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Minutes 09-11-00 MINUTES OF SENIOR ADVISORY BOARD MEETING HELD IN SENIOR CENTER, 102'1 SOUTH FEDERAL HIGHWAY, BOYNTON BEACH, FLORIDA, ON MONDAY, SEPTEMBER 1'1, 2000 AT 3:00 P.M. PRESENT Amelia "Terry" Benell Betty Collins, Chairperson Olive Field Jeanne Hasty Bernice Joyce Carolyn Sims, Recreation Supervisor GUESTS Peggy Stranahan Barbara Weisman Betty Brophy Anthony Zerilli ABSENT Elizabeth Jenkins, Alternate Denise Chamberlain Christine T. Wilson 1. PLEDGE OF ALLEGIANCE TO THE FLAG, MOMENT OF SILENT PRAYER Chairperson Collins called the meeting to order at 3:03 p.m. and led the members in the Pledge of Allegiance to the Flag, followed by a moment of silent prayer for all the seniors in the City. 2. ROLL CALL Chairperson Collins requested that the Recording Secretary call the roll. A quorum was present. 3. APPROVALOFAGENDA Motion Ms. Joyce moved to approve the motion, which was duly seconded by Ms. Field and unanimously carried. Meeting Minutes Senior Advisory Board Boynton Beach, Florida September 11, 2000 4. APPROVAL OF MINUTES, JUNE '12, 2000 Motion Ms. Benell moved to approve the minutes of the June 12, 2000 meeting which was duly seconded by Ms. Hasty and unanimously carried. 5. CHAIRPERSON'S REMARKS Chairperson Collins noted that the Senior Center has been opened for one year. She pointed out that this Board feels that the Senior Center needs a Director. Also the Board has recommended certain guidelines and would like to see job descriptions for the volunteers. The main goal of the Senior Advisory Board was to get the Senior Center open. A second goal of the Board was the introduction of transportation into the City, which is now in place. Chairperson Collins pointed out that the Senior Center is not only for recreational purposes, but is also intended to inform and provide all the services and benefits to which seniors are entitled. Many seniors in the City do not know where to turn to in times of trouble or when assistance is needed. It was pointed out that Wally Majors is now the Acting Recreation Director and Chairperson Collins stated she has met with Mr. Majors. Also, she and Ms. Stranahan have met with the new City Manager. Although the Senior Center currently is addressing a need in the City, there are a great many more things that are needed. Mr. Majors is aware of this and wants the Senior Center run under the Guidelines of the National Institute of Senior Centers. 6. SENIOR CENTER: SOCIAL WORKER Also, Chairperson Collins pointed out that the Senior Center is not receiving the entitlements it should be receiving besides the meals. She pointed out that the federal funds received by Palm Beach County go to the Mae Volen Center and should be coming here, but are not because the Senior Center is not a multi- purpose senior center. Mr. Majors is now working to gain accreditation for the Senior Center. The Senior Center needs to have a social worker on board. Chairperson Collins distributed to members the guidelines of the National InstitUte of Senior Centers, which was reviewed. She pointed out that the Mae Volen Center should be providing a social worker for the City's Senior Center and is receiving the City's money for this purpose. The services and programs that a senior center must provide for accreditation were reviewed as follows: Health and wellness programs. These services should be provided not only for participants at the Senior Center, but also for homebound seniors. Meeting Minutes Senior Advisory Board Boynton Beach, Florida September 11, 2000 Arts and humanities programming, some of which is already being offered. Intergenerational programming. Employment assistance for people in need of employment because of their financial condition. Information and referral services. Social and community action opportunities. The word needs to get out that there is a Senior Center in the City. Transportation Services. These are already available in the City. Volunteer Opportunities. These are available at the Senior Center, but they should also be available for other places. Educational opportunities. Financial and benefits assistance. The meal program is being offered. The purpose of a senior center is to be a resource for the entire community for information on aging, support for family caregivers, training professional and lay leaders and students and for developing innovative approaches to addressing aging issues. Senior center staffs are obligated to create an atmosphere that acknowledges the value of human life, affirms the dignity and self-worth of the older adult and maintains a climate of respect, trust and support. Chairperson Collins pointed out that it is very important that no one feel left out. Also, the National Institute of Senior Centers states that a senior center must meet certain community standards and must make services more accessible through cooperative service delivery and referral linkages with other community agencies and organizations. A senior center must - Define population and geographic areas. The City needs to know how many seniors are actually home bound and how many are handicapped and cannot leave their homes. Identify agencies, organizations and providers that offer services to older adults. Chairperson Collins noted that there are services currently available in the County that assist seniors. RSVP is operating in the City that provides places where seniors can volunteer besides the Senior Center. However, registration for all volunteering should take place at the Senior Center. Community Caring is available to assist seniors with financial assistance and Chairperson Collins will provide information on this at the next meeting. Encourage providers to deliver their services at the Senior Center. Gain Senior Center representation on agency boards, committees and task forces. The City of Boynton Beach does not have any representation on the Area Agency on Aging. Also, Chairperson Collins would like the City to have representation on the Mae Volen Board. Meeting Minutes ~ Senior Advisory Board