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Home My WebLink AboutPACKET Community Development Community Services 2016-09-22Thursday, September 22, 2016 Community Development & 8:00 a.m. Community Services Committee Town Hall Board Room 1.PUBLIC COMMENT 2.CULTURAL SERVICES a)RECOMMENDATIONS TO THE TOWN BOARD i.None. b)REPORTS i.Senior Services Quarterly Report.Mitchell ii.Museum Report Fortini 1.Change of Museum Gallery Hours. iii.Verbal Updates and Committee Questions. 3.COMMUNITY SERVICES a)RECOMMENDATIONS TO THE TOWN BOARD i. None b)REPORTS i. Verbal Updates and Committee Questions. 4.COMMUNITY DEVELOPMENT a)RECOMMENDATIONS TO THE TOWN BOARD i. None b)REPORTS i.Verbal Updates and Committee Questions. 5.ADJOURN AGENDA 1 2 Cultural Services Memo To: Community Development / Community Services Committee From: Lori Mitchell, Senior Services Manager Date: September 22, 2016 RE: Senior Services Quarterly Report Quarterly report: Senior Center meal programs update This past spring, the Town issued a Request for Proposal (RFP) for 2017 Senior Center food services with the option to transition into 2018 Food Services at the Estes Valley Community Center. The Town received one response that didn’t meet the conditions of the RFP for 2017 Food Services and received no response indicating interest in 2018 Food Services. Subsequently, late summer, the Town re-issued a revised 2017 Senior Center Food Services RFP and again received one response. The response (bid) met the requirements of the RFP but the cost exceeded the Town’s anticipated Senior Services budget by approximately $16,000. As a result, Town staff met with Estes Park Senior Citizens Center, Inc. Board members on August 22 to discuss their interest in funding the $16,000 shortfall in order to allow the current food service programs (dining room and Meals on Wheels) to continue as-is in 2017. The EPSCC, Inc. Board voted to provide up to $16,000 to help support 2017 food services programs. Pending both contract approval with Catering for All Occasions and budget approval by the Town Board, food services (dining room and Meals on Wheels) will continue at the Senior Center in 2017. Additionally, Town Senior Services staff are actively researching options on how to most effectively continue Meals on Wheels services beyond 2017. Staff met and continues to work with Crossroads Ministry of Estes Park staff and Board who expressed an interest in the program. Also, the Good Samaritan Society – Estes Park Village is interested in exploring ways to be involved. This group will meet several times throughout the next year in an effort to develop strategies for success. 3 Kitchen equipment update Related to the food services program, a majority of the Senior Center’s current kitchen equipment was purchased new or used in 1998. The Town has maintenance contracts on some of the major pieces but not all contracts cover replacement of aging equipment. The Vulcan food steamer is no longer repairable and replacement of a similar piece would be in the $10-$20,000 range. The compressor on the commercial ice machine is also no longer repairable and the replacement quote is $5,000. And lastly, the four-bay steam table is only partially functional and no longer repairable. Without a functioning steam table, foods cannot be held at proper temperatures and serving methods would be difficult. After research and consultation with Facilities Manager Landkamer, a replacement steam table has been order at a cost of $1,959.00. Line item adjustments in the 2016 Senior Services budget will cover this unplanned expense. The Town’s food service contractor, Catering for All Occasions, is successfully making menu adjustments and modifications in food preparation to continue operating without the food steamer. Additionally, Town staff contracted with Ice of Estes for weekly ice delivery at an expense which will be significantly less than replacement of equipment. Estes Valley Community Center / Senior Services update Senior Services staff continues to meet regularly with Estes Valley Recreation and Park District’s (EVRPD) Executive Director (Tom Carosello) and the District’s Recreation and Parks Director (Matt Enrietta) to develop working relationships and foster support for the Estes Valley Community Center project (EVCC). Town staff also attended the EVRPD’s