HomeMy WebLinkAbout10-20-2022 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
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Senior Center Commission
Thursday, October 20, 2022
4 PM
Senior Center Assembly Room
Agenda
1. Introductions/Welcome—A. McConville
2. Minutes (September 15, 2022)
3. Public Discussion for items not on the agenda
4. Operational Overview—DeLoach
❖ Senior Center programming update
❖ Senior Center master plan update
❖ Policy Review: Budget, Revenue, Expense Policy; Code of Conduct Policy; Community
Use of Center Space Policy; Discounted Parking Options and Restrictions Policy
5. Commission Discussion— A. McConville
❖ Senior Center master plan discussion
❖ Commission vacancies
❖ Commissioner’s report of community correspondence
❖ Future agenda Items
6. Adjourn
**Next meeting is Thursday, November 17 at 4 PM **
Meeting Packet Contents:
1. Agenda: Thursday, October 20, 2022
2. Minutes: Senior Center Commission, Thursday, September 15, 2022
3. Policies: Budget, Revenue, Expense Policy; Code of Conduct Policy; Community Use of
Center Space Policy; Discounted Parking Options and Restrictions Policy
Preliminary Minutes
September 15, 2022
1
MINUTES
SENIOR CENTER COMMISSION
September 15, 2022
ASSEMBLY ROOM, IOWA CITY/JOHNSON COUNTY SENIOR CENTER
Members Present: Jeannie Beckman, Angela McConville, Paula Vaughan,
Linda Vogel
Members Absent: Doug Korty, Karen Page, Tasha Lard
Staff Present: LaTasha DeLoach, Kristin Kromray
Others Present: None
CALL TO ORDER:
The meeting was called to order by McConville at 4:04 PM.
RECOMMENDATIONS TO COUNCIL:
None.
APPROVAL OF MINUTES FROM THE July 21, 2022 MEETING:
Motion: To accept the minutes from the July 21, 2022. Motion carried on a
vote of 4/0. Beckman/Vogel
PUBLIC DISCUSSION:
None.
OPERATIONAL OVERVIEW:
DeLoach reported the Senior Center will have a Welcome Back Breakfast on
October 3rd, commissioners are invited to attend. The pantry has been very
popular this fall, table to table comes once a week and brings fresh produce and
other perishable items. The Give Back Garden is also contributing weekly with
fresh produce. September is National Senior Center Month; the Senior Center is
having a membership drive in celebration. New and renewing members can
choose a free gift. Voices of Experience choir is starting for the first time since
the pandemic started.
Preliminary Minutes
September 15, 2022
2
The historic renovation architect that the City has been working with to assess
the exterior has been looking more closely at some of the problem areas in
anticipation of construction to fix these issues.
The Senior Center will be collaborating with the University of Iowa’s Public Policy
Center to create a community survey. This survey will gather people’s opinion
and thoughts about the Senior Center remaining in the current location or
exploring the option of a different location.
Staff has been working with Easton Designs on a rebranding and marketing
campaign. The Senior Center’s new logo will be unveiled at the Welcome Back
Breakfast.
McConville asked if the Senior Center has ever considered a no cost
membership. DeLoach said if a grant was available consistently then that could
be a consideration. She noted that membership revenue is about $60,000-70,000
that would need to be recovered.
Beckman asked if the Senior Center’s name could be changed. DeLoach noted
that on legal documents the official name is simply Senior Center. While it would
be possible there would certainly be a process. DeLoach reiterated that from her
point of view calling the Senior Center the Iowa City Senior Center is more about
the location. It does not speak to who the Senior Center serves since many
members and recipients of services live outside of Iowa City and it is important to
reiterate that though marketing and outreach. Commissioners discussed a name
change. DeLoach noted Easton Design has given some good feedback and
options.
DeLoach invited commissioners to the Older Iowans Legislature annual meeting
on September 26th.
