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06-21-24 COA Agenda1.10:00 A.M. - CALL TO ORDER 2.APPROVAL OF AGENDA 3.APPROVAL OF MINUTES 3.A Approval of Minutes dated May 17, 2024 4.GENERAL BUSINESS 4.A Approval of Bylaws with change to Section 7.5 5.VISITOR PRESENTATION 5.A Carver County Health and Human Services Updates, Emmanuel Ngabire 5.B Senior Community Services, Lee Ann Eiden 5.C Chanhassen Library, Linnea Fonnest 5.D Senior Center, Mary Blazanin 6.DISCUSSION 6.A Memorial Day Recap 6.B Updates: 4th of July Bingo Donations, Volunteers 6.C Updates: July 3rd Expo: Act on Alzheimer's/Commission on Aging Table 6.D Other Committee Updates, as available 6.E Act on Alzheimer's: Dementia Friends Partnership with Chaska Lodge - Mary Updates 7.ADJOURNMENT AGENDA CHANHASSEN COMMISSION ON AGING FRIDAY, JUNE 21, 2024 CHANHASSEN RECREATION CENTER, 2310 COULTER BOULEVARD 1 Commission on Aging Item June 21, 2024 Subject Approval of Minutes dated May 17, 2024 Section APPROVAL OF MINUTES Prepared By Kate Vogt, Admin Support Specialist Minutes dated May 17, 2024 2 May 17, 2024 MEMBERS PRESENT: Phyllis Mobley, Jim Camarata, Bhakti Modi, Ruth Slivka, Beth Mason, Kara Cassidy MEMBERS ABSENT: Gwen Block, Ruth Lunde STAFF PRESENT: Kate Vogt, Administrative Support Specialist; Mary Blazanin, Chanhassen Senior Center Director GUESTS PRESENT: Patrick Jones; Barbara Nevin; Emmanuel Ngabire APPROVAL OF AGENDA Commissioner Camarata made a motion to approve the agenda. Commissioner Mason seconded the motion. All in favor, none opposed, the motion passed. COMMISSION ON AGING MINUTES April 19, 2024. Commissioner Mobley made a motion to approve the minutes from the April 19, 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 Introduction to Kate Vogt, Administrative Support Specialist: Kate Vogt introduced herself to the Commission on Aging, as Jenny Potter moves into her new position as City Clerk, Kate will be the Commission on Aging’s point person in the city. Review Commission on Aging Bylaws. Annual COA Approval Required: A discussion was had regarding the bylaws, and the Commission on Aging came to the agreement that some recommended changes needed further investigation and clarification before approval could be reached. Commissioner Slivken requested clarification on the following items: the number of commissioners required to serve; the section related to absences; procedures related to voting on items at the meetings; and staff liaison responsibilities. Other commissioners expressed interest in learning more as well. Commissioner Slivken agreed to send her suggestions in writing to Mary pertaining to staff liaison responsibilities. Commissioner Cassidy will investigate neighboring cities' bylaws to compare to our own, Mary will also look at city requirements and defer some suggestions to the city staff and legal advisors as deemed appropriate. A motion was made by Commissioner Camarata to have Mary investigate what, if any, changes can be made legally and what must stay the same. Commissioner Mason seconded. Motion carried. Review Commission on Aging Meeting and Partnership Protocol: The commission came to the decision that some changes should be further reviewed, investigated and discussed prior to approving the Meeting and Partnership Protocols. These included Sections 1.13 COA Core Work, 1.3 Relationship with the Public, 1.4 Relationship with Mayor and City Council, 3.3 Terms and Vacancy, and Open Meeting Laws; were all mentioned during this discussion. Commissioner Slivken recommended several changes, and other commissioners asked for more clarification on some points. Mary recommended removing section 7.5 as there is no longer a Senior Center Advisory Board but rather a Senior Center Volunteer Corps to assist with Center events and functions. Any changes will be prepared by Mary based on both her investigations as well as any recommendations received by commissioners. These will be brought to the June 2024 meeting for final discussion and approval by the commissioners. MN Housing CDA Letter from Commission on Aging: Commissioner Cassidy shared with the Commission that the letter on MN Housing CDA has been sent. 3 COMMUNITY PRESENTATIONS 4th of July Senior Patrons Tent Invitation, Barbara Nevin Each year on the 4th of July parade there is a Senior Patrons Tent that provides a space for local seniors to enjoy the festivities. This space is wheelchair accessible and open for any senior who is looking to escape the chaos of navigating the parade. A sign-up sheet will be at the Senior Center for any interested parties. Carver County Health and Human Services Updates, Emmanuel Ngabire Emmanuel Ngabire is the new Carver County Public Health Specialist. He gave a summary of his career history which involved working internationally, since moving to Minnesota