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HomeMy WebLinkAbout1991-06-06; Senior Commission; MinutesMINUTES Meeting of: SENIOR COMMISSION Time of Meeting: 1:15 pm Date of Meeting: June 6, 1991 - Place of Meeting: Carlsbad Senior Center y COMMISSIONERS CALL TO ORDER: Chairman Van called the Meeting to order at 1:15 p.m. ROLL CALL Present - Chairman Van, Commissioners Heard, Maggio and Ritchie. Absent: None Staff Present: Sue Spickard, Senior Center Coordinator David Bradstreet, Parks & Recreation Director MATTERS FROM THE PUBLIC: There were no requests to address the Commission. APPROVAL OF MINUTES: Minutes of the regular Meeting held May 2, 1991, were approved as presented. -.-. ACCEPTANCE OF DONATION: The Commission accepted a donation of $982.99 from the Hughes Give-Once Club. -- UTILIZATION OF SENIOR CENTER: Sue Spickzd gave the report, dated May 15, 1991, and attached as part of the record. Ms. Spickard stated that ths Guidelines for Utilization of the Senior Center between the hours of 8 a.m. - 5 p.m. Monday through Friday was voted on by the Commission on 4/4/91. The Commission voted at that time that no outside non-Senior groups, other than the City and the Carlsbad Unified School District Administration be allowed to utilize the Senior Center during the regular hours of operation. Ms. Spickard requested that the Commission reconsider the approved guidelines to allow utilization by only Pine School for no more than three times per year for assemb!ies and would adhere to very strict stipulations. Ms. Spickard stated that Pine School is ths only school in the Carlsbad Unified School District which does not have an auditorium or multipurpose room to hold assemblies. Therefore, Pine School must hold their assemblies outdoors, or at the Harding Community Center. Van Heard Maggio Ritchie Van Heard Maggio Ritchie X X X X X X MINUTES - Jne 6, 1991 Page 2 COMMISSIONERS Sue Spickard called the Commission's attention to the "Agreement for Cooperation between the Carlsbad Unified School District, the Carlsbad Housing and Redevelopment Commission, and the City of Carlsbad," specifically page 6, section 5.4, lines 16 through 19. This section indicates that a designee of the Housing and Redevelopment Commission, a designee of the District, and the on site manager form a committee to review the operation and maintenance of the Center; and that this Committee could review the utilization of the Senior Center Auditorium and determine the appropriateness of utilization by Pine School. Ms. Spickard requested that in a spirit of cooperation the Commission approve the utilization of the Auditorium by Pine School for the purposes of holding assemblies, on an as-available basis, up to three times per year, with the following stipulations: -Senior programs will take priority and cannot be displaced or disrupted. -Pine School shall submit a Facility Use Application to the Senior Center for scheduling of assemblies. -Students shall enter and exit the facility through the outside west entrance doors to the Auditorium. -Students shall be supervised by the Pine School staff at all times. -Students will sit on the floor, therefore no setup shall be required. -Pine School will make sure that the Auditorium is left in the same condition as it was found (ie, pick up any trash, etc.): -Pine School shall notify the nearest Fire Station regarding the dates of the assemblies and the anticipated number to be in attendance. -"Fire Watchers" shall be appointed by Pine School to assure that isles and exits are left open. Ms. Spickard said that utilization of the Senior Center for three assemblies per year by Pine School would not impact the City financially. Commissioner Heard stated that the fact the issue is before the Commission a second time suggests to him that whatever the Senior Commission does at this point may be subject to additional scrutiny, and so he questioned whether the Senior Commission was the appropriate body to take final action on the issue. Commissioner Heard said that the use of the Center by Pine School may be just one of many similar requests that will come up during the next ten years that the C.U.S.D. will share the building with the Seniors, and that a committee should be formed now to handle this request and future requests for utilization of the Senior Center. MINUTES June 6, 1991 Page 3 COMMISSIONERS Commissioner Maggio concurred with Commissioner Heard. She stated that if the Commission makes decisions and then are asked to change those decisions, that a Committee be formed. Commissioner Ritchie stated that the Senior Commission has no power and that all they do is listen to the issues and they. make their best judgement while acting in the best interests of the Seniors who use the Center. Commissioner Ritchie agreed it was time to create a committee as outlined in Ordinance 5.4 and forward this issue and any other issue that is rebutted by those who appear before the Senior Commission. Commissioner Ritchie suggested some additions to the Pine School issue in the event it is forwarded to a Committee for decision. Her suggestions were to limit use by Pine School to two times per year, one in the Spring and one in the Fall; and that the children not enter the Senior building at any time to use the telephones or restrooms; and Pine School may not reserve the Auditorium more than two weeks in advance. Ms. Ritchie suggested to effect a trade-space for space-for the Seniors to use available space in the School District Administration offices when available and as needed. Chairman Van suggested the issue be put on a trial basis as presented from July 1991 to June 1992. Dr. Tom Brierley, CUSD Superintendent, stated that he does not foresee any problems in regard to Pine School using the building for three assemblies. He said it was never the intention to make the Senior Center an annex of Pine School. Dr. Brierley