Senior Advisory Board

Bunny Epperson, Chair Priscilla Martinez, Vice Chair Linda Boscono “The City with a Heart” Barbara Cox Yasmin Froehling Ralph Olcese Joyce Satow AGENDA SENIOR ADVISORY BOARD REGULAR MEETING September 17, 2024 9:00 AM IN PERSON* MEETING LOCATION Zoom Link: https://sanbruno-ca-gov.zoom.us/j/81809218045 San Bruno Senior Center 1555 Crystal Springs Road, Library Phone Line: 1-669-444-9171 San Bruno, CA 94066 Webinar ID: 818 0921 8045 Webinar Password: 049403 *Please turn off all electronic devices before the start of the meeting to prevent *Teleconference broadcasting is offered in the disruptions* meeting via Zoom as a courtesy to the public. **No public comment accepted via Zoom PUBLIC COMMENT: In person attendees who want to provide public comment, will be asked to fill out a speaker card and turn it into Meghan Rosin. Public comment may also be emailed to Mrosin@sanbruno.ca.gov. Comments received via email will not be read aloud during the meeting. ACCESSIBILITY: In compliance with the Americans with Disabilities Act, individuals requiring special accommodations or modifications to participate in this meeting should contact Meghan Rosin 48 hours prior to the meeting at (650) 616-7150 or via email at Mrosin@sanbruno.ca.gov. *Any disclosable public writings related to an open session item on a regular meeting agenda and distributed by the City to at least a majority of the Senior Advisory Board less than 72 hours prior to that meeting are available for public inspection at the Senior Services Manager’s Office located at 1555 Crystal Springs Road, San Bruno, California during normal business hours. In addition, the City may also post such documents on the City’s Website at https://www.sanbruno.ca.gov/AgendaCenter. 1. CALL TO ORDER/ROLL CALL: Chair Bunny Epperson, Vice Chair Priscilla Martinez, Linda Boscono, Barbara Cox, Yasmin Froehling, Ralph Olcese, Joyce Satow 2. PLEDGE OF ALLEGIANCE 3. APPROVAL OF THE AGENDA 4. APPROVAL OF MINUTES: August 20, 2024 5. PUBLIC COMMENTS ON MATTERS NOT ON THE AGENDA: Individuals allowed three minutes. It is the Senior Advisory Board’s policy to refer matters raised in this forum to staff for investigation and/or action where appropriate. The Brown Act prohibits the Senior Advisory Board from discussing or acting upon any matter not agendized pursuant to State Law. 6. NEW BUSINESS a. Receive Information on Facility Updates b. Receive and File Monthly Class Attendance, Nutrition Site Report, and Senior Center Historical Front Desk Sign In Data from August 2024 c. Receive and File Annual Financial Report FY2023-24 and FY 2024-25 SENIOR ADVISORY BOARD – Meeting Agenda September 17, 2024 Page 2 of 2 7. UNFINISHED BUSINESS a. Nutrition Site Council MOU Update b. Bocce Court Improvement Update c. Senior Center Membership Update 8. ITEMS FROM STAFF a. Personnel Update b. Nutrition Program Update c. Freddie’s Café Update 9. ITEMS FROM BOARD MEMBERS: This is a report out from board members. No discussion will occur on items reported out by board members unless they are specifically listed for discussion. 10. ADJOURNMENT - The next Regular Senior Advisory Board Meeting will be held on October 15, 2024 at 9:00 am. POSTING: I declare a copy of this agenda was posted at City Hall, 567 El Camino Real, San Bruno, among other locations in the city limits of San Bruno, on September 13, 2024, by 7:00 pm. _________________________ Meghan Rosin, Senior Services Manager  Bunny Epperson, Chair Priscilla Martinez, Vice Chair Linda Boscono “The City with a Heart” Barbara Cox Yasmin Froehling Ralph Olcese Joyce Satow MEETING MINUTES Senior Advisory Board August 20, 2024 1. CALL TO ORDER/ROLL CALL: Board Member Boscono called the meeting of the Senior Advisory Board to order at 9:05 a.m. Board Members Present: Linda Boscono, Barbara Cox, Yasmin Froehling, Ralph Olcese, and Joyce Satow. Excused Absence: Chair Bunny Epperson and Vice Chair Priscilla Martinez. Staff Present: Karlen. 2. PLEDGE OF ALLEGIANCE: Board Member Boscono led the Pledge of Allegiance. 3. APPROVAL OF THE AGENDA: The Board accepted the agenda. 4. APPROVAL OF MINUTES: The Board accepted the minutes of the July 16, 2024 meeting. 5. PUBLIC COMMENTS ON MATTERS NOT ON THE AGENDA: John Barrelier gave a rebuttal to the letter he received and spoke about the code of conduct. He recommended the establishment of a non-partisan speaker’s bureau and a senior citizen’s bulletin board. 