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Home My WebLink About3-17-22 Commission packetIf you will need disability related accommodations to participate in this program or event, please contact LaTasha DeLoach at latasha-deloach@iowa-city.org or 319-356-5225. Early requests are strongly encouraged to allow sufficient time to meet your access needs. Senior Center Commission Thursday, March 17, 2022 4 PM Senior Center Assembly Room Agenda 1. Introductions/Welcome—A. McConville 2. Minutes (January 20, 2022) 3. Public Discussion for items not on the agenda 4. Nomination for Chair, Vice Chair, Secretary – A. McConville 5. Operational Overview—Staff  Senior Center programming update  Senior Center building update 6. Commission Discussion— Commission Chair  Senior Center Policies - Budget, Revenue, Expenses Policy - Reporting Policy  Commissioner’s report of community correspondence  Future Agenda Items 7. Adjourn **Next meeting is Thursday, April 21 at 4 PM ** Meeting Packet Contents: 1. Agenda: Thursday, March 17, 2022 2. Minutes: Senior Center Commission, Thursday, January 20, 2022 3. Budget, Revenue, Expenses Policy; Reporting Policy Preliminary Minutes January 20, 2022 1 MINUTES SENIOR CENTER COMMISSION January 20, 2022 Members Present: Angela McConville, Paula Vaughan, Linda Vogel, Jeannie Beckman, Susan Carroll Members Absent: Doug Korty Staff Present: LaTasha DeLoach, Kristin Kromray, Kumi Moris, Ben Clark Others Present: Joshua Moe, Leslie Zickfoos, Catharine Burkhardt CALL TO ORDER: The meeting was called to order by McConville at 4:07 PM. RECOMMENDATIONS TO COUNCIL: None. APPROVAL OF MINUTES FROM THE December 20, 2021 MEETING: Motion: To accept the minutes from the December 20, 2021 meeting. Motion carried on a vote of 5/0. Vogel/ Vaughan PUBLIC DISCUSSION: None. SENIOR CENTER BUILDING RENOVATION MASTER PLAN PRESENTATION: DeLoach introduced Josh Moe from OPN Architects. OPN was contracted last summer to put together a building master plan, assessment of various aspects of the building, and a cost analysis. Moe gave a brief overview of the history of the Senior Center building. The building was the original Iowa City Post Office. When the post office moved the City purchased the building and it was completely renovated to become the Senior Center in the late 1970’s- early 1980’s. The building has been well maintained but there has not been a major renovation since that time. Moe stated this master plan is the beginning stage of a larger process. OPN looked at the building’s exterior construction, ADA compliance, HVAC system, energy efficiency, wayfinding in the building, and all other interior spaces, including the kitchen. The building overall is in great shape however, the Preliminary Minutes January 20, 2022 2 exterior of the building does have some important repairs that need to be undertaken. There are funds in this year’s CIP budget to address these issues. The HVAC system is close to nearing the end of its life and it will need to be updated. This upgrade in addition to items such as new windows would greatly reduce energy costs. Wayfinding in the building is an issue as the building has multiple entrances so this will need to be heavily considered during any interior renovations. Commissioners asked if there is space on the roof for solar panels. Moe stated that the design of the roof as well as the overall footprint would greatly limit solar panels ability to offset energy consumption. Moe presented a potential kitchen layout, which includes moving the hoods, walk in cooler and freezer and a new workflow for flexibility. The 3rd floor designs include right sizing the classrooms as well as sound proofing. The 2nd floor would become staff offices and conference space. The 1st floor would have cosmetic upgrades. The ground floor is the space that has the most potential for change. This entrance is now the main entrance of the building so it may incorporate a new vestibule area. This floor will remain the wellness floor, with spaces for fitness activities. DeLoach noted these designs are preliminary and the details for each space will be finalized during the design phase of the project. Moe reported the cost estimates for the exterior restoration will cost approximately 3.5 million dollars. The kitchen will cost around 1.3 million and the other interior work, including HVAC upgrades will be about 10 million. There is currently CIP funding for the exterior work and an additional 3 million in future fiscal years. This is an opportunity for a capitol fundraising campaign as well as for additional City CIP funding beyond the current 5-year CIP plan. Vogel questioned what a new building might cost verses what a renovation might cost. Moe stated there are a number of factors going into answering that question including the purchasing of land for a new building. He could not answer for certain since this is outside of the scope of this project, but generally speaking the cost of renovating verse building new may be in the same ballpark. He also noted that the energy cost of building new far exceeds that of renovation. Vaughan brought up parking concerns. Moe responded the skywalk to remain open and that parking is outside of the scope of this plan. DeLoach noted that parking continues to be a concern, but she is looking into alternative modes of transportation to the Senior Center including the possibility of working with Lyft. Moe noted OPN’s reports will be available to commissioners soon, including