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05/24/2005 . . . SENIOR CENTER TASK FORCE MEETING MINUTES CITY OF CLEARWATER May 24,2005 Present: Debra Shade Dr. William E. Haley Rachel Bryan Reverend Herb Freitag Dr. William E. Hale Stuart Jonap David Nisivoccia Lynne E. Robinson Walt Schoenig Ron Whitcomb Chair Vice-Chair Task Force Member Task Force Member Task Force Member Task Force Member Task Force Member Task Force Member Task Force Member Task Force Member Absent: Evelyn R. Bethell Dolores "Dee" Fry Mayme Hodges Shirley Hill Moran Task Force Member Task Force Member Task Force Member Task Force Member Also present: Eleanor Breland Kathy Baird Dawn Lewellyn Patricia O. Sullivan Equity Services Director Senior Staff Assistant Recreation Supervisor Board Reporter The meeting was called to order at 9:00 a.m. at Senior Citizens Services, Inc., 940 Court Street. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. Chair Shade reported she and Vice-Chair Haley will present a status report on Senior Task Force Activities to the City Council on June 2, 2005. 1 - Approval of Minutes - May 10, 2005 Task Force Member Hale moved to approve the minutes of the regular meeting of May 10, 2005, with corrections: last sentence in paragraph three on page 4 to read "One-third of City households have at least one member who is older than 65." And to include annual budget information regarding municipal Senior Centers Le. City of St. Petersburg budgets $280,000 and collects $90,000 in fees and City of Dunedin budgets $310,000 and collects $92,000 in fees. The motion was duly seconded and carried unanimously. 2 - Presentations re current proarams and services for seniors Area Agency on Aging of Pasco-Pinellas, Inc. Task Force Member Bryan, representing AAA (Area Agency on Aging) of Pasco- Pinellas, Inc., reviewed heragency's 2005 summary plan document. This 501 (c)3 agency Task Force - Senior Center 2005-05-24 1 . administers Federal and State funds in the area. In August 2005, the ADRC (Aging and Disability Resource Center) will open in St. Petersburg. ADRCs are part of a federal grant to provide a single point of entry to long-term care services. The disability focus in Florida is to provide information and referral service to adults with severe and persistent mental illness. ADRC goals are to provide information, referral, triage, and screening, and to access an I&R (Information & Referral) database, available also to seniors and their caregivers, etc. In July 2003, AAA began providing intake services for the two lead agencies in Pinellas County. Working with the Senior Helpline, Intake's telephone screening uses DOEA (Department of Elder Affairs) assessment forms to assess callers and determine priority for services. Periodically, those awaiting services are reassessed for situational changes. The goal is to keep seniors in their homes and out of institutions. Statewide programs include the Alzheimer's Disease Initiative, Community Care for the Elderly, Home Care for the Elderly, AgedlDisabled Medicaid Waiver, the Older Americans Act, Title III-E NFCSP (National Family Caregiver Support Program), Energy Assistance, and SHINE (Serving Health Insurance Needs of Elders). Local AAA programs include the Senior Medicare & Medicaid Patrol Project and Senior Victim Advocate. AAA also identifies community focal points, senior centers that target services for citizens with the greatest social and economic needs, particularly low-income minorities. . It was stated that a senior center must decide what it wants to be as it cannot focus on every senior age group. While the congregate dining site at a Gulfport senior center attracts many, some centers choose to focus on attracting participants who are not frail. Discussion ensued regarding challenges and needs of seniors, such as caregivers with a spouse disabled with Alzheimer's, the large number of senior residents who do not rely on funded services, expected changes due to a new generation of seniors, with many highly educated, and a recommendation that senior program information be distributed via local churches. It was commented that many opportunities exist for intergenerational programs such as adult and child daycare sharing a facility. Neighborly Care Network Chair Shade, representing Neighborly Care Network, said her organization is the largest and oldest agency, serving seniors in Pinellas County. The mission is "Improved health, wellness and independent living for individuals and families." Recreational and educational programming is designed to prevent premature institutionalization. In-home services for the frail elderly are less expensive than institutional care. In addition to Meals on Wheels, the agency transports participants to its 15 congregate dining sites in Pinellas County. Isolation is a serious problem for seniors. Medicare pays for a wound care program. Programs are not advertised as identified need greatly exceeds available resources, with 350 people waitlisted for Meals on Wheels service. Neighborly Care Network sells medications to seniors at cost at its pharmacies in St. Petersburg and in Palm Harbor, where a gift shop also is located. The agency also relies on fundraising and volunteers to support its programs. Medicaid cannot serve its huge waitlist of seniors who qualify for benefits. . Neighborly Care Network has many vehicles with idle capacity. Adult day-care, which provides a respite for caregivers, only requires vehicle use at around 7:00 a.m. and 5:00 p.m. Other vehicles are used around the lunch hour. The agency has been unable to operate all of its vehicles due to increasing insurance, salary, and gasoline costs. Agency vehicles, which Task Force - Senior Center 2005-05-24 2 . average 20 seats, also are not used on weekends. The agency's transportation coordinator arranges for the disadvantaged to be transported for shopping trips, which include needed help with groceries, a service not provided by private taxi services. Due to federal regulations, the agency cannot charge for transportation services but must rely on participant contributions and municipal donations. Chair Shade reviewed the statewide diversion program