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09-21-2022 Senior Advisory Agenda PacketCITY OF Federal Way Centered on Opportunity SENIOR ADVISORY COMMISSION In -Person Meeting Hylebos Room September 21 ", 2022 at 2:O0pm Notice: Meetings are held in -person. To request an accommodation to attend or provide public comment virtually, please contact Amy Glandon at amy.glandon@cityoffederalway.com or by phone at 253-835-2401 no later than the close of business the day before the meeting. 1. CALL TO ORDER 2. PUBLIC COMMENT Comment limit — 3 minutes 3. COMMISSIONER COMMENTS 4. COMMISSION BUSINESS Topic A. Approval of August 17th, 2022 Meeting Minutes B. Committee Updates — Comprehensive Plan & Broadband Task Force C. Airport Presentation D. Senior Outreach Update E. Senior Resource Fair 5. STAFF REPORT 6. NEXT MEETING October 19th, 2022 at 2:00pm, Hylebos Room 7. ADJOURN Action or Est. Presenter Info Time Action 5Min Chair Bostic Deputy Mayor Honda & Info 10 Min Commissioner Fields Info 20 Min Bill Vadino, Policy Advisor Info 15 Min Councilmember Erica Norton Action 45 Min Vice -Chair North Amy Glandon, Executive Assistant to Council, 253-835-2401 Deputy Mayor Susan Honda, 253-835-2401 CITY OF Federal Way Centered on Opportunity SENIOR ADVISORY COMMISSION SUMMARY Wednesday, August 17t", 2022 Hylebos Conference Room Commissioners Present: Vice -Chair Lana Bostic, Commissioner Kenneth Pratt, Commissioner Catherine North, Commissioner Frank Fields, Commissioner Sue Ellebrecht, Commissioner Vicky Foreman, Commissioner Cheryl Volheim Absent: Commissioner Kevin King, Chair Debbie Harvey Staff Present: Deputy Mayor Susan Honda (Remote), Amy Glandon, Council President Linda Kochmar (arrival at 2:05pm), Sarah Bridgeford (arrival at 3:15pm) Citizens Present: Pastor Colleen Chinen (Steel Lake Presbyterian) 1. CALL TO ORDER The meeting was called to order at 2:01 p.m. 2. CITIZEN COMMENTS • Pastor Colleen Chinen presented a $3,000 check from Steel Lake Presbyterian Church to go towards the cost of printing the new brochures. She thanked the Senior Advisory Commission for their work in advocating for seniors and for the work that went into the building the resources for the brochure. 3. COMMISSIONER'S COMMENTS COMMISSION BUSINESS Commissioner Kenneth Pratt noted that he will be out of town through the months of September and October. He said that he would try to remote into the meetings but could not guarantee his presence. Vice -Chair Lana Bostic recognized the resignation of Commissioner Kevin King, and encouraged the rest of the commission to reply with a thank you to him for his service as he was a major help on the resources within the brochure. She also mentioned that the Federal Way Performing Arts and Events Center is having a 2-day celebration for their 5-year anniversary this weekend with free shows on Friday and Saturday. She encouraged anyone who is available to attend and support the PAEC. Commissioner Catherine North mentioned that Commissioner Tammy Dziak brought in a flyer for a community resource fair in Federal Way that is coming up on September 11t". She encouraged the commission to go and get some ideas for the Health & Resource Fair in 2023. She also mentioned that the Auburn Senior Center's Resource Fair is coming up on the fourth Thursday in September and encouraged attendance there as well. Page 1 of 6 • Commissioner Tammy Dziak said that she would be in attendance for the resource fairs and welcomed all to join her. The information was given to Amy Glandon to send out to the Commission after the meeting. 4. COMMISSION BUSINESS A. APPROVAL OF JULY 20TH AND JULY 27T" MEETINGS MINUTES Commissioner Kenneth Pratt moved approval of the July 20t" and July 27t" meeting minutes as presented; Vice -Chair Lana Bostic second. Motion passed unanimously. B. CHAIR & VICE -CHAIR APPOINTMENTS Vice -Chair Lana Bostic opened nominations for the appointment of Commission Chair. Commissioner Cheryl Volheim nominated Vice -Chair Bostic; second by Commissioner Kenneth Pratt. Vice -Chair Bostic accepted the nomination, and closed the nominations with no other nominations given. Vice -Chair Bostic appointed unanimously to the position of Chair of the Senior Advisory Commission effective September 1st, 2022. Vice -Chair Lana Bostic opened nominations for the appointment of Commission Vice - Chair. Commissioner Tammy Dziak nominated Commissioner Catherine North. Commissioner North accepted the nomination. Vice -Chair Bostic closed the nominations with no other nominations given. Commissioner North appointed unanimously to the position of Vice -Chair of the Senior Advisory Commission effective September 1st, 2022. C. VOLUNTEERS FOR COMPREHENSIVE PLAN COMMITTEE AND BROADBAND TASK FORCE COMMITTEE Deputy Mayor Susan Honda introduced the Broadband Task Force first stating that they are currently working on a study on broadband access in Federal Way and are working with a consultant. The Committee would like representation from the Senior Advisory Commission to represent those seniors who need but may not have access. This position was previously held by Chair Debbie Harvey. The Committee meets on the 4tn Wednesday of the month from 11:OOam-12:OOpm in the Hylebos Room, and this commitment would last likely until December of this year. Commissioner Frank Fields volunteered to represent the Senior Advisory Commission at the Broadband Task Force Committee. Amy Glandon to send information to Commissioner Fields with meeting information. Deputy Mayor Honda introduced the Comprehensive Plan Committee and stated that this committee meets monthly in the evening to plan the future of Federal Way. The Committee would like representation