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1994 02 18 . AGENDA CHANHASSEN SENIOR COMMISSION FRIDAY, February 18, 1994 9:30 A.M. TO 12:00 P.M. CITY HALL COUNCIL CHAMBERS Approval of Agenda 1. 2. 3. 4. 5. 6. 7. _. 9. Approval of Minutes dated January 21, 1994 (Will take place at the March meeting). Visitors Presentation. Community Development Block Grant Allocation. Approval of Bylaws. Goals and Objectives for 1994. Update on Senior Center Activities. Meeting with City Council. Update on Senior Housing. Update on the Chore Program and Senior Linkage Line (SLL).. 10. Senior Commission Comments. Adiournment . ** FOR THOSE OF YOU WHO NEED TRANSPORTATION TO THE MEETING, CONTACT SHARMIN AL.JAFF AT CITY HALL (937.1900 EXT. 120) AND A RIDE WILL BE ARRANGED. . C ITV OF CHANHASSEN 690 COULTER DRIVE. P.O. BOX 147. CHANHASSEN, MINNESOTA 55317 (612) 937-1900. FAX (612) 937-5739 TO: Chanhassen Senior Commission FROM:Paul Krauss AICP, Director of Planning SUBJECT: Year XX CDBG Allocations This is the time of year when we must consider our CDBG appropriations for the coming fiscal year. We have received an allocation of nearly $49,000 this year which is some 10% more than the previous year. We are given a relatively short timeline to work this out since we have to report back to Hennepin County by April 1 and our City Council should ideally be given two hearings in March to consider the proposals. Also please remember that we can only use these dollars on a limited range of projects. We can only fund items that serve low\moderate income households, certain categories of senior needs and projects that improve handicapped accessibility. We cannot for example, purchas new TV for the Senior Center but we could buy a bus equipped with a wheelchair lift. . Last year we funded a portion of the Senior C d' pr position (Dawn Lemme), we funded the HOME program (which was not considered t effe ve), we purchased handicapped accessible park equipment, helped Sojourn Senior Da are pur se a van, supported the activities of the Southshore Senior Center and paid for a tion of th enior Housing Market Study. We are still drawing up the Year XX list for r w by the C . However, we did receive a request from Senior Community Services for tinued funding r the Southshore Senior Center. Last year we gave them $4160 plus the ent balance rem 'ng from the HOME fund. They are requesting $6,000 this year. Whe aff discussed this fun g with the Senior Commission last Fall, you indicated that you ha ncerns regarding continu,p funding for the Center and asked that we bring this request Q~~k>for your review. We are nd~ responding to this request. The City has used CDBG funds to support Southshore for many years. At the time our own Center opened ' , g them $8,000 per year. After the Chanhassen er opened, this was dropped do . The reasoning was that we continued to have a participation of Chanhassen residents uthshore. We believe this continues to this day as evidenced by the attached letter from Ben Withhart, the Executi irector of Senior Community Services. Retired people are a very mobile group. You go whichever center is offering services you need and wherever your friends are and we ways tried to support this. You should also know that we almost lost all our CDBG funding last year. It was only through the assistance of the City of Shorewood that we were able to keep it. Shorewood helped us out because we have always funded projects like Southshore that were also used by their residents. . SUMMARY . . . In my opinion, Southshore represents a program that is valued by many of our residents and deserves our support. We should consider this funding as part of a goodwill gesture to Shorewood keeping in mind that last years $4,000 investment resulted in this years $49,000 CDBG funding. If there are issues with Southshore or Senior Community Services, they should be discussed in a meeting with them so they can be resolved. If you so desire, you can speel out your expectations in the form of conditions for them to meet. Failure to meet them could be used to limit next years appropriation. The requested $6,000 funding level may be a little on the high side but we can afford it and I believe it is an important program for our community. plan\pk\cdbgxx ~ ~;~l~~la~I~.~~e~~,I~~e~~~~~~;; Phone 541-1019 Fax 541-0841 . BOARD 01 DIRECTORS Tom neen President February 15, 1994 RECE\VCO F[F 1 6 1994 CITt Ul" CI\M:mA,:>SEt,- Carla Pavone 151 Vice Presidenl Bob Zagaros 2nd VICe Presidenl Mayor Don Chmiel and Council City of Chanhassen 690 Coulter Drive Chanhassen, MN. 55317 Marty Gurltz Seaelary John Young Treasurer Dear Mayor Chmiel and Council Members: Daralyn Peifer Member-al-Large Robert DeGhetto Member-aI-Large Senior Community Services is requesting that the City of Chanhassen allocate $6,000 for the 1994-'95 fiscal year from its Community Development Block Grant (CDBG) Year XX funds to support the Southshore Senior Center. We have recently reviewed the senior (60+) population census information for the Southshore area (the six cities along with Chanhassen including Deephaven, Excelsior, Greenwood, Shorewood & Tonka Bay) and the actual Center attendance figures. In both cases Chanhassen makes up a significant percent. John Nelson Member-at-Large Mary Anderson Lucille Crow Karl Dansky Alison Fuhr William H. Gray Alko Higuchi . Dwight Johnson