Loading...
HomeMy WebLinkAbout11-20-2025 Senior Center CommissionCITY OF IOWA CITY UNESCO CrFY OF LITERATURE FURE Senior Center Commission Thursday, November 20, 2025 4 PM Iowa City Senior Center, Room 311 Agenda 1. Introductions/Welcome—J. Gilchrist 2. Minutes (October 23, 2025) 3. Public Discussion for items not on the agenda 4. Operational Overview—L. DeLoach ❖ Senior Center programming update ❖ Senior Center facility update S. Commission Discussion— J. Gilchrist •'• Senior Center master plan discussion ❖ Policy Updates ❖ Duties, roles, and expectations of the Commission ❖ Nomination committee for chair, vice chair, and secretary ❖ Commissioner's report of community correspondence •'• Future agenda Items 6. Adjourn **Next meeting is Thursday, December 18, at 4 PM ** Meeting Packet Contents: 1. Agenda: Thursday, November 20 2. Minutes: Senior Center Commission, Thursday, October 23, 2025 3. Art Exhibit Policy (current policy); Art Exhibit Policy (draft); Budget, Revenue, and Expenses Policy draft; Community Use of Senior Center Space Policy draft; Hours of Operation Policy draft; Insurance Coverage Policy draft; Membership Program Policy draft If you will need disability related accommodations to participate in this program or event, please contact LaTasha DeLoach at latasha-deloach iowa-cit ,or or 319-356-5225. Early requests are strongly encouraged to allow sufficient time to meet your access needs. Preliminary Minutes October 23, 2025 MINUTES SENIOR CENTER COMMISSION October 23, 2025 Room 311, Iowa City Senior Center Members Present: Nancy Ostrognai, Kate Milster, Lee McKnight, Warren Paris, Betty Rosse Members Absent: Jay Gilchrist, Mary McCall Staff Present: LaTasha DeLoach, Kristin Kromray Others Present: None CALL TO ORDER: The meeting was called to order by Gilchrist at 4:00 PM. RECOMMENDATIONS TO COUNCIL: None. APPROVAL OF MINUTES FROM THE SEPTEMBER 18 2025 MEETING: Motion: To accept the minutes from the September 18, 2025 meeting. Motion carried on a 510 vote. Milster/Paris PUBLIC DISCUSSION: ice DeLoach reported the new program guide is now available. The Soul Train Block Party was a well -received event. The Senior Center has a new Grandbabies program in partnership with the Iowa City Public Library. The window and door project continues. They are currently painting the exterior windows. The exterior doors will be replaced soon. The kitchen is currently closed for cleaning before the start of the project to restore digital controls to the HVAC system. This work will include changes to ductwork in a few areas of the building. The skywalk entrance door gap will be fixed soon. DeLoach presented information on the Gray Wave, which is a term used for the number of people that are currently retiring. There are approximately 10,000 Preliminary Minutes October 23, 2025 people retiring every day in the United States. By 2030 there will be more people in Iowa over the age of 65 than people under 18. More seniors will be coming to the Iowa City area for healthcare. DeLoach wants the Senior Center to be ready for this significant increase and posed the question of what more the Senior Center could be doing. DeLoach presented a few ideas around the theme of better connecting with new members. They include a presentation at the new member lunches, creating a social connections calendar, involving evening and weekend staff in connecting with new members, and mid-life mixer events to foster connections. McKnight asked how participation is going in Senior Center classes. DeLoach noted that some classes fill right away with a wait list. She noted some classes can tend to be slow to build but then are popular over the long term. Milster noted that the senior college could be here more often. She also wondered about name tags being used in classes. Transportation to the Senior Center was also discussed. DeLoach also noted that Michelle Buhman has been working with an organization to create a survey that helps connect people with services and give recommendations, it is called the Better Age survey. The Original Mature Groovers are working on a series for early next year on Afrofuturism. This will be in place of a Black History Ball. The series, which will be called Parable of the Future: Black Future Fest, will be in partnership with PS1's Center for Afrofuturist studies, Film Scene, and the Iowa City Public Library. Events will take place in January and February and will include a film series, book panel discussion of two Octavia Butler books, a community art project, a fashion show, and an art show. The Senior Center had a Hispanic Heritage event two weekends ago. Rosse asked why the press does not attend these events. DeLoach noted that for large programs the Senior Center works with the City's communications staff in putting out a press release. DeLoach reported that the Senior Center's Program Specialist, Michelle Buhman, is going to retire at the end of December. COMMISSION OVERVIEW: DeLoach noted that a request for proposal is in the works for interior renovations. Paris asked about the kitchen. It will be part of the interior renovation planning process. McKnight asked about lobby furniture which will also be included. Milster requested more seating on the 3rd floor. DeLoach noted that there will like be policy reviews at an upcoming meeting. Meeting Adjourned. 