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HomeMy WebLinkAbout06-05-2008 SCAC Agenda PacketThis AGENDA is posted in accordance with Government Code Section 54954.2(a) If requested, pursuant to Government Code Section 54953.2, this agenda shall be made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Section 12132), and the federal rules and regulations adopted in implementation thereof. To make a request for disability-related modification or accommodation, please contact the City Clerk’s Office (925) 833-6650 at least 72 hours in advance of the meeting. AGENDA DUBLIN SENIOR CENTER ADVISORY COMMITTEE REGULAR MEETING THURSDAY, JUNE 5, 2008, 9:00 A.M. DUBLIN CIVIC CENTER COUNCIL CHAMBERS 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ORAL COMMUNICATIONS 3.1 PUBLIC COMMENTS At this time, the public is permitted to address the Dublin Senior Center Advisory Committee on non-agendized items. The Committee must, however, comply with all State Laws in regard to items not appearing on the posted agenda. The Committee may respond to statements made or questions asked, or may request Staff to report back at a future meeting concerning the matter. Any member of the public may contact the Office of the Dublin Senior Center Director related to the proper procedure to place an item on a future Dublin Senior Center Advisory Committee agenda. The exceptions under which the Dublin Senior Center Advisory Committee MAY discuss and/or take action on items not appearing on the agenda are contained in GC 54954.2(b)(1)(2)(3). 4. MINUTES OF THE REGULAR MEETING – May 1, 2008 STAFF RECOMMENDATION: Approve Minutes. 5. WRITTEN COMMUNICATIONS - None 6. UNFINISHED BUSINESS 6.1 OUTCOMES OF COME TO LIFE EVENT The Committee will receive a report on the outcomes of the recent “Come to Life” event and discuss potential ideas for future events. STAFF RECOMENDATION: Receive report and provide input. 7. NEW BUSINESS 7.1 SPECIAL EVENTS FOR FISCAL YEAR 2008-2009 During FY 2007-2008, the Senior Center began conducting four larger special events per year. Staff will briefly review the four events planned for the upcoming year including the Senior Games, Veterans Day Hometown Heroes, Holiday Dessert, and Oscars Party. STAFF RECOMMENDATION: Receive report and provide input. 7.2 SENIOR CENTER NEWSLETTER PRODUCTION SCHEDULE During the upcoming Fiscal Year, Staff plans to produce the newsletter every other month, rather than monthly. In the place of the other six newsletters, Staff will be increasing promotions of other Senior Center events and programs. STAFF RECOMMENDATION: Receive report and provide input. This AGENDA is posted in accordance with Government Code Section 54954.2(a) If requested, pursuant to Government Code Section 54953.2, this agenda shall be made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Section 12132), and the federal rules and regulations adopted in implementation thereof. To make a request for disability-related modification or accommodation, please contact the City Clerk’s Office (925) 833-6650 at least 72 hours in advance of the meeting. 7.3 COFFEE FEES Staff will report on a plan to reduce the fees charged for coffee at the Senior Center. STAFF RECOMMENDATION: Receive report and provide input. 8. OTHER BUSINESS 8.1 BRIEF INFORMATIONAL ONLY REPORTS FROM THE DUBLIN SENIOR FOUNDATION, PARKS AND COMMUNITY SERVICES COMMISSION LIAISON, ADVISORY COMMITTEE MEMBERS AND/OR STAFF AND REPORTS BY COMMITTEE RELATED TO MEETINGS ATTENDED AT CITY EXPENSE (AB1234). 9.1 Brief Informational Only Reports from Commissioners and/or Staff and Reports by Commission related to Meetings Attended at City Expense (AB 1234). 9. ADJOURNMENT Page 1 of 4 CITY OF DUBLIN SENIOR CENTER ADVISORY COMMITTEE MINUTES OF MAY 1, 2008 Call to Order Chairperson Wood called the meeting to order a 9:00 a.m. Roll Call: Committee Members (CM) Present: Beth Wood, Al Edge, Martin Baron, Diane Bonetti and Delilah Vanderpool Parks and Community Services Commission Liaison Present: Rich Guarienti Staff Present: Paul McCreary, Parks and Community Services Manager; Anna Hudson, Recreation Coordinator; and Diane Guenther, Office Assistant Oral Communications CM Wood would like to send a letter to the Parks and Community Services Commission in recognition of the April volunteer luncheon. CM Edge indicated that the coffee at the Senior Center is too expensive and suggested sending a letter