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05-09-20132 Cull N lts Cl�ea' SENIOR PROGRAMS' ADVISORY BOARD MEETING MINUTES 4 May 9, 2013—Munson Center 6 PRESENT: Chair Pleddie Baker, Fred Cantonwine, Ben Longwill, Marcie Loven, Laura Roach, Sandy Sigel, Lamaia Vaughn, 8 ABSENT: Dianne Jordan, Christine Courtney, Secretary Felix Vega 10 GUESTS: Lori Grumet, Senior Programs Administrator; Genevieve Kirk, Volunteer 12 Coordinator; Mark Johnston, Parks and Recreation Program Manager; Phil Catanach, Parks and Recreation Program Manager; Sonya Delgado, 14 Parks and Recreation Administrator; Sharlene Wittern, Senior Programs' Advisory Board Candidate; Dawn Rue, Parks and Recreation; and Toni 16 Flores, Recording Secretary 18 Chair Baker called the Senior Programs' Advisory Board meeting to order at 9:05 a.m. on May 9, 2013, at Munson Center, 975 S. Mesquite Street, Las Cruces, NM. 20 Chair Baker inquired if Board members had a conflict of interest with any item of 22 business on the agenda. 24 Sharlene Wittern was introduced and welcomed. S. Wittern is a candidate for the Senior Programs' Advisory Board, Munson Center representative position. 26 MINUTES: The April 9, 2013, Senior Programs' Advisory Board meeting minutes were 28 reviewed. F. Cantonwine moved to approve the Senior Programs' Advisory Board meeting minutes as mailed. Motion was seconded by S. Sigel. Motion unanimously 30 adopted. 32 PUBLIC COMMENTS, No public comments. 34 SENIOR PROGRAMS ADMINISTRATOR'S REPORT: L. Grumet reported the Fiscal Year 2014 Senior Programs' budget was submitted to the Non -Metro Area Agency on 36 Aging (NMAAA). L. Grumet stated she received notification this morning that budget revisions were needed before the NMAAA would consider adopting the budget. She 38 has until the end of the day to prepare and submit a revised budget. L. Grumet reported a different strategy for committing City funds was used this year; however, it was not 40 accepted by the NMAAA. Revisions will be made to the budget and resubmitted. 42 An update was provided on the Sage Cafe East Mesa project. The landscaping is moving forward. It was announced there is a potential vendor that is interested in the 44 food operation. The tentative opening date of the Sage Cafe is July 1, 2013. There is still a lot of work that needs to be completed prior to the tentative opening date. Chair 46 Baker inquired if there is one list of all the work that needs to be completed. L. Grumet reported the project is a team effort. There is not one consolidated list. Each 48 department has a separate list of work that needs to be completed prior to releasing the Senior Programs Advisory Board Meeting Minutes May 9, 2013 Page 2 facility to Senior Programs. Chair Baker voiced his frustration, stating it will be another 50 seven years before the "team' decides the work is complete and the facility can open to the public. He added, "It is a beautiful building that is just sitting there vacant ---it is a 52 waste of the taxpayer's money." L. Grumet stated that the City has to abide by all state codes and regulations before the facility can open to the public. She stated that a 54 budget request was submitted to the City Council for adoption for the operation of the Sage Cafe, which included the hiring of additional staff. City Council denied the 56 request. As a result, the Sage Caf6 facility will be staffed with existing Senior Programs and Parks and Recreation program staff. After further discussion, there was Board 58 consensus that Board members should contact their respective City Councillor and ask for their support in funding the Sage Caf6. 60 Currently, there is no marketing plan in place for the Sage Cafe. However, there is a 62 volunteer who is interested in joining the newly -created Senior Programs' marketing team. The volunteer is an expert in the marketing field. L. Grumet hopes he will be 64 able to assist with the development of Sage Cafe marketing plan. 66 The NMAAA conducted a program assessment April 23-26, 2013. There were several findings that were reminiscent of the same findings of the audit conducted in 2009. The 68 findings that were reported at the exit interview consisted of the completion of assessments for all participants, development of the required policies and procedures, 70 the development of filing system and the SAMS database documentation. A corrective action plan will be completed and implemented to ensure that Senior Programs is in 72 compliance with NMAAA rules and regulations. 74 L. Grumet announced that there are binders with responses to the public hearing. The binders with responses to the comments and/concerns received at the public hearings 76 are vailable for public review at each of the meal sites: Benavidez, Frank O' Brien Papen, Eastside and Munson Centers. There was a request to provide personal 78 feedback. However, this request is not feasible at this time because there are not adequate resources available to provide a personal response to the comments received 80 during the public hearings. 