stated that the building was built in a cooperative spirit and cooperation is being asked for in allowing Pine School to use the building three times per year. In response to Commissioner Ritchie’s suggestion, Dr. Brierley said that if the rooms are available at the district office, the Seniors were welcome to share them, and stated that he thought it was a great suggestion. Dave Bradstreet, Director of Parks & Recreation, stated that the Committee Mr. Heard was recommending should be formed only as a last resort. Mr. Bradstreet suggested to the Commission that they do have the power to make a decision on the issue. Dave Bradstieet recommended Pine School use the Auditorium on a trial basis and if a problem arises, then a Committee be crested. Yvonne Castner stated that the Commission shouldn’t have to worry about little folks using the Senior Center. the Center should be used only for Seniors. June 6, 1991 - - Page 4 COMMISSIONERS ’ Rose Hoskins said that in keeping with the SchoollSenior Volunteer Program, it would be a wonderful gesture to share our facility for three assemblies with the Pine School children and that it would be a generous experience for both Seniors and the Children. Commissioner Ritchie reviewed the information given to the Commissioners before they made their decision two months ago on utilization of the building. Ms. Ritchie said the request came from Dr. Brierley that the Commission do two things: 1. Move the school up two categories so they have priority; and 2. If the Commission excluded all outside groups from using facility he could accept Pine School not using the Senior Center. Ms. Ritchie said that the Commission made their decision at that time based on that information. Dr. Brierley stated that he agreed with Ms. Ritchie’s comments and that the two requests came out of a joint City/School District meeting; however, he stated Mira Costa College is using the building at this time. Dr. Brierley commented on the need for the community children to have experience with older people and that there is a shortage of older people who touch the lives of kids in our own schools. Terry Talbot commented that the Seniors tremendously enjoyed the Cinco de Mayo performances by the Pine School children. Commissioner Van recommended to approve the Guidelines for Facility Utilization - Monday - Friday, 8 a.m. to 5 p.m. to allow Pine School to utilize the building on a trial basis, starting July 1, 1991 to June 30, 1992. The motion was not seconded. Commissioner Heard proposed to ask City Council and the Carlsbad Unified School District to create a committee consistent with Section 5.4 of the Agreement for Cooperation between District, the Housing and Redevelopment Commission and the City, to consider the issue. PARTICIPATION IN SENIOR CENTER ACTIVITIES Sue Spickard gave the report, dated May 16, 1991, and attached as part of the record. Ms. Spickard stated that the issue of Participation in Senior Center Activities has been brought before the Commission on several occasions; and on May 2, 1991, the Commission reviewed an initial draft as prepared by staff and recommended that within the guidelines that were set forward that we also address minimum enrollments in various classes. Ms. Spickard said that other than in the Nutrition program and Mira Costa classes, the issue of residents not being able to participate in a Senior Center activity has not been brought to the Van Heard Maggio Ritchie MINUTES June 6, 1991 Page 5 COMMISSIONERS ' attention of staff; however, it has been expressed that some feel that Carlsbad residents should receive priority for participation in all Senior Center activities. Sue Spickard stated that in discussing the issue of participation in Senior Center activities, the Commission indicated that they did not want to "build a fence around the building." She said that to clarify the Senior Commission's direction regarding the participation in Senior Center activities, staff has drafted "Guidelines for Participation" for Commission's consideration. Ms. Spickard continued that these proposed guidelines address ongoing activities. They do not address one time activities such as a dance or a lecture; and it is the opinion of staff that any participation quotas in one time activities and activities that require no preregistration would be extremely difficult to monitor. Ms. Spickard said that staff has spoken with the Parks and Recreation Department, a local college, and North County Senior Centers to ascertain how they determine minimum enrollments. She said for the most part, the minimum - number is determined by the revenue which must be generated to cover class costs. Ms. Spickard stated that classes at the Carlsbad Senior Center are provided at low or no cost; therefore, determining a minimum class size by the amount of revenue needed would not apply. She said staff is recommending that the minimum number of participants for an activity be determined by staff and based on the room size, the activity and negotiating with the instructor and/or leader as to how many participants they feel they can handle. Ms. Spickard cited an example that some rooms can handle up to 50 people and that many of the classes are taught by volunteers who may feel they cannot hand!e 50 people, so to work with the volunteer in reaching both a minimum and maximum capacity would be staffs recommendation. Sue Spickard said that the proposed "Guidelines for Participation in the Senior Center Activities" would not fiscally impact the operztions of the Senior Center or the City. Ms. Spickard recommended two alternatives: 1) To accept the proposed "Guidelines for Participation in Senior Center Activities" which leaves participation open for all ongoing activities and minimum enrollment open to negotiation, the -- room size and working with Ihs instrucAor and/or leader; or 2) Commission could recommend specific