5. Reallocation of Year XVI Comm Dev Block Grant Funds V ' „ - CITY OF ----
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- 690 COULTER DRIVE • P.O. igX147 •: CHANHASSEN, 55317
:a 1612) 9374900 • F AX 012 937 -5739
MEMORANDUM ' , s Y * $ v
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TO: Don Ashworth, City Manager. .1 4 s, - 04' -Ql
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' 4 4 s ii`, - fate tobmit`ted - ,tc co:afis s
FROM: Paul Krauss Planning D irector' A - ' . -..., �
,£ , = . , _ _ _ late S ubm'.lted fig: �. 1 ' ' '-, - .- ,,-. ,!-::=-,-,,,_ -:-- I--
DATE: October 3, 1991 ` x - "Y 1 p '�y -91 '�-
SUBJ: Reappropriation of Year XVI Community Development Block
Grant Funds to Facilitate Design : Construction _of , a _ =.
Senior Center in City Hall = - ..
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Most of the City Council is proba • aware Of the fact that at the
- September 20, 1991, meeting, the . -, assen HRA approved a motion r
to amend their 1992 Budget and DTI 1 e „•went Plans to allow for the
construction of a senior cente _ -' in k he unfinished apace in the
lower level of City Hall. , T - pr;.osal iiss ;described - 'in" some ' ' .
detail in an attached memorandu: "that > s prepared by .staff 'for the Y _
HRA and information prepared `by th=e architect describi the =k
c Plans to construe t' the cen ;° r; are the culmination of - --
several years of work by th enior Ci - en Commission and before
them by the Senior Study T Force. , _ . -
One of the understandings hat Was agreed £ o at the HRA meeting was
that to the extent fesible, Community , velopment Block Grant -: : --,4
money would be used - , o offset costs to - - Q evelop - and manage the g
- center. This request -to reallocate Year .=e CDBG funds represents
the fulfillment , . , • o f _ „ •.1,.., . • �, '' e year XVI funds were , "
a in •1 - • • e- , ,- ave remained unspent.
These funds ,t�st b p `r _N 4.1. , .. "- ..J- z:-. ; ;, . t!_!.47,„,*:-, - of this - .
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year or we o s:: ,em. These funds were designated o category,
called "senior fac. , ". - At the time - we . gave T ,3 designation
to these funds, we we 1« _- a - • • , -- "ctly would be
undertaken but the City Council e • • eep.optionss open for -
meeting senior needs. 3 * , s 4 . , = a
ill The current reallocation propos ='is broken into two parts. The
first concerns a proposed contract that would be entered into with "
; . Senior Community Services.-- .Senior Community Services is the group
o that manages a number of senior programs in this. area, including
the South Shore Senior Center, which the City has long supported.
They are a highly responsible and professional organization with_ "
expertise in managing senior facilities and programs.' Present City . "- ;.
- �.* P RiN ONRECrcLED _ : .- -
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I Reallocation of Year XVI CDBG
October 3, 1991
Page 2
1 Staff frankly, does not have anywhere near the skills and expertise
that Senior Community Services could bring to this project. We are
I therefore, recommending that the City Council authorize the use of
$8,172 in Year XVI CDBG funds for the following two activities
which would be contracted with Senior Community Services:
III 1 1. $4,900 would be appropriated for twelve hours a week, through
June of 1992, for staff time to be used to develop and operate
the center. It is envisioned that this person would help work
I on the design of the center, become a focal point for senior
programming and activities, organize volunteers and ultimately
have a program of senior activities developed and ready to go
I once the center opens.
2. $3,272 would be appropriated for Senior Community Services
H.O.M.E. Program. The H.O.M.E. Program is used to direct
1 assistance to seniors allowing repair and maintenance on their
home to allow them to stay in their homes. The H.O.M.E.
Program offers a sliding fee for services based upon the
. 1 ability to pay and also could ideally be used to channel
volunteers from our community who are looking to assist
seniors in our community with free or nominal charge services.
1 The programs are described in detail in a proposal prepared by
Benjamin Withhart, Executive Director of Senior Community Services.