to Starbucks requesting coffee donations. CM Bonetti inquired about a company that was mentioned at a past DSCAC meeting that could donate coffee. CM Wood noted the company has gone out of business. CM Vanderpool asked if any research was conducted involving obtaining a donated van from the Transit Authority. McCreary indicated that the available vans were designated for non-profit Para transit uses, which the City does not provide. CM Wood asked about a letter of recommendation for Senior Support for their grant application to ACTIA for transportation for low income seniors. McCreary indicated he would need more information about the grant to determine how to proceed. CM Wood will obtain the information and provide to McCreary. CM Vanderpool asked if Staff had asked the Foundation for funds for the reader board. McCreary indicated he is still reviewing the scope of the project and will make a request to the Foundation in the near future. Approval of the Minutes – THE APRIL MINUTES WERE AMENDED AS FOLLOWS; UNDER NEW BUSINESS CM Wood stated “She suggested that if less focus was placed on competition then perhaps less skilled golfers would attend.” UNDER UNFINISHED BUSINESS add “CM Wood suggested updating the City website search function.” UNDER NEW BUSINESS Identification of Senior Center from Amador Valley Boulevard change CM Wood to “CM Baron asked if the cost could be reduced by using a wireless sign with solar power on the corner of Amador Valley and Donohue.” UNDER 2008-2009 Foundation Funding Request change “The Committee Members concurred that Staff ask the Foundation for funds to purchase the reader board and a revolving book rotunda.” THE COMMITTEE UNANIMOUSLY APPROVED THE MINUTES OF APRIL 3, 2008 AS AMENDED WITH CM EDGE ABSTAINING. MOTION BY CM BARON AND SECONDED BY CM BONETTI. CITY OF DUBLIN SENIOR CENTER ADVISORY COMMITTEE MINUTES OF MAY 1, 2008 PAGE 2 OF 4 Written Communication - None Unfinished Business - None New Business SUMMER CAR SHOW Staff discussed plans for a potential Summer Car Show at the Senior Center. Staff presented the Committee with four different themes and event components for their consideration and input. CM Edge stated the event was more elaborate than it needed to be, and suggested keeping everything simple. He suggested contacting KKIQ for music and Pepsi for a trailer to sell sodas. He also suggested that the Senior Center could sell hot dogs and sodas for $3 and possibly sponsor a dance inside. CM Vanderpool suggested selling pizza. CM Bonetti indicated this community event could be open to all ages and draw all types of cars. She suggested simply allowing people to show their cars. CM Bonetti and CM Edge suggested contacting Bonnie Andreason who is a member of a Corvette Club to obtain more information about car shows. CM Bonetti stated music is an important component at a car show. CM Baron commented this could be how radio could be involved. CM Baron noted the Tour de Elegance used to be held in Dublin. He felt that businesses in the area might benefit and be interested in cosponsoring the event. He also liked the concept of touring, if not in the street maybe around the parking lot. CM Edge recommended contacting Kasabian Motors. CM Vanderpool asked if the event is just for local people or expanded out. Staff indicated there probably are not enough cars for Dublin entries alone, so it would be more of a regional draw. CM Baron suggested using a committee to brainstorm. Staff indicated they will contact local car clubs for input. CM Wood liked theme’s 1 and 3 and suggested keeping the event simple and very straightforward. She questioned if the date was too close to or competing with other car shows. She asked if the event was for seniors or the entire community. She asked how the event was going to be promoted and that time and effort should be put into who we are trying plan the event for. McCreary indicated that it would be open to the general public and once the theme was chosen then staff would work on the promotions plan. CM Wood asked if we are sponsoring a city-wide event are we prepared for this. McCreary indicated the site should be sufficient. CM Vanderpool noted the event will attract a variety of people. CITY OF DUBLIN SENIOR CENTER ADVISORY COMMITTEE MINUTES OF MAY 1, 2008 PAGE 3 OF 4 CM Bonetti noted the event is to provide exposure of the Senior Center to the entire community. CM Vanderpool