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2000 02 185. 6. 7. 9. FILE AGENDA CHANHASSEN SENIOR COMMISSION FRIDAY, February 18, 2000 9:30 A.M. TO 12:00 P.M. CITY COUNCIL CHAMBERS Approval o£ agenda. Approval of minutes dated January 21, 2000. Visitors Presentation: · Congressman David Minge will provide an update on current senior issues. Congregate Dining & Meals on Wheels. Update on Senior Center Activities. Discussion of Senior Commission By-laws, vacancies, and terms. Arbor Day and Special Waste Collection Day. TCF Door Prize Program. Senior Commission Comments. Adjournment CHANHASSEN SENIOR COMMISSION REGULAR MEETING January 21, 2000 Chairwomen Sherol Howard called the meeting to order at 9:30am. MEMBERS PRESENT: Sherol Howard, Albin Olson, Bobbie Headla, Jean Mancini, Mel Kurvers and Tom Faust. MEMBERS ABSENT: Dale Geving. STAFF PRESENT: Kara Wickenhauser, Senior Center Coordinator and Sham~in A1- Jaff, Senior Planner VISITORS PRESENT: None. APPROVAL OF THE AGENDA: Commissioner Bobbie Headla moved to approve the agenda. Commissioner Mel Kurvers seconded the motion. All voted in favor and the motion was carried. APPROVAL OF THE MINUTES: Albin Olson moved to approve the minutes. Mel Kurvers seconded the motion. All voted in favor and the motion was can'ied. CONGREGATE DINING & MEALS ON WHEELS: Continues to increase. Four new clients over the past two weeks have joined the Meals on Wheels list. Congregate Dining is holding steady. UPDATE ON SENIOR CENTER ACTIVITIES: Upcoming trips and activities include; 4 hour defensive driving class 2/18/2000, Hawaii trip 2/22/2000, tax aide 2/22/2000, 3/07/2000 and 4/04/2000, Old Log Theater "Cash on Delivery" 3/08/2000, and Barbara Fairchild show and Islandview Luncheon 3/31/2000. Bids are being collected from area painters to paint the Senior Center. Tom Faust was assigned to contact Harold Lund about donating time to paint the Senior Center. Kara will be out of the office from 2/24/2000 - 3/09/2000. SENIOR COMMISSION COMMENTS: Sherol commented that a Senior Advisory Board member was dissatisfied with the involvement they had on the Board. This person feels that decisions are made by certain people before the meeting begins. Complaints were made in regards to the crosswalk on Santa Vera Drive. Signs need to be posted to slow down. Decrease the speed limit from 40 mph to 30mph. Bobbie Headla is now serving on the Carver County Senior Advisory Board and reported that the Senior Expo is postponed until year 2001. SAIL is expected to be statewide by year 2003. Suggestions were made by the Senior Commission to schedule more speakers and field trips. The Senior Commission discussed the Powers Ridge development. Some neighbors in the area are opposed to this development. Powers Ridge is considering a senior building for one of the 4 apartment sites. The church located on Lake Street is still considering looking into some independent apartments or assisted living for seniors. These apartments would range from $1200 - $1500 per month. Other figures included $800.00 for 1 bedroom and $1300.00 for 3 bedroom. ADJOURNMENT: Tom Faust motioned to adjourn the meeting. Albin Olson seconded the motion. All voted in favor and the motion carried. Prepared and Submitted by Kara Wicke.nhauser, Chanhassen Senior Center Coordinator. G:\park\kara\srcommin 1.2000 CITYOF CHANHASSEN 690 Gt), Co.er Drive, PO Box 147 Ch,ud;asse., Mi..esota 55317 Pho,e 612. Q3Z 1900 Genoa/Fax 612.93Z 5739 E, gi~m'i,g Fax 612.937.9152 Pub/h' SagO, ~.x' 812.93&2524 MEMORANDUM TO: Chanhassen Senior Commission FROM: Shannin AI-Jaff, Senior Planner DATE: February 18, 2000 SUB J: Staff Report Senior Commission Vacancies and Interviews: As of April 1, 2000, three Chanhassen Senior Citizen Commission positions will be vacant. Sherol Howard, Barbara Headla, and Dale Geving currently hold these positions. Staff placed an add in the Villager advertising the vacancies. The deadline for applications is March 6, 2000. h~te~wiews will be scheduled for March 17, 2000, with the Senior Commission and April 3, 2000, with the City Council. A~nendment to Senior By-laws: This item will be scheduled for a vote on April 2 I, 2000. Staff is providing the cornmission with an early copy to study. There is one proposed amendment dealing with the terms served by commissioners. In the Year 2002, four terms will expire. In order to stagger the terms so that no more than three terms expire at any given year, staff is proposing a split in the length of the terms of two and three years (Please refer to the schedule titled Chanhassen Senior Commission Terms). After the 2002 appointments, the Length of Terms portion of the By-laws will be amended for the last time to reflect three year tenths, meaning each commissioner will be appointed to a three year term. Special Waste Collection Day, May 20, 2000: The City of Chanhassen and Carver County is jointly sponsoring a Special Waste Collection Day for City Residence. The collection will take place at the United Mailing parking lot on Park Drive, from 8:00 am to 12:00 pm. Volunteers are need to assist staff with registration. To volunteer, please contact Jill Sinclair at 937-1900 ext. 150. Arbor Day, May 6, 1999: The Environmental Commission will be celebrating trees and the environment on May 6, 2000. Volunteers are needed to handout seedlings and sell small evergreens. To volunteer, please contact Jill Sinclair at 937-1900 ext. 150. T/se City of Cha,hmse,. ,4 crowi,,~ com,,,tit~, wt'tt~ dw.