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10-08-2009 MINUTES OF THE 2 SENIOR PROGRAMS ADVISORY BOARD MEETING October 8, 2009—Munson Senior Center 4 PRESENT: Chair Marsha Burr; Elizabeth Lannert, Secretary; Christine Courtney, 6 Patricia Faner; Marcie Loven; Nina Mervine; Stanley Phillips 8 ABSENCE: Cindi Huber, Vice-Chair; Glenn Bartelt; Nadine Boor; Olivia Solliday 10 GUESTS: Sally A. Schutte, Acting Senior Programs Administrator/Senior Centers Manager; Lina Guadian, Acting Nutrition Program Manager; Dan Carrillo, Congregate 12 Meals Coordinator; Sonia Saldana, Long Term Care Services Manager; Miguel Samaniego, Project Manager; John Jarrard, Huitt-Zollars Architect/Project Manager, 14 Inc.; David Flaten; Dolores Halls, RSVP Advisory Council; Toni G. Flores, Recording Secretary 16 Chair Marsha Burr called the Senior Programs' Advisory Board meeting to order at 9:00 18 a.m. on October 8, 2009, at the Munson Senior Center, 975 S. Mesquite Street. 20 MINUTES: It was moved by Stanley Phillips and seconded by N. Mervine that the minutes of the September 9, 2009, Board meeting r be approved as mailed. Motion 22 adopted. 24 INTRODUCTION OF GUESTS: David Hicks, Convention Center General Manager, was unable to attend the meeting. D. Hicks will be invited to the next Board meeting. 26 ACTING SENIOR PROGRAMS ADMINISTRATOR'S REPORT: Sally Schutte, Acting 28 Senior Programs Administrator/Senior Centers Manager, reported on the Munson Senior Center accreditation process. Each of the committees consisting of: Purpose, 30 Community, Governance, Administration and Human Resources, Program Planning, Evaluation, Fiscal Management, Facility, Records and Reports will be meeting with 32 Alexandra Kiska, on October 22 and 23, 2009 to review the progress. 34 S. Schutte also reported on the tragic incident that occurred on the Munson Center hiking trip of October 1, 2009, at Baylor Canyon/Aguirre Springs, lead by Shaunna 36 Foster, Recreation Leader Senior. A hiker suffered a heart attack during the trip. S. Foster immediately called 911 and took action to revive the hiker and performed CPR 38 for two hours with the help of Arley Gonzalez and Jan Thune, without any success. Rescue and Search, Fire Department and State Police arrived on the scene an hour 40 after 911 was called and relieved S. Foster. Joe Provencio, Employee Assistance Program Coordinator, met the hikers upon their return to Munson center and offered 42 counseling services. S. Schutte asked the Board to recognize Shaunna Foster for going above and beyond the call of duty. She is a hero and everyone is very proud of 44 her. The Board will write a letter of commendation for S. Foster with a copy to her personnel file. It was also suggested that S. Foster be recognized at the Senior 46 Programs staff meeting to be held on October 29, 2009. S. Schutte informed the Board as a result of this situation, staff will meet with emergency personnel to educate first 48 responders and improve communication in effort to provide the safest environment for the Munson hikers. 50 ( 1 Senior Programs Advisory Board Meeting Minutes October 8, 2009 Page 2 Sally Schutte provided an update on the Recreation, Resource and Retired Senior 52 Volunteer Program (RSVP). Lori Luttrell, the new Senior Programs' Recreation Supervisor, will begin November 1, 2009. The part-time Office Assistant, Recreation 54 Leader Senior, Resource Center Outreach and Office Assistant are in the process of being filled. 56 Sage Caf6 blue prints will be reviewed and sent to bid. Construction should begin in 58 January 2010. 60 Upcoming activities include: Flu shot clinics October 5-9, 19 and 20; 85th Birthday Party on October 30, 2009; and the Senior Expo on Saturday, November 14, 2009, at Munson 62 Senior Center. 64 The purchase of the Senior Center software and the new 30-passenger are being processed at Purchasing. 66 SENIOR PROGRAMS' STAFF REPORTS: Lina Guadian, Acting Nutrition Program 68 Manager, reported on the holiday meals. Senior Programs will be preparing and serving the Thanksgiving meal on Thursday, November 19, at the four congregate meal 70 sites. 