to reduce nursing home admittances and participation requirements. All funded slots were filled halfway through this fiscal year. She reported senior health care services are seriously underfunded. Another program seeks to transfer nursing home residents to their homes or to facilities, such as ACLFs, that provide less intense and less expensive services. City of Clearwater Parks and Recreation Department Recreation Supervisor Dawn Lewellyn distributed a list of recreation programs of interest to seniors and their locations. Some programs are offered only in the winter. She reviewed facility programming and the benefits of the City's "Play Pass," which costs $85 annually for residents, age 55 and older. The Countryside Recreation Center issued the highest number of Play Passes to seniors. . City recreational programs attractive to seniors include aquatic therapy, line-dancing, yoga, league soft ball for players 60 years and older, art trips, etc. Morning and afternoon programming is popular. The City sponsors Good Life Games with competition last year in track, basketball, swimming, horseshoes, table tennis, etc. It was reported the City is gathering input for the new Morningside Recreation Center, near the new east trail along the power line. In response to a question if the City has a staff position that oversees elder affairs and issues, Ms. Lewellyn said many who call are referred to her or to Equity Services Director Eleanor Breland regarding ADA (Americans with Disabilities Act) issues. It was stated the City issues a small number of Play Passes in comparison to the more than 24,000 Clearwater residents, who are 65 years or older. In response to a question, Ms. Lewellyn said the City uses a 15-passenger van to transport program participants, on field trips. She picks up some therapeutic program participants at their homes. The City is researching grant opportunities to purchase wheelchair accessible transport. Some recreational programs charge a fee, which is discounted for those with Play Passes and $5 City Recreation Cards. Parks & Recreation Department programs are publicized via FITS Magazine, brochures at recreational centers, and some press releases. Information also is available on C-View. The City advertises major and special events twice monthly on the back page of the Clearwater Times section of the St. Petersburg Times. Staff is working on a marketing plan and a leisure assessment for seniors. Concern was expressed that seniors, who do not access City facilities, are unaware of City programming and may become frustrated when telephoning the City for information if they are transferred around. City of Clearwater Library System . Task Force - Senior Center 2005-05-24 3 . . . Librarian Jan Nickols distributed handouts, informational brochures, and a map of the Main Library, which reopened a year ago, with expanded services for adults and seniors. Two galleries offer diverse exhibits, some featuring art by the community, including seniors. Programs popular with seniors include "Films on the Bluff," Homes and Gardens presentations, the author program, attracting up to 500, book discussions, capped at 25, Spanish literature classics, a book lovers bistro with brown bag lunch, and computer training. Approximately one hundred people, mostly seniors, from all over Tampa Bay attend cooking school programs. Lunch programs, such as one on identity theft, attract seniors. She said seniors are not fond of evening programs. Staff is open to suggestions to expand programming to meet community needs and is considering additional programs at the Countryside branch, in addition to the year- round armchair traveler series. In response to a question, Ms. Nickols said staff tries to coordinate program times with the PST A (Pine lias Suncoast Transit Authority) bus schedule and help arrange car pools. Some programming is limite~ to. thewinter when the senior population increases with tourists and seasonal residents. Hard data regarding senior attendance was requested. Ms. Nickols reported the library marketing coordinator distributes press releases. Library programming also is marketed via brochures available in City libraries and recreation centers. All library programs are free. Attendance figures do not reflect those who do not attend programs but only visit the library, a significant, free resource for seniors. Staff has outreached to nursing homes, which transport residents to programs. Ms. Nickols reported the library serves a large population between the ages of 80 and 90, with many who are visually impaired. Events limited to one hour do not tax their stamina. This population represents a large age group. Many enjoy listening to recorded books. Discussion ensued regarding seniors and the vast age spread they represent. The needs of residents older than 75 differ from those who are 55 years old. And needs for seniors can change overnight. In response to a concern that Parks & Recreation programs may be too expensive for some seniors, Ms. Breland reported the City offers a sliding scale fee program for low-income residents. It was noted that City facilities have unused capacity during the day and the City should maximize its infrastructure before constructing new facilities. Requests were made for information on senior use of City recreation facilities, broken down by the age of attehdees arid locations, revenue generated by senior participants in recreation programs, ages of seniors obtaining Play Passes, and senior programming offered by local retirement centers and churches. Recommendations were made that City programming for seniors be advertised in the Seniority Section of the St. Petersburg Times, and that staff ask senior program participants how they prefer to receive information. It was reported that many Clearwater residents pay a $58 non-resident fee to use Dunedin's Hale Activity Center. Local transportation services were reviewed and the difficulty of coordinating transportation needs was indicated. Discussion ensued with concerns that each City Councilmember may hold a different point of view regarding what a senior center should be, and that the proposed timeline is