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11-12-2009 MINUTES OF THE 2 SENIOR PROGRAMS ADVISORY BOARD MEETING November 12, 2009—Munson Senior Center 4 PRESENT: Chair Marsha Burr; Vice Chair Cindi Huber; Elizabeth Lannert, Secretary; 6 Nadine Boor; Christine Courtney, Stanley Phillips 8 ABSENCE: Glenn Bartelt; Patricia Faner; Marcie Loven; Nina Mervine; Olivia Solliday 10 GUESTS: Shelley Modell, Senior Programs Administrator; Sally A. Schutte, Senior Centers Manager; Lina Guadian, Acting Nutrition Program Manager; Dan Carrillo, 12 Congregate Meals Coordinator; Sonia Saldaha, Long Term Care Services Manager; David Hicks, Las Cruces Convention Center General Manager; Dolores Halls, RSVP 14 Advisory Council; Toni G. Flores, Recording Secretary 16 Chair Marsha Burr called the Senior Programs' Advisory Board meeting to order at 9:00 a.m. on November 12, 2009, at the Munson Senior Center, 975 S. Mesquite Street. 18 MINUTES: It was moved by Stanley Phillips and seconded by Christine Courtney that 20 the minutes of the October 8, 2009, Board meeting be approved as mailed. Motion adopted. 22 INTRODUCTION OF GUESTS: David Hicks, Convention Center General Manager, 24 was present and provided a brief overview of the new Las Cruces Convention Center managed by Global Spectrum. Global Spectrum is an international company that 26 manages public assembly venues that host a wide array of special events. In North America they manage 87 facilities and 25 venues in the Southwest. One of the things 28 that sets the company apart from their competition is their customer service. The company initiated a program, entitled, "How You Doin'?" which is geared towards 30 internal and external customers. The company truly believes in providing the best customer service experience possible to their customers as a result they attract greater 32 numbers of attendees at the venues they manage. D. Hicks talked about a few of their top ten customer service program rules: Customers first, golden rule—treat everyone 34 like you would like to be treated, and the 24-hour rule—everyone reacts as if it was an emergency. Every phone call, e-mail, fax, and request has to be responded to within 36 24-hours. The 24-second rule (do it now) applies to staff on the floor. The program also includes customer satisfaction surveys. 38 He stated the Las Cruces Convention Center facility will be a 55,000 square foot facility. The building will be owned by the City of Las Cruces and will sit on NMSU land. 40 The facility is an economic stimulator to draw people in from out-of-town and will serve the community. No tax money will be used for the construction of the facility. 42 Construction costs will be paid for by a user tax to be imposed on hotels, motels, etc. The facility will include a 14,500 square foot exhibit hall; 8,950 square foot ball room for 44 entertainment and dinner functions. It will have an in-house food service with its own chef. This allows for better control of the quality of the food, service and allows for 46 better flexibility of the catering service costs. The completion date of the facility is scheduled for September 2010 with the first booking scheduled for January 2011. The 48 Board inquired if volunteers and NMSU would play an important role. D. Hicks stated he definitely sees a role for volunteers and developing an internship training program for Senior Programs Advisory Board Meeting Minutes November 12, 2009 Page 2 50 NMSU hospitality and tourism students. C. Huber expressed a concern about the 350 space parking lot. She felt the parking was not adequate for the proposed facility. 52 Discussion followed regarding coordinating transportation efforts in the community. Board members were asked to contact D. Hicks if they knew of special events, shows, 54 exhibits, etc., they would like to see come to the Las Cruces area. 56 SENIOR PROGRAMS ADMINISTRATOR'S REPORT: Shelley Modell, Senior Programs Administrator, provided an update on the Munson Senior Center accreditation 58 process. Each of the committees consisting of: Purpose, Community, Governance, Administration and Human Resources, Program Planning, Evaluation, Fiscal 60 Management, Facility, Records and Reports will be meeting with Alexandra Kiska, on December 11-12, 2009 to review their progress. Sally Schutte, added she is very 62 impressed with the level of commitment of the committee members. 64 SENIOR PROGRAMS' STAFF REPORTS: Lina Guadian, Acting Nutrition Program Manager, provided an update on the holiday meals. Senior Programs will be preparing 66 and serving the Thanksgiving meal on Thursday, November 19, at the four congregate meal sites. The special Thanksgiving Day meal will be served on Thursday, November 68 26, 2009 from 12:00-1:30 p.m. the suggested donation for this meal is $3.50. The Christmas meal will be served on Monday, December 14, 2009, at the four congregate 70 meal sites. Any board members interested in assisting with these special meals are encouraged to contact Elfida Vasquez at 528-3302. 72 Dan Carrillo, Congregate Meals Coordinator, distributed the October 2009 monthly 74 report for the congregate and home delivered meals programs. Also, distributed were the October 2009 and 2010 donation comparison reports. 