He or a staff person with the organization will be present at the
1 Council meeting to answer any questions you may have. Because of
limitations of using Year XVI CDBG funds, we can only fund these
activities up until June of 1992. At that point, we will be
I obligated to use Year XVIII funds when they are appropriated and or
supplement these funds with some direct city funding if these
activities are to be allowed to continue. I also want to point out
I that we have been working extensively with Todd Hoffman, Park and
Recreation Coordinator, to coordinate their support of senior
programs and activities at the senior center. We anticipate that
Todd and his staff will be responsible for coordinating their
•I efforts with Senior Community Services to ensure that the best
level of services and programs can be provided for the least cost.
•
I The remaining allocation of funds would be to appropriate the
balance of $14,940, which would be used to pay for architectural
fees associated with the design and construction of the new senior
center. These funds will allow a dollar for dollar reduction in
I the amount of tax increment money that the HRA will need to put
into the project. Under CDBG guidelines for Requests for
Proposals, architectural services must be sent out and responded to
I before the contract is given. To date, we have worked with Jack
Anderson of Anderson Architects, who is one of the firms that has
received the RFP. A copy of the RFP is attached. The ultimate
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Reallocation of Year XVI CDBG
October 3, 1991
Page 3
selection of the architect will be up Y to the Cit . Council at a
future meeting.
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STAFF RECOMMENDATION
Staff recommends that the City Council approve a resolution
authorizing the reallocation of Year XVI Community Development
Block Grant Funds as follows:
$ 3,272 Funding of the H.O.M.E. Program through June of
1992
t s $ 4,900 Funding for staffing of Senior Community Services
. for 12 hours per week
$14,943 Reserved for architectural fees to prepare
i
1 construction documents for the senior center 1
ATTACHMENTS
1. Memo to HRA describing Senior Center. 1
. 2. Senior Community Services proposal.
3. Senior Citizen Commission minutes.
I
Manager's Comments: As can be seen from the attached letter, not everyone is 1
elated with the decision to build a senior center at City Hall: I will attempt
to get my response to Mary's questions in this packet. Mary's concerns can
and will be resolved.
DWA
10 -8 -91
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11 CARVER COUNTY LIBRARY SYSTEM
1 4 C ity Hall Plaza, Chaska, MN 55318
Phone: (612) 448 -9395
BRANCH LIBRARIES: Chanhassen, Chaska, Waconia, Watertown, Young America
111 October 2,, 1991
1111 M Todd Gerhardt
Assistant City Manager
City of Chanhassen
690 Coulter Drive
Chanhassen, MN 55317 •
Dear Todd,
11
I noticed in last week's issue of the Chanhassen Villager that
I the space adjacent to the Chanhassen Library will be remodeled
for a Senior Citizens Center. I know of the efforts made by the
Chanhassen seniors to make this happen; although, I wish the
library could have gotten the space in 1989. I guess the City
i - Offices and library may not be as political as local seniors.
In any event, we will have to hope for a larger space in the
future and adapt to the now. My concerns are twofold: Parking
Ai and access to the library.
Use of the Chanhassen Library increased to 35,000 users in 1990
' and shows a 11% increase for 1991. That's a lot of cars at
certain times of the day. Can the seniors fit too?
I Access to the library when it is closed has always been an issue.
Will the library's back door be secure from the senior citizen
side? We cannot have people in the library when it is not open
I so this door must be secured.
Of course, the library is looking forward to senior use of the
building and serving their library needs. However, we do need
1 the above issues resolved before they move in.
Sincerely,
! 1 liA ah
, Mary Heiges
Director
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cc Don Ashworth, City Administrator
Sandy Vadnais, Branch Librarian
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OCT 041991
Affirmative Action /Equal Opportunity. Employer eiTy -
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} C ITY OF
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690 COULTER DRIVE I P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
{612) 937 -1900 •FAX (612) 937 -5739
1
MEMORANDUM
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TO: Housing and Redevelopment Authority
FROM: Paul Krauss, Planning Director
DATE: September 13, 1991
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SUBJ: HRA Participation and the Development of a Space for
Senior Activities at City Hall
1 The Chanhassen Senior Commission has actively been pursuing a
number of projects of interest to our senior residents. Among
these is the ultimate development of a senior center in the City of
Chanhassen. Since the development a full senior service center
is, for many reasons, a number of years in the future, the Senior
Commission has been pursuing securing a space where senior
activities can be located and operate from in the near term. Along ,
these lines, the Commission has been working with staff on the
potential of finishing off undeveloped space in the lower level of
City Hall to serve senior needs. The purpose of this presentation
I
is to describe these efforts to you and hopefully to gain the HRA's
financial support and bring them to reality.