unrealistic, considering the serious issues presented and the large number of existing programs. Task Force - Senior Center 2005-05-24 4 . It was commented that a senior center would need to have a funding source, and offer transportation and quality services that are of interest. It was stated many seniors currently tap into different venues, such as churches, and common facilities for services. It was reported that St. Petersburg had determined that many needs of those older than 65 are not being met. It was suggested that the Task Force not restrict City Council actions. It was recommended that a visionary leader is needed to advocate for seniors, collaborate and consolidate programs, consider ways to address unmet needs, and then determine if a senior center is justified. Recommendations for a senior center were for it to be a one-stop center, acting as a depository of information on local programs for seniors, that it provide services, not just offer information, that it house social service agencies, and that it would require a strong outreach program. Discussion ensued with recommendations that the City establish a volunteer committee and an Office on Aging, which would offer services similar to those provided by the cities of Dunedin and St. Petersburg. It was commented that Clearwater needs to consider the potential number of residents who soon will be seniors, as most people age in place, the City has the opportunity to seta new precedent regarding how services to seniors are handled, and the comfort level of those who would use proposed services needs to be considered. Municipal support of local senior centers was discussed, with the City of St. Petersburg budgeting $280,000 annually, and the City of Dunedin budgeting $310,000. It was recommended that the City hire a staff person to take the lead on senior issues. . 3 - Old Business Adopt Rules of Procedure Task Force Member Freitag moved for the Senior Center Task Force to adopt Roberts Rules of Order for its Rules of Procedure, including a rule prohibiting substitutes from voting but allowing members to vote by proxy by contacting Ms. Breland prior to meetings. The motion was duly seconded and carried unanimously. 4 - Formation of Subcommittees and Volunteer Assianments Consensus was fer the Task Force to continue to meet until it can determine a strategy and goals. 5 - Discussion/Questions . Discussion ensued with comments that the Task Force needs to concentrate on the needs of Clearwater residents, although consideration of the entire north county population is important, that gaps in services to seniors be identified, that the City needs an Office on Aging to provide a contact for seniors and a coordinator who can recognize need and an advisory board to broaden community support. It was stated the City cannot depend totally on volunteers to provide senior services. Financing was discussed with comments that advertising may provide a revenue stream and that government embracement of the senior center concept is necessary as other local municipalities fund 75% of related operational costs after construction, some of which was financed with Penny for Pinellas funds. Task Force - Senior Center 2005-05-24 5 . . . It was suggested a senior center could be a point of pride for the City, considering that Clearwater leads the nation with the highest percentage of residents older than 65. Support was expressed for a City coordinator to provide a contact number for seniors, coordinate existing services, avoid duplication, and conduct a gap analysis. It was stated that considering a senior center is premature until the structure of an Office on Aging is in place, with a staff person collaborating with a volunteer board. Information was requested regarding these positions in nearby cities, including the tables of organization. Discussion ensued regarding Senior Citizens Services, Inc. Information was requested regarding foundation resources available for future senior services in Clearwater. It was stated the foundation has significant assets and is willing to consider senior programming that benefits Clearwater. Ms. Breland reviewed the City budget process for FY (Fiscal Year) 2005/06, currently underway. Discussion ensued regarding the need to present an organizational chart and budget to the City Council for a Director of Aging position, which needs to be filled by a professional in the field of aging who demonstrates strategic leadership skills and can identify gaps in services and implement volunteer advisory group recommendations. It was recommended that funding for this position not be delayed for a year. Discussion ensued regarding the complexity of the issue and it was stated that the Task Force cannot answer all questions related to a long-term program and identify the level of services required to address the needs of a wide range of ages. Task Force Member Freitag moved that the Senior Center Task Force recommends that the City Manager include in the FY 2005/06 budget, funding for a professional director staff position for an Office on Aging to direct staff and work with a volunteer advisory group. The motion was duly seconded and carried unanimously. Ms. Breland reported the City's Human Resources Department would be responsible for processing a new position, including salary recommendations. If this recommendation is rejected, the Task Force will need more time to complete its Council directed mission and determine how a senior center should be operated. Consideration is necessary regarding Senior Center issues such as available grants, staffing requirements, volunteers, operational expenses, and location. It was stated the City of Clearwater should be willing to provide funding at the same levels as St. Petersburg and Dunedin do. The June 7, 2005.Task Force meeting is scheduled at 9:00 a.m. at the Hale Activity Center, 330 Douglas Avenue, Dunedin. Task Force - Senior Center 2005-05-24 6 . . . 6 - Senior Citizens Services. Inc. Tour A tour of the facility followed adjournment of the meeting. 7. Adiournment The meeting adjourned at 11 :42 a.m. 1Uu~ Chair / Task Force - Senior Center ..... Attest: Task Force - Senior Center 2005-05-24 7