COMMISSION DISCUSSION:
McConville invited commissioners to come to the North Liberty event Neighbors
and Flavors in North Liberty on September 18th at 1 PM.
DeLoach went over the updated alcohol policy which includes clarification of
where alcohol can be consumed in the Senior Center.
Motion: To approve the Administrative Regulations for the Use of Alcohol
policy. Motion carried on a vote of 4/0. Beckman/Vogel
McConville noted Tasha Lard has been appointed as a Senior Center
Commissioner.
Motion: To Adjourn.
Preliminary Minutes
September 15, 2022
3
Senior Center Commission Attendance Record
Name Term Expires 10/21/21 11/18/21 12/16/21 1/21/22 2/17/22 3/17/22 4/21/22 5/19/22
6/16/22 7/21/22 8/18/22 9/15/22
Jeannie Beckman 12/31/22 X X O/E X NM X X NM X X NM X
Victoria (Susan)
Carroll 12/31/24 -- -- -- X NM X -- -- -- -- -- --
Lorraine Dorfman 12/31/21 X X X -- -- -- -- -- -- -- -- --
Susan
Eberly 12/31/23 O/E -- -- -- -- -- -- -- -- -- -- --
Zach
Goldsmith 12/31/21 X X X -- -- -- -- -- -- -- -- --
Douglas
Korty 12/31/24 -- -- -- O/E NM X X NM X O/E NM O/E
Tasha
Lard
12/31/24 -- -- -- -- -- -- -- -- -- -- -- O/E
Angela
McConville 12/31/24 X X X X NM X X NM X X NM X
Karen
Page 12/31/23 -- -- -- -- -- X O/E NM X X NM O/E
Paula
Vaughan 12/31/22 X X X X NM X O/E NM X X NM X
Linda
Vogel
12/31/23 X X O/E X NM X X NM X O/E NM 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 Senior Center operations. Participation fees contribute to diversification of
funding sources, increase operational revenue, and decrease the Senior 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 is 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: Hourly 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 Senior Center.
2. Revenue collected through participant cost sharing is deposited in the current operational
budget.
3. Senior 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 Senior 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
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1. Senior Center fees shall be evaluated every two years by the staff and the Senior Center
Commission.
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 Senior 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 Senior 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 Senior Center coordinator or designee is responsible for oversight of the Senior Center budget,
revenue, and expenses.
Approved by the Senior Center Commission on: March 17, 2022
1
Title: Code of Conduct Policy
Date of Current Version: March 2019
Replaces Version: April 2012
Background
The Senior Center encourages broad-based community participation in a welcoming environment. A
Code of Conduct Policy has been established to ensure that each person visiting the Senior Center has an
enjoyable experience that is not disrupted by the behavior or actions of others. This policy identifies
prohibited behaviors likely to infringe on the enjoyment of other people and the consequences of any
violations of the policy.
Code of Conduct Policy
1. Conduct that interferes with the rights of individuals to use Senior 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.
b. Willfully annoying, harassing, or threatening another person.
c. Sexual, physical, or other harassment.
d. Possessing, consuming, selling, or being under the influence of illegal drugs or other
substances.
i. Any use of alcohol on the premises must adhere to the Senior Center’s alcohol
policy.
e. Soliciting, panhandling, or unlicensed gambling inside the building.
f. Impeding access to the building or an area of the building.
g. Leaving personal items in the building unless properly stored and secured in a rented
locker. The Senior 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.
2. No person may carry into the Senior Center a dangerous weapon 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.
3. The Senior 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.
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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.
4. 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 she Senior Center and Tower Place Parking Garage.
Smoking is allowed inside private vehicles parked in the Tower Place Parking Garage.
b. Consuming food or beverages at the public computer kiosk.
c. Consuming food or beverages in a manner that creates an unclean environment,
disrupts other patrons, or is harmful or potentially harmful to the Senior Center’s
resources.
d. Bodily hygiene that is offensive so as to constitute a nuisance to other persons.
e. Excessive use of personal fragrances which may cause an adverse reaction for those with
respiratory sensitivities.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 Senior Center’s Code of Conduct Policy may be asked to leave
the Senior Center and surrounding property, be expelled from the Senior Center for a period of
time, be subject to arrest or 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 may skip levels of progressive discipline depending on the situation and the
nature of the violations.