72 The special Thanksgiving Day meal will be served on Thursday, November 26, 2009 from 12:00-1:30 p.m. the suggested donation for this meal is $3.50. The Christmas 74 meal will be served on Monday, December 14, 2009, at the four congregate meal sites. Any board members interested in assisting with these special meals are encouraged to 76 contact Elfida Vasquez at 528-3302. 78 Dan Carrillo, Congregate Meals Coordinator, distributed the September 2009 monthly report for the congregate and home delivered meals programs. Also, distributed were 80 the September 2009 and 2010 donation comparison reports. 82 Sonia Saldana, Long Term Care Services Manager, reported she has been collaborating with Adult Protective Services and other agencies to provide counseling 84 and therapeutic services to the participant. She conducted a presentation to the Fire Department regarding appropriate service referrals, and promoted the meals on wheels 86 program. She has also been working on insuring all records are in compliance with HIPPA regulations, reviewing staff evaluations, filling two vacant homemaker positions, 88 developing standard operating procedures for departmental activities and working on the Caregiver Conference scheduled for November 2009. 90 PROGRAM SITE REPORTS: Stanley Philips, East Side Center representative, 92 reported East Side Center participation has increased. Since the center is averaging between 80-85 people a day, space is a major concern as is the parking situation. 94 Suggestions for accommodating the increase in participation included carpooling, 4 Senior Programs Advisory Board Meeting Minutes October 8, 2009 Page 3 adding a second serving time, expanding the dining room, and dining in the patio. S. 96 Phillips was asked to join the East Side Center committee to provide input. 98 Chair Burr, Munson Senior Center representative, reported participation has also increased. Classes and parking lots are full. 100 UNFINISHED BUSINESS: The trip to attend Las Cruces Day and Senior Day at the 102 2010 New Mexico State Legislature has been scheduled Sunday, January 31-Tuesday, February 2, 2010. This trip is open to the public. Transportation and lodging is included 104 in the trip package costs: $185.00 per person double occupancy and $275 single occupancy. Reservations require $100 deposit. Any board member interested in 106 participating may contact Toni G. Flores at 528-3004. 108 John Jarrard, Architect with Huitt Zollars, Inc., and Munson Center Project Manager for the remodeling project, presented three preliminary designs for the Munson Center 110 remodeling/renovation project. He noted he has been working with an architectural firm from Ohio, which specializes in senior center projects. S. Schutte and S. Modell 112 attended a conference and they were very instrumental in getting this firm. J. Jarrard stated the project started in May with the Board and other committee members. The 114 committee looked at space needs at the center and it was determined that a lot can be accommodated in the existing building. The main thrust of this project is going to be to 116 construct a new arts pavilion. The pavilion will house the arts and crafts studios, the messy arts, stained glass, watercolor arts, introductory tin work, lapidary, pottery and 118 the kilns. The parking lot will be reconfigured to accommodate additional parking spaces. Since Munson Center now lacks a strong entry, a new lobby area will be 120 created. In addition, a courtyard will be created, which can be used as an outdoor sculpture area. In the front of the building there will be a covered drop-off area. There 122 will be driving accessibility to the building. On the south side of the building a separate entrance will be created for the multiuse space for better use of the dining room. 124 Storage space will be created for tables and chairs. The new entry corridor connecting directly to the lobby will have all services visible from the lobby. The Kraft Shop, 126 Munson Library and billiards will be relocated to the southwest corner of the existing building for better visibility and accessibility. Two other multiuse spaces will be created 128 for recreational activities. The kitchen will remain the same. A small Cantina will be created directly across from the lobby. Bathrooms will be reconfigured to meet ADA 130 requirements. J. Jarrard is also proposing a new addition