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05-17-24 COA Agenda1.10:00 A.M. - CALL TO ORDER 2.APPROVAL OF AGENDA 3.APPROVAL OF MINUTES 3.A Approval of Minutes dated April 19, 2024 4.ADMINISTRATIVE PRESENTATIONS 4.A Introduction to Kate Vogt, Administrative Support Specialist 4.B Review Commission on Aging Bylaws. Annual COA Approval is Required. 4.C Review Commission on Aging Meeting and Partnership Protocol. 4.D MN Housing CDA letter from Commission on Aging 5.COMMUNITY PRESENTATIONS 5.A 4th of July Senior Patrons Tent Invitation, Barbara Nevin 5.B Carver County Health and Human Services Updates, Emmanuel Ngabire 5.C Senior Community Services, Lee Ann Eiden 5.D Chanhassen Library, Linnea Fonnest 5.E Senior Center, Mary Blazanin 6.DISCUSSION ITEMS 6.A Arbor Day Recap 6.B Memorial Day Updates AGENDA CHANHASSEN COMMISSION ON AGING FRIDAY, MAY 17, 2024 FOUNTAIN CONFERENCE ROOM, 7700 MARKET BOULEVARD 1 6.C 4th of July Bingo Donation Letters & Volunteers 6.D July 3rd Expo: Act on Alzheimer’s/Commission on Aging Table 6.E Communications Committee Update 6.F Bridging Program Update 6.G Act on Alzheimer’s: Dementia Friends Partnership with Chaska Lodge 7.OPEN DISCUSSION 8.ADJOURNMENT 2 Commission on Aging Item May 17, 2024 Subject Approval of Minutes dated April 19, 2024 Section APPROVAL OF MINUTES Prepared By Kate Vogt, Admin Support Specialist April 19, 2024 Minutes 3 April 19, 2024 MEMBERS PRESENT: Phyllis Mobley, Gwen Block, Jim Camarata, Beth Mason, Kara Cassidy, Ruth Lunde. Ruth Slivken and Bhakti Modi attended remotely without voting privileges. MEMBERS ABSENT: None STAFF PRESENT: Jenny Potter, Chanhassen City Clerk; Mary Blazanin, Chanhassen Senior Center Director GUESTS PRESENT: Allison Streich, Deputy Director, Carver County CDA; Steve Dunbar, Carver County CDA, Linnea Fonnest, Adult Services Librarian OATHS OF OFFICE Jenny Potter, City Clerk, performed the oaths of office swearing in Commissioner Camarata, Commissioner Cassidy, and Commissioner Mobley. APPROVAL OF AGENDA Commissioner Camarata made a motion to approve the agenda. Commissioner Block seconded the motion. All in favor, none opposed, the motion passed. COMMISSION ON AGING MINUTES March 15, 2024. Commissioner Block made a motion to approve the minutes from the March 15, 2024, meeting. Commissioner Mason seconded the motion. All members voted in favor; the motion was carried. Minutes were approved and published with proposed corrections. ADMINISTRATIVE PRESENTATIONS Election of Chair and Vice Chair, - Jenny Potter: Commissioner Lunde nominated Commissioner Cassidy as Chair of the Common on Aging. Commissioner Camarata seconded the nomination. Motion carried with no opposition. Commissioner Cassidy nominated Commissioner Camarata for Vice Chair; Commissioner Mason seconded. All in favor, motion carried. Open Meeting Law – Jenny Potter: The state mandates that any ‘body’ that recommends to the city council must follow that state’s open meeting laws. The regulation states that if the commissioner cannot meet in person, they must notify the community where they will be virtually, and the commissioner must be in a public space, for example the public library. If the commissioner is not in a public space, then they will still be able to video or call into the meeting but will not be able to be a voting member in said meeting. These are rules made by the state that we are required to follow. PRESENTATIONS Allison Streich, Deputy Director, Carver County CDA: The CDA provides affordable housing opportunities and fosters community economic development. They own 750 units of affordable and subsidized housing throughout Carver County and are looking for funding from MN Housing to develop 76 more units of senior housing in Waconia called Trails End. A way to get funding from the Equitable Development Fund through the state is to get points towards their project. A way of getting points is by seeking out organizations that represent the community in which they will be serving, the Chanhassen Commission on Aging (COA) is one of these organizations. The CDA takes recommendations from the COA, meeting a minimum of two times with them, and then works with an architect to meet COA recommendations. Once the CDA has presented the COA with the new plans, the COA Chair will sign a letter for submission to MN Housing. Trails End Senior Living will be a 55+ and Veterans facility with 13 of the 76 units being income restricted and 8 of the 76 units being reserved for high priority homeless. Trails End will be built using universal design, making it fully accessible for its occupants. One goal of the CDA is to help residents age-in-place. Another way that they will encourage residents to age-in-place 4 is to hire a Resident Service Coordinator at the facility to plan events and aid residents. Streich encouraged commissioners to reach out to her with comments as part of the Equitable Development Fund if they have any ideas moving forward. CDA’s goal is to have open discussions with the COA throughout the whole process of building this complex. GENERAL BUSINESS Communications Articles and Website Updates: With the news of the Chanhassen Villager closing its doors, Commissioner Camarata suggested moving to the Sun Sailer or Chan Neighbors. Commissioner Camarata explained that not every senior has access to an electronic copy of the news and that he wants to publish our articles in a paper copy moving forward, so that all seniors may have access to read and stay current. Commissioner Camarata said that the Sun Sailer is only sent to single-family homes in the area, and they have about 2,500 on their mailing