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07-11-20132 Clty of Las Cruces' .,,.... ,,.,. SENIOR PROGRAMS' ADVISORY BOARD MEETING MINUTES 4 July 11, 2013—Benavidez Center 6 PRESENT: Chair Pleddie Baker, Secretary Felix Vega, Fred Cantonwine, Dianne Jordan, Marcie Lover, Sandy Sigel, Sharlene Wittern 8 ABSENT: Christine Courtney, Ben Longwill, Laura Roach, Lamaia Vaughn 10 GUESTS: David Dollahon, Acting Community and Cultural Services Director; Lori 12 Grumet, Senior Programs Administrator; Genevieve Kirk, Volunteer Coordinator; Guille Carranza, Office Assistant Senior; Esther Martinez- 14 Carrillo, City Clerk; Jeanne Pearsall, Guest; Ellen Hormanski, Guest; and Toni Flores, Recording Secretary 16 Chair Baker called the Senior Programs' Advisory Board meeting to order at 9:05 a.m. 18 on July 11, 2013, at Benavidez Center, 1045 McClure Road, Las Cruces, NM. 20 Chair Baker inquired if Board members had a conflict of interest with any item of business on the agenda. There were no conflicts identified with the items of business 22 on the agenda. 24 MINUTES: The Senior Programs Advisory Board reviewed the June 13, 2013 Board meeting minutes. The minutes were amended as follows: Line 7 Laura Roach's name 26 was deleted from those present. Line 66 the word "of" was deleted; line 26 add the following sentence, "No conflicts were identified." Lines 169 and 170 the sentence was 28 rewritten as follows, Dianne Jordan, newly appointed Board member, will be contacting each senior center representative to visit at their respective center." Line 165 the 30 following sentence was added, "The changes will be incorporated. The revised policies will be distributed to the Board members." Line 179 Bingo and Games of Chance Policy 32 was added. Line 184 the following sentence was added, "The policy needs to be rewritten as a policy." Line 188 the word "Siegel" was corrected to "Sigel." Secretary 34 F. Vega moved to approve the June 13, 2013 Board meeting minutes as amended. The motion was seconded by S. Sigel. Motion unanimously adopted. 36 PUBLIC COMMENTS: Jeanne Pearsall, guest, was introduced and welcomed. J. 38 Pearsall recommended that the Board members, City Councillors and the Acting Community and Cultural Services Department Director tour each of the centers. She 40 suggested they also participate in an activity or class to familiarize themselves with the activities and programs currently being offered at each of the centers. 42 SENIOR PROGRAMS ADMINISTRATORS REPORT ITEMS: 44 THE NETWORK/RSVP REPORT: Genevieve Kirk, Volunteer Coordinator for The 46 Network/Retired Senior Volunteer Program (RSVP), informed the Board there will be some federal funding changes that will be taking place in the near future. She 48 welcomed input from the Senior Programs Advisory Board. G. Kirk stated changes that Senior Programs Advisory Board Meeting Minutes July 11, 2013 Page 2 have been identified include: 1) For the first time, the grant will be competed and 50 reviewed out of state beginning the next funding cycle, 2) There is not a guarantee that the City will receive the funding if the City applies for the RSVP grant funding. As a 52 result of the 2009 Serve America Act, the City will be required to place volunteers in six different focus areas. The six areas consist of: disaster services, economic 54 opportunity, education, environmental stewardship, healthy future, veterans and military families support. G. Kirk explained it will be a challenge recruiting and placing 56 volunteers in the six predefined service areas. Last year the Board discussed the possibility of the City discontinuing sponsorship of RSVP in year three of the grant year. 58 However. the discussion was tabled, 60 G. Kirk announced to the Board the notice of intent to apply for the RSVP federal funds was released on June 10, 2013. The letter of intent to apply for funding is due in August 62 9, 2013. The grant proposal, if the City decides to pursue the grant funding, is due September 10, 2013. The current grant award is $60,000 of federal funds, which comes 64 from the Corporation for National and Community Service. The City is required to match the funds at 30 percent which is a little over $23,000. The total RSVP budget of 66 approximately $73,000 funds a program consisting of 180 RSVP volunteers who are placed in 30 non-profit and public volunteer stations, which have a current 68 memorandum of understanding in place. As