Tad Jude Kevin Krueger Senator Gen Olson Ryan Schroeder William G. Weller PROGRAMS Even since the City opened its own Senior Center, participation of Chanhassen residents at the Southshore Center has continued to grow. In 1989, our most current base year and prior to the Chanhassen Center opening, there were 62 participants as compared to 93 last year. The 93 participants from Chanhassen represent 21.8% of the Center's unduplicated total number of participants for the year. Chanhassen residents take a very active role at the Southshore Center as well. They make up fully one-third of the Center's fifteen member advisory Committee, and significant numbers participate in regular Southshore activities such as congregate dining (11), weekly crafts (4), card playing (9), exercise sessions (6), trips (13), health screenings & services (8), and weekly shopping trips (2) provided by the Center's van driven by our paid driver who is a Chanhassen resident. Benjamin F. With hart Executive Direclor & CEO. . Community Senior Groups . H.O.M.E. . Multi-purpose Senior Centers . Senior Outreach The Southshore area has a total senior (60+) population, according to the most recent census, of 2,620 of which 715, or 27.3%, are from Chanhassen. The original agreement among the six Southshore cities was to provide support for the Southshore Senior Center based on this percentage. The City of . Seniors Serving Business .. A united \Y:Iy Agency ... \,.1 recycled paper . . . Senior Community Services / Chanhassen February 15, 1994 Page 2 Chanhassen, since opening a senior center in its facility, has continued to provide some funding for the Southshore Center, but at a lesser level than full share. The amount requested is not the full amount based on this proportion, but about half- way between what the City's share should be and the City's level of support in CDBG Year XIX. For almost ten years now the Southshore Senior Center has served as the service and information focal point for the area's seniors. Classes, trips, congregate dining, transportation and information about a very broad range of topics are some of the activities available through the Center. The partnership of support provided by the cities has been the cornerstone that enables Senior Community Services to leverage other funds from the United Way, Title IIlB (to subsidize the cost of transportation) and Title mc (to subsidize the cost of meals). This arrangement has served the area well and, with the possibility of new Center construction, can continue to provide a very cost effective way to provide these much needed services in the future. If there is additional information desired please let me know. Sincerely, < CJ ~ / L,;.:~~ :;!CJ-~ ,..~ F. Withhart Executive Director cc. Paul Krause, City Planner . . . SENIOR COMMISSION CITY OF CHANHASSEN 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 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 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 solely of their own members. Section 2 - Meetings 2.1 Time 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 Coulter Drive, unless 1 . 2.2 2.3 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. 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 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 for terms of two and 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. Section 4 - Organization 4.1 Election of Officers. The first meeting in January 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. 2 . . . 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: a. b. 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.) 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. c. d. e. f. g. h. 3 . . . 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 January of each year, these by-laws shall be read and adopted by the Senior Commission. Adopted this _ day of , 1991. Chairperson 4 . CITY OF CHANHASSEN 690 COULTER DRIVE. P.O. BOX 147. CHANHASSEN, MINNESOTA 55317 (612) 937-1900. FAX (612) 937-5739 To: Senior Commission From: Sharmin Al-J aff, Planner II Date: January 14, 1994 Subject: Goal and Objectives for 1994. At the beginning of each year, the Senior Commission sets a list of goals and objectives that they wish to pursue. The following is a list of goals t have been carried over from 1993 and their status. The Commission is encouraged to add ew goals for this year. 1. Senior Housing Study taff will be setting up a joint meeting lopment Authority, and the Senior eting is to brief them on the findings . Enclosed is a draft copy of the financin between the City Council, the Housi Commission in the near future. The p of the study (see attached draft rep ). 2. Transportation. Staff is working to expand the Senior Program. ge Line function to include the CHORE IN PROGRESS. 3. Chanhas INACTIVE 4. Senior Linkage Line. . . CITY OF CHANHASSEN 690 COULTER DRIVE. P.O. BOX 147. CHANHASSEN, MINNESOTA 55317 (612) 937-1900. FAX (612) 937-5739 MEMORANDUM TO: Senior Citizen Commission FROM: Sharmin Al-Jaff, Planner II DATE: January 14, 1994 SUBJ: 1994 Meeting Schedule January 21 May 20 September 16 e held on the third Friday of the month, from o cil Chambers. The meeting dates are as The Chanhassen Senior Commission meetings 9:30 a.m. till 12:00 p.m., at the Chanhassen follows: . February 18 June 17 October 21 April 15 August 19 December 16 .