4. Senior 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 Senior Center to protect the safety and
security of people, the building, and its contents. Cameras are monitored as needed.
Appealing Disciplinary Action
1. Individuals who have been cited for violations of the Code of Conduct Policy have the right to
appeal all levels of disciplinary action.
Administration
The policy is administered by the coordinator or designee. All staff members shall intervene if violations
of the Code of Conduct Policy are taking place in their presence or currently in progress.
3
Approved by the Senior Center Commission on: April 18, 2019
Title: Community Use of Senior Center Space
Date of Current Version: April 2020
Replaces Version: April 2012
Background
The Senior Center supports the needs of the community by providing opportunities for community
members and organizations to use the facility to disseminate information, offer programs, hold
meetings, or host events. Rentals of the facility provide the opportunity to generate revenue that
supports operational expenses.
Community Use of Center Space
General Guidelines
1. When planning programs and activities, Senior Center space needs have priority over all other
requests.
2. Requests to schedule space can be made by:
a. Individuals (for their personal, not business, use)
b. Community groups
c. 501c3 Non-profit organizations
d. For-profit organizations and businesses
e. Candidates for Political Office and Political Parties
f. Government entities
3. The location of scheduled space may be changed due to unforeseen circumstances involving the
operation of the facility.
4. The specific areas of the facility available for rent (i.e., for a fee) or use (i.e., for no fee) are
determined by the coordinator or designee.
5. Space is reserved on a first come, first served basis.
6. Janitorial services are not provided. Room set-up and return to its original configuration is the
responsibility of the individual or group.
7. Publicity for all events is the responsibility of the sponsoring individual or group. It must not be
intrusive to participants or disruptive to Senior Center programs and operations.
8. The Senior Center neither approves nor disapproves content, ideas or subject matter presented in
the space 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 or prepare food and non-alcoholic
beverages in permitted areas of the Senior Center.
10. All activities held at the Senior Center must comply with Senior Center policies and City of Iowa
City resolutions and ordinances. Users and renters of space must follow all applicable City of Iowa
City codes and theSenior Center code of conduct. If found in violation of any city code, 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.
11. Propping open an exterior door of the facility for any reason is prohibited.
12. Scheduling repeating uses or rentals is permitted in intervals conducive to the Senior Center
programing schedule. . Rooms are not intended for multiple day exhibitions or displays unless
approved by the coordinator or designee.
13. Rental agreements for one-time events can be made up to 12 months in advance, except for
rental requests for the Assembly Room which may be made up to 24 months in advance.
Space Use and Rental During Business Hours
1. The operations assistant or designee coordinates all community space usage.
2. During business hours individuals, 501c3 non-profit organizations, community groups, and
government entities may use the space free of charge.
3. For-profit businesses must rent space during business hours.
4. Political candidates and political parties must rent space during business hours, with the exception
of a table in a public space of the building, which may be reserved at no charge.
5. The individual or group shall identify a contact person and provide contact information at the time
of reserving space.
6. A table to disseminate information may be reserved by individuals, 501c3 non-profit
organizations, community groups, government entities, political candidates, and political parties 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.
b. Tables or displays must not be intrusive to Senior Center visitors. Table staffers shall not
approach or overtly solicit the involvement of participants or visitors.
Space Rental During Non-Business Hours
1. The operations assistant facilitates all rentals of the facility. Coordinator or designee approval is
required.
2. A Room Use and Rental Application/Letter of Agreement must be submitted to the operations
assistant no later than five (5) business days prior to the requested time of use. Deposit money is
required to officially reserve the rental space. Rental fees must be paid no less than 60 days prior
to the rental or immediately if rental is occurring in less than 60 days.