Backaround <; 1
The City initially became involved in senior activities in 1989.
The Council used an appropriation from the CDBG block grant to I
undertake a generalized study of. senior , needs. A working group of
interested seniors was assembled - :to --work with staff and a
consultant on this relatively - low ;cost - ;study * — e ry_ � -There were no
preconceived notions as to what needs seniors had in Chanhassen or
- even if there was a large enough senior population to warrant any
special consideration. The study simply grew out of the concern of
several people on the City Council_ that there may senior issues
going unresolved.
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The study was completed (copy attached) which indicated a range of The
needs and senior issues. It concluded that there were between 800
and 1000 seniors in the community (55 and over) and that these
numbers would grow considerably in the coming years. Furthermore,
II
existing programs served .only a limited portion of the senior
population. These ranged from improved accessed information
regarding programs (social, medical, recreational, etc.) designed
II
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%lie PRINTED ON RECYCLED PAPER
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s 1 HRA
September 13, 1991
Page 2
for seniors, improved transportation, improved housing
g opportunities and an ultimate need for a senior center. The HRA
may be aware that the City currently contributes towards the
+� maintenance of the South Shore Senior Center in Excelsior. A
_ number of our residents use this facility and there are other
facilities located in Chaska and Eden Prairie; however, there is at
the present time no single place for senior activities in
Al Chanhassen. The City Council received this study and acted
< favorably upon a proposal that a senior commission be created to
, further investigate these and other matters of interest to seniors.
It was felt that a senior commission was necessary if these issues
were to stay in the public interest and were to be actively pursue
II them. The Senior Commission was created in January of 1991.
}
{ Need for Space for Senior Activities
1
As noted above, there is no senior center in the City of
Chanhassen. Those of our residents who wish to utilize these
facilities must travel outside the community. The Chanhassen
. Senior Club has met for a number years on a weekly basis to play
IM cards at the Chanhassen Elementary School. The Senior Club serves
approximately 50 people but their primary activity is playing
cards. This is certainly a valid use of the space and time but is
' far from reaching the range of activities it is believed to be
necessary to satisfy the needs of our senior community. We have
learned through our efforts in investigating these matters that the
II range of senior activities is extremely large since you are
basically catering for groups that range from the age of 55 on up
to 90, in various. states of health, marital status, living
situations, etc.
II The Senior Commission envisions the need for space p where a variety
of activities can occur. At least on a part-time basis to start
II there would be some sort of programming assistance provided for
seniors. We have spoken at length to our Recreation Department who
is interested in working these services into their programs as well
II as to Senior Community Services. Senior Community Services is a
non - profit group that operates a number of centers including the
South Shore Senior Center. We believe we need a focal point in
terms of space for these activities to be widely disseminated and
II to occur. Activities could include organization of trips, medical
screening, socializing, craft activities, recreational activities
and many other uses that such spaces are being put to. We have
also begun some preliminary discussions with the Chanhassen Senior
Club. A number of their members have reported to us in the past
that they would like a space more adapted to their needs than the
elementary school. There are apparently scheduling conflicts for
, the use of the Chanhassen Elementary cafeteria and this space is
relatively noisy. I am in the process of discussing this matter
with the new president of the club and there would be no obligation
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September 13, 1991
Page 3
for them to move into the senior room, should one be developed, but I
the offer would certainly be made. Lastly, the space for senior
activities would be the start of a program that would ultimately
I
culminate in a full service senior center. For example we would
not envision this space to have full kitchen facilities and it
t would not offer congregate dining. The space needs for a full
service center are also quite large and could not be accommodated
in City Hall at this time. The Senior Commission believes that
once the senior room is up and running and being utilized by
growing numbers of people, that it will be in a better position to
actively solicit additional participation by seniors as well as
` volunteer and financial support from area residents and businesses.
