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12-12-20132 City of Las Cruces' ,..,1 1.111. SENIOR PROGRAMS' ADVISORY BOARD MEETING MINUTES 4 December 12, 2013- Benavidez Center 6 PRESENT: Chair Pleddie Baker (District 4 Representative); Vice Chair Dianne Jordan (Member -at -Large); Secretary Felix Vega (Eastside Center Representative); 8 Fred Cantonwine (Benavidez Center Representative); Marcie Loven (District 2 Representative); Laura Roach (Frank O'Brien Papen Center 10 Representative); Sandy Sigel, (District 5 Representative); Sharlene Wittern (Munson Center Representative) 12 ABSENT: Christine Courtney (District 6 Representative); Ben Longwill (District 3 14 Representative) 16 GUESTS: Bill Smythe; Delora Kristian; Sonia Saldana, Acting Senior Programs Administrator; Toni Flores, Recording Secretary 18 CALL TO ORDER: Chair Baker called the Senior Programs' Advisory Board meeting to 20 order at 9:00 a.m. on December 12, 2013, at the Benavidez Center, 1045 McClure Road, in Las Cruces, NM. 22 CONFLICT OF INTEREST: Board members had no conflict of interest with any item of 24 business on the agenda. 26 MINUTES: M. Loven moved to delay the acceptance of the November 14, 2013 Board meeting minutes until the January 2014 Board meeting so that all Board members had an 28 opportunity to review a hard copy of the minutes. F. Cantonwine seconded the motion. Motion unanimously carried. 30 Guests: Councillor Small sent his apologies because he was unable to attend the Board 32 meeting. He was attending the City's strategic planning meeting. Angel Pena, Councillor Small's Intern, attended the meeting on his behalf. He read a letter addressed to the Board 34 from Councillor Small. In the letter Councillor Small stated that Senior Programs is a point of pride for the City of Las Cruces and has been a part of the community for over three 36 decades. He goes on to say that it is very important to acknowledge the need for two-way communication between the City administration, elected officials, Advisory Board members 38 and seniors throughout the community. That communication was stressed at the recent presentation by Chair Baker and the staff at the City Council Work Session meeting. 40 Councillor Small stated formal updates are needed on a quarterly basis and he will work to ensure that a schedule is established and adhered to. He stated there are issues of great 42 importance throughout the City that cross all generations that will be discussed at the City's strategic planning session. His three priorities are: 1) to help Las Cruces private, public 44 and non-profit sectors, create, recruit more high -wage paying jobs; 2) commit to sustain development of transit centers, corridors and roadways to go from an average C to an 46 average B level of service on the City of Las Cruces roadways; and 3) City center development with the addition of across -the -Board housing for all income levels stretching 48 from Solano Drive to Avenida de Mesilla. Senior Programs Advisory Board Meeting Minutes December 12, 2013 Page 2 50 Chair Baker stated he provided his personal feedback to Councillor Small regarding the strategic planning meeting. Chair Baker identified three things that he wanted to 52 accomplish with Senior Programs in the next 5-10 years such as developing activities for the physical, intellectual, and social well-being of the seniors at the Benavidez Center; the 54 recertification of Munson Center and to increase support for Senior Programs to accommodate the increasing population and needs of seniors in Las Cruces. 56 SENIOR PROGRAMS' ACTING ADMINISTRATOR'S REPORT: Sonia Saldana, Acting 58 Senior Programs Administrator, reviewed the November 2013 Senior Programs monthly reports. After discussion, Chair Baker requested that the monthly reports be sent one 60 week in advance of the Board meetings, with the exception of the Nutrition and In -Home Services monthly reports which will be sent as soon as the figures are collected and 62 verified. Vice Chair Jordan was updated on her request to identify gluten -free meals for people with dietary restrictions. S. Saldana stated it was very difficult and time-consuming to 64 provide this information at this time. Board members suggested consulting with the Non - Metro Area Agency on Aging (NMAAA) to assist in identifying meals that are gluten free. It 66 was also suggested that the sodium, sugar and nutritional content of the meals be provided for individuals with dietary restrictions. Staff should also be trained to provide the nutritional 68 content of the meals to consumers upon request. This issue will also be discussed with Marsha Burr, NMAAA Advisory Council Member. S. Saldana will provide an update at the 70 next Board meeting. 