82 The Senior Programs' Advisory Board election to select a Munson Center representative will be held on May 15, 2013 from 10:30 a.m. to 12:30 p.m. Three 84 candidates submitted nominations for the vacant position: One of the candidates withdrew her nomination. The remaining candidates consist of Sharon Debraal and 86 Sharlene Wittern. 88 Board members were encouraged to attend the annual Senior Programs' Mini Conference on Aging training to be held May 17, 2013, from 8:00-4:00 p.m. The theme 90 of this year's training is Caring for Yourself, While You Care for Others. Senior Programs Advisory Board Meeting Minutes May 9, 2013 Page 3 92 L. Grumet announced Parks and Recreation will be expanding its summer programming at the Frank O'Brien Papen Center. Parks and Recreation will be utilizing all space at 94 the Center including the space that is currently occupied by the In -Home Services Program. The In -Home Services Program staff has been asked to vacate the offices at 96 the Frank O'Brien Papen Center. The staff will be relocating to Munson Center. The Senior Nutrition Program staff will relocate to the Eastside Center. There will be no 98 disruption to the meal services at the Centers. 100 Genevieve Kirk, Volunteer Coordinator, was present. She reported on the Retired Senior Volunteer Program (RSVP) progress report submitted to the Corporation for 102 National and Community Services. The progress report outlines the program's goals and accomplishments. Overall, it was a successful year with over 200 volunteers 104 providing over 15,000 volunteer hours. This was double the amount of hours reported during the previous grant year. A detailed report is available for review, upon request. 106 Marsha Burr will be recognized as the May volunteer -of -the month at the Mother's Day 108 Tea Celebration. As per the Board's recommendation, M. Burr will continue to serve as the Dona Ana County representative on the NMAAA Advisory Council. 110 PROGRAM SITE REPORTS: Fred Cantonwine, Benavidez Center representative, 112 reported the building is being painted. A faulty water heater was the cause of the closure of the Benavidez Center for one day. Due to a lack of interest from seniors, the 114 fitness classes at the Center have been cancelled. 116 L. Roach, Frank O'Brien Papen Center representative, expressed her concern regarding the illegal parking in the Center's parking lot. She stated that the individuals 118 who are illegally parking in the center of the parking lot, block those individuals who are legally parked. As a result, there have been some accidents in the parking lot. She 120 asked if something could be done about the parking situation. After further discussion, it was recommended signs be posted at the entrance of the parking lot informing 122 customers that parking is only permitted in the designated areas. L. Grumet will follow up with the Facilities Department and the Parks and Recreation program staff to see 124 what measures can be taken to improve the parking situation. 126 A work order has been placed to install a windscreen in the front entrance to the dining room. The work has been included in the City's Infrastructure Capital Improvements 128 Project list. City staff will determine if some of the work can be completed in-house. 130 L. Grumet stated a resolution for Council approval will be going before the City Council in the near future to officially name the Sage CaM facility. Once the building is officially 132 named then the appropriate signage will be created and installed at the center. Senior Programs Advisory Board Meeting Minutes May 9, 2013 Page 4 134 M. Johnston stated that there have been questions regarding what constitutes gambling and whether or not gambling is allowed in City facilities. M. Johnston asked for 136 clarification on the definition of gambling from the Gaming Division. Essentially, gambling consists of three elements: 1. consideration —an exchange of money or of 138 something of value, 2) chance —taking a chance, and 3) prizes —cannot be anything of value. 140 In order to be in compliance, since no gambling is allowed in any City of Las Cruces 142 facility, trophies are now being provided to the pool tournament winners. Prizes for Bingo games will consist of novelty prizes and not cash prizes. 144 L. Grumet stated that one of the findings in the recent audit conducted by the NMAAA 146 staff in April, 2013, noted that a formal policy governing Bingo games should be written and approved by the Advisory Board and City Council. The final adopted policy will be 148 included in the policies and procedures manual. L. Grumet will draft the policy and present it to the Board for their review and approval at the next Board meeting. 