suggested hosting the event in July as a pre-show to Hot August Nights. CM Edge noted that the number of vehicle entries will need to be limited. Parks and Community Services Commissioner Guarienti stated the goal is to get people to see the Senior Center. We have a community building and this is a way to get people to come by. He said this is a great idea and agreed with the idea of keeping it simple. Other Business LIFE EVENT UPDATE Staff provided the Committee with a status report of the Come to Life event and shared the various promotional materials for the event. CM Baron asked if the online information for the Come to Life was easy to find on the City website. CM Wood indicated the search function on the City website still does not easily provide the information. McCreary indicated he would follow-up with the Webmaster. CM Baron suggested putting the posters anywhere and everywhere. Staff reviewed the list of locations where the posters will be placed. CM Baron suggested contacting Community Service Clubs. Staff noted the clubs will be identified and the target date to post is Monday. CM Vanderpool asked about Community TV. Staff indicated press releases have been sent, and it was covered on the Mayor’s Report. Guarienti suggested using email blasts. He felt using emails can be very timely and that people tend to open and read their email. CM Baron asked about the strategy for evaluation. Staff indicated it will be similar to last year where people who submitted an evaluation were entered into a door prize drawing. CM Baron suggested devising a form that could indicate the “wow” effect of the event. CM Wood stated we should go back to the original goals to develop an evaluation so that it relates back to the expected outcomes. We will not know how successful we are unless we have a good evaluation. CM Baron suggested using Play-Explore-Connect as the basis for the evaluation question. CM Wood noted that at Intel they used smiley faces. Other Business CM Vanderpool shared the Vial of Life (contained in a CD holder) she obtained from the San Ramon Senior Center. She shared that she could obtain several hundred for distribution at the Dublin Senior Center. Staff indicated Alameda County Fire has their own version of the Vial of Life (contained in a CITY OF DUBLIN SENIOR CENTER ADVISORY COMMITTEE MINUTES OF MAY 1, 2008 PAGE 4 OF 4 medicine container) that has been devised to be used by Alameda County residents. McCreary will share the San Ramon version with Alameda County Fire. Guarienti commented on the Bus Obscura Program and felt is was not well advertised at the Senior Center. He felt this was a good example of how email could be used to promote events. The key is to get information out before an activity so people can plan. Guarienti noted the current newsletter did not reflect that Bocce Ball event that will be starting up next week. Guarienti informed the Committee of a community meeting on May 1st for the proposed extension of an operations tax for East Bay Regional Parks. They will also discuss the future western hills open space project. Adjournment Being no further business, the meeting was adjourned at 10:33 a.m. Respectfully submitted, __________________________________ Diane Guenther Office Assistant APPROVED: ___________________________________ Beth Wood Chairperson AGENDA STATEMENT SENIOR CENTER ADVISORY COMMITTEE MEETING DATE: JUNE 5, 2008 SUBJECT: Outcomes of Come to Life Event Report Prepared by, Anna Hudson, Recreation Coordinator ATTACHMENTS: None RECOMMENDATION: Receive report and provide input FINANCIAL STATEMENT: None DESCRIPTION: On Saturday, May 17, 2008, the Dublin Senior Center hosted the “Come to Life” Event from 10:00 a.m. to 2:00 p.m. This year the event goals were to: ƒ Attract new customers to the Senior Center and have them return to try other activities. ƒ Encourage participants to engage in new recreational activities, games, sports and hobbies that strengthen the mind, body and spirit. ƒ Have fun playing, exploring and connecting. ƒ Gain insight into needs for new programs and activities for older adults. Based on the head count it is estimated that 175 people attended the event. A total of 132 evaluations were collected, and 161 lunches tickets were redeemed. Following is a summary of the top responses to the evaluation questions. Question 1 – How did you hear about the event? ƒ Posting at the