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HomeMy WebLinkAbout8.1 Sr Ctr Advisory Formation .~ e - 505 - 20 CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: October 12, 1987 SUBJECT Senior Center Advisory Committee EXHIBITS ATTACHED A. B. Proposed Committee Guidelines September 8, 1987 Park & Recreation Commission Agenda Statement August 11, 1987 Park & Recreation Commission Agenda Statement RECOMMENDATION _..I'! c. (jYY~' l. 2. Approve Formation of Senior Center Advisory Committee Direct Staff to Advertise Committee Openings FINANCIAL STATEMENT None DESCRIPTION Renovation of the Fallon School Mul ti- Use Room for the future Dublin Senior Citizens Center is scheduled to begin in mid-December of 1987 and be completed in March of 1988. Recruitment of a Recreation Coordinator to serve as the Senior Center Director is currently underway. At the August 11, 1987 and September 8, 1987 meetings of the City's Park and Recreation Commission, the Commission considered formation of an advisory body of senior citizens to advise the City on the operation of the Senior Center (Exhibits A & B). The Commission reviewed guidelines prepared by staff and received input from local senior citizens with regards to the purpose and composition of the proposed advisory body. As a result of the meetings, the Commission approved the guidelines as shown on Exhibit C. The Park and Recreation Commission and the staff feel that it is extremely important that the senior citizens have a voice in the programs and services that are available to them at the Senior Center, thus, the recommendation for an Advisory Committee. 'Further, the Commission recognizes that the suggested guidelines are a point with which the Committee can begin. The Committees first responsibility would be to draft by-laws ~ for Council approval. Eventually the Commission hopes that the Committee would be elected (or appointed) by the seniors themselves, but realize that until we have the program in operation, this is not feasible. The senior citizens in attendance at the Commission meetings were not all in favor of the Advisory Committee but instead favored a Commission similar to the Park and Recreation or Planning Commission. Staff is not recommending formation of another Commission at this time. Therefore, it is the recommendation of staff that the Council take the following action: 1. Approve Formation of Senior Center Advisory Committee 2. Direct Staff to Advertise Committee Openings ITEM NO .8<<>1 COPIES TO: Park & Recreation Commission (9 e e PRO P 0 SED Senior Center Advisory Committee Purpose To consider and make recommendations to the City Council (through the Park and Recreation Commission) and to City staff on all matters pertaining to the planning, development and coordination of services for senior citizens at the Dublin Senior Citizens Center. Duties and Responsibilities The Senior Center Advisory Committee shall work with the staff and Commission to develop Duties and Responsibilities for Council approval. Membership The Senior Center Advisory Committee shall be comprised of seven (7) voting members and one (1) al terna te, as well as one (1) representative each from the Park and Recreation Commission and the Recreation Department staff. Members shall be appointed by the City Council and serve at the pleasure of the Council. Members shall be at least 55 years of age and be residents of the City of Dublin. The following groups shall have representation on the Committee: Area Agency on Aging - Dublin Representative (1) Dublin-San Ramon Seniors (1) Senior Californians of Dublin-San Ramon (1) Members at Large (5) *Park & Recreation Commission (1) *Recreation Department Staff (1) *Non-voting Members Committee Meetings The Senior Center Advisory Committee shall meet at least once per month. The day and time of regular meetings shall be established by the Committee with the approval of staff. P~ CITY OF DUBLIN , AND RECREATION COMMISSIO AGENDA STATEMENT MEETING DATE: September 8, 1987 SUBJECT Senior Citizens Center Advisory Committee EXHIBITS ATTACHED A) Excerpts from Senior Center Operation - Governing ~ Advisory Bodies Correspondence from Alice M.Pitchford Proposed Committee Guidelines RECOMMENDATION B) C) :~\'l. 2. Review Proposed Guidelines Provide Staff with Comments FINANCIAL STATEMENT None DESCRIPTION At the August 11, 1987 meeting of the Park and Recreaton Commission, the Commission considered formation of an advisory body of senior citizens to advise staff on th~ operation of the future senior center. The Commission was in favor of forming an advisory committee and directed staff to develop guidelines for review at the next meeting. In developing the guidelines, staff consulted a number of public agencies who have similar types of advisory committees, as well as reviewed information contained in the book Senior Center Operation, a publication of the National Council on the Aging, Inc. Excerpts from Chapter 2 of that publication are attached in Exhibit. A. Staff has underlined particular areas relating to advisory commi tteesfor Commission review. Additionally, staff received correspondence from Alice Pitchford , Exhibit B, outlining her thoughts on the proposed committee. The proposed guidelines developed by staff are attached in Exhibi t C. It is recommended that the Commission review the proposed guidelines and provide input in the following areas: Name Senior Citizens Center Advisory Committee Senior Center Advisory Committee Advisory Committee to the Senior Citizens Center Advisory Committee to the Senior Center Other Purpose Is the purpose clear or should it be expanded upon? Duties and Responsibilities Are there others that should be added? Membership It is proposed that the committee consist of seven members (not including staff and Commissioner) . Should this be reduced or expanded in size? Should membership be reserved for representatives of local senior groups or left open? Staff will incorporate the comments received from the meeting and submit a final draft for Commission approval at the. October meeting of the Park and Recreation Commission. ------------------~---.