, learning, creative
development, personal growth and intergenerational interaction. SCTV also extends The Center’s
outreach into the community and volunteers frequently provide technology support to participants and
community members.
Administration
Immediate oversight and planning is provided by the Community Outreach Specialist and part-time
temporary Video Specialist. SCTV volunteers take an active role in planning special projects and
determining what Center sponsored programs to videotape and prepare for broadcast.
Ultimately the Coordinator makes decisions involving such things as the operational budget, equipment
purchases, controversial projects, new program areas.
Nature of Service Provided
1. SCTV’s primary responsibilities are to tape Center programs, produce promotional segments for
The Center, and portray The Center as a place for creative and healthy activities. Its work is
limited exclusively to Center programs and services and SCTV volunteer interests.
2. All SCTV productions shall promote a positive concept of aging and support the mission, goals
and objectives of The Center. SCTV programs selected for broadcast on either public access
television or the internet shall be of the highest possible quality in terms of production and
content.
3. SCTV partners with local public access television stations and organizations in the community.
4. Operational guidelines are used to guide day-to-day operations of SCTV. These guidelines shall
reflect the mission, goals and objectives of The Center and be reviewed annually by the Staff
and volunteers. All modifications must be approved by the Senior Center Commission.
Equipment
1. All equipment housed at The Center and used by SCTV volunteers and staff is protected against
loss due to fire, negligence, theft and vandalism under insurance coverage provided by the City
of Iowa City.
2. Only Senior Center Television volunteers, Center staff and City of Iowa City’s Media Production
Services shall use SCTV equipment. None of the equipment shall be available for personal use or
financial gain.
Programs and Services Page 6-22
Revenue
1. SCTV shall develop an annual operational budget in accordance with City of Iowa City budgeting
policies and practices and track expenditures and revenue throughout the year. Financial
sustainability is a motivating force behind all budgeting.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Recording Keeping Page 7-1
Title: Administrative Record Retention
Date of Current Version: August 2017
Replaces Version: April 2012
Purpose
Administrative records are used to document, monitor, report, evaluate, and direct the programs and
services offered at, and supported by, The Center.
Administration
The Center coordinator (or designee) is the custodian of the records of The Center and is responsible for
the timely retrieval, review, reporting, and management of recorded information.
Administrative Record Retention
1. All accounting records shall be kept in accordance with policy set forth by the City of Iowa City.
They are maintained by the City of Iowa City Accounting Department for a period of seven (7)
years.
2. Detailed and summary reports of year-to-date budget information shall be available on an
ongoing basis through the City of Iowa City’s Intranet website.
3. Financial records that may be useful on a day-to-day basis shall be maintained on site for a
period of three (3) years, or longer if deemed useful.
4. Documents relating to the facility’s history and all completed capital improvement projects shall
be maintained in a secure location at The Center or The City of Iowa City Engineering Division of
Public Works.
5. The following documents shall be archived on the City of Iowa City file server or laserfische:
a. Senior Center Commission meeting packets and meeting minutes;
b. The erstwhile Post newsletter; and
c. Senior Center Program Guide.
Open Records
1. The records of The Center, with very limited exception, are “open” records under Chapter 22 of
the Iowa Code and are available to members of the public for any reason. The City Council has
adopted an open records that is available on the City’s website, and it includes photocopying
fees.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Recording Keeping Page 7-2
Title: Operational Databases
Date of Current Version: August 2017
Replaces Version: April 2012
Purpose
Information contained on databases managed by The Center provides quantitative information that
offers a perspective on its scope of operation. In addition to quantitative information, the databases
facilitate financial management of funds budgeted or donated directly to The Center; provide
emergency information when needed; track use of the facility; produce a variety of reports; and many
similar activities.
Policies related to the databases are intended to promote security and accuracy.
Administration
The majority of databases are maintained by The Center’s operations assistant. City of Iowa City ITS
employees may have access to information if operational problems with the database are encountered.
The Center’s community outreach specialist manages the volunteer database.
Receptionists and professional level staff members have access to the databases as needed. Public
access to information contained in the databases is limited as much as possible under current public
access laws (Chapter 22 of the Code of Iowa). The coordinator or designee makes the final decision as to
what information is collected for database storage.
Database Policy
1. Databases shall be maintained on the City of Iowa City file server.
2. Access to databases shall be limited to only those staff members who need information
contained therein.
3. Persons authorized to have access to any of the databases shall receive appropriate training
from the managing staff member prior to initial use of the database.
4. The primary criterion for the existence of a database is its ability to generate useful information
(reports) on some aspect of the operation of The Center. Therefore, on an annual basis,
professional staff members shall evaluate the information collected from participants to
determine if it is recorded and reported on (or has the potential to be used) to support or
improve operations. If information collected is not recorded or is not useful, it shall no longer
be collected.
5. Information contained in The Center’s databases shall not be duplicative of information stored
elsewhere. When information is duplicative, reevaluation of information collected shall occur
and plans to eliminate or consolidate implemented.
Recording Keeping Page 7-3
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
Recording Keeping Page 7-4
Title: Participant Confidentiality
Date of Current Version: August 2017
Replaces Version: April 2012
Purpose
Participant information will be collected from membership forms, during registration for certain
programs or services, in conjunction with surveys, as well as from donations or payments. Additional
information will be available through database software. Depending upon their job requirements,
employees may have access to some or all of this information. Work study students and some
volunteers may have limited access as well.
Because the Iowa City/Johnson County Senior Center (The Center) is a division within the City of Iowa
City, with the exception of personal medical information, all participant data, application forms, and other
records and documents collected by or produced at The Center are considered public records. See
Chapter 22 of the Code of Iowa and RESOLUTION NO. 07-260, RESOLUTION RESCINDING RESOLUTION NO.