from the Senior Advisory Commission to represent the senior community in the plans for the future. This position was previously held by Chair Debbie Harvey. The dates and times of the meetings are to be confirmed with Planning Manager, Keith Niven, by Amy Glandon and sent out to the Commission. Commissioners Tammy Dziak and Catherine North volunteered to be part of the Comprehensive Plan Committee, with Commissioner Dziak taking the lead and Commissioner North being a back-up. Amy Glandon to send information to Commissioners Dziak and North with meeting information. Page 2 of 6 D. SENIOR HEALTH & RESOURCE FAIR Commissioner Catherine North spoke about the Volunteer Form that was given to the Senior Advisory Commission from City Attorney Ryan Call. She stated that all commissioners should employ the help of friends and have them sign the form. Commissioner Cheryl Volheim asked whether the volunteers need to be residents of the City of Federal Way, which Commissioner North stated no. Commissioner North opened the conversation regarding the location, saying that the location of the fair needed to be nailed down. She presented the comparison between the Federal Way Community Center (FWCC) and the Federal Way Performing Arts & Events Center (PAEC) again, and stated the cost for the rental between both locations is very similar. Commissioner Volheim asked if there were enough vendor tables at either location, and Commissioner North confirmed that tables would need to be rented regardless of the location, and the price was approximately $10.00 per table. Commissioner North went around the table to each commissioner to have them give their vote on the location and it was unanimously chosen to be at the PAEC. Commissioner North's next piece of business was the date of the event. She stated that she does not have a lot of experience with hosting these fairs, however, the ones that she has attended have been on a weekday, and therefore she recommended a weekday for the Federal Way Senior Fair. She stated that the focus of the event is on seniors, and although they could and should invite their families, the focus needs to be seniors and weekdays would be easier. Commissioner Tammy Dziak noted that she has implemented multiple resource fairs in her career, and the most successful ones are always on a weekend during the middle of the day. She recommended a Saturday for the event. Commissioner Volheim likes the idea of being later in the day to accommodate the seniors better, and believes that a 10:00am start time is a reasonable hour. Commissioner North noted that this would allow time for vendors to set-up before the event. Commissioner Dziak noted that this would also allow time for guest speakers and that she has a few in mind. Commissioner Frank Fields noted that he liked the idea of a Saturday, and Commissioner Kenneth Pratt wanted to make sure that not just seniors, but older adults about to retire should be included. It was unanimously chosen for the event to be held on Saturday, May 6th, 2023 from 10:OOam until 4:OOpm at the PAEC. Commissioner North will be reaching out to Brian Hoffman at the PAEC to confirm availability. Commissioner Volheim noted that the Auburn Senior Center Fair serves lunch at their event and asked if we could have food trucks on site for the Federal Way event. Commissioner North stated that she has tried to work it out with food trucks, but the coordination is too difficult. She noted that there is a full kitchen, catering, and a snack bar at the PAEC. Vice -Chair Lana Bostic recommended that she would like to see light refreshments including coffee, water, soft drinks, juice, popcorn and cookies available at this event, and noted that most vendors will have candies at their stations as well. Commissioner North recommended that everything be kept very simple for the first year and then it could be expanded on in later years. Council President Linda Kochmar Page 3 of 6 noted that when booking the PAEC, they simply need to be asked for the table for refreshments. Vice -Chair Bostic recommended utilizing a subcommittee for planning of the meals/refreshments. Commissioner North brought up the next topic of the theme and sponsorships. Commissioner Dziak noted that although the fair is focused on wellness, the word "wellness" should be excluded. She recommended focusing on resources and possibly eliminating the word "health" as well. The vendors should generate wellness through the resources presented and other aspects of living. Vice -Chair Bostic recommended the use of the word "celebrate" or something positive along those lines. Options that were presented for a name came from Commissioner Kenneth Pratt ("Senior Resource Fair"), Commissioner Dziak ("Free to Be Me in 2023", "Staying Alive", and "Continuing to Thrive"), Commissioner North ("Celebrate Me in 2023"), Commissioner Volheim ("Celebrate Life"), and Commissioner Frank Fields ("Celebrate Seniors"). Commissioner Volheim noted that the program should include different things that encompass whole health, and focus on the things you can still do as a senior. She recommended having a travel agency there to market traveling to seniors. Commissioner North recommended having Police Chief Andy Hwang available to talk about crime prevention and safety for seniors. Commissioner North noted that a list of possible vendors was sent out, and that a letter to potential vendors will need to be drafted and sent out pretty soon in order to garner their support. She would also like to look into reusable bags for S.W.A.G. and to hold raffle prizes. Commissioner Dziak said that she knew a printer who may be able to assist with that. **Commissioner