list. Commissioner Lunde expressed that it might be a good idea for extra copies to be put at the library for seniors who do not live in a single-family home. Moving forward Commissioner Camarata will follow up with the Chan Neighbors and the Sun Sailer. Currently, Commissioner Modi has no updates on the website. Bridging Program Updates: Commissioner Block suggested that the commissioners pass on volunteering for the Arbor Day events this year, as last year they were not utilized. Commissioner Cassidy reminded the group that it is listed on our website as one of the events the Commission on Aging volunteers for and encouraged anyone with free time on the day of the event to attend. Memorial Day Participation Updates: The city will set up a table for commissioners to use in order to collect donations for the Veterans Court at the Memorial Day events. A few commissioners will need to volunteer to sit at the table for the day. Commissioners Mason and Mobley volunteered to help run the table. Past Commissioner Jerry Cerchia will be contacted to explain how this has worked in the past and share his experiences with set up and donations. Staff Liaison Blazanin will make sure a table, chairs, signage and information are ready for that day. 4th of July Bingo, Expo, and Senior tent/seating: Commissioner Cassidy explained that she is rewriting the letter inviting local businesses to donate to the bingo prize fund. She also organized the lists of businesses by address to make it easier for commissioners to group their door-to-door outreach. Staff Liaison Blazanin confirmed that the commission will deliver the letters at the end of May. Commissioner Lunde made a motion to have this year’s donations go to the local Semper Fi Flo nonprofit, who are devoted to supporting military families in our community. Commissioner Camarata seconded that motion. Semper Fi Flo will be receiving the donations from 4th of July Bingo this year. Staff Liaison Blazanin will reach out to the local group to let them know. COMMUNITY PARTNER PRESENTATIONS Senior Center Updates: Mary explained that there are monthly summer trips planned in 2024. Monthly movies are seeing an average crowd of 15-25 seniors. Monthly Coffee with the Cops, hosted by Deputy Jake Hodges, is popular and well attended. British History lessons will end in May and has been gaining participation throughout the year. Last year the Senior Center served 11,000 cumulative participants. The Senior Center is continuing to work with CAP agency, delivering over 6,400 meals last year. Over 3,400 seniors took part in day trips planned in partnership with Chaska Lodge. In the year 2023, there were over 9,000 cups of coffee served in the Senior Center. The Senior Center is growing rapidly and touches a large part of our Chanhassen community. The Senior Center programs will be moved to the Chanhassen Recreation Center starting June 2024 through Fall of 2025 during construction of the new Civic Campus. Linnea Fonnest, Chanhassen Library Updates: There will be a Senior Nook “update” to the Chanhassen Library. This is a specific space in the library with comfortable seating, and places to keep information related to the Commission on Aging’s activities like Act on Alzheimer’s, as well as Senior 5 Center program flyers and posters, Carver County information and other Alzheimer’s related materials, like the Memory Kits, to reside. The area will be clearly labeled with a sign that has been ordered. The Book Sale is happening currently and Fonnest encouraged the commissioners to share the details of the Book Sale with the people they know. On May 4th through the end of September the Chanhassen Library will host the volunteer Master Gardeners help in the lobby. Master Gardeners will be there every Saturday morning to answer questions. There will be a Cello and Guitar Concert on May 19th, the concert is being put on by Compass which is an arts organization in the Twin Cities. Carver County Health and Human Services Updates: No one was present at this meeting from Carver Country Health and Human Services. No updates currently. OPEN DISCUSSION Staff Liaison Blazanin confirmed that the May 17 Commission on Aging meeting will be held at City Hall, but the June meeting will be at the Recreation Center as construction on the new City Hall building begins. ADJOURNMENT Commissioner Mason called for the meeting adjournment. Commissioner Block seconded the motion. All voted in favor and the motion was carried. The meeting was adjourned at 11:24 a.m. Minutes prepared by Kate Vogt, Administrative Support Specialist Minutes Submitted by Mary Blazanin, Senior Center Coordinator 6 Commission on Aging Item May 17, 2024 Subject Review Commission on Aging Bylaws. Annual COA Approval is Required. Section ADMINISTRATIVE PRESENTATIONS Prepared By Kate Vogt, Admin Support Specialist Bylaws and Protocols 2024 7 1.2 City Commission Appointments Citizens provide a source of knowledge about the community and therefore make it more likely that projects and programs will address their needs. Through these volunteers the City can generate support that will inspire other residents to be active in the community to fulfill a philanthropic need to serve humanity. There are five Commissions serving the residents in the City of Chanhassen: • Planning Commission • Parks and Recreation Commission • Environmental Commission • Commission on Aging • Economic Development Commission 1.3 Relationships with the Public Please understand that city Commissioners on Aging should consider that their actions and comments are often interpreted to be that of the City. Consequently, comments to the press or other public comments may be misinterpreted as those of the Commission even though the Commissioner on Aging may state that they are speaking alone. Be conscious of stating your opinion and mindful of your passions. Such public comments may be at odds with the Commission goals, objectives or overall policy. Consider the following: • Comments to the public and to the press must be factual, as opposed to opinion. • Statements to the public should flow through the Commission on Aging staff liaison for advice and approval. • Commissioners have an obligation to listen to comments or complaints from the public and forward such information to the staff liaison for follow-up. • Use the Commission on Aging Chair, Vice Chair and Co-Commissioners as a sounding board. • Keep a professional profile and use common sense. 