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06-13-20162 . My of Las cruces' SENIOR PROGRAMS' ADVISORY BOARD MEETING MINUTES 4 June 13, 2013—Munson Center 6 PRESENT: Chair Pleddie Baker, Secretary Felix Vega, Fred Cantonwine, Christine Courtney, Dianne Jordan, Ben Longwill, Marcie Loven, Sandy Sigel, 8 Lamaia Vaughn, Sharlene Whittern 10 ABSENT: Laura Roach 12 GUESTS: David Dollahon, Acting Community and Cultural Services Director; Sally Schutte, Senior Centers Manager; Sonya Delgado, Parks and Recreation 14 Administrator; Rudy Trevino, Park and Recreation Supervisor; Ron Camunez, Chair, Parks and Recreation Advisory Board; Dawn Rue, Parks 16 and Recreation Advisory Board; Laura Haas, Parks and Recreation Advisory Board; Mark O'Neill, Parks and Recreation Advisory Board; Eli 18 Guzman, Parks and Recreation Advisory Board; Shelly Hernandez, Parks and Recreation; and Toni Flores, Recording Secretary 20 Chair Baker called the joint meeting of the Senior Programs' Advisory Board and the 22 Parks and Recreation Program Advisory Council meeting to order at 9:00 a.m. on June 13, 2013, at Munson Center, 975 S. Mesquite Street, Las Cruces, NM. 24 Chair Baker inquired if Board members had a conflict of interest with any item of 26 business on the agenda. No conflicts with the items of business were identified. 28 The Parks and Recreation Advisory Council members and other guests were introduced and welcomed. 30 At the previous Board meeting there was consensus that the Parks and Recreation 32 Advisory Board and the Senior Programs Advisory Board share a lot of the same interests. Therefore, it was recommended that a joint board meeting be held to discuss 34 joint issues of concern. 36 D. Dollahon recommended the Senior Programs Advisory Board meeting agenda be amended as follows: Item G: Senior Programs and Parks & Recreation Mutual Items of 38 Interest --Weekly Bingo Games, Senior Center Activities, Flags, Membership Identification Cards, Physical, Social and Educational Activities, be moved after the 40 approval of the minutes. He also recommended the Parks and Recreation Advisory Council amend their agenda by moving the discussion of Item B: Enhancing Interactivity 42 between PRAB & Senior Advisory Board — Discussion, after the approval of their Council meeting minutes. S. Sigel moved to approve the amended Senior Programs 44 Advisory Board meeting agenda. Motion was seconded by Secretary Vega. Motion was unanimously adopted. 46 Senior Programs Advisory Board Meeting Minutes June 13,2013 Page 2 MINUTES: S. Sigel moved to approve the May 9, 2013 Senior Programs' Advisory 48 Board meeting minutes as mailed. Motion was seconded by Secretary Vega. Motion was unanimously adopted. 50 SENIOR PROGRAMS ADMINISTRATOR'S REPORT: S. Schutte, Acting Senior 52 Programs Administrator, explained currently Parks and Recreation Department is generously offering Bingo once a week at each of the centers. Due to a complaint from 54 a constituent that Bingo should be held more often, S. Schutte, reported beginning in July Bingo will be held every Wednesday of the month at Munson Center. Volunteers 56 are being recruited to run Bingo. There has been discussion relative to charging a fee of $.25 per card, which Senior Programs is allowed to do. All proceeds collected will 58 used to purchase Bingo prizes. S. Delgado assured the Board, Parks and Recreation staff will work closely with Senior Programs to ensure the success of the program. 60 There was a request for a report on the Bingo attendance figures. S. Delgado will provide an attendance report at the next meeting. 62 The Senior Programs' membership cards were discussed. S. Schutte stated that a 64 three -page assessment is conducted on individuals 60 years of age and older who participate in a grant -funded activity. The completed assessment is a requirement of 66 the Non -Metro Area Agency on Aging. The problem is that the assessment is time- consuming and many times the participants do not participate in any Senior Programs 68 activities. The only reason they register is to receive the Parks and Recreation Program discount. After further discussion, S. Delgado stated Parks and Recreation program 70 staff is willing to work closely with S. Schutte to resolve this issue. S. Saldana suggested that Parks and Recreation issue their own identification card to seniors that 72 is similar to the card distributed to the youths, which is good for five years. Senior Programs is currently evaluating the membership -card process and changes will be 74 recommended. If changes are to be made to the membership cards, it should be a coordinated effort between Senior Programs and Parks and Recreation. 76 Chair Baker proposed that veterans should be allowed to raise and lower the flags at 78 each Senior Programs' site. S. Delgado expressed an interest in discussing this volunteer opportunity with interested veterans. One person, preferably a staff member, 80 will be designated as the point of contact. 82 Chair Baker stated he would like to see at each meal site the addition of a physical, educational and social activity. M. Loven inquired as to why some activities were 84 canceled at the Frank O'Brien Papen Center. S. Delgado stated the regular program activities will continue. No activities have been canceled. There will be no interruptions 86 to the meals program. D. Dollahon stated that Senior Programs is currently going through a transition. The Long Term Care Services program was relocated to Munson Senior Programs Advisory Board Meeting Minutes June 13,2013 Page 3 88 Center because the Parks and Recreation Program needed the space for new programming to begin July 1, 2013. 90 M. Loven stated that by relocating the In -Home Services staff to Munson Center, a lot of 92 valuable space was lost. D. Dollahon informed the Board if there are concerns about the availability of space for activities, then that concern needs to be brought to staff's 94 attention. Staff will make accommodations for any activity to the best of their ability. Board members inquired as to the completion date of the Munson Center addition. The 96 anticipated completion date for the Munson Center addition project is June 2014. There was a request made for an exchange of the Board meeting minutes. 98 Chair Baker called for a recess of the Senior Programs Advisory Board to allow Parks 100 and Recreation Program to discuss their items of business. 