Kenneth Pratt left briefly at 2:58pm** Vice -Chair Bostic recommended having a subcommittee work on sponsorships. Commissioner Dziak said that she would be happy to work with the sponsorships. **Commissioner Kenneth Pratt returned at 3:OOpm** **Commissioner Tammy Dziak left briefly at 3:OOpm** **Commissioner Tammy Dziak returned at 3:01 pm** Vice -Chair Bostic listed the subcommittees needed and volunteers were taken for each: Sponsors (Commissioner Dziak and Vice -Chair Bostic), vendors (Commissioners North, Vicky Foreman, and Volheim), advertising (Commissioner Dziak), and program agenda (Commissioners Pratt and Fields). Amy Glandon will speak with Parks Director John Hutton about adding the resource fair into the recreation mailer as advertisement. Vice -Chair Bostic called for a pause on this discussion item as Community Services Manager, Sarah Bridgeford, had arrived at 3:15pm for her item of business on the agenda. Vice -Chair Bostic resumed this item of business at 3:40pm at the conclusion of Sarah Bridgeford's presentation to the Senior Advisory Commission. Page 4 of 6 Commissioner Dziak stated that a discussion needed to be had about sponsors for the event and that enough sponsorships could pay for the event itself. Commissioner North estimated expenses as at least $2,000. Commissioner Dziak recommended four tiers of sponsorship with varying costs: platinum ($1,000), gold ($500), silver ($250), and bronze ($150). She said that incentives would need to be added to the sponsorship above the advertising as a sponsor to make it worth it to the vendors/sponsors. Commissioner North asked about cost for vendors at the event, and whether non -profits should be charged at all to be a vendor. Pastor Colleen Chinen noted that even non -profits should pay for their table so as to have "skin in the game". Commissioner North stated that the letter introducing the event would need to be sent out no later than November, with follow-up taking place beginning in January. Commissioner Dziak recommended making face-to-face contact with the vendor representatives, following up with a handwritten note thanking them. Vice -Chair Bostic noted that cards and postage would then need to be added to the proposed budget for the event. Commissioner North set up a follow-up meeting with the vendor subcommittee for August 29tn E. COMMUNITY SERVICES UPDATE / GUEST SARAH BRIDGEFORD, COMMUNITY SERVICES MANAGER Sarah Bridgeford opened by introducing herself and her role with the City of Federal Way. She noted that specifically seniors need additional aid, but would need assistance from the Senior Advisory Commission on areas where Community Services should be focusing. She introduced the assessment to add a Minor Home Repair Program to the already existent Home Repair Program. Commissioner Tammy Dziak asked what qualifications are needed for grant funding through the City. Ms. Bridgeford noted that on a very general overview it would need to be a non-profit that is not necessarily based in Federal Way, but serves within Federal Way. Commissioner Cheryl Volheim asked about an internet program for seniors with minimal cost and where to apply; Ms. Bridgeford responded that she would send the information to Amy Glandon and then it would be sent to the Commission. Commissioner Frank Fields asked about housing services like SHAG and whether the housing repair would be able to help with that. Ms. Bridgeford noted that although housing repair would not be able to assist, there are other programs within Federal Way to assist seniors within SHAG, such as: MSC Food Bank, Rental Assistance, Behavioral Health Services. She noted that SHAG is a non- profit, and could apply for grant funding if they wanted to, but they have never applied. Commissioner Fields noted that there are many scams that target seniors including setting up auto pay for their rent each month, but that the programs make it extremely difficult to cancel. He also noted that senior housing is always trying to find ways to protect themselves, but appear to have little care for the tenants that live there. Ms. Bridgeford said that she wished it was a unique problem, but unfortunately, these housing agencies are free to run their properties and they see fit, so long as they are following state laws. Ms. Bridgeford noted that she or the City is unable to change their systems or any access to their funding, but did ask what is something that would be helpful or a service that the City could provide that would help. Page 5 of 6 **Council President Linda Kochmar left the meeting at 3:30pm** Ms. Bridgeford noted that seniors that are retired or working are likely on a fixed income that doesn't change, and there is a gap in services there. Commissioner Volheim asked about applying for EBT/SNAP and Ms. Bridgeford let her know that applications are taken at the local DSHS office and they will require financial information to process the application. She noted that they operate on a sliding scale for assistance so there is help for many who apply. She noted that the Senior Advisory Commission was working on the Resource Fair, and recommended a Human Services Commission cross -over. She welcomed the Senior Advisory Commission to attend their next meeting. The next Human Services Commission meeting is to be held the 3rd Monday of September at S:30pm in the Hylebos Room. The Senior Advisory Commission thanked Ms. Bridgeford for her time. S. STAFF REPORT • None 6. NEXT MEETING — Wednesday, September 21', 2022 at 2:OOpm in the Hylebos Room 7. ADJOURN —The meeting adjourned at 4:02pm. Attest: Amy Glandon, Executive Assistant to Council Approved by Senior Advisory Commission: Page 6 of 6