the City looks forward into this new -year grant cycle, where City staff is required to place volunteers in the predefined areas only 70 68 (38%) of the volunteers are in assignments that will count towards the grant next year. G. Kirk questioned if it makes sense for the City to apply for federal funds to 72 sponsor RSVP, or would it be to the City's advantage to only support the Network Volunteer Center and not be constrained to the strict reporting requirements. G. Kirk's 74 recommendation is to operate and fund the volunteer center exclusively with City funds. Another major change is that if the City decides to pursue federal RSVP funds, the 76 program will be required to serve the entire county with the same amount of funding. At this time the program has one full-time staff member and a 15-hour a week part-time 78 temporary contract employee. G. Kirk reiterated there will be a drastic service area increase with the same amount of funding and with the existing staff. The new funding 80 cycle will also require a significant amount of staff time towards outcome based reporting. There will be very cumbersome reporting requirements that will need to be 82 completed to demonstrate the outcome of the volunteer assignment. G. Kirk feels this new criteria will be a challenge. 84 G. Kirk anticipates there will be minimal disruption to the current RSVP volunteers if the 86 City decides not to apply for federal funds. Of the 255 volunteers, which includes the Network volunteers, 36 are currently placed in external stations that are not related to 88 City of Las Cruces. However, there would be no negative impact to these individuals as they will continue to volunteer in their assigned volunteer station. After further 90 discussion, there was a general consensus from the Board members not to seek federal Senior Programs Advisory Board Meeting Minutes July 11, 2013 Page 3 funding for RSVP for Fiscal Year 2014, The Board supported the idea of using the 92 RSVP City match funding to operate the Network Volunteer Center. F. Cantonwine, Chair Baker, M. Loven, S. Sigel, D. Jordan, voted not to pursue federal RSVP funding. 94 Secretary Vega voted to seek additional federal funding for RSVP. 96 ROLE OF THE BOARD: There was Board consensus to amend the agenda by moving section X. New Business, Item B—Role of the Board after section VII. a RSVP 98 Discussion, Esther Martinez -Carrillo, City Clerk, was introduced and welcomed. E. Martinez -Carrillo discussed the Senior Programs Advisory Board's role and 100 responsibilities. She distributed a copy of the Las Cruces Municipal Code Sections. 2- 679 to 2-705. Subdivision IX. Senior Programs Advisory Board. The Municipal Code 102 clearly defines the Board's composition, terms of the members, duties and responsibilities. L. Grumet also distributed a copy of the Senior Programs Advisory 104 Board annual training presentation that was conducted April 11, 2013, which also contained information about the Board's roles and responsibilities. 106 Chair Baker inquired how the Municipal Code compares to the Board's bylaws. E. 108 Martinez -Carrillo stated the Board's bylaws are a separate document from the Las Cruces Municipal Code. The Municipal Code governs the Board's bylaws and they 110 should not violate the Municipal Code. L. Grumet explained It is not a requirement of the Las Cruces Municipal Code to have a Senior Programs Advisory Board; however, it is a 112 State of New Mexico requirement if the City wants to contract with the State to provide senior services. 114 L. Grumet reiterated the rules that govern the Senior Programs Advisory Board are 116 outlined in the Las Cruces Municipal Code, City of Las Cruces policies, the contract with the Non -Metro Area Agency on Aging, and the Older Americans Act. 118 Chair Baker read a letter he prepared to the Board regarding the City of Las Cruces 120 Senior Programs Bylaws. He read a section of the Bylaws out loud to the Board. He stated he wrote a letter regarding the role of the Board, which he read to the Board. In 122 his letter he stated, "I believe we were appointed by the Mayor and City Council. We were asked to represent our City to our Las Cruces seniors and work with the Senior 124 Programs' staff and City govemment, Mayor and City Council for the maintenance and development of our Senior Programs. We should work with the New Mexico Area 126 Agency on Aging, state government, and when appropriate