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2006 04 21 e 1. 2. 3. 4. 5. 6. 7. 8. e 9. Adiournment e AGENDA CHANHASSEN SENIOR COMMISSION Friday, April 21, 2006 10:00 A.M. TO 11:30 P.M. CHANHASSEN SENIOR CENTER Approval of agenda. Approval of Minutes dated March 10,2006. Election of Officers. Approval of By-Laws. Goals and Objectives for 2006 and Joint Meeting with the City Council. Volunteer Opportunities for seniors. Living the Good Life Expo-May 12, 2006. Senior Center Advisory Board. Senior Commission Comments. e e e SENIOR COMMISSION MINUTES REGULAR MEETING March 10, 2006 Chairman Robinson called the meeting to order at 1 :30 p.m. MEMBERS PRESENT: Me! Kurvers, Bobbie Headla, and Jean Mancini, Curt Robinson, Pat McGough, and Marilyn Luthy. MEMBERS ABSENT: Dale Geving. STAFF PRESENT: Sharmeen AI-Jaffand Susan Bill. VISITORS: None. Approval of agenda: Commissioner Mancini moved, Commissioner Headla seconded the motion to approve the agenda with a change to the meeting start time from 10:00 a.m. to 1 :30 p.m. All voted in favor and the motion carried. Approval of Minutes dated February 17, 2006: McGough moved, Headla seconded the motion to approve the minutes. All voted in favor and the motion carried. Veteran's Memorial for Chanhassen: Commissioner Mancini will contact three firms and ask them to have a presenter and the following meeting. Each presenter will be given 45 minutes. Commissioner Luthy will contact "Veterans of Foreign Wars" and ask for their financial support. Update on Volunteer Opportunities: There have been volunteer opportunities through the library. Children's World requested senior volunteers to read, accompany children on trips, etc. Another opportunity is becoming a Foster God Parent or Foster Grand Parent. Updated on Senior Parking sign: Walgreen agreed to add Senior Parking Signs. Senior Advisory Board: There are three new members. Mary Ann Johnson, Kathy Graph and Naomi Moe. Senior Commission Update: Meet and Greet has been postponed until September. Adjournment: Commissioner Mancini moved to adjourn the meeting. Commissioner McGough seconded the motion. All voted in favor and the motion carried. Prepared and submitted by Sharmeen AI-Jaff, Senior Planner CITY OF CHANHASSEN 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone 952.227.1100 Fax: 952.227.1110 Building Inspections Phone 952.227.1180 Fax 952.227.1190 Engineering Phone: 952.227.1160 Fax 952.227.1170 Finance Phone 952.227.1140 Fax: 952.227.1110 Park & Recreation _Phone: 952.227.1120 Fax: 952.227.1110 Recreation Center 2310 Coulter Boulevard Phone 952.227.1400 Fax 952.227.1404 Planning & Natural Resources Phone 952.227.1130 Fax: 952.227.1110 Public Works 1591 Park Road Phone 952.227.1300 Fax 952.227.1310 Senior Center Phone 952.227.1125 Fax 952.227.1110 Web Site www.ci.chanhassen.mn.us e MEMORANDUM TO: Senior Commission FROM: Sharmeen AI-Jaff, Senior Planner DATE: April 21, 2006 SUBJ: Election of Chair and Vice Chair The Chanhassen Senior Citizen Commission By-Laws requires appointment of new officers to fill the position of Chair and Vice Chair at the first meeting in April of each year. The Senior Commission must elect from its members a Chair and Vice Chair by voice vote. The City of Chanhassen . A growing community with clean lakes, quality schools, a charming downtown, thriving businesses, winding trails, and beautitul parks. A great place to live, work, and play. e e e SENIOR COMMISSION CITY OF CHANHASSEN BY-LA WS 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 pursuant to the provision of Subdivision 1, Section 462.354, Minnesota State Statutes annotated. 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 Commission 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 recommendations to the City Council according to the results. 1.5 The Senior Commission will coordinate services with other governments and private agencies for this age group. 1.6 Public Hearings. The Senior Citizen Commission 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 Senior Commission 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 other month (February, April, June, August, October and December) at 10:00 a.m. at 1 e 2.3 the Senior Center, 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. 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. Attendance. The Senior Commission members shall attend not less than 70% of all regular and special meetings held during a given calendar year and shall not be absent from two consecutive meetings. Failure to meet this minimum attendance requirement will result in removal from the commission. 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 ~d may be removed by the Council. e 3.2 Terms and Vacancies. The City Council shall appoint seven members to the commission for terms of three years. No member shall serve more than three (3) consecutive terms, not to exceed nine (9) 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 e 2 e e e 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. 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 Senior Commission 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 Senior Commission members may ask questions of 3 e e e g. 