Senior Center (31) ƒ Flyer (24) ƒ Newsletter (24) ƒ Family or Friend (13) ƒ Signs in front of Senior Center (11) Question 2 – What did you enjoy most about the event? ƒ Doug McConnell (41) ƒ Games (35) ƒ People (11) ƒ Dana & Lacy (11) ƒ Crafts (7) COPIES TO: ITEM NO.: 6.1 C:\Documents and Settings\All Users\Documents\Dublin\6-05-08_Item_6.1_Outcomes_of_LIFE_Event.doc 2 of 3 Question 3 – On a scale of 1 to 5 (5 being the highest) how much fun did you have today? ƒ 5 (57) ƒ 4 (44) ƒ 3 (18) ƒ 2 (2) ƒ 1 (2) Question 4 – Is this your first visit to the Senior Center? Yes (26 or 20%) No (106 or 80%) Question 5 – Do you plan to return again to try an activity or class, or attend an event? Yes (128 or 97%) No (2 or 3%) Question 6 – What new activity, class, event or sport would you like for the Senior Center to offer? Salsa lesson Book club Grandparents club Luk Tien Kuan (Chinese exercise) Lectures (health, sports, etc.) Drawing class Annual flea market Health presentation Beginning porker games Card playing More bingo 2 Knit & Crochet Paulette More bridge Evening bridge classes Kings in the Corners SF Giants Baseball Night More trips 3 Day trips Exercise 4 More places for Thursday walkers Less miles and stress on Tues trekker hikes Osteopathic Pilate Low impact aerobics Saturday or evening activities Cooking 2 Computer classes 2 Make-up classes Stuff for young seniors Calligraphy Ballroom dance 3 Line dance 2 A little class or demo ahead of time Jewelry making class Hula Baci Ball Ping pong 2 Concerts Pinochle Doug McConnell More appearances of Bay Area personalities Yoga classes Crafts and sewing Bowling classes 2 Map reading classes Mall walking Friendship club (men’s) Let’s talk old cars Trips to local parks Conversation Spanish Spiritual or meditation class More notice on Thursday lunches and activities Sports Games Gold panning Swimming Music of the 40’s and 50’s It has everything 5 Question 7 – What is your Zip Code? San Ramon 13 Pleasanton 8 Livermore 3 Dublin 90 Danville 7 Oakland 2 Pinole 1 Stockton 1 Hayward 1 Fremont 1 3 of 3 Summary Based on the results of the evaluation, Staff considers the event a success. Following is a summary of the actual outcomes. ƒ Attract new customers to the Senior Center and have them return to try other activities. o There were 26 new customers at the event, of which 23 plan to return to try new activities, events and programs. The three who indicated they are not going to return were from out of the area. ƒ Encourage participants to engage in new recreational activities, games, sports and hobbies that strengthen the mind, body and spirit. o The second most popular event component was the games. Additionally a large majority of those returning evaluations had well over four spaces marked off on their Bingo card. Therefore it appears most of the participants did try something new while at the event. ƒ Have fun playing, exploring and connecting. o 77% of the survey respondents indicated a fun level of 4 or 5. ƒ Gain insight into needs for new programs and activities for older adults. o Over 60 suggestions were made by survey respondents, which will be considered as future programs are implemented. RECOMMENDATION: Staff recommends that the Senior Center Advisory Committee receive the report and provide input. AGENDA STATEMENT SENIOR CENTER ADVISORY COMMITTEE MEETING DATE: June 5, 2008 SUBJECT: Special Events for Fiscal Year 2008-2009 Report Prepared by Anna Hudson, Recreation Coordinator ATTACHMENTS: None RECOMMENDATION: Receive report and provide input FINANCIAL STATEMENT: None DESCRIPTION: During Fiscal Year 2007-2008 the City added funding for four larger special events per year at the Senior Center. For the upcoming Fiscal Year, Staff is planning on offering the 580/680 Senior Games (September), a Veterans Day Hometown Heroes Recognition and Dance (November), the 2nd annual Holiday Dessert (December), and an Oscars Party (February). Due to the large number of competing events, Staff has decided not to offer a Car Show as one of the events. After speaking with some of the car clubs, it may be difficult to garner enough entries for the summer. However, Staff is considering having one or two of the clubs showcase some cars for one of the special luncheons. The 580/680 Senior Games will be held September 19-21. Dublin is planning this event in partnership with the Town of Danville, Livermore Area Recreation and