2 Preliminary Minutes October 23, 2025 Senior Center Commission Attendance Record Term 11/21/ 12/19/ 1/16/25 2/20/25 3/20/25 4/17/25 5/15/25 6/19/25 7/17/25 8/21/25 9/18/25 10/23/25 Name Expires 24 24 Betty 12/31/26 X O/E X X NM O/E X NM X X X X Rosse Jay 12/31/25 X X X X NM X X NM X X X O/E Gilchrist Mary 12/31/27 -- -- X O/E NM X O/E NM O/E X X O/E McCall Angela 12/31/24 O/E X -- -- -- -- -- -- -- -- -- -- McConville Lee 12/31/27 O/E O/E O/E X NM X X NM X X X X McKnight Kathryn 12/31/27 -- -- X X NM X X NM X X X X Milster Nancy 12/31/26 X X X X NM X X NM X X X X Ostrognai Ross 12/31/24 O O -- -- -- -- -- -- -- -- -- -- Taylor Warren 12/31/25 X X O/E X NM X X NM X X X X Paris Key: X =Present 0 =Absent O/E =Absent/Excused NM =No meeting -- = Not a member Title: Art Exhibit Policy Date of Current Version: December 2018 Replaces Version: April 2012 Background The Center offers rotating art exhibits. Art exhibits enhance the environment, encourage community participation in Center programming, and promote discussion of the work among participants and visitors. Art Exhibit Policy 1. Art work is not censored. 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. 2. A signed agreement is required to exhibit art work at The Center. 3. Prior to installing art work, 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. Art work is not insured by the City without documentation of the names of pieces displayed and their value. 4. The sale of exhibited artwork is permitted. The artist shall pay The Center 25% of the revenue resulting from the sale of any item sold from the exhibit. 5. All items included in the exhibit must remain on display throughout the scheduled exhibit period unless otherwise approved by the program specialist. Administration The exhibits are coordinated by the program specialist who invites and schedules artists to display their work for a limited period of time. Approved by the Senior Center Commission on: 10/17/2019 •A Title: Date of Current Version: Replaces Version: Art Exhibit Policy Month 2025 December 2018 Background The Old Post Office Gallery at the Senior Center is a collaborative initiative of the Senior Center and the Iowa City Public Art Program. The program provides an accessible, welcoming space for Iowa artists to exhibit their work while enriching the cultural life of the Senior Center and the wider community. Rotating exhibitions celebrate creativity across generations, showcase the diversity of artistic expression in Iowa, and foster meaningful connections among artists, Senior Center participants, and the public. The program aligns with the City's commitment to inclusion, accessibility, and civic engagement through the arts Policy The Senior Center offers rotating art exhibits under the administration of the Public Art Program and Senior Center staff. Exhibits enhance the Senior Center's environment, encourage community participation, and promote cultural dialogue. 1. Artist Eligibility: Participation is open to established and emerging artists residing in Iowa. Works previously exhibited at the Iowa City Senior Center or in other City of Iowa City art programs are not eligible. 2. Mediums: The galleries can accommodate primarily two-dimensional artwork and a limited number of small three-dimensional works suitable for safe public display. 3. Duration: Exhibitions typically remain on display for approximately two months and are scheduled through an annual call for artists coordinated by the Public Art Program. 4. Content: All artwork must be suitable for display in a public building frequented by persons of all ages and must comply with City policies. Works depicting sexual acts, profanity, drug images, or obscenity are not permitted. The style and subject of art exhibits vary greatly and may on occasion be offensive to some participants and visitors. The City 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. 5. Artist Agreement & Insurance: A signed agreement and liability waiver is required prior to installation. As an addendum to this agreement, 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. Art work is not insured by the City without documentation of the names of pieces displayed and theirvalue and artists are encouraged to maintain their own insurance if additional protection is desired. 6. Sales: The sale of exhibited artwork is permitted. Sales transactions are handled privately between the artist and buyer. The artist shall pay the Senior Center a 25% commission of the sale proceeds resulting from the sale of any item sold while on display. All artwork, including works sold during an exhibition, must remain on display until the show concludes unless otherwise approved by the Program Specialist or designee. 