1.4 Relationships with the Mayor and City Council The Commission on Aging serves the Chanhassen City Council in an educational and outreach capacity. 1.5 Reports The commission makes an annual written report to the council, no later than the last day of March of each calendar year, containing the commission's recommendations for the ensuing year. For the Commission on Aging to be successful for any future efforts, they should understand the governance process: Present your position to the Commission on Aging first and then to staff. Let formal content be submitted to City Council for their review by city staff. 8 1.6 Relationships with City Staff The staff serves the Commission on Aging in an advisory capacity. Staff members are selected on the basis of their technical abilities and are expected to guide the Commission. The staff liaison for the Commission on Aging is Mary Blazanin, Senior Center Coordinator. Mary records the Commission on Aging monthly minutes and is your principal contact for questions and answers. Mary also receives additional staff assistance, as needed, to produce staff reports and provide other support services. City staff does extremely well with the limited resources they have and are very informed on city issues. They know how to present information across a broad spectrum of constituents and are very knowledgeable within their own area of expertise. Staff is there to assist you and is on your side. • Mary Blazanin, Senior Center Coordinator, 952-227-1124. mblazanin@chanhassenmn.gov 1.7 Commission on Aging Commissioner Terms A Chanhassen Commissioner on Aging holds office for a term of three years from the date of appointment. Terms are appointed by City Council. See Commission By-Laws for more information. 1.8 Commission on Aging Chair/Vice-Chair The selection of the Chairperson/Vice-Chairperson will be conducted annually by the members of the Commission. In the Chairperson’s absence, the Vice-chairperson assumes the role of presiding officer. The function of the Chairperson is to preside over the meetings and to promote liaison between the staff and the Commission. They are responsible for conducting efficiently run meetings and have the power to limit the discussion to the issue under consideration listed on the agenda. The Chairperson has an equal voice as fellow Commissioners and has the added responsibility to preside over the meetings. Please see the Commission on Aging By-Laws for more information. 1.9 Commission on Aging Budget The City of Chanhassen Commission on Aging has an annual budget of their own. The city will pay for minor items for specific events. State and local grants may be applied for on a specific project basis and are generally not available for non-specific Senior purposes. 1.10 Commission on Aging Partnerships The word “Partnerships” is a loosely used term at Commission meetings and is used to refer to other organizations that the Commission collaborates with on projects Commission on Aging and initiatives. For example, with the Meals on Wheels and Congregate Dinning program, the Senior Commission asked Community Action Program (CAP) for assistance. Until 2020, the City 9 provided the kitchen use and pays utilities while CAP pays the remaining expenses, recruits volunteers to deliver the meals, hire staff to prepare and pack the meals, therefore referring to CAP as a “Partner” . Meals are currently prepared and packed in Waconia, then brought to and delivered from the Chanhassen Senior Center. When we speak of meals on wheels program to the public, in general, we say we are “Partnering” with CAP. The Chanhassen Commission on Aging has no dependent ties to outside agencies and there are no formal partnerships that are agreed upon between the parties involved. 1.11 Grants If your passion is project-based and one that the city would accept as a possible endeavor, begin your research into possible grant money. Remember that the city may already be applying for the same monies so communication and partnering with other agencies is essential for success. Grants are available through multiple resources. 1.12 Policy The Chanhassen Commission on Aging does not create policy. Policy change usually comes forth by large numbers of constituents agreeing on a single topic. 