Park District, and the cities of Pleasanton and San Ramon. Dublin will be sponsoring the bowling competition at Earl Anthony’s Dublin Bowl. Other events will be held as follows: ƒ Ballroom Dancing – City of Pleasanton ƒ Men’s Softball – Livermore Area Recreation & Park District ƒ Tennis – Town of Danville ƒ Swimming – City of San Ramon The opening ceremonies “Celebration of Athletes” will be held at the Pleasanton Senior Center and will feature a light buffet dinner and a keynote address by fitness expert and radio personality Joanie Greggains. COPIES TO: G:\SRCTRADVCMTE\Statements\2008\60508 Special Events update.ah.doc ITEM NO.: 7.1 2 of 2 Stemming from past suggestions to have an event to honor local veterans, the Hometown Heroes Dinner Dance will be held to honor both active and retired military personnel who served in Armed Forces. This Dinner Dance event will be held the day after Veteran’s Day on Wednesday, November 12, in the evening. Staff is initially planning a 1940’s USO dance theme. This event will replace the International Progressive Dinner held in October 2007. The second annual “Holly-Day Affair to Remember” will be offered on Wednesday, December 3. The event will be a dance like last year. However in response to feedback received from guests, Staff is investigating options to provide more substantial food in addition to the desserts. The fourth event is an Oscars Night party. Several outings will be scheduled to local theatres leading up to the big night on Sunday, February 22. The main event will feature appetizers and delectable desserts as winners are announced. This event will replace the Super Bowl Party. RECOMMENDATION: Staff recommends the Committee receive the report and provide input. AGENDA STATEMENT SENIOR CENTER ADVISORY COMMITTEE MEETING DATE: JUNE 5, 2008 COPIES TO: ITEM NO.: 7.2 C:\Documents and Settings\All Users\Documents\Dublin\6-05-08_Newsletter_Prod_7.1_ah.doc SUBJECT: Senior Center Newsletter Production Schedule Report Prepared by Anna Hudson, Recreation Coordinator ATTACHMENTS: None RECOMMENDATION: Receive report and provide input FINANCIAL STATEMENT: None DESCRIPTION: Much of the information included in the monthly Senior Center newsletter is duplicated from month to month. The repetitive nature of the information makes producing a monthly newsletter an inefficient use of staff time, postage and printing budgets. Beginning in July, the Senior Center newsletter will become a bi-monthly publication. By producing the newsletter every other month, the City will be able to reallocate the staff time, postage and printing costs to other promotional activities for the Senior Center. Background The current monthly newsletter is a 16 page publication with two pages dedicated for the monthly event calendar. Over 1,000 newsletters are printed each month, with approximately 600 being mailed to those who are supporters. Currently supporters pay an annual fee of $9.00 for Dublin residents and $10.00 for non-residents to have the newsletter mailed directly to their residence. Staff distributes the remaining 400 newsletters through other means in the community. In addition the newsletter is also available as a download on the City’s website. Overview of Bi-Monthly Newsletter Format In order to provide the necessary space to promote two months of activities, Staff will be removing the monthly calendar from the newsletter. This will keep the publication at 16 pages, maintaining the existing bulk-mail rate, and keeping the publication at a size that the volunteers can fold. If the newsletter becomes thicker, it will be difficult for volunteers to fold. As an alternative, a monthly calendar will be printed to provide patrons with updated information on current doings. The calendar will be available to everyone at the front desk but will be removed from the newsletter. The calendar will also be available as a download from the City’s website. As noted earlier, Staff plans to reallocate the time and resources that were being used to produce the monthly newsletter to expand production of flyers, posters and other promotional materials for Senior Center programs and services. It is the intention of Staff to continue to provide direct mail promotional materials to the supporters during the off months, so that they are still receiving at least twelve mailings per year or more. These promotional materials will also be distributed