76 S. Schutte provided an update on the Recreation, Resource and Retired Senior 78 Volunteer Program (RSVP). Lori Luttrell, the new Senior Programs' Recreation Supervisor, started November 9, 2009. The part-time office assistant will begin 80 November 14, 2009. Interviews are being conducted to fill the vacant Recreation Leader Senior and the full time office assistant positions. The resource center outreach 82 job description is in the process of being developed. The Sage Cafe bid process started on November 10, 2009. Construction should begin early in 2010. Munson remodel will 84 consist of installation of updated ventilation, air conditioning and exhaust systems in lapidary and kiln room. The Senior Expo will be held November 14, 2009. My Senior 86 Center went to bid on November 12 and closes December 1, 2009. Specifications have been developed for the 20-passenger vehicle. Eight computers will be installed in the 88 Munson Cyber Cafe. East Side Center remodeling will begin as soon as information is received from Facilities, weeds will be removed from the lot, Nutrition staff is working on 90 cleaning the center, computer classes on hold at East Side until funds are available, and a new telephone system will be installed once City Hall is vacated. 92 Senior Programs Advisory Board Meeting Minutes November 12, 2009 Page 3 Sonia Saldana, Long Term Care Services Manager, reported Adult Protective Services 94 staff is available at Mesilla Park Center on a weekly/monthly basis to educate the community on reporting and making appropriate referrals in order to decrease elder 96 abuse. S. Saldana conducted a presentation to the Fire Department regarding appropriate service referrals. She has also been working with a private mental health 98 therapist to introduce mental health counseling to homebound seniors. She has been working on with Southwest Counseling Center to provide counseling services at Mesilla 100 Park and to homebound clients. The Federal Emergency Management plan is on hold. Staff continues working on insuring all records are in compliance with HIPPA 102 regulations and developing standard operating procedures. The two vacant living assistance worker positions have been filled. The Caregiver Conference is scheduled 104 for November 24, 2009. 106 PROGRAM SITE REPORTS: Cindi Huber, Benavidez Center representative, reported the ceiling tiles are stained. She added the roof still needs to be repaired. L. Grumet, 108 Public Services Department Director, will be notified. 110 Stanley Philips, East Side Center representative, reported East Side Center participation has increased. Since the center is averaging between 80-85 people a day, 112 space is a major concern as is the parking situation. He expressed concern regarding the lack of parking on November 19, 2009 for the Thanksgiving meal. Suggestions for 114 transportation included carpooling and shuttle service from a nearby parking lot. S. Phillips also discussed the loss of food due to an inoperative refrigerator in the summer. 116 He recommended installing a device on freezers and refrigerators that would alert staff or the Police Department when the temperature is not accurate. 118 Chair Burr, Munson Senior Center representative, reported there was a good turnout for 120 class enrollment at Munson Senior Center. 122 NEW BUSINESS: Stanley Phillips, Christine Courtney and Elizabeth Lannert were appointed to serve on the 2010 Election of Officers Nominating Committee. 124 Chair Burr, Sonia Saldana, and S. Schutte were appointed to serve on the Program 126 Code of Conduct annual review Committee. 128 ADJOURNMENT: Meeting adjourned at 11:00 a.m. 130 Respectfully submitted, VIA '�& 44""� 132 [I)aUl/a 9U� Marsha Burr Toni G. Flores 134 Senior Programs Advisory Senior Programs Board Chair Recording Secretary JAW FW City of Las Cruces PEOPLE NELPING PEOPLE SENIOR PROGRAMS ADVISORY BOARD MEETING Thursday, November 12, 2009 9:00-10:30 a.m. Munson Senior Center, 975 S. Mesquite Street Phone: 528-3000 AGENDA I. Call to Order II. Roll Call III. Approval of the October 8, 2009, Board Meeting Minutes IV. Introduction of Guest: David Hicks, Las Cruces Convention Center General Manager V. Senior Programs Administrator's Report: a. Munson Senior Center Accreditation Update VI. Senior Programs Staff Reports: a. Senior Nutrition Program Holiday Meals Update— Lina Guadian/Dan Carrillo b. RSVP, Recreation and Resource Center Update—Sally Schutte C. In-Home Services Program Update—Sonia Saldana VII. Program Site Reports a. Benavidez Center--Cindi Huber b. East Side Center--Stanley Phillips C. Mesilla Park Center—Olivia Solliday d. Munson Senior Center—Marsha Burr e. Sage Cafe/East Mesa Update f. Other Board Member Reports VIII. New Business: a. 2010 Election of Officers Nominating Committee Appointment b. Program Code of Conduct Annual Review Committee Appointment IX. Adjournment Next meeting—Thursday, December 10, 2009, Munson Senior Center, 975 S. Mesquite Street. If you need an accommodation for a disability to enable you to fully participate in this event, please call 528-3000N or 528-3217/TTY at least 48 hours before the event. Posted Date: November 5, 2009 SENIOR PROGRAMS ADVISORY BOARD MEETING November 12, 2009 from 9:00-10:30 a.m. Munson Senior Center ATTENDANCE RECORD PLEASE PRINT SIGNATURE Board Members: Marsha Burr, Chair f% OWL Cindi Huber, Vice Chair Circ- Elizabeth Lannert, Secretary Glenn O. Bartelt Nadine Boor Christine Courtney Patricia Faner Marcie Loven �( Nina Mervine Stanley Phillips Olivia Solliday Staff: Lori Grumet, Public Services Dept. Director Shelley Modell, Administrator Mike Simione, Nutrition Manager il�4M Mdz- Sally Schutte, Senior Centers Manager S Sonia Saldaha, Acting Long Term Care Manager Toni G. Flores, Recording Secretary Visitors: it) Nlt �k� �ohr•� NYq& GARP-1 UL0 Senior Programs Senior Advisory Board Meeting Thursday November 12, 2009 Senior Centers Manager's Report by Sally A. Schutte Staffing 1. Senior Programs Recreation Supervisor—Lon Luttrell started November 9 2. Office Assistant—part time for weekends and evenings, Jerry Hernandez starts November 14 3. Recreation Leader, Sr. —3 telephone interviews today and 5 face to face interviews tomorrow 4. Resource Center Outreach—developing fob description 5. Office Assistant(receptionist)—scheduling interviews Capital Improvements 1. Sage Cafe—opened for bid on November 10, once bid awarded will go to Council for action. Once funds reverted, construction should begin early in 2010. 