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Home My WebLink About7.2 Change to Action Minutes for Commissions & Advisory Committees �� 'r� "i"''"'� STAFF REPORT ��'�`�` SENIOR CENTER ADVISORY COMMITTEE DATE: January 7,2016 T�: Honorable Chair and Committee Members FROM: Micki Cronin,Assistant Director of Parks and Community Services ,,,�f�!� �,��t,,..- SUBJECT: Change to Action Based Minutes for Commissions and Advisory Coininittees By: Rhonda Franklin, ManagementAnaly.rt EXECUTIVE SUMMARY: The Senich Center Advisory Coininittee will xeceive a report on the proposal to change the format of ineering minutes from suinmary minutes to action minutes for the Departrnent's Commissions and Advisory Committees. FINANCIAL IMPACT: None. RECOMMENDATION: Receive the Report. DESCRIPTION: The Parks and Community Services Department is providing Staff support to five (5) advisory bodies: Heritage and Cultural Arts Commission, Human Services Conunission, Parks and Community Services Commission, Senior Center Advisory Cominittee, and Youth Advisory Committee. As a result, Staff has developed a plan to streamline processes and gain efficiencies Department-wide while continuing to meet established requirements. Staff is required to keep a record of minutes of Cominission and Advisory Corninittee meetings. This requirement, however, is not specific as to the format or content of the minutes. There are generally three formats for meeting minutes: acrion, summary, or verbatim. Action minutes usually contain only the motion and the vote(s) with very litde, if any, narrative. Summary minutes include a narrative of Commission, Staff, and public comments. Verbatim minutes are a word-for-word transcript of the meering. Staff currently prepares summary minutes for the Commission and Advisory Committee meetings. The minutes are prepared within a week of the meeting and presented to the Cominissions and Advisory �� ITEM NO: 7.2 _ � _ _. Committees for approval at the following meeting. The preparation of summary minutes is very time- consuming and requires dedicated time for accurate transcription. It takes up to three (3) hours for each houx of the meeting to prepare the detailed summary minutes that are currendy being provided. Staff that prepare minutes are non-exempt employees. In order to maintain this schedule and level of detail with the addition of another Commission, it is estimated that overtime hours to prepare the meeting minutes may be required on an ongoing basis. In addition to the written meeting minutes that are prepared, the Advisory Committee discussions and actions will also be captured by a full digital audio recording of the meeting. The action minutes would be presented to the Advisory Corrunittee for approval, and then placed on the website along with the audio recording which can be referenced by Staff or the public to hear the Advisory Coininittee's discussion and/or direction for each item. By accepting action minutes as the official record for all of the Department's Commission and Advisory Con�unittee meerings, the City would realize the following benefits: • Staff would be able to prepare action minutes that could be available to the public within two business days. • The action minutes would be posted to the City's website with a link to the audio recording for each item providing easier access to the details of the meeting. • Action minutes would save Staff time to focus on other high priority projects and initiatives. r,s required by the City's Record Retention Schedule, meeting minutes are permanent records. The City's website contains up to four years of ineeting minutes. Meeting minutes that are older than four years are contained in the City's recoxds repository and are available to the public, as needed. At the December 20,2011 City Council meeting, the City Council unanimously voted to approve the move to accept action minutes for City Council meetings. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACH M ENTS: 1. Sample Action Minutes 2. Current Summary Minutes Format 2of2 ATTACHMENT 1 SAMPLE ACTION ITEM MINUTES FORMAT �,�a��r�� SENIOR CENTER ADVISORY COMMITTEE i9� �-aR• 's� REGULAR MEETING �� Minutes CITY OF DUBLIN November 5, 2015 The November 5, 2015 meeting of the Senior Center Advisory Cemmittee was called to order at 9:30 AM at the Dublin Senior Center by Chair Ita PLEDGE OF ALLEGIANCE : CM Mack led the Pledge of Allegiance. ' ROLL CALL Committee Members (CM) Present: Ito, Krausnick, Lore, Mack Committee Members Absent: Brizee Liaison Present: Janine Thalblum, Parks and Community Services Commission Liaison Staff Present: Guenther,Jochner ORAL COMMUNICATIONS 3.1 Public Comments—None. APPROVAL OF MINUTES 4.1 ;��l�'I�eting C?