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HomeMy WebLinkAbout08-17-23 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, August 17, 2023 4 PM Iowa City Senior Center Agenda 1. Introductions/Welcome—A. McConville 2. Minutes (July 20, 2023) 3. Public Discussion for items not on the agenda 4. Operational Overview—L. DeLoach  Senior Center programming update  Senior Center facility update 5. Commission Discussion— A. McConville  Senior Center master plan discussion  Policy review (Low-Income Membership Program, Marketing Policy, Medical Emergency, Membership Program, Non-Medical Emergency Response and Prevention)  Johnson County Board of Supervisors Presentation  Commissioner’s report of community correspondence  Future agenda Items 6. Adjourn **Next meeting is Thursday, September 21 at 4 PM ** Meeting Packet Contents: 1. Agenda: Thursday, August 17, 2023 2. Minutes: Senior Center Commission, Thursday, July 20, 2023 3. Policies: Low-Income Membership Program, Marketing Policy, Medical Emergency, Membership Program, Non-Medical Emergency Response and Prevention Preliminary Minutes July 20, 2023 1 MINUTES SENIOR CENTER COMMISSION July 20, 2023 Assembly Room, Iowa City Senior Center Members Present: Angela McConville, Susan Mellecker, Lee McKnight, Warren Paris, Jay Gilchrist, Nancy Ostrognai, Tasha Lard Members Absent: Staff Present: Kristin Kromray, LaTasha DeLoach Others Present: Bob Untiedt CALL TO ORDER: The meeting was called to order by McConville at 4:00 PM. RECOMMENDATIONS TO COUNCIL: None. APPROVAL OF MINUTES FROM THE JUNE 15, 2023, MEETING: Motion: To accept the minutes from the June 15, 2023. Motion carried on a vote of 5/0. Paris/Lard PUBLIC DISCUSSION: None. TRAIL PRESENTATION: Bob Untiedt is the executive director of TRAIL (Tools and Resources for Active Independent Living). The Senior Center has provided space for TRAIL’s administrative office in room 302 since 2017. Untiedt thanked the Senior Center for use of the space. Untiedt reviewed how TRAIL was formed and noted it is based part of the Village-to-Village network. TRAIL provides social programming and volunteer support services. TRAIL members request assistance with various tasks (such as transportation, yard work, or attending medical appointments) and volunteers can sign up for these requests. TRAIL previously had a recommended vendor program that vetted vendors but found that during the pandemic it became too difficult to keep up with the changing landscape of the businesses. They are hoping to start a member forum where people can recommend vendors Preliminary Minutes July 20, 2023 2 who they have worked with. Recently, a program called Life Transitions has been created, which contracts with a social worker to assist TRAIL members who are going through various life transitions. McConville asked if TRAIL still had a phone buddy program, Untiedt noted that it is still part of their programming. Melleker noted she had previously been the member service coordinator for about two years for TRAIL. She asked how many volunteers TRAIL has. Untiedt noted that there are currently 54 volunteers with about 30 being active in the last two months. Commissioners discussed the SEATS program as opposed to TRAIL’s transportation options and differences between them. OPERATIONAL OVERVIEW: DeLoach encouraged commissioners to note the DEI bulletin board on the first floor. She reported the affinity groups including the Queer Elders group and Elders of Color are continuing to meet. Elders of Color had their second meeting and participation is increasing. She is working with the Downtown District on some options for having restaurants provide meals once a month that community members could pay a fee for and eat at the Senior Center. The Senior Center will be working with Easton Designs on an annual report. The feasibility study for Friends of the Iowa City Senior Center is complete. DeLoach spoke with the City Manager’s office, and they are looking into the possibility of hiring part time hourly staff to bring back some evening and weekend hours. She also wanted to make commissioners aware of the Renew Active partnership with United Health Care that provides free memberships to people with that health care plan benefit. The Senior Center is also working on a similar partnership with Silver Sneakers. DeLoach highlighted the fashion show that is occurring tomorrow night at the Senior Center, as well as a partnership with Hancher to bring guest acts to the building this fall. DeLoach noted a new volunteer opportunity, Senior Center Ambassadors will be starting soon. Ambassadors can sign up for shifts greeting people, giving tours, and distributing program calendars. She encouraged commissioners to consider becoming a volunteer for this program. Exterior building construction is still slated to start this fall. DeLoach is hoping to set up a strategic planning session for the Senior Center soon. COMMISSION DISCUSSION: Commissioners discussed various sustainability ideas such as a green roof and solar. DeLoach noted that these items are being looked at for the renovation. Preliminary Minutes July 20, 2023 3 DeLoach noted staff is doing a small composting option for our personal food waste. The commission would be interested in having the City’s sustainability office come and speak with the commission. McKnight