appendixes. Morris stated a contract for the exterior work is underway and she anticipates this work will begin this summer. Preliminary Minutes January 20, 2022 3 DeLoach noted any money raised in a capital campaign would not reduce the funds available through the CIP funding. McConville noted this fundraising would take a lot of time and was concerned the ½ time development position would not be enough to do this. DeLoach agreed and stated a contract with a fundraising firm may need to be considered. OPERATIONAL OVERVIEW: None. COMMISSION DISCUSSION: McConville asked to defer the nominations for the chair, vice chair, and secretary positions until next month. Meeting adjourned at 5:03 PM. Preliminary Minutes January 20, 2022 4 Senior Center Commission Attendance Record Name Term Expires 2/18/21 3/18/21 4/15/21 5/20/21 6/17/21 7/15/21 8/19/21 9/16/21 10/21/21 11/18/21 12/16/21 1/21/22 Jeannie Beckman 12/31/22 -- -- -- X O/E X X NM X X O/E X Victoria (Susan) Carroll 12/31/24 -- -- -- -- -- -- -- -- -- -- -- X Lorraine Dorfman 12/31/21 X X X X X X X NM X X X -- Susan Eberly 12/31/23 X X X X X O/E O/E NM O/E -- -- -- Zach Goldsmith 12/31/21 X X X X O/E O/E X NM X X X -- Douglas Korty 12/31/24 -- -- -- -- -- -- -- -- -- -- -- O/E Angela McConville 12/31/21 X X O/E X X X X NM X X X X Paula Vaughan 12/31/22 X X X X X X O/E NM X X X X Linda Vogel 12/31/23 X X X X X O/E O/E NM X X O/E X Key: X = Present O = Absent O/E = Absent/Excused NM = No meeting -- = Not a member 1 Title: Budget, Revenue, and Expenses Date of Current Version: January 2022 Replaces Version: March 2019 (previously named Fees and Revenue Policy) Background Fees and revenue support Center operations. Participation fees contribute to diversification of funding sources, increase operational revenue, and decrease The Center’s reliance upon local tax dollars. Budget Process The Coordinator, with assistance from staff, is responsible for preparing and submitting the annual budget. The City Council approves the annual budget with recommendations from the City Manager’s office. The Coordinator is responsible for requesting budget amendments and/or budget carryovers. The Senior Center’s annual operations budget part of the City’s general fund (1000). It is split into the following orgs: 10570100, Senior Center Admin: the majority of revenue (examples: membership, parking, merchandise, food) and expenditures (examples: personnel expenses, advertising, printing costs, building supplies and services) are tracked in this org 10570220, Classes: Class revenue and Independent contractor revenue; presenter fees and materials or equipment for classes 10570250: Chorus: Voices of Experience participation fees; director and accompanist stipends 10570260: Events: Special events sponsorships; expenses such as guest speakers and space rental 10570270: SCTV: Temporary employee expenses, technology, and AV supplies 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. Center generated fees shall be set with consideration of the local market. 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 membership program shall support the participation of individuals who do not have sufficient resources to participate fully in Center programs and services (See Low-Income Membership Program Policy). 5. Revenue is either processed through ActiveNet and deposited by the operations assistant; or is processed with a Finance Receipt at the cashiers in the revenue department. Changes in Fee Structure 1. Center fees shall be evaluated every two years by the staff and the Senior Center Commission. 2 2. Recommendations to modify fees shall be developed by staff with input from participants. 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 when required. Sources of Revenue 1. The Center shall employ a variety of revenue sources to support the operational expenses. Examples include: a. Membership Program b. Discounted Parking Permit Program c. Rentals of rooms or lockers d. Material Class Fees e. Independent Contractor Class Fees f. Sale of merchandise/equipment Expenditures 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. For expenditures less than $10,000 the operations assistant is responsible for submitting check requests and reconciling p-card transactions. The Coordinator is responsible for approving these expenses. 3. For expenditures over $10,000 staff will follow the City’s purchasing policy for guidance. 4. The Operations Assistant is the Senior Center’s Petty Cash Custodian and follows the City’s Petty Cash Policy. Administration The Center coordinator or designee is responsible for oversight of the Senior Center budget, revenue, and expenses. Approved by the Senior Center Commission on: 1 Title: Reporting Date of Current Version: January 2022 Replaces Version: N/A Background The Senior Center collects data of various types for reporting purposes. To the extent allowed by law personal participant information is not tied to information reported. Data may be pulled from any of the Senior Center’s Operational Databases or survey information. Types of Data 1. Demographic 2. Programs and Services data 3. Budget and financial data Examples of Reports 1. Annual reports (could include demographic, program, and financial information) 2. Goals, Objectives, and Measures reports for the City’s annual budget documents Administration Various staff members oversee the collection of data. The coordinator oversees the dissemination of reports for public consumption. Approved by the Senior Center Commission on: