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HomeMy WebLinkAbout3-21-24 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 21, 2024 4 PM Iowa City Senior Center Agenda 1. Introductions/Welcome—J. Gilchrist 2. Minutes (February 15, 2024) 3. Public Discussion for items not on the agenda 4. Exterior Project Update – B. Clark 5. Operational Overview—L. DeLoach  Senior Center programming update  Senior Center facility update  City Council Connection 6. Commission Discussion— J. Gilchrist  Senior Center master plan discussion  Vacant Lot at 21 S Linn St discussion  Policy review: Personnel Policies, Senior Center Commission Policy, Senior Center Technology and Video, Visitor and Staff Use of Furniture and Equipment, Volunteer Policy, Winter Weather Cancellations and Closings, Work Study Employees  Commissioner’s report of community correspondence  Future agenda Items 7. Adjourn **Next meeting is Thursday, March 21, at 4 PM ** Meeting Packet Contents: 1. Agenda: Thursday, March 21, 2024 2. Minutes: Senior Center Commission, Thursday, February 15, 2024 3. Policies: Personnel Policies, Senior Center Commission Policy, Senior Center Technology and Video, Visitor and Staff Use of Furniture and Equipment, Volunteer Policy, Winter Weather Cancellations and Closings, Work Study Employees Preliminary Minutes February 15, 2024 1 MINUTES SENIOR CENTER COMMISSION February 15, 2024 Assembly Room, Iowa City Senior Center Members Present: Lee McKnight, Nancy Ostrognai, Angela McConville, Jay Gilchrist Members Absent: Tasha Lard, Warren Paris Staff Present: Kristin Kromray, LaTasha DeLoach Others Present: CALL TO ORDER: The meeting was called to order by Gilchrist at 4:05 PM. RECOMMENDATIONS TO COUNCIL: None. APPROVAL OF MINUTES FROM THE DECEMBER 21, 2023, MEETING: Motion: To accept the minutes from the December 21, 2023. Motion carried on a vote of 4/0. McKnight/McConville PUBLIC DISCUSSION: None. OPERATIONAL OVERVIEW: DeLoach reported the annual report for last year had been finalized and was available. The March/April program guide will be out next week. The Black History Ball was held on February 3rd. The ball was a partnership between Sankofa Outreach and the Senior Center’s Original Mature Groovers. US Bank was a sponsor. One goal of the ball was to showcase the Senior Center’s space. The ball generated a lot of positive press. Additionally, the ball raised funds for each organization, in particular an Underground Railroad trip planned for later this year. Gilchrist and McKnight volunteered at the event and commented that they thought the event was very successful. The exterior facility work is currently underway. A city representative will be invited to the next commission meeting for an update. The current phase of Preliminary Minutes February 15, 2024 2 construction should be finished by May or June. The second phase, replacing windows and doors, will begin after that. Interior design work will start next year. DeLoach noted that as a City department the Senior Center can request to use other city facilities for programming. DeLoach noted the role of commissioners and stated that they are advisory board that staff can use as a sounding board as well as communicating with City Council via the minutes each month, memos for specific items, and going to public comment at City Council meetings. COMMISSION DISCUSSION: McConville has been working on pulling together a presentation for the Johnson County Board of Supervisors. She showed the presentation to the group and asked for feedback. The presentation will be next Wednesday at 9 AM at the Health and Human Services building. McConville will send a link of the presentation to other commission members. Gilchrist and McKnight are planning on attending the board meeting as well. McKnight passed along that more computers have been requested for the lobby. Additionally, he would like commissioner name badges to wear while at events. Meeting Adjourned. Preliminary Minutes February 15, 2024 3 Senior Center Commission Attendance Record Name Term Expires 3/16/23 4/20/23 5/18/23 6/15/23 7/20/23 8/17/23 9/21/23 10/19/23 11/16/23 12/21/23 1/18/23 2/15/2024 Jay Gilchrist 12/31/25 O/E NM O/E X X X X X NM O/E NM X Tasha Lard 12/31/24 X NM X O X O X O NM O NM O Angela McConville 12/31/24 X NM X X X O/E X X NM X NM X Lee McKnight 12/31/24 X NM O/E X X X X X NM X NM X Susan Mellecker 12/31/23 X NM X X X O/E X O/E NM X -- -- Nancy Ostrognai 12/31/23 -- -- X OE X X X X NM X NM X Warren Paris 12/31/25 O NM X X X X X X NM X NM O Key: X =Present O =Absent O/E =Absent/Excused NM =No meeting -- = Not a member Title: Personnel Date of Current Version: January 2021 Replaces Version: December 2018 Background The Senior Center shall be staffed and administered by qualified personnel capable of coordinating services and programs to support tThe Senior Center's mission and vision. 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. Personnel 1. All permanent and temporary employees of Thethe Senior Center are employees of the City of Iowa City. Each staff position has been approved by the City Council. 2. The following permanent staff positions have received City Council approval: a. Coordinator, 1 FTE b. Program Specialist, 1 FTE c. Community Outreach Specialist, 1 FTE d. Operations Assistant, 1 FTE e. Receptionist, 2 0.63 FTE f. Development Specialist, 0.5 FTE 3. The Senior Center is also supported by the following part-time temporary employees: a. Video Production Specialist, up to 20 hours/week a.b. Hourly Night and Weekend Customer Service Attendant, 2 4. Other non-City employees who support the work of TheThe Senior Center include: a. Work-study employees b. Subsidized workers when available Policies and Procedures 1. All City personnel policies, contracts, and job descriptions are available on the City of Iowa City website, www.icgov.org. 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 Thethe Senior Center. Questions related to personnel policies should be directed to Thethe 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 are ultimately approved by City Council. The AFSCME contract also governs personnel issues. City policy will guide the review and revision of these policies. Approved by the Senior Center Commission on: 1/21/2021 Title: Senior Center Commission Date of Current Version: March 2019 Replaces Version: August 2011 Background 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 tThe 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 tThe Senior Center. Senior Center Commission Policy 1. The Senior Center Commission advises the City Council on matters related to tThe 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. a. 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 specific details on the appointment of Commissioners, terms of service, powers, and authorities. This document can be found on the City of Iowa City website. 2. 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. 3. The Senior Center Commission complies with Iowa’s Open Meetings law. 4. 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 of Iowa City website. 5. 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. Copies of the by- laws are available on the City of Iowa City website and at the Senior Center. 6. Terms are 3 years each. In Resolution No. 15-300 the City Council established a policy that each application for reappointment to a City Board or Commission will be considered without regard to incumbency. If reappointed, an individual would be limited to one reappointment to a full term in order to increase the opportunities for new applicates to serve. Completing part of an unfinished term does not count against this limit. 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 Senior 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. Approved by the Senior Center Commission on: 5/16/2019 Title: Senior Center Technology and Video (SCTV) Date of Current Version: June 2019 Replaces Version: August 2011 Background Senior Center Technology and Video (SCTV) is a program that serves as a hub for technology learning and practice within the Senior Center. SCTV engages volunteers of all ages, supports and enhances technology literacy among older adults, and fosters intergenerational connections and collaboration. Through SCTV, Senior Center staff and volunteers provide technology and video-based services to older adults and the community at large, including drop-in tech help sessions, one-on-one technology mentoring, video to DVD transfer services, and commissioned video production and photography services. Staff and volunteers also produce video content to promote Senior Center programs and services, explore topics of interest to older adults, and share authentic perspectives on aging. SCTV videos are shared with the community via the internet and local cable access channels. Video Production and Programming 1. Video content produced with SCTV equipment and/or disseminated via SCTV-managed outlets (e.g. The the Senior Center’s YouTube account, SCTV programming slots on cable access channels) must support this mission and goals of The the Senior Center and fit within the scope of The Center’s its video production and programming priorities. 2. Senior Center staff determines which video content is suitable to share publicly via SCTV- managed outlets. Decisions are based on whether content is consistent with The the Senior Center’s mission and goals, and whether the production quality meets appropriate technical standards. 3. Once completed, SCTV videos are maintained in a digital and/or physical archive for historical reference. DVD copies of archived SCTV programs may be ordered for a fee. Equipment 1. All equipment housed at The the Senior 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. SCTV equipment shall only be used by Senior Center staff, designated Senior Center volunteers, and City of Iowa City Cable Television staff. 3. Check-out of SCTV equipment by volunteers must be appropriately requested and documented. Off-site use and multi-day loans of SCTV equipment must be approved in advance by SCTV staff or the community outreach specialist. At the discretion of Senior Center staff, permission to check out SCTV equipment may be denied. 4. SCTV equipment shall not be available for personal use or financial gain. Administration Immediate oversight is provided by the community outreach specialist and the video production specialist. SCTV volunteers take an active role in planning special projects and determining which programs to record and share. The coordinator has final authority over SCTV’s operational budget, equipment purchases, handling of controversial content, and new program areas. Approved by the Senior Center Commission on: 7/18/2019 1 Title: Visitor and Staff Use of Furniture and Equipment Date of Current Version: January 2019 Replaces Version: April 2012 Background 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. 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 are intended to support Senior Center sponsored programs and services and shall not be available for personal use. The Ssenior Center coordinator or designee may authorize other City departments, in-house agencies, or partner organizations to borrow furniture or equipment. 3. The coordinator or designee may authorize the use of designated Senior Center storage space for equipment used on an ongoing basis by Senior Center organized activities, in-house agencies, or partner organizations. Items stored outside of the designated area shall be removed by Senior Center staff. Furniture 1. Removing furniture from the facility is only allowed when it is used by staff or designees as part of Senior Center programming or when it is being disposed of in accordance with City policy. Copy Machines 1. All copying fees are approved by the Senior Center Commission and the Iowa City City Council. 2. Access codes are utilized to track usage of copy machines. Usage associated with each access code shall be tabulated monthly and charges assessed to the appropriate operational account or organization. Audiovisual Equipment 1. Audiovisual equipment shall not be loaned for individual use. With coordinator or designee approval, audiovisual equipment may be loaned to another City department or partner organization. 2. 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 Senior 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. 2 Arts and Crafts 1. With coordinator or designee approval, limited amounts of craft supplies may be kept in designated Senior Center storage areas. Any item that fails to meet the following requirements will be discarded immediately: a. Used on an ongoing basis by a Senior 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. No solvents such as turpentine or mineral spirits are allowed in the building. 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. Participants 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. Personal Uuse of the exercise rooms and equipment by employees is limited to non-paid time. 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 follow all posted fitness room guidelines. 4. Employees who are not Senior Center members must immediately forfeit the use of equipment to waiting members. Magazines and Newspapers 1. Defacing or removing magazines or newspapers 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. Administration The Senior 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. 3 Approved by the Senior Center Commission on: January 24, 2019 1 Title: Volunteer Policy Date of Current Version: March 2019 Replaces Version: April 2012 Background Volunteers are critical to the ongoing success of tThe Senior Center. Volunteer opportunities are an important component of Senior Center programming. Meaningful volunteer opportunities offer members and participants the chance to use their personal experiences and talents to address community and Senior Center needs, develop new skills, expand social contacts, and engage in a purposeful role at tThe Senior Center or in the community. Through these volunteer programs, the individual, tThe Senior Center, and the community all benefit. Volunteer Policy 1. Individuals interested in volunteering should submit a volunteer application to tThe Senior Center. Professional level sStaff members review volunteer applications, conduct interviews, and assign positions and projects to approved volunteers. a. The Senior Center places an emphasis on selecting a volunteer position that is a good fit for both the volunteer and the organization. To determine the best role for each volunteer, tThe Senior Center may utilize the following volunteer screening tools: application form, résumé, interview, reference check(s), qualifications check, trial periods, and performance reviews. b. Proof of professional licenses or certifications may be required for certain positions. c. The Senior Center, at its discretion, may conduct a criminal background check. 2. The types of volunteer opportunities offered at tThe Senior Center are based upon: a. Community needs b. How well the activity complements the mission and vision of tThe Senior Center c. Activity interests identified by the older adult population 3. Volunteers have a direct, working relationship with the staff and are recognized as co-workers and an integral part of the team. Staff members shall be available to offer appropriate volunteer support as needed. 