7. Accessibility: Reasonable accommodations for installation and participation will be made upon request in coordination with the Program Specialist or designee. Administration •A The Public Art Coordinator and the Senior Center Program Specialist or designee jointly administer the Old Post Office Gallery Program. Public Art Program / Public Art Coordinator • Coordinates annual call for artists, application management, and selection process. • Oversees communication, marketing, and documentation prior to artist selection. • Facilitates review and approval by the Public Art Advisory Committee. • Provides guidance on exhibition standards, contracts, and liability requirements. Senior Center / Program Specialist or designee • Manages artist agreements, delivery, installation, and deinstallation. • Oversees daily gallery operations, signage, visitor access, and receptions. • Ensures promotion through Senior Center communication channels. • Maintains exhibition records and coordinates with the Senior Center Commission for policy review and approval. Both departments collaborate to create the annual exhibition calendar, ensuring a balanced schedule of general and special exhibitions. Approved by the Senior Center Commission on: 00/00/2025 Title: Budget, Revenue, and Expenses Date of Current Version: XX 2025 Replaces Version: O.cto.ber 2022--_..__..._.f .__.. 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). p t4n toe G -eggs: 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 beset 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 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 Qy M� Li rs cafe% cep 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: 02 2 Title: Community Use of Senior Center Space Date of Current Version: October 2022 Replaces Version: April 2020 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 overall 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 the Senior 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 maybe 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 ten (j)-S) 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: October 20, 2022 Title: Date of Current Version: Replaces Version: Hours of Operation Apri12023 December 2018 Background Providing access to the facility furthers the mission of the Iowa City Senior 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. Routine Hours of Operation 1. Regular hours of operation are Monday through .ThU d f qfn S AM ma 7 PM, i riday..f .jo 5 P gLu[d M — 1 PM StLnd 12 PM M a AM S 2. Evening and weekend hours !Liay be i a trd icy programs, services,- Ana -be+ aeee&s, and rental access at the discretion of The Senior Center coordinator or designee. 3. At the discretion of the Senior Center coordinator the building may occasionally be closed for staff in service days. Holiday Hours 1. The Senior Center is closed on all holidays observed by the City of Iowa City. Member access is not available on designated City of Iowa City holidays. 2. At the discretion of the coordinator or designee, specific areas of the facility may be opened for rentals, special events, and contracted work/services on a designated City of Iowa City holiday. Administration The Senior Center coordinator or designee is responsible for ensuring that reasonable access to the facility is available for programs and services provided by the Senior Center, in-house agencies, and individuals or groups renting space. Approved by the Senior Center Commission on: May 18, 2023 Title: Date of Current Version: Replaces Version: Insurance Coverage January 2019 April 2012 Background The Senior Center's insurance coverage provides protection against loss due to personal injury; damage to the facility; damage to Senior 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 Senior Center exhibit). 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 Senior 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 in- house agencies, partner organizations, independent contractors, or renters who provide service or activities at the Senior 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 ahy sicai ei ca Iccy_rfr srvcq �' : 8.�mand exhibiting artwork. 2. Concurrently with hanging artwork for display- . ff-':. -for- 4 ', - : , the owner shall provide an itemized cost estimate for all items left on the premises. 3. In-house agencies, partner organizations, or renters using space in the Senior 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. Administration Insurance coverage is selected, provided, and administered by the City of Iowa City's Accounting/ Finance Department. The Senior Center coordinator or designee is responsible for overseeing on -site implementation of insurance policies and claims. Approved by the Senior Center Commission on: January 24, 2019 Title: Date of Current Version: Replaces Version: Membership Program August 2023 March 2019 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 the 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 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 the Senior Center. 4. The cost of an annual membership shall vary in accordance with the level of operational funding the 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". §._Regular memberships shall run for a period of one (1) year beginning on the date of purchase. 6.7. Mernbershi aonsorr d in artnees i with_ oLAside or anizations (such as free mernbershi rcvidec by an insurance eorri anY)_rr:a rrrr �. on run on . lnLar ear. 77. Members receive expanded access to the facility, programs, and services as a benefit of membership. 8-9. Visitor memberships are available to individuals who are fifty (50) years or over. Membership Cards 1. Members her wi ld to use.the fitness rooms or billiards roorrl are assigned a personal access proximity card_. r a a r ,. Ise . d a ln. 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. 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 the 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: August 17, 2023 2