6. NEW BUSINESS: a. Receive and File Monthly Class Attendance, Nutrition Site Report, and Senior Center Historical Front Desk Sign In Data from July 2024 – Board Member Boscono suggested a mahjong tournament. Board Member Satow asked about an updated roster. Board Member Boscono asked if donations had increased or decreased since the box had been moved. Board Member Cox stated the wooden box hadn’t been removed. b. Code of Conduct Revision – Director Karlen stated the code of conduct was a legal document and he reviewed the changes. He stated the code of conduct was about behavior and how people acted at the Senior Center. Board Member Olcese asked about responding to John Barrelier’s comments. Director Karlen stated that John Barrelier had been invited to meet with staff and that he had declined the meeting. Mayor Rico E. Medina stated the mayor didn’t have authority to change an ordinance. It took the majority of the City Council. Director Karlen stated this was a policy within the Senior Center and this was not an ordinance. MSC Froehling/Satow to accept changes to the code of conduct. Unanimous. c. Nutrition Site Council MOU – Director Karlen reviewed the MOU. Discussion about the agreement. Board Member Cox asked for clarification about the pastry program and asked for a turnover meeting with Senior Center Manager Rosin. Director Karlen stated that staff would take over the program on October 1st. MSC Satow/Olcese to accept the Nutrition Site Council MOU and make a recommendation to the City Council to approve the MOU with the Nutrition Site Council. Accepted 4-0-1. 7. UNFINISHED BUSINESS: a. Senior Center Membership Update – Director Karlen stated that, as per the Senior Center Manager Rosin, all current memberships were being reconciled by staff and information about signing up for a membership would be in the September newsletter. b. Bocce Court Improvement Update – Director Karlen stated that staff was working with the vendor on the required insurance. 8. ITEMS FROM STAFF: a. Hiring Update – Director Karlen stated the Senior Center coordinator position was offered to someone last week. The individual was going through her background check. Also a temporary person was being brought on to help with the administrative work. He stated that they were always looking for people to work at the RAC. b. Staffing Transition – Director Karlen stated Coordinators Roman and Toscano had moved to the RAC, but they were helping out as needed until the Senior Center was fully staffed. c. Nutrition Program Update – Director Karlen stated they were still under an emergency contract for the catering services. The contract had been extended to Christmas time to help get through this transitional period. The recruitment of a nutrition coordinator was not successful. Board Member Boscono asked if the menu could be varied a little bit more. d. RAC Update – Director Karlen stated the Soft Opening was July 24th. Programming and facility rentals were ramping up. He invited the board members to the Grand Opening event on Saturday. e. Voting Center – Director Karlen stated that the County decided not to use the Senior Center as a voting center and would instead be using the Carlton House. f. Senior Center Facility Updates – Director Karlen stated an architect had been hired to help with the restroom designs. g. Freddie’s Café Update – Director Karlen had no further updates. Board Member Cox stated the refrigerator was purchased and was only for café items. h. Financial Update - September 2024 – Director Karlen stated this item would be brought back next month. He asked for the board members to think about suggestions for items from the donation account. 9. ITEMS FROM BOARD MEMBERS This is a report out from board members. No discussion will occur on items reported out by board members unless they are specifically listed for discussion. Board Member Olcese stated an individual wanted to sponsor a western night and asked for the status. Director Karlen stated that he would ask Senior Center Manager Rosin about this. Board Member Froehling stated that people were complaining that the music was too loud at lunch time. Board Member Satow read a message from a Senior about their concerns of litter in the creek bed, an occupied red van in the main parking lot, the need to perhaps lock the trash containers, and the addition of an emergency sprinkler system above the dumpsters to reduce fire danger. Board Member Cox spoke about bingo payout amounts in the Activity Guide and stated that the information on the website was also incorrect. Board Member Froehling stated that some of the dining chairs needed to be repaired. Board Member Cox stated that she thought it was time to steam clean the tile again. 10. ADJOURNMENT: Meeting was adjourned at 10:05 a.m.  