noted a few programming ideas including square dancing, trips to Amana, and political presentations. Ostrogani would like to discuss a designated bus stop across from the Senior Center and more seating outside for bus riders. Meeting Adjourned. Preliminary Minutes July 20, 2023 4 Senior Center Commission Attendance Record Name Term Expires 8/18/22 9/15/22 10/20/22 11/17/22 12/15/22 1/19/23 2/16/23 3/16/23 4/20/23 5/18/23 6/15/23 7/20/23 Jeannie Beckman 12/31/22 NM X O/E NM NM -- -- -- -- -- -- -- Jay Gilchrist 12/31/25 -- -- -- -- -- NM NM O/E NM O/E X X Douglas Korty 12/31/24 NM O/E O/E -- -- -- -- -- -- -- -- -- Tasha Lard 12/31/24 -- O/E X NM NM NM NM X NM X O X Angela McConville 12/31/24 NM X X NM NM NM NM X NM X X X Lee McKnight 12/31/24 -- -- -- -- -- -- -- X NM O/E X X Susan Mellecker 12/31/23 -- -- -- -- -- NM NM X NM X X X Nancy Ostrognai 5/18/23 -- -- -- -- -- -- -- -- -- X OE X Karen Page 12/31/23 NM O/E X -- -- -- -- -- -- -- -- -- Warren Paris 12/31/25 -- -- -- -- -- NM NM O NM X X X Paula Vaughan 12/31/22 NM X X NM NM -- -- -- -- -- -- -- Linda Vogel 12/31/23 NM X X NM -- -- -- -- -- -- -- -- Key: X =Present O =Absent O/E =Absent/Excused NM =No meeting -- = Not a member Title: Low-Income Membership Program Date of Current Version: March 2019 Replaces Version: April 2012 Background The low-income membership program exists to eliminate economic barriers to full participation in Senior Center sponsored programs and services, and promote economic and social diversity among Thethe Senior Center’s membership. Covered Programs 1. To ensure the participation of low-income older adults in all Senior Center programs and services, the low-income membership program shall support expenses associated with the following programs: a. Memberships b. Parking permits c. Center sponsored cClass fees d. Class material fees owed to Thethe Senior Center 2. The individual must have a low-income membership to receive parking, class, and material subsidies. 3. At the discretion of the coordinator, or designee, the membership and parking fees may be waived entirely based upon the individual’s income. 4. The low-income membership program may not apply to participation fees for such things as off- site trips or clubs, performance groups, transportation services, or programs sponsored by other organizations. It does not pay for locker or room rental, or materials purchased from the class instructor or local merchants to be used in conjunction with a class. Eligibility 1. To be eligible for a low-income membership, the participant must be eligible for Senior Center membership and one or more of the following may apply: 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) 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 Reimbursements. Administration The program is administered by the coordinator (or designee). Approved by the Senior Center Commission on: 5/16/2019 Title: Marketing Date of Current Version: January 2019 Replaces Version: August 2011 Background Marketing promotes community awareness of Thethe Senior Center’s mission, programs, and services. Marketing 1. A comprehensive, annual marketing plan shall be developed in conjunction with anticipated programming and financial resources each year. The marketing plan shall be reviewed by staff seasonally and revised as needed. 2. Paid advertising shall be utilized to strategically further tThe Senior Center’s mission as the budget allows. 3. All marketing material shall promote a positive image of Tthe Senior Center and, aging, and aging in the community. 4. The Iowa City Communications Department may be used to promote programs and services, modify Thethe Senior Center’s City website, and to make special announcements as needed/available. 5. The Senior Center’s City website and the Friends of Thethe Senior Center Center website shall be updated regularly as a marketing tool. 6. Email newsletters shall be used to market Thethe Senior Center’s programs and events, encourage charitable contributions, and share relevant community announcements. The Senior Center staff shall strive to send no more than two (2) mass email messages per week. Administration Marketing for Thethe Senior Center and its programs is carried out by professional staff members. The coordinator is responsible for budgetary oversight. Approved by the Senior Center Commission on: February 21, 2019 Title: Medical Emergency Preparedness and Response Policy Date of Current Version: December 2018 Replaces Version: April 2012 Background The purpose of the emergency medical plan is to ensure that participants receive prompt and appropriate attention when a medical emergency arises. Response 1. In the absence of Senior Center staff members, the responsible individuals, class instructors, or volunteers leading weekend and evening 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 Senior 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 (located on the intranet) within twenty-four (24) hours of the incident. The completed report is givenautomatically routed to tThe Senior Center Coordinator or designee, who will complete the supervisor’s section and submit it to the Occupational Safety Specialist within twenty-four (24) hours of the incident. 