with the federal government for the good of the Las Cruces senior citizens. We cannot advise if we are not informed 128 by the Senior Programs Administrator of any issues of concern there might be. We should not have to find out what decisions have been made after the fact. Many things 130 come to our attention after the fact or when we press management for information about rumors that we have heard. We were not constituted by the City of Las Cruces to be 132 seen and not heard. I don't appreciate the Senior Programs Administrator or the Senior Programs Advisory Board Meeting Minutes July 11, 2013 Page 4 Community and Cultural Services Department Directors concept of the role of the 134 Senior Programs Advisory Board and resent their treatment of the Board. I believe the Advisory Board should and can work effectively with the Senior Programs, Community 136 and Cultural Services Department, Parks and Recreation Department, City government, the Mayor and the City Council. The Board can effectively support and contribute 138 towards the betterment of our Las Cruces senior citizens." 140 Discussion followed regarding the need to amend the City ordinance to include Center representation on the Board from the Sage Cafb. A new mechanism will be developed 142 to include future member representation. Chair Baker requested Board members review the By-laws of the Senior Programs Advisory Board of the City of Las Cruces 144 and be prepared to discuss any modifications at the next Board meeting. 146 SENIOR PROGRAMS ADMINISTRATOR'S REPORT: L. Grumet stated the Eastside Center wall that faces Tornillo Street is routinely being tagged. A few years ago an 148 artist approached City staff volunteering to paint a mural on the wall to deter lagging at no cost. The volunteer artist provided a sketch of the proposed Dia de Los Muertos 150 (Day of the Dead) artwork. The artwork was presented to the Board for their input. There was Board consensus that the proposed artwork was not appropriate artwork to 152 place on a City building. After further discussion, F. Cantonwine moved that this item of business be postponed until the next Board meeting to be held at the Eastside Center. 154 Motion seconded by S. Sigel. The motion was carried unanimously. 156 Ellen Hormanski, guest, stated she recently had a health problem and as a result is unable to read and write. She asked for assistance in reading and understanding her 158 correspondence. She did not know where she could go to get the help that she needed. 160 L. Grumet and T. Flores explained the Resource Center, located at Munson Center, has four trained benefits counselors who provide assistance with correspondence, 162 information and referral services connecting seniors to community resources. A trained benefits counselor will contact E. Hormanski to schedule an appointment and provide 164 her the assistance that she needs 166 Munson Center is the only accredited senior center in the State of New Mexico. The Board's assistance is needed with the reaccreditation process due in 2015. Board 168 members were asked to assist by volunteering to serve on any of the nine committees that are being created to address the required competencies. The committees consist 170 of: Purpose, Community, Governance, Administration and Human Resources, Program Planning, Evaluation, Fiscal Management, Facility, Records and Reports. If Board 172 members are interested in serving on any of these committees, they may contact T. Flores or L. Grumet. 174 Senior Programs Advisory Board Meeting Minutes July 11, 2013 Page 5 Chair Baker questioned if the reaccreditation process was more important than the 176 discarded City's strategic plan. L. Grumet stated the City's strategic plan is ongoing. There are a few items on the strategic plan that pertain to Senior Programs such as 178 disaster preparedness for seniors and the completion of the Sage Cafe. L. Grumet explained Chair Baker was referring to the Aging Master Plan. The Master Plan was 180 cancelled as per the City Manager's directive because it was very expensive. The City Manager directed staff to seek other alternatives. L. Grumet asked Board members if 182 there were other items the Board would like to include in the 5-year strategic plan, please contact her. Chair Baker requested a copy of the strategic plan that affects 184 Senior Programs. Chair Baker stated that after the Board has had a chance to review the strategic plan, the Board will be better prepared to provide input. 