72 F. Cantonwine moved to table the review of the letter to the NMAAA regarding the reversion of the unspent Title III D funds until Board members had the opportunity to review the letter. 74 Chair Baker requested a copy be sent to Marsha Burr for her review and approval as she is very knowledgeable on NMAAA issues. Motion seconded by L. Roach. Motion adopted. 76 Bill Smythe voiced his concern stating that the Benavidez Center was stripped of all 78 recreational equipment. He stated the explanation that was provided to him was that Parks and Recreation took over the center. This was not a satisfactory explanation because he 80 still did not know why the equipment was removed. The ping pong and pool tables were also removed from the Center. He expressed frustration because nobody advocates on 82 their behalf. He stated participants cannot play pool at Munson Center because the pool tables are dominated by a certain group of people. It was recommended that B. Smythe 84 attend the Parks and Recreation Advisory Board meeting to voice his concerns. 86 Chair Baker will schedule a joint meeting with the Parks and Recreation Advisory Board and the Senior Programs Advisory Board as mutually agreed upon by the two Boards at the July 88 2013 joint Board meeting. 90 S. Saldana encouraged board members to contact their State Legislators and lobby in support of the additional funding in the amount of $75,000 to expand home care services. 92 The Legislative session begins in mid -January and ends in mid -February. The NMAAA carries a separate bill for funding for senior programs under House Bill 2. A fact sheet will Senior Programs Advisory Board Meeting Minutes December 12, 2013 Page 3 94 be provided to Board members so that when they contact the New Mexico State Legislators in support of the request they have a reference sheet. L. Roach stressed the importance of 96 communicating in writing to the Legislators as well as in person. It was also recommended a strategy be developed to approach the legislators. 98 As per the Board's request, the Robert's Rules of Order handbooks have been ordered. 100 The handbooks will be available for distribution on Friday, December 13, 2013. 102 BOARD MEMBER REPORTS: Fred Cantonwine, Benavidez Center Representative, reported facility improvements are in the works. The improvements are a collaborative 104 effort between Facilities and Senior Programs. The pre -Thanksgiving meal was a great success. 106 Secretary Vega, Eastside Center Representative reported, the new benches that were 108 ordered in June 2013 have not been installed. S. Saldana stated the benches will be installed the week of December 16, 2013. 110 Board members were updated on the status of the Eastside Center artwork. S. Schutte, 112 Senior Centers Manager, will be submitting a press release requesting proposals from artist. 114 L. Roach, Frank O'Brien Papen Center Representative, stated participants complain there is 116 too much salt in the food. She stated the side walk and the ramp leading to the entrance of the dining room need to be cleaned on a daily basis. The entire ramp and the sidewalk are 118 covered with bird droppings. She reported the issue to the Recreation staff and was told this is a special work order which may take several months to complete. S. Saldana will follow 120 up. An update was provided on the request made in February 2013 to install a barrier on the front entrance of the dining room to block the cold air from entering into the dining room. 122 This request has been included in the City's Capital Improvements Projects (ICIP) as a new request for funding. D. Dollahon will be asked to review the ICIP process at the next Board 124 meeting. 126 S. Wittern, Munson Center Representative, reported the Keyboard Cafe computers have been updated; however, there are still issues with two computers. The computer screens 128 on the two machines will not update. The computers work for 15 minutes and then freeze. S. Wittern also expressed concern because AED machines were installed at Munson 130 Center in July 2013, but, to date, staff has not been trained on the equipment. S. Saldana will follow up. The new benches will also be installed at Munson Center the week of 132 December 16, 2013. 