EVCC public meeting in August. The Estes Park Senior Citizens Center, Inc. Board (EPSCC, Inc. is a 501(c) (3) non-profit organization) hosted an EPSCC, Inc. members meeting on August 26 at the Senior Center. The Board invited Tom Carosello to answer questions about the EVCC, the project budget, program spaces and general program questions. Assistant Town Administrator Travis Machalek and Senior Services Manager Lori Mitchell attended as well, and provided a vast amount of information on master planning efforts, meal program updates and details on the Intergovernmental Agreement (IGA) between the EVRPD and the Town. Approximately 150 people attended. In addition, an informal opportunity was offered on September 12 at the Senior Center for citizens to visit with Tom Carosello, Matt Enrietta, Travis Machalek and Lori Mitchell about the EVCC project. Approximately 25 people attended. Staff regularly provides copies of EVCC news releases and Frequently Asked Questions information pieces for Senior Center visitors. Currently, staff is working with EVRPD and David Batey on an updated FAQ document. Senior Services staff continues to field dozens of EVCC-related questions and comments weekly from a wide cross-section of citizens. Subject matter varies but is primarily focused on meal programs, future senior programming, space concerns, actions of the Town Board and EVRPD Board, the IGA and operational questions about the new facility. 4 Attendance: Overall, how do 2016 numbers look year-to-date? January through August – all visits to the Senior Center and Senior Services programs: •28,807 as compared to 29,343 in the same period in 2015, a 2% decrease or 536 fewer visits. January through August – attendance at drop-in and planned programs: •Planned programs operating at 91% capacity; •13,511 visits to drop-in and planned programs as compared to 14,626 in the same period in 2015, a 13% decrease or 1,885 fewer visits; January through August meal programs: •Meals on Wheels: 4,919 meals as compared to 4,389 for the same period in 2015, a 12% increase or 530 more meals; •Dining room: 4,474 meals as compared to 4,749 for the same period in 2015, a 6% decrease or 275 fewer meals. Analysis of attendance data The decreases (noted above) in attendance from 2015 as compared to the current year can be attributed to the areas listed below. Reasons for decreases in 2016 attendance figures: •There was no EPSCC Inc. June breakfast; •There was a general reduction of 275 dining room meal visits YTD; •There was slightly reduced attendance at the special event luncheons offered; •There was reduced attendance at EPSCC Inc.’s Families and Seniors Together events; •A smaller number of days trips were completed; •There was a small reduction in attendance at bridge and bridge instruction; •The summer resident choir group didn’t meet this year; •The summer resident game days saw reduced attendance; •Subject matter always makes a difference in attendance. Staff researches relevant materials, examines what is offered elsewhere in the community and plans subject matter based on customer interest. Staff has no concern about the change in attendance numbers as often times attendance can also be subjective (illness, weather, circumstantial, etc.) Attendance remains strong at educational offerings and fitness classes and drop-in use of the facility for social interaction. 5 Programs, events In February, staff presented a report featuring planned programs for January through March. The March report featured planned programs for April. The June report featured planned programs for May through July. This report features planned programs for August, October, November and December 2016. It is possible additional programs or events will be added to the fall lineup and those will be subsequently announced through our email list, flyers and the website. •August 8 Perennials: Plants for any Garden – CSU Extension •Aug.9 & Dec.13 Low Vision Support Group – Disabled Resources •August 11 Dream Circle – Mary Jo Heyen •August 13 EPSCC, Inc. breakfast fundraiser •August 16 Medicare 101 – UCHealth •August 19 EPSCC, Inc. members ice cream social •August 26 EPSCC, Inc. members meeting with EVRPD and Town staff •Aug.5-Oct.21 Great Courses: Death, Dying and the Afterlife •Aug.1-Oct.3 Great Courses: How to Stay Fit as You Age •August 25 Emotional