for the administrative offices. By doing this, a covered outdoor dining space will be created directly off the main dining 132 room. Board members inquired if these plans have been approved by Council. S. Schutte noted a work session will be held to introduce the designs to Council. Board 134 members inquired if there is a tentative date when construction will begin. S. Schutte replied it all depends on the funding availability and how the project is phased. Once 136 started, the project will take between 12-18 months for completion. The art pavilion needs a benefactor to become a reality. The first phase is the art pavilion and the 138 second phase is the renovation/remodeling of Munson Senior Center. At this point, Senior Programs staff is working with Miguel Samaniego and John Jarrard to see how Senior Programs Advisory Board Meeting Minutes October 8, 2009 Page 4 140 Senior Programs can make better use of the funds available since deficiencies will need to be addressed before proceeding. Deficiencies include: OSHA code compliance 142 issues, roof, heating/ventilation/air conditioning system and Munson Center parking lot. S. Schutte added the staff is working to make changes that will improve the quality of 144 life for the participants. John Jarrard was applauded for the excellent job he has done on the preliminary designs. 146 ADJOURNMENT: Meeting adjourned at 11:00 a.m. 148 150 Respectfully submitted, �t 152 Marsha Burr Toni G. Flores Senior Programs Advisory Senior Programs 154 Board Chair Recording Secretary SENIOR PROGRAMS ADVISORY BOARD MEETING October 8, 2009 from 9:00-10:30 a.m. Munson Senior Center ATTENDANCE RECORD PLEASE PRINT SIGNATURE Board Members: Marsha Burr, Chair Cindi Huber, Vice Chair Elizabeth Lannert, Secretary Glenn O. Bartelt y Nadine Boor X Christine Courtney Patricia Faner Marcie Loven )0' Nina Mervine ` L Stanley Phillips Olivia Solliday Staff: Lori Grumet, Public Services Dept. Director Shelley Modell, Administrator Absent vr, n ivhkr5i�+eae;l�utrition-iManager Sally Schutte, Senior Centers Manager Sonia Saldana, Acting Long Term Care Manager Toni G. Flores, Recording Secretary - Visitors: �ro� i cte Sqrnet✓iC6 C'/ WLot 64tet L'kN CAP-94 L--a 2j 2avi G V i C-) Senior Programs Advisory Board Meeting October 8, 2009 In-Home Services Report Sonia Saldana Community Involvement 1. Meeting with Adult Protective Services to discuss a partnership where both can share resources and work simultaneously in an effort to decrease elder abuse. As a result APS will be making their staff available on a weekly basis in the new resource area at Mesilla Park. Service to begin by the end of October 2009. 2. 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. 3. Invited to participate in a Job Fair as a community resource booth. Handed over 100 fliers with congregate and Meals on Wheels information. 4. Meeting with Ralph Kopansky,private mental health therapist to begin developing a plan to provide therapy services on a consistent basis at Mesilla Park or to clients that are homebound. 5. 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. 6. Federal Emergency Management plan on hold as the women in charge has relocated and there has been no replacement hired for her. 7. Imelda Chacon Resource Center Coordinator invited to participate weekly in providing benefits counseling in Mesilla Park in the new resource area. Accreditation 1. Meetings with Alex Kiska for Evaluation and Community committees (Sept 17`h, 18`h) Meeting weekly after first session to address the plan and move forward 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. 2. All staff evaluations have been completed for the year. 3. In the process of filling the two vacant home maker positions. Interviews were conducted in September and two candidates were selected. 4. Working on job description for High Risk Case Manager position. 5. Developing standard operating procedures for departmental activities. 6. Meeting with Terry Carrillo and Mike Simione in an effort to increase outreach for Meals on Wheels. 