134 An update was provided on the vacant Senior Programs Advisory Board District 1 representative position. No nominations have been received. Esther Martinez -Carrillo, 136 City Clerk, sent a reminder to Councillor Silva regarding the need for an appointment from his district. Councillor Silva is working on a replacement. Board members can assist in the Senior Programs Advisory Board Meeting Minutes December 12, 2013 Page 4 138 recruitment effort; however, it is ultimately the Councillor's responsibility to recruit and appoint a representative. 140 S. Sigel, District 5 Representative, reported the Sage Cafe ribbon -cutting ceremony is 142 scheduled for Friday, December 13, 2013 at 11:00 a.m. She reported the entry doors are not well lighted at night and there are no overhangs to protect people from the rain. There 144 are also no gutters to remove water away from the doors, if it is raining, people get drenched before entering the building. Discussion followed regarding lack of programs and 146 activities at Sage. Suggestions for activities included Enhance Fitness, line dancing, social hour, cards and games. S. Sigel reported the library is "horrendous -looking" and very 148 uninviting. Board members expressed concern relative to staffing and funding issues. There are no phone, computer, and internet services. There is not a marketing plan in 150 place. S. Sigel stated that if nothing is done, the restaurant and the programs will fail. A. Pena will bring these issues of concern to Councillor Small's attention. 152 D. Kristian inquired if there was a possibility of providing congregate meals at the Sage 154 Cafe. S. Saldana stated there has been discussion but nothing concrete. Staff is tracking the attendance and the needs of the community. 156 Vice Chair Jordan made a suggestion. She suggested because of time constraints that 158 Board members be asked if they have any comments to make relative to their respective site/district so that the Board can get through the agenda in the time allotted for the 160 meeting. 162 Vice Chair Jordan moved that the minutes of the Senior Programs Advisory Board meeting be distributed to Board members seven working days after the Board meetings. S. Sigel 164 seconded the motion. Motion carried unanimously. 166 Chair Baker asked for volunteers to assist with the Senior Programs' orientation for new members. He recommended each different Board member volunteer for every other month. 168 That way each Board member would present, at most, once a year. Chair Baker volunteered for February 2014. 170 The Senior Programs art display at City Hall discussion was postponed until the next Board 172 meeting. 174 UNFINISHED BUSINESS: S. Saldana updated the Board on the City Manager's Ban from Public Facilities policy. The policy has been finalized and is pending signature from the City 176 Manager. The policy has been revised to coincide with the Senior Programs Advisory Board ordinance and the bylaws. The revised policy will be distributed to Board members 178 at the next meeting. D. Jordan expressed frustration stating that policies have been reviewed and revisions recommended but the final policies have not been returned to the 180 Board for their final review and approval prior to being implemented. Senior Programs Advisory Board Meeting Minutes December 12, 2013 Page 5 182 NEW BUSINESS: No report was provided by the Nominations Committee. Chair Baker opened the floor for nominations. The slate of officers for 2014 presented to the Board for 184 consideration consisted of: Pleddie Baker for the office of Chair, Dianne Jordan for the office of Vice Chair and Felix Vega, for the office of Secretary. M. Loven moved to keep the 186 existing officers for an additional year—Pleddie Baker, Chair; Dianne Jordan, Vice Chair; and Felix Vega, Secretary. Motion seconded by Secretary Vega. Motion carried. M. Loven 188 moved to cast a white ballot. Motion seconded by Secretary Vega. Motion carried unanimously. 190 The Board will be holding special working sessions to review Senior Programs' policies and 192 procedures the fourth Friday of every month beginning in January 2014 from 9:00-11:00 a.m. at Munson Center. The Ban from Public Facilities Policy, the By -Laws of the Senior 194 Programs Advisory Board and the Amended Senior Programs' Participant Code of Conduct Policy will be reviewed in January 2014. Desired reports and information the Advisory 196 Board wishes to receive. 