------------------------------------------- ITEM NO. 5.1 ! Cx A ~~fij,iV;~~~;'~';^;:;:' :..:;:;. ;;:.:.;...~~;..:.::.;;;..::...~~;;.::.=:-=,,~"-'c ---.,-..-- --- ....-.--. .... ( e EXHIBIT A ( e CHAPTER 2 Governing and Advisory Bodies In this chapter. the term '"governing bodies" is used to refer to boards of directors or boards of trustees of independent. private, nonprofit Senior Center corporations. .. Advisor bodies" refers to advisor committees or advisorv bo, established bv the arent or(!anization's board of direc Center is a ro!!ram or unit of a lar(!er aoenc ublic Governing/Advisory Functions Governing and advisorv bodies are mechanisms through which the broader com~unity exercls~s authOrity and demonstrates m~erest in rela- tion to the social i~stitutions it suppor~s through tax or voluntary dollars. These bodies give legitimacy to the agencies they govern and advise and are their most important spokesmen and advocates. Through their membership on a board of directors. representatives of the broader community in which the independent Senior Center functions exercise their legal responsibility for making decisions in regard to such matters as: Planning and policy. program development and implementation. budget and finance and the interpretation of and advocacy for the Senior Ce:1ter-s program. A board of directors is responsible for the hiring land firing) of the Senior Center's chief administrator and for determining the personnel policies under which the Center staff-paid and volunteer-are employed and implement the Center's program, Advisory committees are frequently appointed to assist in Senior Cen- ter ro!!rams t at are a su unIt or a arger u IC or nvate. non rotlt a!!enc . a" ro. ect"' of a CI VIC. SOCial or raterna Of!mnIzatlOn or a s ecial program of a church or synagogue. While the legal authonty ot advisory committees is limited. their inllu- ence can be substantial. particularly when members are well-informed. have a deep commitment to the Senior Center concept and special expertise related [0 the program they serve In an adVisory capacity, When Semor Center advisory committees are represented on the governing bodies of their arent orgamzatIons. their adVisory function and the op ortunity to exert mt uence WIt In t e arge orgamzatlOn are great y en anced. A vlsory committees genera Y tunctlon In re atlon to Implementation of issues an pro ems. ey can e e ptll In I entl ymg po ICY malters that re llire the attentIon of the arent organization .s govermn 1 bodv. If the committee has representation 0n this body. it can advocate more effectivelv fur a\.:tion on su\.:h D()li~v issues. :\Jvisorv comlDlttt:t:S C~ln be of !.:r~at bt:ne. fit hoth to the Senior C~ntcr.s ~hid aJm-inistraror and stat)". par~icularlv in proviJlllg JlrC\.:l adVl\.:~ an aSslst~lI1\.:t: on programmatlc matters. In adJi. 7 ~ .-.--""r7--~-1l1l:laU-~"""~- ---- ( e ( e B 'I.. I I : D i Board Responsibilities The charter and bylaws of an incorporated nonprofit or not-for-profit Senior Center establishes its mission and the legal responsibilities of its board of directors, In general, these legal responsibilities relate to a Center's services and activities and the policies related to them, including budget and finance, personnel and resource development. These responsibilities are c.arried out through the performance of the following major tasks: II Estahlishin:,: the Purposes and Goals, The board determines the Center's purposes and function, oversees their implementation. It also is responsible for redetermining the Center's purposes and function at intervals as needs and resources change. It revises bylaws or changes policies as necessary. II Estahlishing Major policies. Major policy decisions of the Center. the board's responsibility, require regular updating and adaptation as circumstances change. Prior to setting policies, the board creates mechanisms to assure input from staff and participants, A venues are opened so policy decisions can be initiated by staff and partici- pants as well as board members. Development of procedures to im- plement policy is the Center administrator's responsibility. with the board's advice and/or approval. II Setting Bud:,:et and SeCIlring Finances. The board is responsible for acquiring the funds necessary to carry out the Center's programs. The board enters into all legal transactions and is responsible for all financial transactions. It is also the board's responsibility to make certain that the Senior Center conforms to current Federal and state laws, It may be empowered to accept gifts and to acquire and dis- pose of property. It approves the annual budget submitted by the Senior Center's executive, based on an agreed-on program "nd within the Center's financial capability, The board holds the execu- tive accountable for keeping expenditures within the budget and may seek his/her help in securing funding. Securing Physical Facilities. The board is responsible for acquiring adequate physical facilities and assuring they comply with all appli- cable laws and regulations, such as those governing building safety, sanitation. food preparation and handling and fire protection. Employing the Erecutil'(', The board employs the Center executive and. if necessary, relieves him/hcr of his/her duties. It dctermines the e:'i.cculi\e 's compensation. specifies the duties to he carried out I i I II I I I ~ I, !