7. Working on the Caregiver Conference scheduled for November 2009. Senior Programs Senior Advisory Board Meeting Thursday October 8, 2009 Senior Centers Manager's Report by Sally A. Schutte Unusual occurrence— Thursday, October 1 Baylor Canyon/Aguirre Springs hike Staffing 1. Senior Programs Recreation Supervisor—Lori Luttrell will start Nov 1 2. part time Office Assistant—processing hiring paperwork 3. Recreation Leader, Sr. ,costed and closed on October 5 4. Resource Center Outreach—developing job description 5. Office Assistant(receptionist)—posted and will close on October 13 Capital Improvements 1. Sage Cafe—blue prints have been sent to an engineering firm for review by mechanical, electrical, structural and civil engineers. Project will then go to bid. There will be a bidding process. The bid will be awarded and go to Council for action and construction should begin toward the end of this year or early in 2010. Update:setting up meeting with Tomas Mendez to review timeline 2. Munson Remodel—waiting for updated drawings from architect,Project Manager is obtaining estimates for new roof, updated Heating/Ventilation/Air Conditioning (HVAC) system and to repaving parking lot at Munson Center. Events 1. Flu shot clinics— attendance is slow Monday thru Friday, October 5-9, 8a-2p at Club Fusion Monday, October 19, 8a-12n at East Mesa Tuesday, October 20, 8a-2p at Eastside 2. 8e Birthday Party, Friday, October 30, 2-4p at Munson Center— 1940's theme 3. Senior Expo, Saturday, November 14, 9a-12n at Munson Center Accreditation—Alex Kiska will meet with committees again on October 22 and 23 My Senior Center—Request for Proposal(RFP)has been submitted to Purchasing. New vehicles—the Fleet Manager has written the RFP for a 30-passenger bus and Purchasing is in the process of sending the request for bid 1 ym City of las Cruces PEOPLE HELPING PEOPLE SENIOR PROGRAMS ADVISORY BOARD MEETING Thursday, October 8, 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 September 10, 2009, Board Meeting Minutes IV. Introduction of Guest: David Hicks, Convention Center General Manager John Jarrard, Huitt -Zollars, Inc. V. Acting Senior Programs Administrator's Report: a. Senior Center Accreditation Update b. Munson Senior Center Renovation Update by John Jarrard VI. Senior Programs Staff Reports: a. Senior Nutrition Program Holiday Meals—Lina Guadian 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. Unfinished Business: a. 2010 Las Cruces and Senior Day at the Legislature Trip January 31-February 2, 2010 IX. Adjournment Next meeting—Thursday, November 12, 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 528-3000/V or 528-3217/TTY at least 48 hours before the event. 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Stop in Albuquerque at the (downtown) Flying Star Restaurant where we have reserved the Conference Room in order to meet one another and learn about the Legislative session. Individuals can order and pay for breakfast or luncheon items, which will be delivered to the conference room. Hot & cold beverages will be gratis. 3:00 PM estimated. Arrive at the INN OF THE GOVERNORS - home for the next two nights! (Anyone registered for the Las Cruces Governor's reception will be transported to the event) 4:00 PM Complimentary Tea & Sherry in the lobby. 6:00 ish PM Dinner, for those wishing to dine as a group, will be at TOMASITA'S. The bus will be available; and, for those who wish to walk, it is about 10 minutes away. Note: The INN is within walking distance to a number of restaurants & the Santa Fe Plaza. Monday, February 1, 2010 Rise & shine for a complimentary breakfast! (Anyone registered to attend the Las Cruces Day Breakfast will be transported to the event.) 10:00 AM — 12:00 -Noon Las Cruces Day at the ROUNDHOUSE This is a chance to participate in the Las Cruces Expo & visit with your legislators. 12:00 Noon — 1:30 PM Explore the Santa Fe Plaza. Shop, eat, & people watch. 1:30 — 4:00 PM Santa Fe Arts tour (details to be announced) 4:00 PM Complimentary Tea & Sherry in the lobby. 6:00 ish PM Dinner will be at HARRY'S ROADHOUSE, a short 10 minute bus ride. Tuesday, February 2, 2010 Rise & shine for a complimentary breakfast! 8:15 AM Load bags on the bus and leave for SENIOR DAY at the Roundhouse. We will attend the Senior Day activities in the rotunda and spend the morning visiting with our legislators. 12:00 Noon Depart Santa Fe. Lunch stop, en route, to be determined. 6:00 PM estimated arrival time in Las Cruces.