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.) 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. h. 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 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 21 st day of April 2006. Chairperson 4 e MEMORANDUM TO: Senior Commission FROM: Sharmeen AI-Jaff, Senior Planner DATE: April 21, 2006 SUBJ: Discussion Topics for joint City Council/Senior Commission Meeting The Senior Commission needs to start thinking about their goals and objectives for the Year 2006. The following are the Commission's Accomplishments, Goals and Objectives for 2005. They should be updated and amended as the commission sees fit: e 1. Identify Issues Facing Senior Citizens And Present Them, With Possible Solutions And Recommendations, To The City Council: The Senior Commission had an open house on October 21,2005. Approximately 60 seniors from the community attended the meeting. The open house focused on services available in the City of Chanhassen. The attendees expressed a need for more public transportation. A consultant with Carver County Health Partnership was present at the meeting. She provided an overview of the issues facing seniors in Carver County. She also explained that the County is forming senior commissions similar to Chanhassen. 2. Transportation: In response to the request for additional public transportation, staff contacted SouthWest Metro Transit and provided them with a city map reflecting all high density residential areas and major points of interest in the city such as shopping areas, clinics, library, etc. SouthWest Metro is in the process of purchasing a vehicle (circulator bus) to serve Chanhassen. 3. Senior Center: The number of attendees at the Senior Center continues to increase. The senior commission is currently working with Sue Bill, Senior Center Coordinator, on a "Tuesday coffee at senior center". The Commission has been working with Cub Foods to donate rolls to the Center. The donation would be made through the Lions Club. e 4. Veterans Memorial: The Senior Commission wishes to discuss a veteran's memorial with the City Council. If the City Council is in favor of such a memorial, the commission will contact the American Legion and begin investigating deferent locations within the city. The Senior Commission believes that the American Legion will help fund this memorial. e e e Chanhassen Senior Commission Goals and Objectives 2006 April 21, 2006 Page 2 5. Communication: a. Computer Training: The commission presented this item to the City Council at the May 2005 joint meeting. One of the most effective means of obtaining information is through the web. Some seniors are intimidated by computers. The Senior Commission worked through the Senior Center to begin a computer training program. Volunteers have been recruited to provide one-on-one training to seniors. We believe this problem will correct itself as the ".com" generation ages. This program has been very successful. b. Educate Future Generations of Seniors: Increase awareness of the opportunities and challenges that face seniors in Chanhassen. c. Communication With Neighboring Senior Centers and Community Education: . Coordination of events. . Transportation coordination with other senior centers and community education. . Wark with communities within Carver County to assist in creating Senior Friendly Communities. d. Volunteer Opportunities for Seniors: The Senior Commission is working to coordinate and develop partnerships for volunteer opportunities for seniors at the library, schools, City events such as Arbor Day, computer training, senior center duties, etc. 6. Senior Parking at Public Buildings: Ongoing. The Senior Commission contacts local businesses and requests the installation of "Senior Parking" signs at their parking lots. 7. Support: a. Senior Expo: This goal gives staff and seniors an opportunity to learn about issues facing seniors, what other communities are doing to address these issues, and form partnerships with other agencies. The Expo is held once a year and the cost for this valuable service is only $16.00 per person. b. Chanhassen Heritage Preservation: Continue to promote and preserve Chanhassen's history. c. Food shelf: The senior center is a drop-offlocation for non-perishable food items. d. Inter-generational activities: Work with the schools on joint activities between seniors and students of all ages, i.e. storytelling, sharing experiences, etc. e e e Chanhassen Senior Commission Goals and Objectives 2006 April 21, 2006 Page 3 8. Have an Annual Joint Work Session Between the Senior Commission and the City Council to Present the Goals and Objectives for the Year and Ensure that the Council's Vision and their Expectations of the Senior Commission Will be Met: The Senior Commission members are actively involved in the community. They listen and educate seniors on programs available to them and hear the concerns and issues facing them. Through this format, they are able to poll a representative sample and report the key issues to the City Council.