186 The Benavidez Center is now a Senior Programs' facility. It is now the responsibility of 188 Senior Programs to staff and operate the facility. Both S. Schutte and L. Grumet toured the facility and discovered it is in need of maintenance. S. Schutte has expressed an 190 interest in taking on this challenge and is very interested in bringing the facility up to standards. L. Grumet asked for the Board's input relating to activities they would like to 192 see at the Center. It was recommended that staff conduct a survey to distribute to the Center participants and the surrounding neighborhood area to solicit input from the 194 community. The Benavidez Center Public Hearing comments will also be reviewed for additional suggestions. There was discussion to increase the hours of operation from 196 8:00-2:00 p.m. Chair Baker voiced his concern regarding the irrigation system. L. Grumet will forward his concern to the Facilities Department for follow up. P. Baker 198 requested a meeting be scheduled with L. Grumet, and F. Cantonwine to discuss ways to gather public comments. Other suggestions included holding an open house, walking 200 door to door, and sending out mailings to the neighborhood. 202 Chair Baker reported C. Courtney submitted her letter of resignation. This morning he received an email from C. Courtney stating she has reconsidered and will continue to 204 serve on the Board. L. Roach had also submitted her letter of resignation via email but is also reconsidering her decision. 206 Board members were asked to talk with the participants at their respective center and 208 stress the importance of completing the assessment and reassessment process. Chair Baker requested an informational fact sheet be provided to the Board members so that 210 they can reference when they talk to the participants. District representatives were encouraged to partner with center representatives to assist with this assignment. 212 The New Mexico Area Agency on Aging Advisory Council Meeting report was tabled 214 until the next Board meeting. Senior Programs Advisory Board Meeting Minutes July 11, 2013 Page 6 216 PROGRAM SITE REPORTS: Fred Cantonwine, Benavidez Center representative, reported the dead tree was removed. 218 L. Grumet reported the preliminary scope of work at the Frank 0' Brien Papen Center 220 has begun. Funding for the project has not been identified at this time. 222 The Board was updated on the Munson Center addition project. A fully executed amendment to the Munson Center contract was delivered on June 28, 2013. to change 224 the scope of work. The change orders includes the reroofing, adjusting of the HVAC system and the boiler. The contractor has a notice to proceed as soon as the plans are 226 adjusted. The City will not break ground on the multipurpose room until the roof and the package units are in place. The State Construction Industries have indicated that the 228 City cannot operate Munson Center in the winter until the issue with the boiler has been resolved. The City is working to install the packing units in late summer or early fall. 230 This project is critical to keeping Munson Center open during the winter. 232 Board members requested a tour of the Sage Caf6 facility. L. Grumet will follow up. 234 As per the Board's request at a previous Board meeting, a report on the Senior Programs class enrollment was distributed. L. Grumet stated there is an average 236 attendance in the Arts program of 145 people per session over one year. No figures were available at this time for Bingo. The congregate meals report was also distributed. 238 S. Wittern, Munson Center representative, reported there was an issue with the 240 computers at Munson Center. The concern was reported to L. Grumet who immediately followed up. A meeting will be scheduled with the IT Department to discuss a plan of 242 action for the maintenance and upkeep of the computers in the lab. 244 S. Wittern expressed her concern with the aquatics classes. Seniors have to stand in line for 45 minutes or longer to participate in the aquatics class, which is causing a 246 hardship on the seniors. S. Wittern wrote a letter to Mr. Johnston, Parks and Recreation Program Manager. M. Johnston is working diligently with his staff to resolve 248 this issue. S. Wittern will provide an update at the next meeting on how this issue was resolved. 