~'""1.~~.'l'~. -------- ( e (e and ddc:gakS the n~cessary authority to auminister the program. The executive should be giv~n authority to employ the additional staff. In some inst~\nces. the board retains authority to determine staff positions. and the executive does the hiring. A personnel com- mittee of the board may provide consultation to the executive on staffselection, promotion and separation of staff. but finjl responsi- bility remains with the executive. Ii Assessing the Cellter's Program. Regular review of the Center's program and the extent to which its services and activities meet its established purposes and the community's changing needs and re- sources is a continuing board responsibility. The Senior Center ex- ecutive should be required to provide the board with reports at specified times. II Interpreting Senior Center Programs and Serl'ices. Board members represent the Senior Center, both formally and informally, on many occasions. Through speaking engagements, radio and television in- terviews, press releases and circulation of published reports, they interpret the Senior Center's programs and services. . Participating ill Community Planning. Board members function as advocates in community planning and action in efforts to develop new services and to expand and/or improve existing services for older people. In this way, they serve as a link between the com- munity and the older peopk the Senior Center serves. Responsibilities of Advisory Bodies Advisory committees or advisory boards established to be of assistance to a special ro.ect. rogram or sub~nit of a parent orgamzation generallv aye their sco e of authority de me ru es 0 operation. Such grou s do not have charters or constitutions: these are gi ven to the governing bodies of parent organizations. Rules of operation serve the same tunctlon tor advI- sorv bodies that byla\vs do for the parent orgamzatlon. 01 hey speCify the advisory bodv's purpose. duties and responslbllltleS plus those of officers and standing committees. Though its res onsibilities for olicy tend to be limited to advice, an advisory bodv can be intluential in program Imp ementatlon po ICles or w,h!ch the Senior Center pro~ram administrator ~a~ responsibility or in ad- VIStn!! the arent a!!ency's (!overnin(! bod on poliCies that alTect the Senior enter" s 0 eration. The boards of arent orgamzatlons ten to re y on t e speCialized knowled!!e and concern 0 tea vlsorv 0 les, an , to t e ex- tem that this ha ens, advisor bodies intluence policy deCIsions. Visor bodies can be hel flll 10: ecommendmg;1n a voca[lng changes in the stah:mcnt of purpose and functions of the parent organization where they appear to inhibit maximum development of the Senior Center program. It ::p :1 :1 , I \: : ( e (e . Serving as a link between the parent or~anizatil1n'~ executive :lnd board and Center staff and panicipanlS in a process of agency decision making. Such a \:lody. particularly when represented on the parent or- ganization's bO;lrd. can help to create a productive avcnue for policy. procedural and program input. . Soliciting contribution of money. timt: and facilities and other gifls of value to the Senior Center program. In so doing. thcy must work within the overall policies and fund-raising programs of the parent or- ganization; advisory bodies have no authority to enter into legal or fi- nancial transactions. . Recommending and. when delegated the responsibility, developing the plan for Senior Center fund allocations. In the latter cases. the ad- visory body may then be held accountable to the board for responsible management of the funds. . Fulfilling other responsibilities in relation to the Center delegated to it by the board of the parent agency. Composition of Governing/Advisory Body The size of the governing/advisory body will vary. depending on the Senior Center's needs and the scope of board functions. Officers include a president or chairperson. one or more vice presidents/vice chairpersons. a secretary and a treasurer. The governing/advisory body establishes a number of standing committees to carry out its responsibilities. Standing committees should parallel the functIons noted III the prior section and !.!cn- erally include program. resource development. finance. building (or facil- ity). personnel and nominatmg. The exeCUl1ve committee may include the chairpersons of these committees and the ottlcers: It generally IS deSIgnated to act between meetin!.!s of the governing/advisorY bodv. Membership of governing/advisory bodies. particularly for private. nonprofit Senior Centers. should reflect a communi tv cross section. In- dividuals with technical expertise and those with influence in the local decision-making structure can be of value to Center operations when in- volved on or