4. Volunteers are expected to give the same careful attention to their work as paid employees, and may be included in trainings, informational sessions, and meetings that pertain to their work. 5. Each volunteer position shall have a written job description outlining the position’s role and responsibilities. Volunteer job descriptions include information about the duties, required skills and experience, training, scheduling, supervision, and evaluation for each position. 6. Unless authorized by the coordinator or designee, all volunteers must be eighteen (18) years of age or older. If the volunteer is under age 186, a parent or guardian must either accompany or provide written consent. 7. Volunteers are regularly recognized for their contributions to tThe Senior Center, both formally (e.g. volunteer appreciation events and listing of volunteer names in the annual report) and informally (e.g. verbal and written expressions of gratitude by staff and participants). 2 8. Volunteer programs are evaluated on an ongoing basis to determine their efficacy in meeting tThe Senior Center’s goals, success in fulfilling volunteer needs and interests, and ability to maintain a viable level of volunteer support. Termination 1. When a volunteer’s work performance or behavior detracts from the quality of service offered at tThe Senior Center, efforts will be made to correct the situation through discussion, training, and/or reassignment. If these efforts are unsuccessful, the volunteer may be terminated. 2. Volunteer positions may be eliminated due to changes in program needs or interest. When a volunteer position is eliminated due to a change in program needs, the volunteer will be offered other available volunteer opportunities and any necessary training. Administration The Senior Center Coordinator provides oversight of all volunteer programs. Professional level staff members and the operations assistant work closely with volunteers to provide job assignments, training, evaluation, and general support. Approved by the Senior Center Commission on: April 18, 2019 Title: Winter Weather-Related Cancellations and Closings Date of Current Version: January 2021 Replaces Version: December 2018 Background The purpose of tThe Senior Center’s winter weather policy is to ensure the safety of participants, visitors, and staff when severe weather conditions occur. Cancellation Policy 1. During routine hours of operation, tThe Senior Center will cancel in person all Senior Center- sponsored activities when the Iowa City public schools have remote instruction or close for the entire day due to weather conditions. 2. On days when the Iowa City public schools are not in session, decisions to cancel Senior Center- sponsored activities and/or close the facility shall be made by the coordinator or designee. 3. In-house agencies and renters may make decisions about weather-related cancellations independently of tThe Senior Center. Each agency, individual, or group is responsible for conveying program cancellations to their participants and Senior Center staff. Facility Access During Severe Weather 1. When all Senior Center-sponsored programs and services are cancelled, the facility shall remain open during regular business hours. 2. 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. Administration The Coordinator is responsible for making winter weather-related cancellation and closing decisions. The Coordinator consults with the City Manager when appropriate. Permanent staff members assist with disseminating announcements of winter weather-related cancellations and closings. Approved by the Senior Center Commission on: 1/21/2021 Title: Work-Study Employees Date of Current Version: December 2018 Replaces Version: April 2012 Background The Senior Center employs students who have been approved for work-study placement by their educational institution. 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. Work-Study Employees 1. When funding is available, permanent staff members may hire work-study employees to assist them with their responsibilities. 2. The hiring staff member is responsible for orientation, direct oversight, and evaluation of the work-study employee. Expectations of Work-Study Employees 1. Work-study employees must meet the City of Iowa City’s requirements for hiring a part-time temporary employee and sign a confidentiality agreement. 2. Work-study employees 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 Thethe Senior Center. 4. Work-study employees shall not accept gifts with a value greater than $3.00 from participants. 5. Work-study employees shall wear visible name tags when working. Evaluation 1. All work-study employees receive direct oversight and performance evaluations by the hiring staff person. 2. Work-study employees are given feedback and guidance related to their job performance on an ongoing basis. 3. Termination of work-study employment shall comply with applicable policies of the City of Iowa City and the student employee’s educational institution, and require the approval of tThe Senior Center coordinator or designee. Administration All work-study placements are approved by the coordinator or designee. Work-study employees are hired, trained, evaluated, and supported by a permanent staff person. Approved by the Senior Center Commission on: February 21, 2019