~ /,~kes. c,,,dit~, schools, a ch~m,i,e dote;ttou.,, tl,'ivi,e b,si, esses, a,d bea,tifid /;arks. ,4 ctzwt /;&ce to lb;e. work. a,d o/a,: Seniors Awareness Slide Show: One of the goals of the Senior Commission is to transfer the Senior Awareness slides to videotape. We are able to accomplish this process in-house. We will need a more recent photo of the senior commission to include in the tape. Staff recommends the Senior Commission wait until April 2000, after appointments to the Senior Commission to take the new picture. We will then have the tape ready to show by May 2000. TCF Door Prizes: Staff contacted Ms. Sara Halverson regarding Door Prizes for the Senior Center. The prizes are valued at approximately $10.00 per item and should not exceed $200.00 per year. She wishes to start the program in March. Appointments to the Chanhassen Senior Citizen Commission As of April 1, 2000, three Chanhassen Senior Citizen Commission positions will be vacant. This position is a three-year term (April 1, 2000-March 31, 2002) and must be filled by a senior citizen resident of Chanhassen. Commission members represent the interests of the senior citizens of the city as they work together to achieve the goals and objectives of the senior citizens. They are responsible for attending commission meetings which are scheduled for the morning of the third Friday of each month at Chamhassen Council Chambers in City Hall. All applications must be received no later than March 6, 2000. For an application, please contact Sharmin A1-Jaff at 937-1900 Ext. 120 SENIOR COMMISSION CITY OF CHANItASSEN BY-LAWS The following by-laws are adopted by the Chanhassen Senior Commission to facilitate the performances of its duties and the exercising of its functions as a Commission established by the City Council pm'suant to the provision of Subdivision 1, Section 462.354, Minnesota State Statutes mmotated. Section 1 - Duties and Responsibilities 1.1 The Senior Commission shall serve as an advisory body to the City Council in addressing the special needs of the people over 55 living in Chanhassen. All final decisions are to be made by the City Council. 1.2 The Senior Cormnission will consider and make recommendations to the City Council regarding the special needs of seniors in the areas of transportation, information and assistance, independent living in the home, social and recreational programs, senior centers and senior housing, but will not be limited to these issues. 1.3 The Senior Commission will make recommendations to the City Council regarding funding for special services to be provided for the citizens over 55. 1.4 The Senior Commission may propose needs studies of this age group where necessary and make recormnendations to the City Council according to the results. 1.5 The Senior Cormnission will coordinate services with other governments and private agencies for this age group. 1.6 Public Hearings. The Senior Citizen Commission shall hold public hearings on issues regarding special needs of seniors in areas of transportation, information and assistance, independent living in the home, social and recreational programs, senior centers and senior housing, but will not be limited to these issues. 1.7 Establishment of Sub-Committees. The Senior Commission may, as they deem appropriate, establish special sub-committees comprised of their own members and other citizens fi'om the community. Section 2 - Meetings 2.1 Times and Place. Regular meetings of the Commission shall be held on the third Friday of each month at 9:30 a.m. at the City Council Chambers, 690 City Center Drive, unless otherwise directed by the Chairperson, in which case, at least 24 hours notice will be given to all members. Regular meetings shall have a curfew of 12:00 p.m., which may be waived at the discretion of the Chairperson. All unfinished business will be carded over to the next regular meeting. When the regular meeting day falls on a legal holiday, there shall be no meeting. 2.2 Special Meetings. Special meetings shall be held upon call by the Chairperson, or in her/his absence, the Vice-Chairperson, or any other member with the concurrence of four other members of the Commission and with at least 48 hours of notice to all members on the first Friday of the month. Notice of all special meetings shall be posted on the official city bulletin board. 2.3 Attendance. The Senior commission members shall attend not less than 75% of all regular and special meetings held during a given calendar year and shall not be absent from three consecutive meetings without prior approval of the Chairperson. Failure to meet this minimum attendance requirement shall be cause for removal from the Commission by action of the City Council. Section 3 - Commission Composition - Terms and Vacancies 3.1 Composition. The Senior Commission shall consist of seven voting members. Seven members shall be appointed by the City Council and may be removed by the Council. 