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10-10-20132 City of Las Crocet SENIOR PROGRAMS' ADVISORY BOARD MEETING MINUTES 4 October 10, 2013—Frank O'Brien Papen Center 6 PRESENT: Chair Pleddie Baker, District 4 Representative; Secretary Felix Vega, Eastside Center Representative; Fred Cantonwine, Benavidez Center 8 Representative; Christine Courtney; Marcie Loven, District 2 Representative; Ben Longwill, District 3 Representative; District 6 10 Representative; Laura Roach, Frank O' Brien Papen Representative; Sharlene Wittern, Munson Center Representative 12 ABSENT: Vice Chair Dianne Jordan, Member -at -Large; Sandy Sigel, District 5 14 Representative 16 GUESTS: David Dollahon, Interim Community and Cultural Services Director; Lori Grumet, Senior Programs Administrator, Marsha A. Burr, Guest; and 18 Guille Carranza, Recording Secretary 20 CALL TO ORDER: Chair Baker called the Senior Programs' Advisory Board meeting to order at 9:00 a.m. on October 10, 2013, at the Frank O' Brien Papen Center, 304 W. 22 Bell, Las Cruces, NM. 24 CONFLICT OF INTEREST: 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 26 any item of business on the agenda. 28 MINUTES: The Senior Programs Advisory Board reviewed the September 13, 2013 Board meeting minutes. On page 1, line 38, the words "per person" were inserted after 30 "three minutes." C. Courtney moved to approve the minutes as amended. Secretary Vega seconded the motion. M. Loven, abstained. Motion adopted. 32 F. Cantonwine moved that the recommendation that was made at the previous Board 34 meeting to set a time limit per person on agenda item discussions be included on the next month's agenda for further discussion. C. Courtney seconded the motion. Motion 36 unanimously adopted. 38 At the Board's request a Robert's Rules of Order handbook will be purchased for each Board member. 40 PUBLIC COMMENTS: There were no public comments. 42 The agenda was amended to include a report from Marsha A. Burr on the Non -Metro 44 Area Agency on Aging (NMAAA) Advisory Board meeting held on September 17, 2013 in Albuquerque, NM. M. Burr reported the NMAAA board discussed and reviewed the 46 Board's bylaws. One major change to the bylaws included changing the number of meetings held during the year from two meetings to four. The NMAAA Board will now Senior Programs Advisory Board Meeting Minutes October 10, 2013 Page 2 48 meet on a quarterly basis. NMAAA Board members also discussed the Managed Care Organizations, Affordable Care Act, and capital outlay requests. 50 M. Burr reported the NMAAA controls all financials, rules and regulations for the senior 52 centers that receive grant and state funds. Senior Programs receives a substantial amount of state and federal funds in the neighborhood of approximately $300,000 to 54 $600,000. 56 CHAIRPERSON'S REPORT: Chair Baker reiterated L. Vaughn, District 1 representative, resigned as a member of the Senior Programs Advisory Board on 58 August 28, 2013. He inquired on the status of filling the vacant position. L. Grumet, Senior Programs Administrator, stated the vacant position has been advertised, but to 60 date there have been no applications received. Interested individuals must complete a Board Appointee application and submit it to the City Clerk's office. A reminder will be 62 sent to Esther Martinez -Carrillo, City Clerk, so that she may send a reminder of the vacant position to Councillor Silva. 64 Chair Baker appointed a Nomination Committee consisting of: C. Courtney, Committee 66 Chair; Secretary Vega; and F. Cantonwine. The Nomination Committee will present to the Board a slate of officers for the office of Chair, Vice Chair and Secretary. Election of 68 officers will be held at the December Board meeting. 70 SENIOR PROGRAMS ADMINISTRATOR'S REPORT: Board members reviewed the Senior Programs' September 2013 monthly report. Chair Baker inquired on the status 72 of the Sage Caf6 lease agreement. L. Grumet was happy to announce a lease agreement with a food vendor has been signed. The lease agreement is pending final 74 ratification by the City Manager. The vendor is BBQ Heaven. The contract is for one year with the option to renew on an annual basis. The opening date of the Sage Cafe 76 is expected to be either December 1, 2013 or January 1, 2014. Currently, there is not a marketing plan in place because the building has not been released to staff for 78 occupancy. 