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Minutes 04-03-17MINUTES OF THE SENIOR ADVISORY BOARD REGULAR MEETING HELD AT THE SENIOR CENTER, 1021 S. FEDERAL HIGHWAY, BOYNTON BEACH, FLORIDA, ON MONDAY, APRIL 3, 2017, AT 2:00 P.M. PRESENT: Janet Harris, Chair Terry liams, Vice Chair Michael Brevda Marsha Bionta Andrew Richardson Jean Young (arrived 2:08 p.m.) I. Call to Order Chair Harris called the meeting to order at 2:04 p.m. II. 'ledge followed by Attendance Brenton Rolle, Center Supervisor Amy Blackman, Board Liaison The members recited the Pledge of Allegiance to the Flag. III. Attendance Self -introductions were made. A quorum was present. IV. Agenda Approval 1. Additions, Deletions, Corrections 2. Adoption Motion Ms. Bionta moved to approve the agenda. Vice Chair liams seconded the motion that unanimously passed. V. Approval of Minutes of January 9, 2017 Motion Vice Chair liams moved to approve the minutes. Mr. Brevda seconded the motion that unanimously passed. Meeting Minutes Senior Advisory Board Boynton Beach, Florida April 3, 2017 VI. Unfinished Business A. Special Holiday open bring lunch Chair Harris recalled at the last meeting, the members discussed lunch on holidays and the Mae Volen Center. She advised staff will list the days when the Center is open and the Mae Volen Center is closed so members will know to bring their lunch. Ms. Blackman advised some members are not aware the Senior Center and the Mae Volen Center are separate facilities. Discussion followed about having a pot luck lunch on those days; however, Mr. Rolle explained doing so would create a liability as some people have allergies. Prepackaged or ordering food, such as pizza is an option. B. Q & A Brenton Rolle: 1) Code of Conduct Handbook for members. At the last meeting, the members discussed the Code of Conduct handbook for the Center members and Board of Directors, a draft of which Mr. Rolle distributed. Discussion followed about holding a meeting at the Center to discuss the Code with patrons, or displaying a poster with bullet points from the Code. Most people know what a Code of Ethics is, but posting it may be beneficial as some patrons may forget some of the rules. It was decided in addition to it being posted at the Center, current members will not receive a copy of the Code, but new members would. In January, Chair Harris had distributed a 211 Resource Brochure for low-income individuals and she now had a Community Caring Center brochure. Vice Chair liams asked if the brochures were available for patrons and was referred to staff that stocks the information. Vice Chair liams asked if her Board term was expiring and learned hers and Mr. Brevda's appointments would terminate in December. Members should receive a letter in advance of the term expiration and can reapply. Ms. Young noted members move chairs out of the rooms. Vice Chair liams explained they are playing "Hand and Foot" with eight or ten people. They put two tables together and bring chairs from other rooms, but they do not return them. Mr. Rolle agreed to speak to the members involved. VII. New Business A. Welcoming new employee to Center Chair Harris announced Catherine Poole is a new part-time employee at the Center.. B. Changes for the use of the library and/or location or remove P11 Meeting Minutes Senior Advisory Board Boynton• •, April 3, 2017 Chair Harris wanted to discuss changes regarding the Center Library. Two members have been taking care of the Center Library that is split in two places. She asked if the Library had too many books and thought the volume of books cannot be accommodated. Mr. Rolle advised the books are donated and the Center does not have to accept everything they are given. The Center allows members to take books home and they are there for all to enjoy. Vice Chair liams suggested if there are any books that are not wanted, they be boxed and taken to the City Library, or donating them to Goodwill or some other charity. Ms. Blackman suggested removing the outdated books and asked if the two library areas were heavily utilized and learned they were not. A suggestion was made to put up a sign. If patrons are aware they could have the books, a lot of them would be taken, reducing the amount of books to a manageable size. It was thought they could then have one Library location freeing up shelves that could be used for other things or storage. Vice Chair liams asked about donating DVDs. Mr. Rolle advised there is no room for them and they have been giving DVDs away to Bingo. Ms. Blackman advised the City's camps and aftercare programs do not watch TV and have no use for them. She also pointed out the Center holds a very well attended rummage sale at the Civic Center twice a year where DVDs could be sold. It is so successful, they are thinking about adding a third sale. A table is $20 and the cost could be shared between members. C. Supply cheap umbrellas (front desk) Chair Harris explained there has been a slight issue with umbrellas at the front door on rainy days. She noted umbrellas could be purchased at the Dollar Store and asked if there could be some by the front desk. Ms. Blackman commented the Center cannot purchase umbrellas and give them away unless there is a City logo on them and then they would have to supply umbrellas to all. She thought residents should be prepared for inclement weather. Vice Chair liams suggested keeping three large umbrellas to walk slower patrons or those with walkers out to their cars when it rains. Chair Harris advised often, very elderly patrons just hold a piece of paper over their heads. A complaint had not been made, but staff agreed to look into this issue, noting there may not always be someone available to assist. D. Membership cost (increase) Chair Harris asked how long the cost of membership was $40. No one knew and a suggestion was made