he has been able to focus his attention on Senior Health. He shared his excitement to be in this new position in his moment in time. There is a large shift happening surrounding aging. We can expect to see lots of changes coming from Carver County including aging studies, intergenerational programs, and more. Emmanuel finished his time presenting sharing these words, “Be Bigger, Be Stronger, Live Longer.” Chanhassen Library, Patrick Jones The Chan-O-Laires visited the Chanhassen Library on May 4th and gave a fantastic performance, unfortunately, the piano in the library did not work but the Chan-O-Laires made the best of it. The Book Sale has ended, and it raised $3,100 to support the library, the next sale will be held in the fall. The first- ever “Free Day” was held the day after the Book Sale, everything that was left over from the sale was free to anyone in the community to take home and enjoy. GENERAL BUSINESS Arbor Day Recap: Commissioner Cassidy attended the Arbor Day festivities and shared her experience. She shared that the city had attended with treats to share and had the Master Arborist there to demonstrate how to plant each type of tree. Commissioner Cassidy was able to plant a tree with some local teens. Memorial Day Updates: Mary shared that the Memorial Day Ceremony will start at noon and that the Commission on Aging donations table will be set up by 11:30 am. An announcement will be made about the table, so people are aware of the commission’s presence. Commissioner Mobley and Commissioner Mason volunteered to work the Memorial Day table. 4th of July Bingo Donation Letter & Volunteers: Donation letters have been delivered to all the local businesses. Commissioners were asked to volunteer for the 4th of July Bingo tent, and to assist in finding more volunteers to cover the needs. Mary will also reach out to her Volunteer Corps for recruiting helpers. Communications Committee Update: Commissioner Camarata and Mary met with Chan Neighbors and the Sun Sailor and had great responses from both news outlets. Note that Sun Sailor is now moving to subscription. Bridging Program Updates: The Book Club will continue over the summer, with much excitement from the kids involved, they will be losing three kids due to graduation but will start recruitments in the fall to fill those spots. The Butterfly Garden will be opened on May 18th. OPEN DISCUSSION Senior Center programming will be moving to the Recreation Center starting June 3, 2024. There was a brief overview of the open meeting laws that were covered at the April 19, 2024, meeting. 4 ADJOURNMENT Commissioner Camarata made a motion to adjourn. Commissioner Mason seconded the motion. All members voted in favor; the motion was carried and the meeting adjourned. 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 5 Commission on Aging Item June 21, 2024 Subject Approval of Bylaws with change to Section 7.5 Section GENERAL BUSINESS Prepared By Kate Vogt, Admin Support Specialist Bylaws 2024 6 1 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. 7 2 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. 8 3 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. 9 4 Section 7 - Miscellaneous 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. Adopted this 21st day of June 2024. Chairperson 10 Commission on Aging Item June 21, 2024 Subject Carver County Health and Human Services Updates, Emmanuel Ngabire Section VISITOR PRESENTATION Prepared By Kate Vogt, Admin Support Specialist 11 Commission on Aging Item June 21, 2024 Subject Senior Community Services, Lee Ann Eiden Section VISITOR PRESENTATION Prepared By Kate Vogt, Admin Support Specialist 12 Commission on Aging Item June 21, 2024 Subject Chanhassen Library, Linnea Fonnest Section VISITOR PRESENTATION Prepared By Kate Vogt, Admin Support Specialist 13 Commission on Aging Item June 21, 2024 Subject Senior Center, Mary Blazanin Section VISITOR PRESENTATION Prepared By Kate Vogt, Admin Support Specialist 14 Commission on Aging Item June 21, 2024 Subject Memorial Day Recap Section DISCUSSION Prepared By Kate Vogt, Admin Support Specialist 15 Commission on Aging Item June 21, 2024 Subject Updates: 4th of July Bingo Donations, Volunteers Section DISCUSSION Prepared By Kate Vogt, Admin Support Specialist 16 Commission on Aging Item June 21, 2024 Subject Updates: July 3rd Expo: Act on Alzheimer's/Commission on Aging Table Section DISCUSSION Prepared By Kate Vogt, Admin Support Specialist 17 Commission on Aging Item June 21, 2024 Subject Other Committee Updates, as available Section DISCUSSION Prepared By Kate Vogt, Admin Support Specialist 18 Commission on Aging Item June 21, 2024 Subject Act on Alzheimer's: Dementia Friends Partnership with Chaska Lodge - Mary Updates Section DISCUSSION Prepared By Kate Vogt, Admin Support Specialist 19