06-364 DELEGATING RESPONSIBILITY TO PARTICULAR PERSONS HOLDING SPECIFIED POSITIONS TO
IMPLEMENT THE REQUIREMENTS OF CHAPTER 22, IOWA’S PUBLIC RECORDS STATUTE, AND ADOPTING A
PUBLIC RECORDS POLICY, approved by the City Council of Iowa City on August 21, 2007.
However, The Center recognize that exposure of personal information may cause exploitation and
undue embarrassment and therefore must be avoided.
The Participant Confidentiality policy describes the steps taken by The Center to maintain participant
confidentiality within the parameters of the law.
Administration
The Center coordinator (or designee) is responsible for educating staff and volunteers about the
confidentiality policy and implementing corrective measures when the policy is breached. All requests
for information are referred to the coordinator.
Confidentiality Policy
1. The Center shall only share information on members and participants when compelled to by
law.
2. All staff members shall respect the confidentiality of participant information in conversations
and actions in and outside of The Center.
3. Staff shall protect participant information from being seen or heard by visitors, members, and
participants.
4. Participant information used for training or discussion with staff or volunteers shall be conveyed
in such a way that the individual cannot be identified.
5. Work Study students and student interns shall comply with all employee policies on participant
confidentiality.
6. Participants shall only be asked to provide personal information that is useful to the
organization. For example electronic and snail mail contact information; demographic
Recording Keeping Page 7-5
information used by The Center in reports and applications; the names and information for
emergency contact; and personal preferences for information delivery.
7. Written membership forms and signed general release of liability are retained for a period of
two years in a secured cabinet.
8. Volunteers who are exposed, or may be exposed to confidential participant information shall
read and discuss the Volunteer Confidentiality Policy with the supervising staff member, and
subsequently sign the Volunteer Confidentiality Agreement prior to beginning their assignment.
These items can be found in the Volunteer Manual at ICgov.org/senior and at The Center.
Approved by the Senior Center Commission on:
Chair Senior Center Coordinator
05/14/2018 14:46 |CITY OF IOWA CITY |P 1
KKromray |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2018 99
ORIGINAL TRANFRS/REVISED AVAILABLE PCT
APPROP ADJSTMTS BUDGET YTD EXPENDED ENCUMBRANCES BUDGET USED____________________________________________________________________________________________________________________________________
10570100 Senior Center Administrations _________________________________________
336110 Johnson County -59,220 0 -59,220 -60,000.00 .00 780.00 101.3%
346600 Membership Fees -69,000 0 -69,000 -54,305.00 .00 -14,695.00 78.7%
356200 Permit Parking -32,000 0 -32,000 -12,965.00 .00 -19,035.00 40.5%
362100 Contrib & Donations -60,000 0 -60,000 -43,542.44 .00 -16,457.56 72.6%
363910 Misc Sale of Merchandise -3,240 0 -3,240 -4,415.80 .00 1,175.80 136.3%
369100 Reimb of Expenses -27,250 0 -27,250 -2,772.56 .00 -24,477.44 10.2%
369300 Cashier Overages 0 0 0 12.56 .00 -12.56 100.0%
382200 Building/Room Rental -12,480 0 -12,480 -14,620.00 .00 2,140.00 117.1%
382400 Locker Rentals -1,490 0 -1,490 -1,860.00 .00 370.00 124.8%
384200 Vending Machine Commission -230 0 -230 -119.72 .00 -110.28 52.1%
392300 Sale of Equipment 0 0 0 -814.57 .00 814.57 100.0%
393910 Misc Transfers In 0 0 0 -11.15 .00 11.15 100.0%
TOTAL Senior Center Administrations -264,910 0 -264,910 -195,413.68 .00 -69,496.32 73.8%
10570220 Senior Center Classes _________________________________________
346400 Lessons -1,200 0 -1,200 -1,545.00 .00 345.00 128.8%
348900 Charges for Services -17,570 0 -17,570 -17,974.25 .00 404.25 102.3%
TOTAL Senior Center Classes -18,770 0 -18,770 -19,519.25 .00 749.25 104.0%
10570250 Senior Center Chorus _________________________________________
346500 Entry Fees -4,800 0 -4,800 -6,002.50 .00 1,202.50 125.1%
369100 Reimb of Expenses -1,250 0 -1,250 -1,715.00 .00 465.00 137.2%
TOTAL Senior Center Chorus -6,050 0 -6,050 -7,717.50 .00 1,667.50 127.6%
10570260 Senior Center Special Events _________________________________________
346700 Special Events -1,750 0 -1,750 -4,158.75 .00 2,408.75 237.6%
369100 Reimb of Expenses -15,000 0 -15,000 -1,650.00 .00 -13,350.00 11.0%
TOTAL Senior Center Special Events -16,750 0 -16,750 -5,808.75 .00 -10,941.25 34.7%
05/14/2018 14:46 |CITY OF IOWA CITY |P 2
KKromray |YEAR-TO-DATE BUDGET REPORT |glytdbud
FOR 2018 99
ORIGINAL TRANFRS/REVISED AVAILABLE PCT
10570270 Senior Center Television APPROP ADJSTMTS BUDGET YTD EXPENDED ENCUMBRANCES BUDGET USED____________________________________________________________________________________________________________________________________
10570270 Senior Center Television _________________________________________
363910 Misc Sale of Merchandise -1,380 0 -1,380 -991.00 .00 -389.00 71.8%
392300 Sale of Equipment 0 0 0 -1,351.36 .00 1,351.36 100.0%
TOTAL Senior Center Television -1,380 0 -1,380 -2,342.36 .00 962.36 169.7%
GRAND TOTAL -307,860 0 -307,860 -230,801.54 .00 -77,058.46 75.0%
** END OF REPORT - Generated by Kristin Kromray **