1.13 Commission on Aging Core Work Aging education. This is the Commission’s priority. In the past, the City Council has directed the Chanhassen Commission on Aging to concentrate efforts on education around seven core areas. Each year the Commission’s goals need to be focused on developing and expanding these core areas: • Volunteer and support city events • Advocate for and participate in relevant transit • Mental Health- Support and participate in ACT on Alzheimer’s initiatives • Services allowing aging adults to live independently at home • Intergenerational Programs • Advocate for and promote Senior Safety and participate in Elder Abuse Prevention initiatives. • Update and promote City of Chanhassen website. These areas are in line with our city’s comprehensive plan and comprise the bulk of aging adult issues in the city. The commission may delve into additional areas of interest, but all focus areas will be subject to council review. Past history has shown that multiple topics, outside of what is listed above, can be difficult to manage. 1.14 Commission on Aging Training It is important to educate ourselves. There are free opportunities available through Carver County and Senior Center programs. 10 Section 3: COMMISSION ON AGING BY-LAWS The following by-laws are adopted by the Chanhassen Commission on Aging to facilitate the performances of its duties and the exercising of its functions as a Commission established by the City Council pursuant to the provision of Subdivision 1, Section 462.354, Minnesota State Statutes annotated. Section 1 - Duties and Responsibilities 1.1 The Commission on Aging 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 Commission on Aging 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 Commission on Aging will make recommendations to the City Council regarding funding for special services to be provided for the citizens over 55. 1.4 The Commission on Aging may propose needs studies of this age group where necessary and make recommendations to the City Council according to the results. 1.5 The Commission on Aging will coordinate services with other governments and private agencies for this age group. 1.6 Public Hearings. The Commission on Aging shall hold public meeting 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 Commission on Aging may, as they deem appropriate, establish special sub-committees comprised of their own members and other citizens from the community. Section 2 - Meetings 2.1 Times and Place. Regular meetings of the Commission shall be held on the third Friday of every month at 10:00 a.m. at the Fountain Conference Room, 7700 Market Boulevard, 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 carried over to the next regular meeting. When the regular meeting day falls on a legal holiday, there shall be no meeting. 11 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 Commission on Aging members shall attend not less than 70% of all regular meetings held during a twelve month period and shall not be absent from two consecutive meetings. Failure to meet this minimum attendance requirement may result in removal from the commission. Attendance of special meetings is encouraged. Section 3 - Commission Composition - Terms and Vacancies 3.1 Composition. The Commission on Aging shall consist of seven or eight voting members. Seven or eight 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 or eight members to the commission 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 Commission on Aging 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 Commission on Aging at the same time. Section 4 - Organization 4.1 Election of Officers. The first meeting in April of each year, the Commission on Aging 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 Commission on Aging 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. The newly elected officers will begin serving their seats in the month of May. 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. 12 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. 5.2 Commission meeting shall follow an agenda prepared by staff. 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: a. The Chairperson shall state the case to be heard. b. The Chairperson shall call upon staff to present the staff report. Required reports from each city department shall be submitted to the Commission on Aging before each case is heard. c. The Chairperson shall ask the applicant to present his/her case. d. Interested persons may address the Commission, giving information regarding the particular proposal. e. Petitioners and the public are to address the Chairperson only, not staff or other commissioners. f. There shall be no dialogue among the Commissioners, giving information regarding the particular proposal. (The Commission on Aging 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.) g. 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 Commission on Aging shall discuss the item at hand and render a decision. The Commission on Aging, if it so desires, may leave the public record open for written comments for a specified period of time. h. The Chairperson shall have the responsibility to inform all of the parties of their rights of appeal on any decision or recommendation of the Commission on Aging. 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 hearing prior to the advertised time listed on the agenda. Section 7 - Miscellaneous 13 7.1 Commission on Aging 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 Commission on Aging 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 Commission on Aging. 7.5 The Chair of the Commission on Aging shall appoint a member of the Commission on Aging to the Senior Advisory Board. Adopted this 21st day of April 2023. Chairperson 14 Commission on Aging Item May 17, 2024 Subject MN Housing CDA letter from Commission on Aging Section ADMINISTRATIVE PRESENTATIONS Prepared By Kate Vogt, Admin Support Specialist MN Housing CDA Letter from COA 15 16 17 Commission on Aging Item May 17, 2024 Subject Memorial Day Updates Section DISCUSSION ITEMS Prepared By Kate Vogt, Admin Support Specialist Memorial Day Ceremony Website 18