�t�ber 1,2tl�a On a motion�ay CM Krausrtick� secc�r�ded by CM Lc�r2, and by a vote of 3-0-1, with CM Mack abstaining and CM Bri��e absent, the Senivr Center Advisory Committee Members voted to approve the minutes of the regular meeting of October 1,2015 as presented. CM Mack abstained from the vote as she was not present for the October 1, 2015 meeting. WRITTEN COMMUNICATIONS— None. UNFINISHED BUSINESS—None. NEW BUSINESS 7.1 2015 Summer Quarterly Report Mr. Rich Jochner, Recreation Supervisor, presented the specifics of the item as outlined in the Staff Report pertaining to the classes, activities, and events conducted at the Senior Center during the 2015 summer season. The Advisory Committee received the report. 7.2 Hometown Heroes Mr. Rich Jochner, Recreation Supervisor, presented the specifics of the item as out�ined in the Staff Report pertaining to the upcoming Hometown Heroes event on Saturday, November 7, 2015. SCAC Draft Minutes—November 5, 2015—Page 2 of 2 The Advisory Committee received the report. OTHER BUSINESS The Advisory Committee Members provided information only reports pertaining to meetings and events attended. Mr. Jochner provided project and event updates. ADJOURNMENT There being no further business the meeting adjourned at 10:10 AM. Minutes prepared by Diane Guenther, Customer Service Assistant. Holly Ito Chairperson ATTEST: Rich Jochner Recreation Supervisor , ATTACHMENT 2 CURRENT SUMMARY MINUTES FORMAT ��'a� SENIOR CENTER ADVISORY COMMITTEE � ,9� —��-� �� REGULAR MEETING � 11c��r �� Minutes CITY OF DUBLIN November 5, 2015 The November 5, 2015 meeting of the Senior Center Advisory Committee was called to order at 9:30 AM at the Dublin Senior Center by Chair Ita PLEDGE OF ALLEGIANCE CM Mack led the Pledge of Allegiance. ROLL CALL Committee Members (CM) Present: Ito, Krausnick, Lore, Mack Committee Members Absent: Brizee Liaison Present: Janine Thaiblum, Parks and Community Services Commission Liaison Staff Present: Guenther,Jochner ORAL COMMUNICATIONS 3.1 Public Comments—Nane. APPROVAL OF MINUTES 4.1 Re�#��`�tl�eting O�b�r f,��],S� On a motion E�}r CM Kra�ts�i��C, seco�ded by CM Lore, and by a vote of 3-0-1, with CM Mack abstaining and CM Briz2e absent,the Senivr CenterAdvisory Committee Members voted to approve the minutes of the regular meeting of October 1, 2015 as presented. CM Mack abstained from the vote as she was not present for the October 1, 2015 meeting. WRITTEN COMMUNICATtONS— None. UNFINISHED BUSINESS—None. NEW BUSINESS 7.1 2015 Summer Quarterly Report Mr. Rich Jochner, Recreation Supervisor, presented the specifics of the item as outlined in the Staff Report. The Senior Center experienced a 12% decrease in drop-in attendance, a 1% decrease in programs and activities attendance and a 3% decrease in total Senior Center daily attendance. The decrease in attendance is largely due to fewer volunteer instructors available to teach classes. There was a 427% increase in attendance for Gentle Yoga, 137% increase for Healing Yoga and a 78% increase for Afternoon Ballroom Dance. SCAC Draft Minutes—November 5,2015—Page 2 of 2 The daily lunch program experienced a steady increase in attendance with 465 more participants compared to last summer. Effective August 1, 2015 lunch reservations are no longer required. Highlights for the quarter included a new hearing assessment and hearing aid cleaning/repair service; a panel discussion on senior fraud presented by the Alameda County District Attorney's Office Elder Protection Unit, and Alameda County Healthy Homes Department gave a workshop on home repair. The Senior Center's 10th anniversary was celebrated on August 1, 2015 with a Gala. 7.2 Hometown Heroes Mr. Rich Jochner, Recreation Supervisor, presented the specifics of the item as outlined in the Staff . Report. The Senior Center will host the 8t"Annual Hometown Heroes event on Saturday, November 7, 2015 with Master of Ceremonies Mayor David Haubert and Guest Speaker Garrison Commander of Camp Parks Lieutenant Colonel Andrew Jones. The invocation will be led by Chaplain Amy Noble and the Cooltones Big Band will provide the entertainment. Senior Center Staff is planning to create a storyboard and photo display "Wall of Hometown Heroes" to honor the many seniors and community members who served in the military. OTHER BUSINESS Ms. Thalblum stated the Parks and Community Services Commission did not meet in October. She reported the Ghosts of Dublin Walk was held on October 30, 2015 at the Heritage Park and Museums. The event included Dublin history and a flashlight walk through the cemetery. Mr. lochner stated the Harvest Fair was well attended and raised $750 for the Youth Fee Assistance Program. CM Krausnick suggested the idea of volunteers utilizing a computer to record volunteer hours. Staff will review the concept. Mr. Jochner attended the Senior Center Foundation meeting on November 4, 2015. He reported the Senior Center marquee is delayed about two weeks due to the addition of the non-potable water pipes connected to the Senior Center irrigation to water the vegetation outside. The Holiday Boutique will be held on Saturday, November 14 from 10:00 AM to 2:00 PM and the vendor tables are sold out. ADJOURNMENT There being no further business the meeting adjourned at 10:10 AM. Minutes prepared by Diane Guenther, Customer Service Assistant. Holly Ito Chairperson ATi'EST: Rich lochner Recreation Supervisor