with such bodies. Also generally represented on governing as well as advisory bodi~s are participant representatives or of the partiCI- pants' governing council. Based on the concept that adults should determine the parameters of the programs in which they participate. participant representation is in- creasingly being encouraged on policy-making bodit:s. They should be the leaders of the participants' governing council. or persons appointed to rep- resent it, chosen on the basis of their potential to contribute to the functions and rcsponsibilitjes of the governing/advisory body. In some instances. Federal legislation has mandatcd that programs funded under certain categories must ha\e:l percentage of consumer representation on their gov- erning bodies. Even where then~ is no stich mandate. efforts should be m;lde 10 ~i\iIn~~'JW_~"""'-"""'''- -' ( e ( e to recognize the importance of inrllt from participants and to pro\'ide for their representatiun. Orientation of Board/Advisory Members New members of governing or advisory badies can be helped to better understand their roles and the Seniar Center's purposes and functions through an orientation procedure that should be made available as soon after their selection as possible. The materials they receive should describe the Center, its organization, structure and program-and include: . A history of the Center: . a statement of the Center's goals: . the Center's constitution and bylaws: . policy documents adopted by the board. including those describing the structure and functions of the board and its committees: . personnel policies. organizational chart and staffing plan: . a d~scription of the numbers and needs of the aged in the community; kinds of programs and servic:esavailable to meet these needs and the specific role of the Center in this spectrum of services: . current concerns of the board and a projection of directions for the future development of the Center: . recent minutes of the board. executive committee and other major committees: . names. addresses and telephane numbers of board members: . national. state and local organizations with which the Center is af. filiated. Participants' Role in Governance A participant leadership structure is of major importance in a Senior Center. It provides opportunities for participant involvement in decision- making processes. and it stimulates older persons to continue to use and de- velop their capabilities for leadership. initiative and responsibility. It also provides opportunities to: . Participate on committees: . receive recognition and acquire status: . stimulate thought and decision making: . increase participants' sense of bdonging. Participant involvement in decision making is achieved in varyinl! ways. Participants mav serve on the committees of the Center's l!overnind advisory body nr be e!ec:ed!~lrr()inted ta re~lIl~lr membership o'"n the gl);" eming board itself. In some Senior Centers, the panicirants' leadership :rructure has been dekgated the majnr r~sponsibility for sh;\ping Cent~r pol- Il:Y anJ for assuring that board decisinns nn program issll~s re!le(l the par- II ~,...-.....cwu I ! \ I, I '1' , I, , I: : ~ " I' " i' II - --':;;;.' .:; (' e ce ticipants' own determination of thl:ir needs and interests. Some participant councils elect or appoint rcpn:sentatives to the governing or ~llhisory D0;m.l and to committees. while others arc limited to decisions aDl)ut the Senior Center's program. The participant council is usually organizcd with represcntation from the various clubs. classes, special interest and civic groups of the Center program. In the case of multisite program,s, representation is drawn from each unit. The council has its own rules of operation and usually meets monthly. Officers are elected and include a president. vice president. secre- tary and treasurer. An example of an effective participant governing structure is the Senior Citizens' Advisory Council of a Senior Center located in an eastern commu- nity. The council is responsible for setting priorities and planning the Cen- ter's program and works with community agencies and organizations that provide services for older persons. Committees of the council focus on the needs. problems or interest areas of older persons (i.e.. safety. health.legis- lation. education). Each committee works with a task force of professionals and community agency personnel knowledgeable about the committee's area of interest. Shared Policy Making Part of the tradition of participant self-government in community or- ganizations is that policy' making is shared between the board and partici- pant council. Forthis process to work effectively and to support the purpose for which it is intended. each individual must understand clearly which deci- sions are within the authority of the board, the participants' councilor the staff. Statements and organizational charts should be used to define and il- lustrate functions. responsibilities. lines of communication and interrela- tionships among the Center's organizational components. The materials should be reviewed regularly. revised when necessary and made available to all persons involved in the Center s operation. 