Boynton Beach, Florida September 11, 2000 Chairperson Collins proposed that a Task Force be formed for the Senior Center. She noted that when the Senior Advisory Board has recommendations, they cannot go to the Department Head without permission. Whenever the Board has an item it wants to bring up, it must go to the City Manager or the Commission. Also, Chairperson Collins said that the Senior Center needs to have a director for its volunteers. The duties and responsibilities of a Task Force were discussed. It was determined that the Task Force should meet more than monthly to assist in getting the Senior Center accredited. Mr. Majors is aware of what is necessary to get the Senior Center accredited. Ms. Sims asked how many people would be on the task force and Chairperson Collins estimated between 20 to 25 people. Any one who is interested in helping senior citizens would be welcomed. Next reviewed were the Governance Standards, which would be comprised of written documents, organizational charts and lines of communication. This would include advisory committees to inform and advise, which in this case would be to the City Commission, about the operations and programs, problems and issues, and provide feedback about participant satisfaction and current services and activities. Chairperson Collins asked how many people that were present would be interested in forming a Task Force and everyone at the table indicated that they would like to participate. Ms. Hasty asked where th~ funding for the social worker would come from? Chairperson Collins responded that the City's grant writer is addressing funding needs. She also pointed out that there is already funding for the social worker which is being received by the Mae Volen Center, which they are supposed to provide to the Senior Center. Ms. Hasty also asked why the meal donation is given to the Mae Volen Center since the Federal Government has already paid for the meals? Chairperson Collins pointed out that the City has no control over the meals and Mae Volen is in charge of this. No one has to pay for the meals and that a specific donation amount should not be requested. Chairperson Collins said she asked Mr. Majors to review the contract that the City has with the Mae Volen Center. Chairperson Collins pointed out that it is important that the City have a representative present at the hearings for funding, which was not done in the past. Ms. Stranahan asked if the Board would be able to determine which grant funds are being applied for? Chairperson Collins stated that this Board could ask to see a report on grant requests. Ms. Stranahan requested that this information be available to the Board at its next meeting. 4 Meeting Minutes Senior Advisory Board Boynton Beach, Florida September 11, 2000 Election of Vice Chairperson Chairperson Collins informed members that Ms. Stranahan has moved out of the City, but still intends to remain active with the Senior Center. However, because Ms. Stranahan was Vice Chairperson of the Board, it will now be necessary to replace her. The floor was opened for nominations for Vice Chairperson. Motion Ms. Hasty nominated Ms. Olive Field for Vice Chairperson. Ms. Benell seconded the nomination, which was unanimously carried. 7. NEEDS OF SENIORS IN THE CITY Various needs of seniors were discussed including the need for the City to maintain an emergency list of seniors in the City in the event of a catastrophe. Secondly, members of the Senior Center should have to register and be provided with membership cards. 8. COMMENTS FROM MEMBERS Members were asked for their comments on having a Task Force and everyone liked the idea. After discussion, it was determined that the Task Force should begin meeting twice a month. Chairperson Collins would like to have gathered enough information utilizing a Task Force to appear before the City Commission at a November meeting to present their findings of the needs and requirements for the Senior Center. The first Task Force meeting will take place on Monday, September 18th at 3:00 p.m. at the Senior Center Ms. Hasty pointed out that fundraising has already taken place at the Senior Center and said there is no accountability as to where those funds went. Chairperson Collins noted that the Task Force would not do any fundraising, but could come up with a recOmmendation for an auxiliary. The auxiliary would be comprised of officers, including a Treasurer that would be accountable for any funds raised. Ms. Weisman stated that the volunteers raised a great deal of money that all went back into the Center and that every party put on in the Senior Center was paid for by the volunteers from funds raised. They also paid for the digital camera which was purchased for the Senior Center that costs over $1,000. There were remaining funds of $297.90. Mr. Lulkin then informed her that the volunteers were no longer allowed to raise money by selling coffee. 5 Meeting Minutes Senior Advisory Board Boynton Beach, Florida September 11, 2000 Ms. Sims stated that whenever funds come in, they are sent to the Administrator's Office and then forwarded to the Finance Department. All funds that have been spent can be accounted for. Ms. Hasty questioned if the City could tell volunteers what to do because the volunteer organization was a separate entity. Chairperson Collins stated she was informed that volunteers should be treated the same as staff. Chairperson Collins requested that the word get out over the next week about the Task Force being formed and to get as many persons to attend next Monday's meeting as possible. Ms. Hasty noted that at the last meeting she had suggested that a letter of commendation be sent to the City's bus drivers, for their fine work. Chairperson Collins replied she did not have an opportunity to write a letter, but did speak to Mr. Majors and Mr. Bressner about the bus drivers. 9. ADJOURNMENT Motion Ms. Benell moved to adjourn, which was seconded by Ms. Field. The meeting properly adjourned at 4:10 p.m. Respectfully submitted, Barbara M. Madden Recording Secretary (one tape) 6