The Senior Commission has established a non - profit status to assist
them in these endeavors.
I
Proposed Senior Space
Staff has held several discussions with the Senior Commission to
pursue their goal of obtaining the space as soon as reasonably
} possible. We have had Jack Anderson, who has worked with City Hall
I in the past, develop two concepts for construction improvements to
t this space for review and comment. Copies of Mr. Anderson's plans
are attached to this memo. Essentially, the space would be ,
developed so that it could accommodate up to 50 people sitting
around tables. This could accommodate the Chan Senior Club and the
tables could be folded to create space for other activities.
Additional space would be devoted to a small office that would be
I
used for programming and administration purposes and for a room
that could be closed off for meetings, craft activities and other
special activities, A small noncommercial kitchen area would be
provided. This is not intended to be for meal P preparation as such
but would facilitate groups like the Chan Senior Club who would
r offer coffee and cookies at their meetings.
One of the more expensive items to resolve is the fact that
bathrooms would need to be provided in an accessible manner.
Plumbing that has been designed into this space at this point in
time would result in the construction of bathrooms in a manner that
severely diminishes the size of the open room area that can be
provided. Therefore, it is necessary to consider reconfiguring the
plumbing so that the bathroom can be constructed inside a current 1
f stairwell that exists there. The stair would be removed and faired
over since it is not needed to support City Hall activities at this
time. A further consideration is that a vestibule or air lock
needs to be provided. Mr. Anderson has an alternative that shows
an external vestibule being constructed, which is probably the
ideal approach since it provides the air lock function and an area
to hang clothes. This vestibule is designed by Mr. Anderson to be
compatible with the ultimate expansion of City Hall. The vestibule
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September 13, 1991
Page 4
would be identical to one which exists right now in front of the
current library and City Council Chamber space.
II Costs for these improvements range from $140,000 to $172,000. This
includes some allocation for furnishings and, in my opinion, is
somewhat high and could be paired back. Mr. Anderson has indicated
II that his initial estimates (outlined in an attached memo) are high
and could probably be refined. There are also other funding and
financial sources that need to be explored. For example, I believe
II there is a very real possibility that between $20,000 to $40,000 of
CDBG block grant funding could be devoted towards the development
of this space. Additionally, the Mayor has expressed the desire to
see if costs could be cut through the use of volunteer
II contributions in terms of labor and materials.
Center operations would be funded out of non -HRA sources. The Park
f and Recreation Department is looking towards initiating a funding
allocation towards senior activities which could be used to provide
part -time support for these programs. In addition, we are looking
towards the possibility of using block grant funding to buy
I professional services from Senior Community Services and this
organization has expressed an interest in participating with us in
this area.
II Summary
II A lot of time and effort has been spent to bring the proposal to
this point. However, it is also clear that significant additional
efforts are required if this proposal is to be refined and accepted
and a space for seniors to be developed in our community. Staff is
I recommending that the HRA consider adopting a position in favor of
support for this center and direct staff to refine funding
proposals so that your 1992 budget could include an appropriation
II that would put us over the top and allow this space to be
developed.
II
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4 JACK EDWARD ANDERSON ARCHITECTS
t Architecture ■ Landscape Design ■ Space Planning
5221 Crestwood Drive
Minnetonka, Minnesota 55345
(612) 935 -5164 .
•
„. 1
t August 16, 1991
1
Ms. Sharmin Al -Jaff
City Planner I
City of Chanhassen
690 Coulter Drive -
P.O. Box 147
Chanhassen, Minnesota 55317 1
RE: Chanhassen Senior Center Study JEA Project No. 1004.1
(at City Hall Lower Level) •
Dear Sharmin:
i
During the past month of work on the project, we have developed two Schemes, A and B. As you know, 1
the existing lower level is quite limiting so we have concentrated on keeping the design efficient and
functional. Both schemes are quite similar, the major difference is that Scheme A has an exterior -
vestibule added to the building, in keeping with the building master plan. From our design review '
meeting, I have done further research on the project and in the following will review this with you.