2. Munson Remodel—revised budget for work on Heating, Ventilation and Air Conditioning (HVAC) and exhaust in lapidary and kiln room. Eric Martin, Project Management Administrator, will craft a change order for Hunt-Zollars'work and take to Council. Contracts and purchase orders will be filled out as well as Notice to Proceed. Once funds reverted, Eric will sign contract with Huitt-Zollars then proceed with construction at a quickened pace. Events 1. Senior Expo, Saturday, November 14, 9a-1p at Munson Center Accreditation 1. Alex Kiska will meet with committees again on December 10 and 11 My Senior Center 1. Request for Proposal went out to bid with November 12 as original deadline for response. Due to technical questions from one of the bidders, deadline extended to December 1. New vehicles 1. Fleet Manager has written specifications for 20+passenger vehicle;however, as of November 9 the budget was frozen. Once funds released and order placed for vehicle, should receive vehicle in approximately 60 days. Computer classes at Munson Center 1. 8 computers will be installed in the Cyber Cafe(formerly known as the cantina). The vending machine will be removed from the caf+i and relocated near the LCSCC office. ANTIX has taken measurements to install a countertop to hold the computers. A roll-top, similar to that on a roll-top desk will be installed to protect computers when not in use. 1 Eastside Community Center 1. Remodeling-waiting for information from Pat Gomez with regards to Americans with Disabilities Act(ADA)compliance. Once the price tag for bringing the Center into ADA compliance is known, we will then know how much remains that can be dedicated to remodeling. 2. Parking lot repaving-on hold due to budget freeze 3. Weeds in parking lot-November 9, Mark Johnston, Parks&Recreation Administrator, was informed of problem and asked to remove weeds from lots. 4. General cleanup-working with nutrition personnel, E/fida Vasquez and Lina Guadian, to determine what needs to be tossed, sent to auction and/or stored. Storage room will be addressed. 5. Computer classes-Information Technology(IT)has quoted$4000 to prepare building for computers. 6. Telephone system-new Voice Operated(VOIP)telephone system to be installed. Current system connected to existing City Hall via extension cord" Once old City Hall vacated, new system will be in place. 2 Senior Programs Advisory Board Meeting November 12, 2009 In-Nome Services Report Sonia Saldana Community Involvement 1. Increased communications with Adult Protective Services, resource sharing, and working towards a partnership that will educate the community and encourage appropriate reporting where necessary to decrease elder abuse. APS is making their staff available for the Mesilla Park Resource/Information office on a weekly/monthly basis. 2. Follow-upwith some fire department staff after presentation made to Fire Chief Zubia and his supervisors in conjunction with Adult Protective Services in an effort to assist their staff in making appropriate service referrals. Lines of communication are open and questions being asked regarding services and previously referred clients. 3. Meeting with Ralph Kopansky, private mental health therapist in an effort to introduce mental health counseling to homebound seniors battling with depression, anxiety, PTSD or any other mental health condition. Process is being finalized as he is in the beginning stages of accepting referrals from In-Horne Services. 4. Follow-up meeting with Southwest Counseling Center regarding Memorandum of Understanding(MOU) to provide services at Mesilla Park and to homebound clients. SWCC is working on setting up billing practices outside their normal scope of business. Process is still pending. 5. Federal Emergency Management plan on hold as the women in charge has relocated and there has been no replacement hired for her. Process is still pending. Accreditation 1. Pending results from In-Home Services Report 1. Temporary employee through IT Quest has created a data base of all In-Home Services clients and is working diligently in the transition of all records for HIPPA compliance. Working on quality assurance of records with him as well. Still in process 2. The two Living Assistant Worker positions have been filled. 3. Working on job description for High. Risk Case Manager position. 4. Developing standard operating procedures for departmental activities. 5. MOW"S staff participated in community outreach for the month of October. 6. Working on the Caregiver Conference scheduled for November 2009. 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Actual capacity depends on equipment needs and orientation of the space. 211 N.Water Street I Las Cruces, New Mexico 88001 Phone 575.541.2494 1 Fax 575.541.2164 ' www.MeetinLasCruces.com C�8 OT dC