102 The Senior Programs Advisory Board meeting reconvened at 10:00 a.m. Chair Baker asked for public comments. F. Camonwine stated that he was under the impression 104 that the reason for the joint meeting was to address issues of concern since Parks and Recreation assumed the senior recreation program. D. Dollahon recommended the two 106 Boards conduct two joint meetings at least twice a year. The joint meetings should focus solely on the mutual items of business. It was suggested the joint meetings be 108 held in the Fall and the Spring. 110 S. Schutle stated that the biggest issue that Senior Programs is facing is the assessment process for those individuals who do not participate in Senior Programs 112 and solely want the membership card for the purpose of receiving a discount through the Parks Recreation Program. Parks and Recreation needs to develop its own system 114 to identify eligible seniors. It is a time-consuming process, which is not benefiting Senior Programs in anyway 116 M. Loven inquired if S. Schulte was relocating to the Benavidez Center. S. Schulte 118 responded that at the current time there are no plans to move to the Benavidez Center until improvements are made to the center. M. Loven and C. Courtney voiced their 120 concern stating that it does not make sense to move the Senior Centers Manager out the one facility that is exclusively for seniors. D. Dollahon informed the Board the 122 decision to move the Senior Centers Manager to the Benavidez Center was an administrative decision that is related to personnel matter and it is not the responsibility 124 of the Board. However, staff will take the Board's comments and concerns into consideration. Ultimately, the hiring and placement of staff is the responsibility of the 126 organization, not the advisory Board. The role of the Advisory Board is to review and advise on policy, not personnel matters. C. Courtney stated that the Board members 128 have a right to express their opinion either individually or collectively as to how personnel matters affect Senior Programs. She stated that staff needs to revisit the Senior Programs Advisory Board Meeting Minutes June 13,2013 Page 4 130 decision to relocate the Senior Centers Manager to the Benavidez Center. She felt a disconnect between the expectations of the City and the Board. Board members stated 132 they feel decisions are being made without any communication to the Board. 134 M. Loven moved that an invitation be extended to Mayor Miyagishima and the City Councillors to attend the upcoming Board meetings. The Board is interested in knowing 136 what their goals, viewpoints and expectations are for Senior Programs. Motion was seconded by S. Sigel. Motion unanimously approved. Mayor Miyagishima will be 138 invited to attend the July Board meeting. 140 Board members were in agreement that Board member personal contact information should not be disclosed on the City's webpage. A procedure will be developed for 142 constituents to contact Board members. 144 C. Courtney moved to approve the rotation schedule of the Senior Programs Advisory Board monthly meetings as follows: July Board meeting to be held at the Benavidez 146 Center; August--Eastside Community Center; September —Munson Center; October-- Papen Center; and November —Sage Caf6. Motion was seconded by S. Sigel. Motion 148 was unanimously approved. 150 PROGRAM SITE REPORTS: Fred Cantonwine, Benavidez Center representative, reported there is a serious sewer gas problem in the women's restroom. There is also a 152 dead tree that needs to removed. S. Delgado will follow up. 154 S. Wittern, Munson Center representative, reported she is a member of the Senior Circle, which is a national non-profit organization. Senior Circle has expressed an 156 interest in partnering with Senior Programs. A meeting has been scheduled for July 9, 2013 for both parties to discuss the potential partnership. 158 Secretary Vega, Eastside Center representative, reported new chairs have been 160 purchased for the dining room. There was a request for the purchase of two benches to be placed in the enclosed patio at Eastside Center. S. Schutte will follow up. 162 S. Sigel, East Mesa Sage Caf6 representative, stated that there has been some 164 progress made with the landscaping. The anticipated opening date for the Sage Caf6 is October 1, 2013. Senior Programs is in the negotiation process with a potential food 166 vendor. R. Bishop is working with the vendor to expand the menu. The Board requested a walk-through of the Sage Caf6 facility prior to the opening date. The 168 marketing committee will work on promoting the Sage Cafe. 170 Dianne Jordan, newly appointed Board member, will be contacting each senior center representative to visit at their respective center. Senior Programs Advisory Board Meeting Minutes June 13,2013 Page 5 172 The report from the Nominations Committee to elect a Vice Chair was tabled until the 174 next Board meeting. 176 The Board reviewed and recommended changes to the following policies: First Aid Kit Policy, Fire Drill Policy, Vehicle Usage Policy and Equipment Maintenance Policy. 178 After further discussion, F. Cantonwine moved to approve the following draft policies as amended: Bingo and Games of Chance, First Aid Policy, Fire Drill Policy, Vehicle 180 Usage Policy, and Equipment Maintenance Policy. Motion was seconded by Secretary Vega. Motion carried unanimously. The changes will be incorporated and the policies 182 revised. Policies will then be distributed to the Board members. A request was made to submit the policies to the appropriate City department for their review. The Bingo and 184 Games of Chance draft needs to be rewritten as a policy. 186 Chair Baker stated he is looking for Board members who are interested in serving as a backup liaison for the following: RSVP/Network; marketing committee, and/or to the 189 Parks and Recreation Advisory Council. S. Sigel is interested in serving on the marketing committee when the Sage Caf6 is discussed. 190 A request was made for a calendar of events to be developed and distributed to Board 192 members at the next Board meeting. 194 ADJOURNMENT: Meeting adjourned at 12:30 p.m. 196 Respectfully submitted, 198 PrrArra Saga 9d4f—"" Pleddie Baker, Board Chair Felix Vega, Secretary 200 202 Toni G. Flores, Recording Secretary 204 Minutes approved by the Senior Programs Advisory Board at the Jury 11, 2013 Board Meeting.