3.2 Terms and Vacancies. The City Council shall appoint seven members to the commission. Five of the members shall serve a three year term and two members shall serve a two year term. for terms of three years. Vacancies during the term shall be filled by the Council for the unexpired portion of the term. Every appointed member shall, before entering upon the charge of his/her duties take an oath that he/she will faithfully discharge the duties of his/her office. All members shall serve without compensation. 3.3 Quorum. Four Senior Commission members shall constitute a quorum for the transaction of business. Whenever a quorum is not present, no final or official action shall be taken at such meeting. 3.4 No two members of the same household may serve on the Senior Commission at the same time. Section 4 - Organization 4.1 Election of Officers. The first meeting in April of each year, the Senior Commission shall hold an organizational meeting. At this meeting, the Commission shall elect from its membership a chairperson and vice-chairperson. This shall be done by voice vote. Vice- Chairperson shall be elected from the remaining members by the same proceeding. If the Chairperson retires from the Senior Commission before the next regular organizational meeting, the Vice-Chairperson shall be Chairperson.. If both Chairperson and Vice- Chairperson retire, new officers shall be elected at the next regular meeting. If both Chairperson and Vice-Chairperson are absent from a meeting, the Commission shall elect a temporary Chairperson by voice vote. 4.2 Duties of Chairperson and Vice-Chairperson. The Chairperson, or in his/her absence, the Vice-Chairperson, shall preside at meetings, appoint committees from it's own membership and perform other such duties as ordered by the Commission. The Chairperson shall conduct the meeting so as to keep it moving as rapidly and efficiently as possible and shall remind members, witnesses and petitioners to preserve order and decorum and to keep comments to the subject at hand. The Chairperson shall not move for action but may second motions. Section 5 ~ Procedure 5.1 Procedure. Parliamentary procedure governed by Robert's Rules of Order Revised shall be followed at all regular meetings. At special work session meetings, and when appropriate, the Commission may hold group discussions not following any set parliamentary procedures except when motions are before the Commission. Section 6 - Public Hearings 6.1 Purpose of Hearings. The purpose of a hearing is to collect information and facts in order for the Commission to develop a rational senior issue recommendation for the City Council. 6.2 Hearing Procedure. At hearings, the following procedures shall be followed in each case: eo The Chairperson shall state the case to be heard. The Chairperson shall call upon staff to present the staff report. Required reports from each city department shall be submitted to the Senior Commission before each case is heard. The Chairperson shall ask the applicant to present his/her case. Interested persons may address the Commission, giving information regarding the particular proposal. Petitioners and the public are to address the Chairperson only, not staff or other commissioners. There shall be no dialogue among the Commissioners, giving information regarding the particular proposal. (The Senior Commission members may ask questions of persons addressing the Commission in order to clarify a fact, but any statement by a member for any other purpose then to question may be ruled out of order.) go After all new facts and information have been brought forth, the hearing shall be closed and interested persons shall not be heard again. Upon completion of the hearing on each case, the Senior Commission shall discuss the item at hand and render a decision. The Senior Commission, if it so desires, may leave the public record open for written comments for a specified period of time. The Chairperson shall have the responsibility to inform all of the parties of their rights of appeal on any decision or recommendation of the Senior Commission. 6.3 Schedule. At meetings where more than one hearing is scheduled, every effort shall be made to begin each case at the time set on the agenda, but in no case may an item be called for heating prior to the advertised time listed on the agenda. Section 7 - Miscellaneous 7.1 Senior Commission Discussion. Matters for discussion which do not appear on the agenda may not be considered and discussed by the Commission unless, when initiated and presented by the staff and be placed at the end of the agenda. 7.2 Suspension of Rules. The Commission may suspend any of these rules by unanimous vote of the members present. 7.3 Amendments. Amendments of these by-laws may be made at any regular or special. meeting of the Senior Commission but only if scheduled on the meeting agenda in. advance of the meeting. 7.4 Review. At the first meeting in April of each year, these by-laws shall be read and adopted by the Senior Commission. Adopted this __ day of __~ 2000. Chairperson