80 The Nutrition Programs' monthly meal count report will be mailed to Board members as per their request. L. Grumet reported there is the possibility that there will be an 82 increase to the meal cost for those individuals under 60 years of age. The cost of the meal will increase to $7.50 if the revised budget is accepted by the Non -Metro Area 84 Agency on Aging. 86 Senior Programs received a one-time incentive award in the amount of $30,000 for meeting and/or exceeding its projected units of service for Fiscal Year 2013. The 88 incentive award will be used to purchase congregate meals program food, respite care Senior Programs Advisory Board Meeting Minutes October 10, 2013 Page 3 supplemental supplies, and to expand services for Grandparents Raising 90 Grandchildren. 92 UNFINISHED BUSINESS: M. Loven moved to accept L. Grumet's recommendation to table the review and approval of the Amended Senior Programs' Participant Code of 94 Conduct Policy. C. Courtney seconded the motion. Motion unanimously adopted. 96 It was reported a committee consisting of City staff is reviewing and revising the Code of Conduct policy to coincide with the Las Cruces Municipal Code and the City Manager's 98 policy. 100 Board members reviewed the By-laws of the Senior Programs Advisory Board of the City of Las Cruces and made the following recommendations: On page 1 under II 102 Membership, item b. change from 11 to 12 members and from 4 to 5 members elected. Under item b. "unless stated otherwise." was removed from the last sentence. 104 On page 2 under 111E Duties, insert Sage Cafe after Benavidez Center. Under item Ilc, 106 insert "as described in Item a." Under item Ild--add "by a majority vote of the Advisory Board." to the last sentence. Under Ild, add, "Absences may be excused by contacting 108 the Chair or Vice Chair with a copy to the Program Administrator." Fred Cantonwine moved to accept the changes to the By-laws of the Senior Programs Advisory Board of 110 the City of Las Cruces and asked that staff ensure the changes comply with Roberts Rules of Order and the City Municipal Code. C. Courtney seconded the motion. M. 112 Loven moved to table the review and approval of the remainder of By-laws of the Senior Programs Advisory Board of the City of Las Cruces due to time constraints. C. 114 Courtney seconded the motion. Motion carried unanimously. 116 C. Courtney moved that a special meeting be scheduled to discuss and review the Amended Senior Programs' Participant Code of Conduct Policy and the By-laws of the 118 Senior Programs Advisory Board of the City of Las Cruces. M. Loven seconded the motion. Motion carried unanimously. 120 L. Grumet announced the first partnership event with Senior Circle was a success. A 122 total of 51 seniors participated in the free luncheon sponsored by Senior Circle on Saturday, September 28, 2013 at Munson Center. Seven seniors registered to become 124 members of Senior Circle at that event. D. Dollahon, Interim Community and Cultural Services Director, has authorized expending grant funds on this program. The program 126 opens the doors for economically disadvantaged seniors by giving them the opportunity to participate in educational seminars, health and wellness programs, receive free 128 meals, and trips. The only obstacle is the transportation, but this can also be worked out. L. Grumet stated that she understood that the Senior Circle report provided at the 130 September Board meeting was somewhat negative and she apologized for that. She Senior Programs Advisory Board Meeting Minutes October 10, 2013 Page 4 stated staff was not on the "same page" with her and that has been resolved. Staff is 132 now on the "same page' and will be moving forward with this program in a positive direction. Senior Programs is looking at ways to maximize resources without expending 134 a large amount of funds. This program will be a win -win partnership. L. Grumet appreciates the Board's support. 