Class Attendance August 2024 Totals Monday Thursday Class 2024 2023 Class 2024 2023 Hiking 81 56 Softball 0 48 Ceramics 26 20 Fun & Fitness 26 51 MahJong 62 37 Creative Writing 30 47 Bocce 4 64 Yoga 16 53 Tap 22 48 Pedro 59 74 Billiards 0 31 Music & Motion 41 82 BINGO 179 210 American Line Dance 21 38 Computer Club 24 28 Painting 11 20 Pilates/Yoga 31 18 Computer Club 22 19 Yoga 24 25 Billiards 30 54 Art Appreciation 6 NA Grief Support Group 4 6 459 Book Club 6 5 266 Tuesday Class 2024 2023 Friday Spanish 52 26 Class 2024 2023 Bocce 0 48 Hiking 66 13 Zumba Gold 68 143 Knitting & Crocheting 33 24 Sit & Workout 13 68 Movie 11 8 Beginner Line Dance 59 121 Zumba Gold 139 194 Ukulele 13 31 BINGO 280 339 Billiards 0 52 Ping Pong 28 32 Computer Club 23 15 Billiards 20 27 Bridge 0 16 Scrapbooking 2 NA Wednesday Seated Yoga 0 72 Class 2024 2023 Bocce 0 40 Hiking 65 66 579 Stained Glass 38 42 Beginner Line Review 29 51 Sunday Dances 2024 2023 (Dolly) Billiards 23 34 Line Dance 8/4/24 25 19 BINGO 259 238 Line Dance 8/11/24 25 8 Computer Club 22 27 Sunday Social 8/18/24 43 37 Scam Prevention 10 NA Sunday Social 8/25/24 45 46 American Line Dance 27 NA (Allen) 138 Item 6b Page 5 of 10  Nutrition Site Report - August 2024 Day Date Congregate Meals Guests Disabled Under 60 Total Meals Guest Fees Thu 1 92 0 0 92 Fri 2 102 1 0 103 $6.00 Mon 5 103 0 0 103 Tue 6 100 0 0 100 Wed 7 127 0 0 127 Thu 8 94 0 0 94 Fri 9 114 0 0 114 Mon 12 114 0 0 114 Tue 13 109 0 0 109 Wed 14 111 0 0 111 Thu 15 89 0 0 89 Fri 16 84 0 0 84 Mon 19 103 0 0 103 Tue 20 97 0 0 97 Wed 21 93 0 0 93 Thu 22 73 0 0 73 Fri 23 78 0 0 78 Mon 26 85 1 0 86 $6.00 Tue 27 114 2 0 116 $12.00 Wed 28 101 1 0 102 $6.00 Thu 29 73 0 0 73 Fri 30 107 0 0 107 Total 2,163 5 0 2,168 $30.00 Item 6b Page 6 of 10  January February March April May June July August September October November December 2019 5936 5424 6176 6249 6177 5179 6098 6066 5748 6293 4869 5503 2020 5709 5206 1284 0 0 0 0 0 0 0 0 0 2021 0 0 0 0 0 0 642 3540 4460 4834 4345 3914 2022 3902 4260 5499 4461 4609 4695 4137 4721 4314 4347 3692 3429 2023 3195 3663 3805 3718 4098 4107 3813 4434 3867 4204 3585 3177 2024 3781 3814 4165 4387 4207 3755 4031 3919 Item 6b Page 7 of 10  CITY OF SAN BRUNO COMMUNITY SERVICES DEPARTMENT DATE: September 17, 2024 TO: Senior Citizens Advisory Board FROM: Travis M. Karlen, Community Services Director SUBJECT: Summary of Fiscal Year 2023/24 Budget Closeout, Fiscal Year 2024/25 Budget and Review of the Process to Identify Senior Services Funding Priorities BACKGROUND: In calendar years 2023/24 the Community Services Department experienced a turnover of staff assigned to the Senior Center. In early 2023, the former Community Services Director gave a report to summarize the budget process, funding priorities and a process for funding requests related to senior services. A shift in staffing has provided the department an opportunity to review financials, fees related to programs and rentals, cash handling procedures, contracts for partnerships and services; and to ensure that purchasing and city policies are being adhered to. DISCUSSION: The primary funding source for senior services is the General Fund. There are also four revenue sources that contribute to Senior Program operations (one of which is not reflected in the fiscal year budget). Each of these funding sources have unique parameters for spending authority and approval. A summary of each funding source is provided. 1 – City of San Bruno General Fund: Development of this budget is the responsibility of City Staff and includes all operational overhead necessary to deliver senior programs and facilities to the community. 2 – Area Agency on Aging (AAA) Grant (Congregate Nutrition and Transportation):The City applies for the AAA Grant every four years. The grant is federally funded and administered by the County of San Mateo. This grant funds the congregate nutrition and transportation programs, allowing the City of San Bruno to serve approximately 25,000 meals each year and provide 2,700 one-way door-to-door rides to the Senior Center. Each year a budget is developed and approved by the County of San Mateo. The current grant began in July of 2022 and will extend four years. The annual funding award is at the discretion of the County and is based on the funds dispersed from the federal government. Staff is responsible for ensuring the City is in compliance with the grant and provides monthly reimbursement invoices to the County based on expenses, meals served to eligible clients, and rides given. In accordance with the grant requirements, donations must remain anonymous. Item 6c Page 8 of 10 3 – Senior Citizens Advisory Board Trust Fund: The Senior Trust Fund was created 35 years ago when the Senior Center opened and is funded by donations. Historically, various programs and equipment have been funded through the Trust Fund. Finance is reconciling the balance for the Trust Fund. Information will be shared at the September 17, 2024 meeting. The SAB and staff may make recommendations for use of this fund for expenditures that support the programs of the Senior Center prior to the annual budget or prior to the mid-year budget review. The recommendations should not create new work for staff in terms of program or maintenance operations and should not create any ongoing expenses. Use of these funds must be recommended by the SAB to City Council for approval and to authorize spending. 