First, I have reviewed the existing conditions and worked from Schemes A and B to pull together the
following costs:
Scheme A:
Construction cost $145,000
I
Architectural /Engineering fees 17,000
Furniture allowance 10.000 •
Subtotal 172,000 1
Estimated Scheme A cost range = $160,000 - $185,000
Scheme B: 1
Construction cost $118,000 '
Architectural /Engineering fees 14,000 1
Furniture allowance
Subtotal 141,500
Estimated Scheme B cost range = $130,000 - $155,000 1
1
1
` 1
1
I Ms. Sharmin Al -Jaff
August 16, 1991
1
Page 2
Additional costs for both estimates:
Reproduction /reimbursables
' Telephone
, Security
^
Study .
•
Soils Report
The second item 1 would like to review is the building code, in particular, exiting. Note that both plans
require a second means of exiting due to occupant load. This will have to be separate from the Library/
Corridor exit and is shown on both schemes.
Lastly, in reviewing parking requirements with the City Zoning Ordinance, I have determined a need
of 105 on site spaces. Based on my count, the existing spaces available on site are 80. We therefore have
a shortfall and should review the available options. The above estimates do not include anything for
additional parking.
1 .
If you have any questions, please call.
Thank you.
' Sincere) , i *
/ JAW!,
1
Jack Anderson, AIA
1 /kda
cc Don Ashworth
1 Todd Gerhardt
Paul Krauss
1 .
1
1
1 •
1
1 -
1
fr
1
Reallocation of Year XVI CDBG
October 3, 1991
Page 3
STAFF RECOMMENDATION
•
Staff recommends that the City Council approve a resolution
authorizing the reallocation of Year XVI Community Development
Block Grant Funds as follows:
$ 3,272 Funding of the H.O.M.E.
g Program through June of
1992
$ 4,900 Funding for staffing of Senior Community Services
for 12 hours per week
$14,943 Reserved for architectural fees to prepare
construction documents for the senior center
ATTACHMENTS 1
1. Memo to HRA describing Senior Center.
2. Senior Community Services proposal.
3. Senior Citizen Commission minutes. 1
B
1
s 1
s 1
1
: 1
mss_ _ '- - - -- .
iiii ilm'' SENIOR COMMUNITY SERVICES
1600 South 2nd Street, Hopkins, Minnesota 55343 933 -9311 Fax 933 -2101
x
BOARD of DIRECTORS
John Glaser
President September 19, 1991
1 Alison Fuhr
1st Vice President
Undo Stokes Chanhassen Senior Commission
2nd Vice President City of Chanhassen
D arelyn Potter 690 Coulter Drive Box 147
retary Chanhassen, MN 55317
i
Walter Levesque
II Treasurer
Connie McCullough Dear Commissioners:
Past President
1 Tom Tlcen Senior Community Services, a locally -based non - profit
Member -et -Large organization, is interested in working with the City of
Bob Miller Chanhassen to develop needed services and opportunities
Member -at -Large for retirees.
Toni
Dansky l Anderson
Kar Our Southshore Senior Center and Minnetonka Senior
Councllperson Robert DeGhetto Center already serve significant numbers of Chanhassen
Marty fission residents. We anticipate that many additional seniors
Commissioner Tad Jude y
Leonard Kopp would become involved and /or receive service with a
John Nelson comprehensive program.
1 Senator Gen Olson
Carla Pavone
Steve Rood
Ryan Schroeder 1 look forward to discussing the matter with you.
1 Russell Weinstein
Benjamin F. Withhart .
Executive Director 7rely,
•
B e gamin F. Withhart
- 1 xecutive Director •
A United Way
' Supported Agency
1
SENIOR COMMUNITY SERVICES
Chanhassen Senior Services
Senior Community Services is a United Way Agency founded .in 1950 whose
tY Y 9 Y
mission is to identify, develop, coordinate and provide services that help
meet the needs of people 55 and elder.