198 The Sage Cafe hours of operation schedule was provided to Board members. 200 The Munson Center recertification project due in November 2015 was discussed. A brief overview of the duties and responsibilities of each of the nine recertification committees was 202 distributed to Board members. Chair Baker encouraged Board members to sign up for a committee. It was recommended a consultant be assigned to assist with the recertification 204 process. Chair Baker requested that a proposed timeline be developed and provided also. 206 A Board member attendance report for the past year will be provided to the Board at the next meeting, as per their request. 208 S. Sigel reminded Board members to report volunteer hours to Genevieve Kirk. Name 210 plates have been ordered for Board members. 212 PUBLIC COMMENTS: At the end of the meeting there were no public comments. Chair Baker allowed public comments during the meeting on items under discussion by the Board. 214 Their comments are included in the minutes as they occurred. 216 ADJOURNMENT: Meeting adjourned at 11:40 p.m. 218 Submitted, qq�� 220 Pleddie Baker, Chair Felix Vega, Secrelalry 222 � / V� 224 Toni G. Flores, Recording Secretary 0 City of Las Cruces PEOPLE HELPING PEOPLE SENIOR PROGRAMS ADVISORY BOARD MEETING Thursday, December 12, 2013 9:00-11:00 a.m. Benavidez Center, 1045 McClure Road, Las Cruces, NM AGENDA I. Call to Order II. Roll Call III. Conflict of Interest IV. Minutes: Approval of the November 14, 2013, Board Meeting Minutes V. Introduction of Guest(s): Councillor Nathan Small VI. Administrator's Report: a. Review of Senior Programs' Monthly Report b. Approval of the Title IIID Funds Letter to the Non -Metro Area Agency on Aging c. Senior Programs' Legislative Bills VII. Special Staff Reports (if requested): Vill. Board Member Reports: IX Unfinished Business: a. Robert's Rules of Order b. Board Meeting Minutes C. Senior Programs Art Displays at City Hall d. Budget for Benavidez Center Improvements e. Volunteers for Senior Programs Orientation Leader f. Senior Programs' Policy Documents X. New Business: a. Election of Officers b. Special Working Meeting for Policies and By -Laws in January 2014 C. Sage Cafts Marketing Plan for Seniors d. Sage Cafe Schedule and Activities e. Munson Recertification Submission Tasks and Timeline XI. Public Comment XII. Adjournment: Next meeting —Thursday, January 9, 2014, Benavidez Recreation Center, 1045 McClure Road, 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- 541-2182417Y. The City does not discriminate on the basis of race, color, national origin, sex, sexual orientation, genderidendly, religion, age, or disability in employment or the provision of services. Dale Posted: December 9, 2013 SENIOR PROGRAMS ADVISORY BOARD MEETING December 12, 2013, 9:00-11:00 a.m. Benavidez Center ATTENDANCE RECORD PLEASE PRINT SIGNATURE Board Members: Pleddie Baker, Chair Felix Vega, Secretary " Fred Cantonwine Christine Courtney Dianne Jordan `- -- Ben A. Longwill Ab ent Marcie Loven Laura Roach Sandra S. Sigel Sharlene Wittern Staff: David Dollahon, Acting Community & Cultural Services Director Sonia Saldana, Acting Senior Programs Administrator G2, ' Toni Flores, Recording Secretary Guests: Munson Center Re -Certification Committees 1. Purpose —A senior center shall have a written mission statement, goals and objectives, and action plans consistent with the senior center philosophy. 2. Community —A senior center shall participate in cooperative community planning, establish service delivery arrangements with other community agencies and organizations, and serve as a focal point in the community. A senior center shall be a source of public information, community education, advocacy, and opportunities for older adults. 3. Governance— A senior center shall be organized to create effective relationships among the participants, staff, governing structure, and the community in order to achieve its mission, goals, and objectives. 4. Administration & Human Resources— A senior center shall have clear administrative and human resources policies and procedures that contribute to the effective management of its operation. It shall be staffed by qualified personnel, paid and volunteer (unpaid), capable of implementing its program. 