4 – Nutrition Site Council (NSC): The NSC of San Bruno is a non-profit organization that has generously supported programs and services at the Senior Center for more than 30 years. For FY 2024-25 the City executed a Memorandum of Understanding with the NSC with a value not to exceed $120,000 earmarked for specific use including the nutrition program, transportation, entertainment and other senior services. In addition, the City may submit additional requests to the NSC. NSC has the sole discretion to provide funding to the City for Senior Center programs beyond the MOU agreement. 5 – Bequest Fund: A special account was established in 2017 for charitable bequests made to the City of San Bruno on behalf of the Senior Center. Use of funds and the amount of the annual draw may vary based on the specific bequest. All current bequests are restricted to use for Capital Improvements such as the parking lot restriping, trash enclosure project and the restroom remodels. Since 2017, the City has taken in $1,149,500 and has spent $848,400 on capital projects that benefited the senior center campus. The remaining balance in the bequest fund is $301,100. In Fiscal Year 2023-24 due to staff departures from the organization and the ongoing challenges with recruiting a Nutrition Program Coordinator, the City procured through a competitive process a catering company to bridge the gaps and continue nutrition services. The Nutrition Coordinator position is on hold while staff continues work on revamping staffing at the Senior Center. The “emergency” catering contract will allow the Center to continue catered nutrition through June 30, 2025. If catering services are expected to exceed June 30, 2025, the City will go through a new RFP process in early 2025. Due to the financial shortfall, the Nutrition Site Council graciously contributed $76,000 in FY 2023-24 for catering services. The City Council adopts an annual budget to define the funding for operations for the fiscal year which runs from July 1 to June 30. For the fiscal year 2023-24, the Council approved a General Fund expenditure budget of $1,949,742.66 for Senior Services, with revenue projections totaling $448,500. A substantial portion of the funding for Senior Services came from a General Fund subsidy of $1,604,874.86, representing 82% of the overall program cost. Additionally, the Senior Services budget included a separate fund (Fund 132) specifically for all revenues and expenditures related to the congregate lunch and transportation programs. For the fiscal year 2023-24, projected revenues for this fund included the Area Agency on Aging (AAA) grant along with the Transportation grant. Projected receivables for this fund totaled $242,000, while expenditures were projected at $344,867. This funding was distinct from the General Fund (Fund 001) and was dedicated to enhancing the congregate lunch and transportation services provided to seniors in the community. Item 6c Page 9 of 10 The table below illustrates expenditures and revenues of both the General Fund and Grants for Senior Services in FY2023-24 and adopted budget for FY 2024-25. FY23-24 FY23-24 FY 24-25 Item Account (Adopted) (Actuals) (Adopted AAA Grant Reimbursements Nutrition 145,000 94,215 145,000 AAA Participant Donation Nutrition 68,500 62,973 68,500 AAA Grant Reimbursements Transportation 25,000 6,825 25,000 REVENUE AAA Participant Donation Transportation 3,500 2,755 3,500 Interdepartmental Transfers 61,500 61,500 61,500 Facility Rentals & Programs 69,000 69,146 69,000 NSC Grant & MOU 76,000 76,000 $120,000 Revenue Total 448,500 373,414 492,500 Part Time Salaries & Benefits 144,510 51,569 155,464 PERSONNEL Full Time Salaries & Benefits 699,930 496,718 670,170 Nutrition & Transportation 255,300 361,386 216,800 Management – Supplies & Materials 136,682 179,757 137,577 OPERATION Management – Internal Allocations 601,681 601,611 726,238 Management – Interdepartmental Charges 111,639 112,454 49,184 Expenditure Total 1,949,742 1,803,495 1,955,433 General Fund Subsidy 1,501,242 1,430,081 1,462,933 As we approach planning for the mid-year budget review and annual budget process for FY 2025-26, senior center staff in concert with the SAB will identify short-term and long-term recommendations to better serve the Senior community such as programs, equipment, or capital improvements. These recommendations will be presented to the department director for consideration to include in the City budget process. At the October 15, 2024, SAB meeting, the SAB and staff will collaboratively work to identify funding requests for Q3 and Q4 of FY 2024-25 and FY 2025-26 to be considered during the mid-year review and annual budget process. FISCAL IMPACT: No fiscal impact is associated with this report, however future funding requests will be submitted to the City Council for consideration. RECOMMENDATION: Receive and File Report ATTACHMENTS: None Item 6c Page 10 of 10