The agency has over 40 contracts for service with local units of ,
government to provide these services. The agency serves only the
suburban and rural west metro area - not the City of Minneapolis. In 1990
we served over 18,000 unduplicated clients. i
With 55+ FTE and more than 1,100 volunteers, Senior Community Services ■
administers the following five major programs: ■
1. Senior Centers Program
* Minnetonka Senior Center
* Tamarack Senior Center, located in Long Lake
* Westonka Senior Center, located in Mound
* Delano Area Senior Center
* Southshore Senior Center, located in Excelsior
* Buffalo Senior Center. 1
2. Senior Groups Program
The agency also provides staff in the cities of Corcoran, Hamel,
Hopkins, Loretto, Maple Plain; Plymouth, Robbinsdale, Wayzata, to
work with 24 senior citizen groups, bringing them a limited amount 1
of the same services and activities that are available at senior
centers. 1
3. Senior Outreach Program
Targeted at very frail older adults, the Senior Outreach Program. 1
has local offices in many communities. Licensed Social Workers
identify, during home visits, the needs of at -risk older adults and
work at getting the proper help or service needed to keep them
independent and out of nursing homes.
4. H. O. M. E. Program
The agency's fourth program area is the HOME (Household and Outside
Maintenance for the Elderly). The program uses a mix of professional
staff, part -time skills bank workers and volunteers to provide chore
1
service, home repair, painting and homemaking for older people.
5. Employment Program
•
Seniors Serving Business is a workshop program contracting with
businesses for assembly and collating, thus employing elderly client
workers. --
Senior Community Services is most interested in working with the City of
I Chanhassen to develop a Chanhassen Senior Program that would address
the needs of the older adult population. We have developed a multi
- component proposal for consideration.
Component A - Staffing the city's proposed senior center.
$' Working with newly retired and well older adults.
A -1 12 hours per week. Time deployed could be either three
four -hour days or 2 six -hour days. Cost: $8,400 per year
covers salary, fringe benefits and supervisory cost.
The position would work with the Senior Commission to
develop goals and objectives for the center. The
outcome would be to program services and activities at the
center.
The position would also work with planning staff, park and rec
staff, adult education staff and suitable agencies to bring
1 identified service and activities to the center.
' The position would be responsible for recruiting volunteers
when center services and activities call for them.
111 A -2 20 Hours per week Cost: $14,000 covers salary, fringe benefits
and supervisory cost. In addition to the work described in the
12 -hour per week position, staff would work with the Senior
Commission to recruit and train older adults to volunteer in
existing community agencies /programs identified with the
assistance of the . Senior Commission.
•
1
Component B - Senior Outreach Services
Working with frail elderly to maintain
independence. Meeting with senior center
participants about senior issues. Helping
homebound frail elderly (and their
families) to determine and obtain the most 1
appropriate and cost - effective services so that
they can remain in their homes. Answering
is
questions for family members of older adults
about resources for their elderly relatives livin g
outside of the area. 1
The Senior Outreach staff would serve Chanhassen four hours
per week, with part of the time to be spent with the senior
center participants and part of the time with frail, homebound
elderly in their own homes. Cost: $3,360 per year covers
salary, fringe benefits and supervisory cost. 1
The position would work closely with the Senior Commission,
1
the City planning and park and recreation staff, as well as
others in identifying older adults who could benefit from '
access to services - -- either information or active assessment
and help in obtaining needed services.
B -2 The Senior Outreach staff would serve Chanhassen one full
day per week, which would provide the ability to serve more
frail elderly residents and their family members. The staff
person would also do increased amounts of outreach, making
the Chanhassen senior center known to more senior citizens in ,
the community. Cost: $6,720 per year covers salary, fringe
benefits and supervisory cost. 1
•
Component C - Providing H.O.M.E. Services ,
* Obtaining and assigning qualified skills bank
workers for seasonal chores and minor
household repairs. •
* Assigning professional staff for home repair
and painting. 1
* Recruiting and screening skills bank
1
volunteers.
* Obtaining and assigning qualified homemaker /s
to provide cleaning, laundry, and grocery
shopping for frail elderly.
* Publicizing program through news releases,
I I meetings with senior center participants, and
presentations to community groups.
H.O.M.E. ff utilize will uti ize the senior citizen center to publicize
the program and to interview potential volunteer and paid
workers. Older Chanhassen residents can also call the office
H.O.M.E. program to request services.
Professional staff will make home visits to prospective
clients to make determine home maintenance or homemaking
needs. Clients who are able to pay a part of the costs
will receive services based on a sliding fee scale. Cost: Six
hours per week of H.O.M.E. Director's time at $5,610 per year
covers salary, fringe benefits and supervisory cost.
I
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