3. A City Council approved schedule of rental fees and security deposits is applied. Each are reviewed
periodically by Senior Center staff and the Senior Center Commission. Recommended changes are
submitted to the City Council for approval. If programming aligns with the Senior Center’s mission
and is open to Senior Center members, rental fees may be waived at the discretion of the Senior
Center coordinator.
4. All deposits shall be returned, in part or full, depending upon the condition of the area and
equipment utilized, within 30 days following the scheduled use of space.
5. Additional charges may be required for damage to the facility or equipment, or rental of space
extending beyond the initially agreed upon time limit.
6. Renters must agree to all items on the Room Use and Rental Application/Letter of Agreement.
7. Individuals and community groups:
a. Rental fees are only for weekend and evening use of the facility.
b. Standard rental fees and security deposits are assessed.
8. 501c3 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.
9. For-profit organizations and businesses:
a. Rental fees are paid each time the facility is used.
b. Standard rental fees and security deposits are assessed.
10. Political candidates and political parties:
a. Rental fees are paid each time the facility is used.
b. Standard rental fees and security deposits are assessed.
c. The Senior Center shall not sponsor any activities that have the purpose or effect of endorsing
a political party, candidate, or point-of-view.
d. When requested by recognized political parties for space to hold a caucus, meeting space is
provided without charge. For all other room use purposes, political candidates and political
parties pay rental fees each time the facility is used.
e. Candidates, political campaign staff and volunteers, and political party staff shall not disturb
visitors or participants in any other program or service offered at the Senior Center.
Interaction with candidates, political campaign staff and volunteers, and political party staff
must be initiated by the visitor or participants.
11. Government Entities:
a. Rental fees are paid only for weekend and evening use of the facility.
b. Standard rental fees and security deposits are assessed.
Sales and Participation Fees
1. No fundraising, charging of admission, and/or sale of items or services are allowed without Senior
Center coordinator approval. Additional rental fees may apply.
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. 501c3 non-profit organizations collaborating with the Senior 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.
Administration
The Senior 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.
Approved by the Senior Center Commission on: May 21, 2020
1
Title: Discounted Parking Options and Restrictions
Date of Current Version: January 2019
Replaces Version: April 2012
Background
The Senior Center works with Iowa City’s Parking/Transit Division to offer convenient and affordable
parking options for Senior Center members and volunteers.
Parking for Center Members and Volunteers
1. Discounted parking permits for the Tower Place parking garage are available for members of the
Senior Center to purchase. Senior 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.
3. All available discounted parking opportunities for Senior Center members and volunteers are
provided through a cooperative agreement between the Senior Center and Iowa City’s
Parking/Transit Division.
4. Holding any type of a Senior 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.
Revenue
1. All revenue generated by the discounted parking program shall be handled in accordance with City
policy and deposited as revenue in the Senior Center’s current operational budget.
Exclusions
1. Discounted parking for Senior Center members and volunteers is only available for time spent on
site while actively supporting or participating in Senior Center sponsored programs and services.
2. Employees of the Senior Center or any in-house agency who are also members of the Senior
Center are prohibited from using a Senior Center parking permit of any sort during their regular
work hours.
3. The Senior Center does not provide any parking discounts for the participants or employees and
volunteers working for an in-house agency or with a non-Senior Center affiliated group or
organization. Each agency/organization is responsible for all parking arrangements offered to its
employees, volunteers, and participants.
4. Parking in a space signed as a Senior 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. Violators may be ticketed.
5. At the discretion of the coordinator or designee, substantiated abuse of benefits associated with
the discounted parking program shall result in the revocation of an individual’s parking permit
and benefits.
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Administration
The Senior Center coordinator or designee is responsible for overseeing implementation of the parking
options available to members and volunteers.
Approved by the Senior Center Commission on: February 21, 2019