0 12 e EXHIBIT B e August 21, 1987 Ms. Diane Lowart Director - Parks and Recreation, City of Dublin, DUBLIN, CA. 94568 Dear Ms. Lowart: Since attending the cornnission meeting of August 10, 1987, I have been glvlng some thought to the make-up of the proposed Senior Citizen Advisory body suggested that night. I 'cannot help but feel that you would be doing an injustice to the Senior Citizens who have worked so diligently toward starting a Senior Citizen Center at the Fallon School if the make-up of this body takes the fonn as suggested by Cornnissioner Zika - namely, that two persons fran the Senior Californians - two fran the Dublin-San Ramon (Thursday) group - two fran the independent group and one fran your corrmission. As you are aware, the two existing groups have expressed no interest in the proposed new center and therefore should not have the controlling interest in its decisions. By dividing representation as you suggest you are giving two disinterested groups representation of four persons - leaving only two seats for those who worked so diligently toward making the center a reality. This would be to tal 1 y unfair and undesirable as far as I am concerned. I believe the Advisory group should be made up of nine persons: one fran the Wednesday group one from the Thursday group two cornnissioners fran the Department of Aging who serve our ccrrmunity four of the independent group who made this possible as well as one non-voting member from the Parks and Recreation Corrmission. I believe that the above is a fairer way of handling the situation. Alice M. Pitchford cc: George zika Mary Gibbert - Commissioner for the Department of Aging Martha Banner - Coomissioner for the Department of Aging Ollie Silva Ruth DiMaggio -- EXHIBIT C e D R AFT SENIOR CITIZENS CENTER ADVISORY COMMITTEE Purpose To consider and make recommendations to the City Council and to City staff in all matters pertaining to the planning, development and coordination of services for Senior Citizens at the Dublin Senior Citizens Center. Duties and Responsibilities l. Serve as a link between the Senior Citizens and City representatives 2. Participate in .development of Senior Center goals and objectives 3. Review policies and procedures for Senior Center operation 4. Provide recommendations on Senior Center programs and services 5. Other? Membership The Senior Citizens Center Advisory Committee shall be made up of seven members as well as one representative from the City's Park and Recreation Commission, and the City's Recreation Coordinator for Senior Citizens. Members shall be appointed by the City Council and serve at the pleasure of the Council. Members shall be at least 55 years of. age and be registered voters residing within the City. .. e e CITY OF DUBLIN PARK AND RECREATION COMMISSION AGENDA STATEMENT MEETING DATE: August 11, 1987 SUBJECT Senior Citizens Center EXHIBITS ATTACHED A) Senior Center Renovation Timeline \}\ B) Recreation Coordinator Timeline : \J~\ Provide Input RECOMMENDATION FINANCIAL STATEMENT $125,650 is available in FY87-88 for Senior Center Renovation $45,560 is available in FY87-88 for Senior Citizens Program DESCRIPTION At the June 21, 1987 meeting of the Dublin City Council, the C6uncil reviewed the renovation plans for the future Dublin Senior Citizens Center at Fallon School. The cost estimates for the proposed renovation exceeded the funds available by $46,650. Consequently the Council had to authorize a transfer of $46,650 from the Citys General Reserve in order to proceed wi th the plans. This was done. and the architect was authorized to proceed with construction documents. Exhibit B is a tentative timeline for the renovation of the Fallon School Multi-Purpose Room. At this time it does not appear that the Center will be ready for occupation until January of 1988. However staff would like to have the Recreation Coordinator for Senior Citizen Programs on board by No~ember of 1987 as shown by the recruitment timeline in Exhibit B. Although the Senior Citizens Center will not be open until January, staff feels that the Commission should give some thought as to the organizational structure of the Center.. The Recreatiori Coordinator will serve as the Senior Center Director, but it has been suggested that an advisory body of Senior Citizens be formed to advise the Recreation Coordinator on the operation of the Center and on programs for seniors. Staff feels that an advisory body would be desirable and has outlined some items for consideration by the Commission: 1. 2 . 3 . 4. 5. Purpose & Philosophy Composition & Make Up Responsibilities Qualifications Selection Process 6. 7 . Length of Appointment Name i.e. Advisory Board, Board of Directors, Coordinating Council, etc. Commissioner Zika suggested to staff that it might be to forma subcommittee of the Commission to research Centers are run and perhaps make si te visitations. already made contacts with neighboring centers information on their centers operation. advisable how other Staff has to request It is recommended that the Commission come prepared to discuss the operation and organization of the Senior Citizens Center and the concept of a Senior Citizen advisory board. ITEM NO. 6.1 f)(kJ r. 6-23-87 8-14-87 8-17-87 to 9-14-87 9-28-87 9-29-87 10-20-87 10-26-87 11-2-87 1-22-88 1-30-88 e e SENIOR CENTER RENOVATION TIMELINE Council Aproval of Renovation Architect Given Authorization to Proceed with Construction Documents Construction Documents Complete Review of Construction Documents by State Architects Office City Council Authorization to Bid Bid Documents Available Bid Opening City Council Award of Bid Renovation Begins Renovation Complete GRAND OPENING