to contact Sherri Claude, Assistant to the Director, Recreation and Parks. Chair Harris noted the cost of living was increasing and thought there should be a discussion about a commensurate membership fee increase. Vice Chair liams pointed out the increase would pertain to members that do not live in the City. Mr. Rolle asked what the increase would be used for and learned that some at the Center are always saying they do not have the funds for supplies. Mr. Rolle explained the M Meeting Minutes Senior Advisory Board Boynton Beach, Florida ETUNNIFTIWA membership fees go into the General Fund as revenue and activities held at the Center come from a program line item. There was discussion about patrons donating money and being recognized for their donation with a star with their name on it. Ms. Blackman thought a similar program may have been used for sponsors in the past and commented there is a separate donation account. The Center could institute a donation program, but would be surprised patrons would be willing to donate. She explained a donation account is normally used for equipment or something everyone could use. She asked if there was an occasion the Center could not provide something that was requested. Mr. Rolle advised some of the issues the Board was discussing, such as cake and ice cream, are items staff would not purchase. Ms. Young noted the Center used to have a variety of foods and Vice Chair liams thought donated monies could be used to buy them. Ms. Blackman explained they could upscale food at parties, but the party fee would increase. Ms. Young asked where the $3 party fee came from and Ms. Blackman opined it probably came from sponsors. Sponsorships still go to the Senior Center. Vice Chair liams explained, in the past, sponsors brought in food such as sandwiches and fruit cups, pizzas for the dance group and the last time they held an event at the Center, they gave away 20 gifts. Ms. Blackman thought this may have been done in lieu of a monetary donation. Mr. Rolle explained 100 people paying $3 each for a party would barely cover entertainment. Food service would be at least another $400. Mr. Rolle explained they use sponsorship dollars to offset activities at the Center. When he considers the cost to run a program for the year, and that party volunteers are free, the number of paying participants decreases and there is a deficit. They have to pass on the cost. Vice Chair liams favored asking sponsors to do so. Chair Harris commented the patrons had been discussing food. Ms. Blackman advised each time she comes to the Center she sees loads of sweets. Vice Chair liams explained cookies and tea were offered in the afternoon at least once a week. The snacks are offered when they were available. Cookies and different items from Publix are donated depending on what they have left over. Staff does not purchase cookies, pies or other high -calorie, unhealthy items. The Center signed a pledge supporting healthy eating and a healthy lifestyle. Staff also has to pick up the left over items. Ms. Blackman and Mr. Rolle will discuss it and supply a copy of the Healthy Pledge to the Board, which talks about vendors. It is an initiative for a healthy lifestyle for all recreation programs. Ms. Bionta inquired about vending machines. Ms. Blackman responded she would not know where to put one and did not think patrons would buy the items. It was noted Trader Joes donates a lot of fruit; however, Mr. Brevda noted a court case as there is a liability with giving away damaged food. The larger picture is what they provide for the overall sponsorship. Ms. Blackman suggested adding a sponsorship category for a lunch or party. Mr. Brevda thought it was a good solution. M I'lleeting Minutes Senior • •ry Board Boynton • Ms. Bionta advised there are changes and patrons should understand what the City approved. Mr. Rolle explained it is important to follow the rules. Ms. Blackman explained Board members should encourage patrons to speak with Mr. Rolle when they make comments. Vice Chair liams agreed to explain the $3 party fee is for entertainment. On a different matter, Chair Harris noted Sterling Village has a theatrical troupe and comedians that used to come to the Center and perform. VIII. Amy Blackman - Q & A A. Plans for additional renovations Chair Harris asked about plans for additional Center renovations and recalled they were going to move items around in the front courtyard and in the back to discourage the homeless population. Ms. Blackman was not aware of any changes other than the parking lot. She commented the parking lot has to be totally replaced and they will have to address traffic flow, but did not know exactly when the work would occur. Chair Harris asked if the tree could be removed or at least trimmed. Ms. Blackman explained the City is responsible for the shrubs. Vice Chair liams ask about the air conditioning as it has been freezing in the front of the Center and the cooling is unevenly distributed throughout the building. She learned the air conditioning techs have been to the Center. She suggested a damper be used to help evenly distribute the air. Ms. Blackman explained Facilities informed her part of the problem is someone in the building is adjusting the temperature. Ms. Blackman agreed to speak with Facilities. She noted the building had been renovated and an addition had been added IX. NEXT MEETING: Monday, July 10th Chair Harris announced the next meeting is July 10, 2017. Members should call her if there is a problem attending. She noted there is an opening on the Board and one more regular member is needed. The seat does not have to be filled by a member or volunteer at the Center. X. Adjournment There being no further business to discuss, Chair Harris adjourned the meeting at 3:24 p.m. y 8 ::f 6z' Catherine Cherry Minutes Specialist