136 There was Board consensus to table the review of the Senior Programs Facilities 138 Emergency Evacuation Instructions until the next Board meeting. 140 Senior Programs submitted a legislative funding request to the NMAAA requesting additional funding to expand home care services. There are currently 47 seniors on the 142 waiting list for home care services. Some of these seniors have been on the waiting list for as long as two years. The funding will be used to hire three additional Living 144 Assistance Workers to provide home care services to the seniors on the waiting list. L. Grumet made a presentation to the NMAAA in Santa Fe, NM. She was happy to report 146 that the NMAAA is recommending to the State Legislature that the City of Las Cruces receive $75,883 in additional, permanent operating funds to expand home care services 148 and eliminate the home care waiting list. The funding request will go before the State Legislature for approval in January 2014. Board members requested a list of items so 150 that when they contact the New Mexico State Legislators and ask for their support they have all the facts. A copy of the PowerPoint presentation will be provided to them. 152 Board members discussed the Board's presentation at the City Council Work Session 154 on October 28, 2013, at 1:00 p.m. at City Hall. After further discussion, C. Courtney moved that a special meeting be held on October 22, 2013, at 1:30 p.m. at Munson 156 Center to discuss and prepare the Senior Programs' Advisory Board presentation. F. Cantonwine seconded the motion. Motion carried unanimously. 158 As per the Board's request, L. Grumet distributed binders containing the Senor 160 Programs' operating policies and procedures manual. The goal is to submit the manual in its entirety to City Council for their review and approval after the Board has reviewed 162 and approved all policies and procedures in the manual. 164 ADJOURNMENT: Meeting adjourned at 11:30 a.m. 166 Respectfully submitted, 168 1it`P�[/� Plg¢die Baku, BRa3it Felix Vega, Secr ry 170 � Byt( �l Toni G. Flores, Recording Secretary 0 ON Of Los Crimes !E\IFEE ■ELPING FEGPEE SENIOR PROGRAMS ADVISORY BOARD MEETING Thursday, October 10, 2013 9:00-11:00 a.m. Frank O'Brien Papen Center, 304 W. Bell Avenue, Las Cruces, NM AGENDA I. Call to Order II. Roll Call III. Conflict of Interest IV. Minutes: Approval of the September 12, 2013, Board Meeting Minutes V. Introduction of Guest(s): VI. Public Comments VII. Chairperson's Report: Lamaia Vaughn's Resignation Vill. Senior Programs Administrator's Report: IX. Unfinished: a. Review and Approval of the Amended Senior Programs' Participant Code of Conduct Policy b. Review and Approval of the Amended By -Laws of the Senior Programs' Advisory Board C. Senior Circle Update X. New Business: a. Review and Approval of the Emergency Evacuation Plan b. Senior Programs Legislative Funding Request d. Senior Programs' City Council Work Session Presentation Preparation and Board Approval —October 28, 2013 XI. Program Site Reports: a. Board Member Reports XII. Adjournment: Next meeting —Thursday, November 7, 2013, East Mesa Sage Cafe 5589 Porter, Las Cruces, NM. The City of Las Cruces Senior Programs Section will make every effort to provide reasonable accommodations for people with disabilities who wish to attend the public meeting. Please contact us 72 hours before the meeting at 575-528-3000N or 575-528-3217fTTY. 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: October 7. 2013 SENIOR PROGRAMS ADVISORY BOARD MEETING October 10, 2013, 9:00-11:00 a.m. Frank O'Brien Papen Center ATTENDANCE RECORD PLEASE PRINT SIGNATURE Board Members: Pleddie Baker, Chair Felix Vega, Secretary — Fred Cantonwine - Christine Courtney c a Dianne Jordan Ben A. Longwill Marcie Loven Laura Roach,�� Sandra S. Sigel Sharlene Wittern i n Staff: David Dollahon, Acting Community & Cultural Services Director Lori Grumet, Senior Programs Administrator Guille Carranza, Recording Secretary Guests: x1gg414.1 ,1 wzw ��