5. Program Planning - A senior center shall provide a broad range of group and individual activities and services that respond to the needs and interests of older adults, families, and caregivers in its community or service area. Program planning evolves from reflection on your mission. What business are we in, where are we going, and how are we going to get there? 6. Evaluation— A senior center shall have appropriate and adequate arrangements to evaluate and report on its operation and program. 7. Fiscal Management —A senior center shall practice sound fiscal planning and management, financial record keeping, and reporting. 8. Records and Reports —A senior center shall keep complete records required to operate, plan, and review its program. It shall regularly prepare and circulate reports to inform its governing structure, participants, staff, funders, and the public about all aspects of its operation, program, and services. 9. Facility- A senior center shall make use of facilitiesthat promote effective program operation and provide for the health, safety, and comfort of participants, staff, and community. Senior Centers Manager report to Senior Advisory Board — November 2013 1. Important events/issues/milestones etc. — Events - b Dec7— last day for Medicare Enrollment o Dec 9-13 —art class registration for classes Dec 16-Feb 7 o Thur, Dec 12—dance at Benavidez 1-3pm o Fri, Dec 13- Grand Opening of Sage Cafd, 11am o Fri, Dec 13 — Movie Day at Benavidez, 1-3pm o Thur, Dec 19—pre-Christmas meal at all centers o Fri, Dec 20— drawing for SeniorSpeak winner Issues — o Keyboard Caf€ computers —installed updated programs in all six computers o Workflow Process team is revising assessment/reassessment required forms and writing Standard Operating Procedures for staff on the Consumer Assessment/Reassessment process. o Property where Sage Caf€ is located is not zoned this is underway with oversight from Community Development. o The Re -Accreditation team should be visiting Munson Center in November 2015 for the re -accreditation process. Information for nine (9) principles provided to Acting Administrator, Sonia Saldana. o Bench installation at Munson and Eastside is to take place the week of December 9. o Call for Artists press release approved and released week of December 9. o Sally is creating a one page flyer of activities in Sr Programs for posting in each center — goal to accomplish week of December 9. o Joy Miller, Exhibit Curator for Museums has been asked to help in color selection for Benavidez painting project. o lean Harris is looking into monthly room reservation for work sessions for SPAR. Sally will notify Pleddie Baker via email once reservations are made. Milestones — o Community Garden harvestl Planning Committee (comprised mainly of volunteers) meets monthly and will come up with ideas for spring planting. o Exploring offering Rock Steady Boxing and/or Dance for Parkinson's disease for those who have been diagnosed with Parkinson's disease. o New saw installed in Saw Room in Studio 1. o New lighting in Studio 1 has been ordered (1 light on a trial basis) o Sage Caf€ staffing hours: Senior Programs —Tu, W and F, 9am-lpm Library -Tu, Wand F, 1p,-5pm 1 Long Term Care Services Homecare Hours provided in the month of November 319.25 Number of clients that received homecare services for the month of November 104 48 clients on the waiting list pending to receive services. Respite Hours provided in the month of November 380.25 Number of clients that received respite services for the month of November 21 12 clients on the waiting list pending to receive services. Total Number of Assessment Hours for the month of November 140.45 November 2013 Senior Nutrition Report Lunch Meal Comparison 2013 2012 Growth Munson 2725 3368 -19.09% Benavidez 2018 2036 -0.88% Eastside 1427 1672 -14.65% FOPC 644 713 -9.68% All 6814 7789 -12.52% Donations for Congregate Centers 2013 2012 Average 2012 Average 2013 Diff Munson $2,742.55 $4,180.39 $1.24 $1.01 1 ($0.23) Benavidez $3,536.74 $3,053.46 $1.50 $1.75 $0.25 Eastside $1,522.01 $1,825.79 $1.09 $1.07 ($0.03) FOPC $1,145.79 $1,023.15 $1.43 $1.78 $0.34 All $8,947.09 $10,082.79 $1.29 $1.31 $0.02 MOW Meals Comparison 2013 2012 Growth Eastside 8631 7867 9.71% Benavidez 49671 48611 2.18% All 135981 127281 6.84% Donations for MOW 2013 2012 Average 2012 jAverage 2013 Diff Eastside $4,646.32 $4,754.50 $0.98 $0.94 ($0.04) Benavidez $1,554.50 $1,721.50 $0.22 $0.31 $0.09 All 1 $6,200.82 $6,476.00 $0.51 $0.46 ($0.05) Pre -Christmas Dinner will be on Thursday, December 19th with one seating from 11am-12:30pm The reservation deadline for the Pre -Christmas dinner is Monday, December 16th. Guest meals for November is 67. Student volunteer meals was 18. Program income for guest meals is $344.25 Food expenditures for November is $36,114.81 Total meals for congregate and home delivered is 20,390 Price per meal for November is $1.77 Average donation for both congregate and home delivered for November 2013 is $.90 Lori Grumet From: PIO Sent: Tuesday, October 15, 2013 4:03 PM Subject: NR: Senior Programs Invites Seniors to Attend New Member Orientation Zex City of Las Cruces as Cruces City Hall 00 N. Main P E O P L E HELPING PEOPLE Las Cruces, NM 88007 pio(aD,las-cruces. org NEWS RELEASE Contact: Genevieve Kirk Phone:575/528-3035 October 15, 2013 Senior Programs Invites Seniors to Attend New Member Orientation The City of Las Cruces Senior Programs invites seniors to attend a new member orientation session at Munson Center, 975 S. Mesquite St., to learn about its programs and services and to meet other members of Senior Programs. The mission of Munson Center is to promote and enhance the physical, intellectual and social well-being of people 50 and older who live in Las Cruces. Senior Programs offers a free, monthly orientation session to introduce new and prospective members to its services that include a nutrition and meals program, recreation and art activities, adult enrichment, long-term care services, a resource center and The Network Volunteer Center. Senior Programs activities are based at Munson Center with additional services offered at three satellite locations: Eastside Center, 310 N. Tomillo Ave; Benavidez Center, 1045 McClure Rd., and Frank O'Brien Papen Center, 304 Bell Ave. The orientation sessions are led by volunteers who are members of Senior Programs. The orientation includes a slideshow profiling services, a tour of the Munson Center, coffee and light refreshments. Membership in Senior Programs is free. There are no income or residency requirements to participate. The Senior Programs orientation is scheduled on the fourth Tuesday of the month. The next sessions will be Tuesday, October 22 and Tuesday, November 26 from 9 -10:30 a.m. at Munson Center. To register for the orientation or to learn more about membership in Senior Programs call 575/528-3000. cl I vecom Toni Flores From: David Dollahon Sent: Wednesday, December 11, 2013 8:41 AM To: Pleddie Baker (pleddiebaker@gmail.com) Cc: Sonia Saldana; Toni Flores; Lori Grumet Subject: Senior Programs Advisory Board meeting Importance: High Pleddie: I will be unable to attend the Senior Program Advisory Board meeting tomorrow, as I'm attending the City Council all - day Strategic Plan retreat. Sonia will cover the meeting for me. I am sending you some updated items based on the last meeting. 1) Invites as requested by Marci Loven to the Sage Cafe were sent to Glen Bartlett, Shelley Modell, Stanley Phillips, and past board members. Toni will need to send out a potential quorum notice for the board for the grand opening. 2) State Legislative bills — we don't have the bill numbers at this time for the next legislative session. We will monitor the bills as they are introduced and e-mail the board members. 3) 1 provided Sonia with the draft letters to Non -Metro Area Agency on Aging for the boards review and comments/approval. Also, the Fees Resolution to Council and the official Naming of Sage Cafe will not occur until January. The Administration asked that we only take those items to the December 16" meeting that we time sensitive. I've drafted the naming resolution and delegated to staff the fees resolution. The naming resolution will be on the City Council agenda on January 6, 2014. Thanks. David Dollahon, AICP Interim Director Community & Cultural Services Department City of Las Cruces Mail Addr: PO Box 20000, Las Cruces, NM 88004 Physical Addr: City Hall, 700 N. Main St., Las Cruces, NM 88001 Phone: 575-528-3060 (direct) Fax: 575-528-3224 Mobile: 575-642-4053 e-mail: ddollahon@las-cruces.or¢ Sage Cafe on the East Mesa Hours of Operation Tuesdays Wednesdays Thursdays Fridays Senior Programs 9am-lpm 9am-lpm 9am-Spm Library 1pm-5pm 1pm-5pm 1pm-5pm Recreation 3:30pm-7:30pm 3:30pm-7:30pm Sun Mon Tues Wed Thurs Fri Sat BBQ Heaven 12- Closed 11am- 11am- Slam- Slam- ilam- Restaurant 5pm 7pm 7pm 7pm 7pm 7pm Lyndsey Golden, Owner