Freedom Techniques – Judith Albright •August 27 Families and Seniors Together – Cowboy yodeling •September 6 Facing Your Fears: Straight Talk About the Dying Process Presented by Estes Park Home Care and Hospice •Sept.7-Oct. 12 Living Well With Diabetes – UCHealth •September 8 Scottish-Irish luncheon •September 9 An Italian Travelogue by Betty Hull •September 12 EVRPD and Town staff – EVCC Info Table •September 13 A Hundred-Year Wind – Poetry Reading by Richard Ackerman •Sept.16/Oct.21/Nov.18/Dec.16 Tibetan Singing Bowls for Healing – by Jeffrey Grissom •Oct. 7-Nov.11 Gentle Yoga for Vitality and Mobility series – Aimee Parnell •October 10 Fire Prevention – Marc Robinson •October 11 Oktoberfest luncheon •October 14 Flu shot clinic – by Estes Park Medical Center •October 17 Medicare Updates 2017 – UCHealth Aspen Club •Oct.18-Nov. 17 N’ Balance Fall Prevention series – staff instructors •Oct. 27 & Nov. 17 Prescription Drug Plan Counseling – UCHealth Aspen Club •Oct. 27 & Nov. 10 AARP Driver Safety Class •Oct. 28 & Nov. 11 The Conversation Project: Office on Aging and UCHealth •October 31 Halloween Party and costume contest •November 8 Fall volunteer recognition event at Senior Center •November 11 Annual Veterans Day luncheon •November 14 Qi Gong series – Janet Biasi •November 22 Thanksgiving Feast and EPSCC, Inc. pie auction •December 7 Alzheimer’s Association program – Katie Fahrenbruch •December 7 EPMC sponsored free luncheon •December 20 Holiday feast 6 RECURRING Programs – a sampling of what we mean by ‘drop-in’ opportunities •First and Third Tuesdays: EPSCC, Inc. coffee hour; •Fourth Wednesdays: Medicare counseling – UCHealth Aspen Club; •First Thursdays: Meditation Group – Mary Jo Heyen; •Third Mondays: Blood pressure clinic – EPMC Home Care; •Tri Fit Fitness: weekly on M-W-F by MedX of Estes; •ZUMBA Fitness: weekly on T and Th by MedX of Estes; •Tai Chi: weekly on Wednesday by Kristina Naldjian; •Community Bridge: weekly on Thursday; •Supreme Court Discussion: weekly on Tuesday – Eric Waples; •Third Wednesdays: The New Faith and Reason Discussion Group; •Mah Jongg: twice weekly – Mondays and Fridays; •Rocky Rollers Wii Bowling Group – weekly on Monday; •Palette Pals Art Studio: weekly on Mondays; •Friday Flames Decorating Crew: weekly on Fridays; Day trips •August - Dushanbe Tea House and Boulder Farmer’s Market •August - Rockies vs. Nationals at Coors Field •August - Black Hawk and Central City •September - Rockies vs. Cardinals at Coors Field •September - Gold Hill Inn Budget: N/A Recommendation: N/A 7 0 100 200 300 400 500 600 700 800 900 J F M A M J J A S O N D 2015 2014 2016 2012 2013 -6% or 275 fewer meals as compared to last year, same 8 month period Jan. through August 2015 = 4,749 Jan. through August 2016 = 4,474 Senior Services 8.31.16 Meals on Wheels, dining room and take-out meals Meals on Wheels Current month = August = 690 2016 YTD = 4,919 2015 Total = 6,742 2014 Total = 5,095 2013 Total = 5,166 2012 Total = 5,551 Dining room meals Previous month, July = 598 = 62% capacity Current month, August = 618 = 56% capacity Includes take-out meals (34), member (552) & non-member meals (32) 2016 YTD = 4,474 2015 Total = 7,184 2014 Total = 6,518 2013 Total = 6,412 2012 Total = 7,164 0 100 200 300 400 500 600 700 800 900 J F M A M J J A S O N D 2015 2014 2016 2012 2013 Month to month comparison August 2016 690 2015 611 2014 478 2013 538 2012 506 Month to month Comparison August 2016 618 2015 589 2014 627 2013 651 2012 715 + 12% or 530 more meals as compared to last year, same 8 month period Jan. through August 2015 = 4,389 Jan. through August 2016 = 4,919 8 Annual meal totals Meals on Wheels and Fourth Street Café (dining room) -combined Senior Services 8.31.16 Meals on Wheels, dining room and take-out meals Month to month comparison August 2016 1308 2015 1200 2014 1105 2013 1189 2012 1221 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 11,356 13,937 14,730 13,926 16,644 13,001 12,555 12,429 12,832 12,715 11,578 11,613 2015 2016 13,926 9,393 0 200 400 600 800 1000 1200 1400 1600 1800 J F M A M J J A S O N D 2015 2014 2016 2012 2013 Combined meal totals –monthly comparison + 3% or 255 more meals as compared to last year, same 8 month period Jan. through August 2015 = 9,138 Jan. through August 2016 = 9,393 9 0 500 1000 1500 2000 2500 J F M A M J J A S O N D Attendance