250 Secretary Vega, Eastside Center representative, reported a fence is being installed to 252 prevent seniors from walking through the ponding area. A request was made by Secretary Vega to extend the hours of operation at the Eastside Center to 4:00 p.m. 254 After further discussion, a compromise was reached by L. Grumet and Secretary Vega. It was agreed the hours of operation will be extended to 3:00 p.m. Secretary Vega 256 stated Roger Bishop, Nutrition and Meals Services Program Manager, is looking into replacing the flag poles. Senior Programs Advisory Board Meeting Minutes July 11, 2013 Page 7 258 S. Sigel, District 5 representative, stated the plywood at the Sage Caf6 is coming off the 260 windows. There seems to be a water leak, which she has reported to D. Dollahon. L. Grumet will follow up with a work order. 262 M. Loven reported only two individuals participated in the Art Show held in June 2013. 264 Changes will have to be made to attract more participants. Chair Baker stated several years ago, there was an Art Committee that was formed to promote and organize the 266 annual art show to select the 12 artists of the month and 3 alternates. The Art Committee consisted of two board members, two former artists of the month, one artist 268 from the community at large and staff, who will serve as advisors. Chair Baker stated he was interested in resurrecting the Art Committee and asked for volunteers. He 270 stressed the importance of supporting the Arts program. This topic will be discussed at the next Board meeting. 272 As per the Board's request the Parks and Recreation and Senior Programs' calendar of 274 programs/activities/events was developed and distributed to the Board. D. Dollahon, Acting Community and Cultural Services Department Director also distributed a memo 276 introducing himself, as per the Board's request at the June 2013 Board meeting. The memo also outlined his expectations. 278 UNFINISHED BUSINESS: The Senior Programs' Fees and Charges Schedule was 280 reviewed. Chair Baker requested that L. Grumet indicate how the cost of the activities was determined. He asked that a general statement on how the kits are handled be 282 included on the Schedule. L. Grumet stated the requested information should be included in the policy not the Fees and Charges Schedule. Chair Baker stated that in 284 speaking with the Stained Glass class participants he discovered they are in full support of the increase in fees. M. Loven moved to approve the Senior Programs Fees and 286 Charges Schedule as presented. S. Sigel seconded the motion. Motion unanimously approved. 288 The Nominations Committee report was tabled until the next Board meeting. 290 The joint meeting with the Parks and Recreation Advisory Board and the Senior 292 Programs Advisory Board to discuss joint issues of concern was scheduled for November. 294 Chair Baker requested a copy of the policies that were reviewed, revised and approved 296 by the Board at the June 2013 Board meeting. The policies consist of the Bingo and Games of Chance, First Aid Kit, Fire Drill, Vehicle Usage and Equipment Maintenance. 298 The policies will be provided to Board members for their review at the next Board meeting. It was recommended that the format of the policies be consistent. L. Grumet Senior Programs Advisory Board Meeting Minutes July 11, 2013 Page 8 300 stated over 60 policies need to be reviewed by the Board and City Council in order for Senior Programs to be in compliance with the New Mexico Area Agency on Aging 302 requirements. 304 NEW BUSINESS: The meeting with Senior Circle representative will be rescheduled. The Senior Circle representative did not show up to the scheduled meeting. A report 306 will be provided at the next meeting. 308 The following appointments were made: S. Sigel and S. Wittern were appointed as liaisons to The Network/RSVP; D. Jordan is considering being the liaison to the Parks 310 and Recreation Advisory Board; and F. Cantonwine was appointed to serve on the Marketing Committee. 312 The New Mexico Conference on Aging will be held in Albuquerque, NM from August 20 314 through August 21, 2013. Anyone interested in attending this year's conference should submit their completed registration forms to T. Flores or L. Grumet. 316 ADJOURNMENT: Meeting adjourned at 12:15 p.m. 318 320 Respectfully submitted, �j 322 Pleddj Bake Board Chair Felix V a, Sect ry 324/'wi Toni G. Flores, Recording Secretary