150 M. Johnston stated that the Parks and Recreation Advisory Board and the Senior 152 Programs Advisory Board share a lot of the same interests. It was recommended that a joint board meeting be held at least twice a year. A joint board meeting was tentatively 154 scheduled for June 13, 2013. M. Johnston will discuss the proposed date and time with the Parks and Recreation Advisory Board. 156 P. Catanach announced that he compiled a list of the Parks and Recreation programs 158 and activities that have been added since the consolidation of the senior recreation programs. He stated that there is a misconception that activities have decreased. 160 The Board reviewed the draft policy of the City of Las Cruces Senior Programs' Outside 162 Food and Senior Programs' Facilities. The purpose of this policy is to comply with state regulations and to help prevent food borne illness caused by poor hygiene or improperly 164 prepared food brought into Senior Programs' facilties. After further review and discussion, M. Loven moved to approve the draft policy as presented. Motion was 166 seconded by F. Cantonwine. Motion unanimously approved. A request was made to post the policy at each of the Centers. It was also suggested that the policy be included 168 with the rental agreement and handed to anyone renting the facility. 170 L. Grumet distributed a copy of the proposed Senior Programs' Fees and Charges Schedule. She requested the Board review the proposed schedule and provide 172 feedback at the next Board meeting. She added the last time that Council reviewed and approved the activities fees schedule was back in 1984. 174 Senior Programs Advisory Board Meeting Minutes May 9, 2013 Page 5 Chair Baker appointed a nominating committee to elect a vice -chair. The committee 176 consisting of: Fred Cantonwine, Sandy Sigel and a third committee member to be appointed by Chair Baker, will present a slate of officers for the office of Vice -Chair at 178 the next Board meeting. 180 M. Loven extended an invitation to all Board members to attend the Mother's Day Tea Celebration to be held May 10, 2013 at 1:30 p.m. at Munson Center. M. Loven also 182 announced she was recognized as the May 2013 Artist of the Month. Her work will be on display at City Hall during the month of May. Board members are encouraged to 184 visit the display. 186 As per City Ordinance, Board meetings should be rotated among the Senior Programs' . sites. A proposed schedule will be provided at the next Board meeting for 188 consideration. 190 192 194 196 198 Meeting adjourned at 11:04 p.m. Respectfully submitted, Pleddie Baker, Board Chair Toni G. Flores, Recording Secretary i Felix Vega, Sec ry 0 City Of Las CtaCBS PENILE NE11116 P19111 SENIOR PROGRAMS ADVISORY BOARD MEETING Thursday, May 9, 2013 9:00-11:00 a.m. Munson Center, 975 S. Mesquite Street AGENDA I. Call to Order II. Roll Call III. Conflict of Interest IV. Minutes: Approval of the April 11, 2013, Board Meeting Minutes V. Introduction of Guest(s): Mark Johnston, Parks and Recreation Administrator VI. Public Comments: VII. Senior Programs Administrator's Report: a. Senior Programs' Budget (Status and Impact) b. Sage Cafe (Status, Marketing Plan, Opening) C. Results of Non -Metro Area Agency on Aging Program Assessment d. Public Hearing Comments and Planned Feedback e. Munson Center Advisory Board Member Status f. Senior Programs' Annual Mini -Conference on Aging Vill. Program Site Reports a. Benavidez Center —Fred Cantonwine b Frank O'Brien Papen Community Center —Laura Roach C. Munson Senior Center d. East Side Center —Felix Vega e. Sage Cafe East Mesa —Sandy Sigel f. Other Board Member Reports IX. Unfinished a. Review and Approval of Food and Facilities' Policy X. New Business: a. RSVP Report Summary --Genevieve Kirk b. Vandalism at Benavidez Center --Mark Johnston C. Legal Concerns Relative to Gambling (Bingo & Pool Tournaments) -- Mark Johnston d. Review and Approval of the Senior Programs' Proposed Fees and Charges — Lori Grumet e. Joint Meeting with Parks & Recreation Advisory Board-- Pleddie Baker & Mark Johnson f. Appointment of a Nominating Committee for Vice Chair Position— Pleddie Baker XI. Adjournment: Next meeting —Thursday, June 13, 2013, Munson Center, 975 S. Mesquite If you need an accommodation for a disability to enable you to fully participate in this event, please contact us 72 hours before the event at 575-528-3000/V or 575-528-3217/TTY. The City does not discriminate on the basis of race, color, national origin, sex, sexual orientation, gender identity, religion, age, or disability in employment or the provision of services. Date Posted: May 3, 2013