at activities and programs Current month = August = 2,347 (number of visits, drop-in and planned programs combined) 2016 YTD = 13,511 2015 Total = 20,913 2014 Total = 17,413 2013 Total = 14,553 2012 Total = 15,927 -13% or 1,885 fewer visits as compared to last year, same 8 month period Jan. through August 2015 = 14,626 Jan. through August 2016 = 13,511 Senior Services / program attendance 8.31.16 Current month –August “Planned programs” potential or ideal capacity 869 “Planned programs/% utilization” *876 or 101% capacity *programs as a % of ideal capacity/actual “Drop-in” programs utilization 1471 Average programs capacity 2016 YTD = 91% Average programs capacity 2015 = 95% Average programs capacity 2014 = 97% Average programs capacity 2013 = 89% Average programs capacity 2012 = 99% Previous month -July “Planned programs” potential or ideal capacity 540 “Planned programs/% utilization” *437 or 81% capacity *programs as a % of ideal capacity/actual “Drop-in” programs utilization 1189 Month to month comparison August 2016 2347 2015 2248 2014 1932 2013 1672 2012 1971 10 0 500 1000 1500 2000 2500 3000 3500 4000 4500 5000 2014 2015 2016 2012 2013 -2% or 536 fewer visits as compared to last year, same 8 month period Jan. through August 2015 = 29,343 Jan. through August 2016 = 28,807 Year total = 31,590 Aug. = 2799 YTD = 28,807 Aug. = 4560 Year total = 42,585 Aug. = 4593 Senior Services / overall attendance 8.31.16 Year total = 29,668 Aug. = 2065 Year total = 34,272 Aug. = 3737 Overall attendance reflects all visits to the Senior Center and to Senior Services programs and services 29776 34228 31590 29668 34272 42585 28807 0 5000 10000 15000 20000 25000 30000 35000 40000 45000 Overall annual attendance trends 2010 2011 2012 2013 2014 2015 2016 11 2016 Senior Center rental users January Latter Day Saints (313) The Fellowship (50) February Latter Day Saints (238) The Fellowship (59) March Latter Day Saints (256) The Fellowship (68) April Latter Day Saints (213) The Fellowship (63) May Latter Day Saints (303) The Fellowship (31) June Latter Day Saints (245) The Fellowship (33) Trail Ridge Quilters (86) Goat Club (21) Birthday party (54) July Latter Day Saints (439) The Fellowship (80) Anniversary party (75) Aug. Latter Day Saints (411) The Fellowship (77) 2016 YTD:51 events / 3115 users 2008 rental users = 599 2009 rental users = 191 2010 rental users = 374 2011 rental users = 308 2012 rental users = 254 2013 rental users = 290 2014 rental users = 1,639 2015 rental users = 4,191 January Mayor (50) County Comm. (27) February Mayor (48) County Comm. (30) TOEP meetings (4) EVCC meetings (137) Land Stewardship (4) Rodeo (40) March Mayor (40) County Comm. (11) TOEP meetings (19) EVCC meetings (20) Land Stewardship (9) Restorative Justice (5) April Mayor (70) County Comm. (20) EVCC meetings (40) Land Stewardship (7) Restorative Justice (6) Museum Friends (16) Museum program (30) Disabled Resources (6) May TOEP meetings (4) County Comm. (12) EVCC meetings (35) Land Stewardship (2) Rodeo (47) June TOEP meetings (4) County Comm. (18) AARL Ham Radio (20) VIA open house (9) 2016 Senior Center non-rentals July TOEP meetings (21) County Comm. (18) August County Comm. (23) Disabled Resources (7) 2016 YTD: 45 events/ 859 users 2008 non-rental users = 270 2009 non-rental users = 888 2010 non-rental users = 1,040 2011 non-rental users = 939 2012 non-rental users = 864 2013 non-rental users = 1,009 2014 non-rental users = 1,178 2015 non-rental users = 917 Senior Services / overall attendance 8.31.16 12 CULTURAL SERVICES Memo To:Community Development/Community Services Committee Town Administrator Lancaster From:Derek Fortini, Estes Park Museum Director Date:September 22, 2016 RE:Change of Museum Gallery Hours Objective: To inform CD/CS of a change in the Museum gallery hours of operation for 2017. Present Situation: Current Museum gallery hours can be seen in the table below. Some of the current issues with these hours are not being able to have time for staff to end their day at 5:00 p.m. creating scheduling issues throughout the week. The Museum has also been having consistent problems in finding the appropriate number of volunteers to staff the front desk during current hours of operation. Summer (May-October) Winter (November-April) Day Current 2017 Current 2017 Monday 10-5 Closed Closed Closed Tuesday 