5. If a Senior Center staff member notices significant behavioral changes in a participant that they believe may endanger the well-being of the participant, the situation will be discussed with Thethe Senior Center coordinator or designee. If deemed to be warranted, a family member, or emergency contact person, or appropriate organization shall be informed of the staff observations by the coordinator or designee. Preparedness 1. Senior Center staff members shall be familiar with, and able to carry out the actions identified in the Thethe Senior Center’s Medical Emergency ProceduresEmergency Response and Prevention Manual. 2. Senior Center staff members are encouraged to obtain training in CPR, external defibrillation, and basic first aid. Fully stocked and up-to-date first aid kits, external defibrillators, and public phones are placed in accessible locations on each floor of the facility. Administration The Senior Center coordinator or designee is responsible for securing appropriate training for staff members and full implementation of the policy. Approved by the Senior Center Commission on: January 24, 2019 1 Title: Membership Program Date of Current Version: March 2019 Replaces Version: April 2012 Background Memberships help create a sense of belonging, ownership, and interest in leadership roles among members. The Senior Center offers a membership program for individuals intended to generate revenue to support operational expenses. Membership Program 1. A voluntary membership program is available for individuals fifty (50) years and over. 2. Senior Center memberships shall not be required to participate in all Senior Center activities. As a community facility tThe Senior 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 under fifty years of age can purchase memberships join a household membership 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 Thethe Senior Center. 4. The cost of an annual membership shall vary in accordance with the level of operational funding Thethe Senior Center receives from the city or county in which the person resides. 5. To ensure the participation of all interested community members fifty (50) years and over, a low-income membership program and household discounts shall be available to participants. See policy “Low-income Membership Program”. 6. Regular memberships shall run for a period of one (1) year beginning on the date of purchase. 7. Members receive expanded access to the facility, programs, and services as a benefit of membership. 8. When purchasing a membership, new members are asked to sign a general release of liability. 9. Visitor memberships are available to individuals who are fifty (50) years or over. Membership Cards 1. Members are assigned a personal 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 memberships are renewed. 3. Membership cards must be picked up in person and require completion of a digital liability waiver before issuance. 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 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. A comprehensive evaluation of the membership program shall be conducted on an annual basis. Financial Management 1. All revenue generated by the membership program shall be handled in accordance with City Policy and deposited as revenue in Tthe Senior Center’s current operational budget. 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. Approved by the Senior Center Commission on: 7/18/2019 1 Title: Non-Medical Emergency Response and Prevention Policy Date of Current Version: January 2018 Replaces Version: April 2012 Background This policy endorses 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. Non-Medical Emergency Response and Prevention 1. The Senior Center Emergency Response and Prevention Manual outlines specific preventative and emergency action steps appropriate in each of the following situations: fire, flooding/leaks, explosions, bomb threats, toxic spills/materials, high winds/severe weather/tornados, medical emergencies, and pandemics. 2. The coordinator, all permanent and temporary staff, work-study employees, and interns 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 monitorshourly staff members, work-study employees, responsible individuals identified in rental agreements, and designated group leaders/instructors 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 individuals compromise their own safety. 5. Facility requirements outlined in the Senior Center Emergency Response and Prevention Manual as well as those required by the Iowa City Fire Department Code shall be present and operational at all times. Administration The Senior Center coordinator or designee administers Thethe Senior Center’s emergency response and prevention program. The Senior 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. The chain of command for Senior Center staff 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 Center Development Specialist 6. Senior Maintenance WorkerSenior Center Custodian 2 7. Maintenance Worker I 8.7. Senior Center Part-Time Receptionist In the absence of permanent staff; during evening and weekend hours 9.8. Temporary Hourly staff members 10.9. Work-study employees 11.10. Volunteer building monitor, rResponsible individual identified in rental agreement, and/or group or class leader will assume the leadership role in the area of the facility being used or monitored. Approved by the Senior Center Commission on: January 24, 2019