percentages of resident and non resident participation in all ongoing activities and derermine a minimum enrollment for each. MINUTES June 6, 1991 Page 6 Ms. Spickard further stated that as the popularity of the Senior Center continues to grow, direction from the Commission regarding participation requirements will assist staff in administering the Center's many programs. Sue Spickard reviewed the "Guidelines for Participation in Senior Center Activities'' which are attached as part of the record. Commissioner Maggio stated that she knew of no senior being turned away from a class; and stated she agrees with Ms. Spickard that the class size be determined by staff and working with the instructor. Chairman Van said that the Crafti-Crafters is a popular class whereby the instructor feels she is at capacity enrollment and new participants are being told they can place their names on a waiting list for that class or can join the other craft class which meets on Thursday afternoons and is not full at present. Sue Spickard explained that staff is planning to work with instructors to establish guidelines for Commission approval on how to alleviate the problem of the same groups of seniors remaining in the class year after year, not allowing new participants into the class. Ms. Spickard said maybe an annual first come-first serve signup would be considered. '. Commissioner Ritchie suggested it was timely to have a master chart indicating minimumlmaximum room and class size capacity. Ms. Spickard said that staff was working on such a chart. The Senior Commission recommended to accept the proposed Guidelines for Participation in Senior Center Activities. Volunteer Recoanition: Commissioner Maggio stated that the Committee met with staff and some ideas were considered for the Annual Volunteer Recognition Party, which staff is looking into; and the Committee is still open to suggestions. Commissioner Maggio said the date for the party will be Friday evening, November 15, 1991. Suaaestion Committee: - Chairperson Van stated that he has replaced Peggy Savary as chairperson on the Committee, due to her resignation from the Commission. Ms. Spickara s?ated that Peggy Savary has requested she be allowed to remain on the Committee; thereby four persons would serve on the Suggestion Committee. Van Heard Maggio Ritchie June 6, 1991 Page 7 COMMISSIONERS Chairperson Van stated the Suggestion Committee met May 28,1991 to review the suggestions that were deposited in the suggestion box. Chairperson Van read the suggestions and stated the suggested actions to be taken on each. Sue Spickard said that those people who signed the suggestions were responded to and the three suggestions having no names were posted on the bulletin board with the action taken written on the suggestion form. Senior Coordinator’s ReDOd: Sue Spickard reported the quilt project which was done under a grant through the San Diego Arts has completed six quilts in their last session for Casa de Amparo and will resume on July 29 for another ten-week session in which they will complete eight more quilts. Ms. Spickard stated that the candy making class was so popular that a holiday session has been scheduled. Ms. Spickard described some of the other classes and gave the schedule of activities for June and July. Sue Spickard reported that the Project Council held a bake sale and white elephant sale last month that brought in $713.81. Ms. Spickard explained that the money goes into the Trust Fund to be used by the Project Council for various expenses, for example, the monthly dance, refreshments, greeting cards and stamps, Father’s and Mother’s Day gifts. I Ms. Spickard said that the facility superintendent has ordered hangers for the art work to be hung in the hallway and in the art studio. She explained that the Art Guild will supply the art to be hung in the hallway which will be coordinated by volunteer, Hazel Whittaker; and in the art studio selections to hang will &be decided by the art students. Sue Spickard stated ?hat all art hung at the Center is hung at your own risk which the Artist will sign a waiver. Chairman’s reeort: Chairman Van said that the Carlsbad Senior Citizens’ Association held a meeting on 5/20/91 and they reported a balance of $19,427.54 in their account. He stated that elections for this group are scheduled for June 19, 1991. Chairman Van reported that he and Sue Spickard went to ‘I La Costa Hotel & Spa where they were presented with a $1,000 donation for the Center. Chairman Van said that the next scheduled Commission meeting falls on Fourth of .July and received consent from the commissioners not to hold a meeting in July. June 6, 1991 c MINUTES Page 8 \'" COMMISSIONERS \ ITEMS FOR NEXT AGENDA: No items were reported for next agenda. ADJOURNMENT By proper motion, the Regular Meeting of June 6,1991, was adjourned at 2:25 p.m. Respectfully submitted, MaryAnn 'rheis Senior Center Secretary Van Heard Maggio Ritchie June 13, 1991 TO: MAYOR LEWIS MAYOR PRO TEM KULCHIN COUNCILMEMBER IARSON COUNCILMEMBER NYGAARD COUNCILMEMBER STANTON FROM: Senior Commission SUMMARY REPORT OF JUNE 6,1991, COMMISSION MEETING 1. Guidelines for Utilization of Senior Center Mondav thru Fridav - 8 a.m. - 5 ~.m. The Commission reconsidered the previously adopted guidelines. After discussion, the Commission voted 3 to 1 to refer the issue pertaining to use of the Senior Center Auditorium by Pine School to the Committee as provided for in Section 5.4 of the "Agreement for Cooperation between the Carlsbad Unified School District, the Carlsbad Housing and Redevelopment Commission, and the City of Carlsbad. 2. Guidelines for Particbation in Senior Center Activities The Commission voted unanimously to adopt final draft of Guidelines for Participation in Senior Center Activities. GEORGE HEARD Scribe C: City Manager Assistant City Manager Parks & Recreation Director Department Heads