10-5 10-4 Closed Closed Wednesday 10-5 10-4 Closed Closed Thursday 10-5 10-4 Closed Closed Friday 10-5 10-4 10-5 10-4 Saturday 10-5 10-4 10-5 10-4 Sunday 1-5 1-4 1-5 1-4 Proposal: Proposed Museum gallery hours can be seen in comparison with current hours in the table above. The Museum gallery would close one hour earlier and n ot open on Mondays during the summer, and would close on hour earlier in the winter.These hours will allow for staff to adequately finish their day by 5:00 p.m. and create a shorter day to fill with volunteers and one less day a week to staff with a volunteer in the summer. The summer schedule will then be aligned with the current Historic Fall River Hydroplant Museum which is operated the day after Memorial Day to the day before Labor Day, Tues-Sun 1-4 and has proved to be adequate to accommodate visitors, schedule volunteers, and provide a day where the Hydroplant can be accessible to staff to work on, but not impose on a visitor’s experience. 13 Staff plans to implement these changes in January 2017. All public postings will need to be updated (website, brochures, advertisements), however, with the new year and renewal of advertisements and new printing of brochures, it should be easy to catch as the new year approaches. Also, a plan for a new front door sign listing hours has previously been identified, so it will be timely to alter the hours. There should be no cost to the change and staff will oversee the updated new hours are appropriately changed. Advantages: There are a number of benefits to the proposed change: With declining volunteer numbers (over the past three or four years), it should be easier to fill front desk positions for 3 hour shifts as opposed to 3.5 hour shifts. As it currently is operated, it takes 13 volunteers to staff the front desk during the summer, one less day would mean 11 volunteers a week making volunteer management easier. Staff and volunteers sometimes have visitors who do not leave at 5 creating a situation where staff leaves later than planned (and the majority of the time volunteers feel obligated to stay as well) which affects the work week. Closing an hour earlier would create better customer service (and allow for adequate time to close down and let some guests linger), and allow time for staff to wind down the day when open to the public. Being open one less day a week in the summer would allow staff an additional day to complete office work. A four-year attendance study (attached) has proved that Monday is our slowest day, and within the professional realm of museums, Monday is commonly the most accepted day for closure out of the week. Disadvantages: Some of the disadvantages can be seen as: Closing the gallery down one hour earlier could cause an inconvenience for some visitors that happen to visit later in the day. However, the majority of days there are no visitors after 4 as is. Being open one less day in the summer could cause a decline in gallery attendance. However, it is still a high expectation for a staff of our size to keep the gallery open six days a week. Also, as stated above, it is fairly common for museums to be closed Mondays.. Action Recommended by Staff: There is no action required. This is an informational memo to the CDCS committee and will also be discussed during the Museum’s budget presentation. Budget: N/A 14 Level of Public Interest Level of public interest is expected to be low to medium. Visitors will want to be informed of hours so they can plan their visit accordingly whether locals or visitors to Estes Park. All marketing will be updated appropriately and the Museum front sign will be modified to list our proposed hours so that they can be seen more easily from the parking lot. There is also interest from the Estes Park Museum Friends and Foundation, Inc. because less gallery hours also means less Museum Shop operation hours (of which they operate), however, they are aware of our limited resources and support our change. Attachments: Museum Daily Gallery Attendance Percentages.PDF 15 Estes Park Museum Daily Gallery Attendance Percentages (rough averages) 2012 2013 2014 2015 Sunday 23% 15.5% 13% 15% Monday 10.5% 11.5% 10% 12% Tuesday 12% 14% 12% 15% Wednesday 13% 16% 15% 16% Thursday 14% 13.5% 15.5% 13% Friday 18% 18% 15% 20% Saturday 17% 14% 17% 17% Total 5,760 4,411 5,177 4,724 16