at a variety of places in the community where older adults have to wait. This will include medical offices, auto repair shops, and hair salons to name a few. Summary Producing the newsletter six times per year should not be viewed as a budget cut or a reduction in service level. This change in production will allow the Graphics Technician to spend more time developing other promotional materials for the Senior Center. It will be a more efficient use of the budget, and allow Staff to conduct additional promotional campaigns new programs and core services. It will also make the publication more environmentally friendly by reducing the amount of paper used by 48,000 sheets annually. Staff will begin notifying customers about the change in June. RECOMMENDATION: Staff recommends the Advisory Committee receive the report and provide input. AGENDA STATEMENT SENIOR CENTER ADVISORY COMMITTEE MEETING DATE: June 5, 2008 SUBJECT: Coffee Fees Report Prepared by Anna Hudson, Recreation Coordinator ATTACHMENTS: None RECOMMENDATION: Receive report and provide input FINANCIAL STATEMENT: None DESCRIPTION: At the May 1, 2008, Advisory Committee meeting, the Committee asked Staff to report back on the alternatives for reducing the fees charged for coffee at the Senior Center. Several Committee Members indicated the coffee is too expensive and that Dublin is charging more for a cup of coffee than other local Senior Centers. Following is some background information about the coffee served at the Senior Center, and some alternatives for reducing fees. Background The Senior Center has always had coffee available for sale throughout the day. When the Senior Center opened in the late 1980’s, the cost for a cup of coffee was $0.25. In July 2004, the fee for coffee was raised to $0.50 which is the current fee charged. This generates enough money to offset the direct costs of providing the coffee (coffee, tea, cups, sweetener, etc.). In addition to purchasing supplies, Staff augments with donations of coffee from local Starbucks stores. The donations are typically of regular coffee, and not decaf, which is in more demand at the Senior Center. Alternatives The first alternative would be to increase donations of coffee to reduce the costs and the fee accordingly. However, donations of decaf coffee are hard to come by, and decaf is in highest demand at the Senior Center. Staff does not feel that enough decaf donations could be obtained to substantially reduce costs. The second alternative would be to seek monetary sponsors for the coffee bar. For this alternative, Staff would provide a rack on the coffee bar for up to six sponsors to leave a handout about their business. Staff receives requests from companies on a regular basis that want to advertise their services at the Senior Center. This would provide a method to allow them to promote their services for an annual fee, similar to sponsorships for a festival. The fee would be used to pay for the costs of the coffee program. Based on the number of requests to advertise senior-related businesses, Staff estimates that sponsorships could potentially cover 100% of the direct costs of providing coffee. This would allow the fee to be lowered without having to rely on the uncertainty of coffee donations. COPIES TO: ITEM NO.: 7.3 C:\Documents and Settings\All Users\Documents\Dublin\6-5-08_Item_7.3_Coffee.doc 2 of 2 The third alternative is to simply reduce the fee for the coffee and not make up for the loss in revenue. However, this would increase the General Fund subsidy to the Senor Center. Staff does not recommend using taxes to subsidize the provision of coffee for Senior Center patrons. Recommendation and Implementation Plan Staff recommends pursuing Alternative 2. During June, Staff will develop sponsor application procedures and solicit commitments from business to provide monetary support to subsidize the coffee program. In order to reduce the fee, Staff will need approval from the Parks and Community Services Commission. Fees for Fiscal Year 2008-2009 will be considered by the Commission in July. Therefore, any changes to the coffee fee could not be made until that time. Depending on the number of sponsorship commitments received, Staff will recommend to the Parks and Community Services Commission to reduce or eliminate the coffee fee. RECOMMENDATION: Staff recommends the Committee receive the report and provide input.