Senior Citizens Advisory Board

Adult Activity Center

Agenda — 19 items

1. 1 CALL TO ORDER
2. 2 ROLL CALL
3. 2 The meeting was called to order at 4:01 p.m.
4. 3 APPROVAL OF THE MINUTES
5. 4 MANAGER'S REPORT
6. 4 Present: - Gerardo Alvarez - Thomas Wells - Jean Connelly - Javier Figueras - Olga Girod - Norma Gavarrete - Centurion - Judith "Jude" Alexander
7. 5 a. General Updates I. Senior Week Recap Manager Walters provided a recap of Senior Week and reported that the event was very successful. This year’s programming offered a greater variety of activities and educational opportunities, and adjustments were made to the setup and flow of activities to improve the overall participant experience. Manager Walters thanked the individuals who assisted with Senior Week, including those who supported the cooking demonstration, lectures, surveys, and participant engagement. He advised that staff received very positive feedback regarding the educational presentations, with several attendees expressing interest in seeing similar lectures offered throughout the year. The Board discussed expanding educational programming beyond Senior Week so residents who are unable to attend during that week have additional opportunities to participate. Potential topics discussed included fraud and scam prevention, health and wellness, and other educational subjects relevant to the senior population. The Board also discussed audience participation during lectures. A concern was raised that frequent questions and interruptions sometimes prevented presenters from completing their planned material. Manager Walters explained that question cards had been made available to encourage attendees to write down questions for the conclusion of each presentation. The Board suggested making the cards and pens readily available to attendees upon entering future lectures and reminding presenters to establish at the beginning of each session that questions will be addressed at the end. Staff agreed that this approach could be incorporated into future educational programs. Manager Walters advised the Board of the upcoming Labor Day closure. All classes and activities at the Adult Activity Center would be suspended during the closure. Registration normally scheduled for Monday, including pickleball registration and non-resident ticket sales for the Western Roundup, would be moved to Tuesday. Manager Walters explained that moving registration would provide an equal opportunity for participants who register or purchase tickets in person. Manager Walters provided an update regarding new programming at the Adult Activity Center. Italian Grammar 101 had begun and received an overwhelmingly positive response. The program was already filled through December, and participants had provided favorable feedback regarding the instructor and course. Playful Movement and Dance also began, offering participants a less structured alternative to traditional ballet. Manager Walters explained that the program focuses on movement, enjoyment, and self-expression while allowing participants to move at their own comfort level. Cooking with Chef Norma would return on September 25 for another cooking program. b. Special Events Manager Walters advised that the Western Roundup was scheduled for September 18. Staff discussed enhancements to the event and a themed dress-up competition. The event would include country-themed entertainment, line dancing, food, and additional activities. Manager Walters explained that the Western Roundup had grown significantly over the years. Previous events attracted approximately 50 to 60 participants, while the prior year's event reached approximately 110 ticketed participants. The Board discussed the event schedule and whether the event could be expanded beyond its traditional 2:00 p.m. to 4:00 p.m. time frame. Manager Walters explained that the shorter time frame had historically been based on the amount of scheduled entertainment and line dancing. Manager Walter also reminded that complimentary tickets were available to the board members upon request. Manager Walters advised that the Halloween Spooktacular was scheduled for Friday, October 23, from 1:00 p.m. to 4:00 p.m. Manager Walter noted the staff had begun preparations for the event, including coordinating entertainment and costume elements. The Gals were preparing a performance of “Thriller” as part of the festivities. The Board briefly discussed potential menu options and refreshments. Manager Walters advised that staff would begin finalizing those details as the event approached. Manager Walters reported strong registration for the upcoming showing of An American in Paris, scheduled for Saturday, September 5 at 11:00 a.m. Registration numbers indicated the program could reach capacity. c. Administrative Updates Assistant Director Pichardo provided updates regarding several Community Recreation capital improvement projects. The Granada Golf Course Rain Shelters Project was anticipated to begin within approximately 30 days. A walkthrough had been completed with the contractor, and the staging area had been identified. The Phillips Park Project was anticipated to have a soft opening toward the end of September. Assistant Director Pichardo explained that the park could open for public and school use while construction of the restroom and pavilion components continued. Facility rentals would not begin until restroom facilities were available. Assistant Director Pichardo advised the board the contracts for Rotary Centennial Park and Cooper Park had been awarded and construction for the Coral Gables Golf and Country Club Pool Deck was anticipated to begin in November. Assistant Director Pichardo also provided information regarding upcoming Citywide special events, including the Pumpkin Patch and Youth Center Haunted House.
8. 6 NEW BUSINESS
9. 6 A MOTION TO APPROVE THE AUGUST MEETING MINUTES WAS MADE BY BOARD MEMBER THOMAS WELLS AND SECONDED BY BOARD MEMBER OLGA GIROD. ALL IN FAVOR; PASSED UNANIMOUSLY.
10. 7 OLD BUSINESS
11. 8 a. Dr. William M. Schiff Art Show The Board continued its discussion regarding planning and procedures for the upcoming Senior Art Show. The Board reviewed proposed procedures for receiving, displaying, and judging artwork. Entries would be permitted both online and in person to accommodate participants who may have difficulty with electronic registration. The Board discussed organizing artwork by category to make the judging process more manageable. Categories discussed included photography, watercolor, oil, acrylic, and other artistic mediums. The Board further discussed the number and selection of judges. Professional judges were being identified and vetted, and members discussed utilizing either three or five judges. Considerable discussion took place regarding whether artwork should be pre-screened or juried before final judging. Manager Walters emphasized that the purpose of the Senior Art Show is to provide an inclusive opportunity for residents age 50 and older to participate and have their artwork displayed. While the Board expressed an interest in maintaining the quality and organization of the show, members generally agreed that the event should remain welcoming to artists of varying skill levels. The Board discussed displaying all submitted artwork equally rather than creating separate areas for pieces selected for judging. Members noted that separating artwork could unintentionally communicate that certain submissions were less worthy of recognition. The Board also discussed increasing the allowable artwork dimensions from the previous 24-inch-by-24-inch limitation to approximately 30 inches by 30 inches. The larger size would better accommodate standard canvases and framing while remaining manageable for display. Manager Walters and Board members also discussed volunteer assignments for artwork drop-off, check-in, setup, and event operations. Manager Walters advised that specific volunteer duties would be developed once the setup schedule was confirmed with The Palace. The judging schedule would also depend on The Palace's availability and the amount of time provided for setup. Manager Walters would continue coordinating with The Palace regarding access to the space and the final schedule. The Board discussed improving communication regarding the timing of award announcements. A welcome or informational sign near the entrance was suggested so attendees would know when awards and other activities would take place. Manager Walters updated the Board regarding discussions with The Palace concerning alcohol service during the Senior Art Show. The Palace had raised liability concerns and requested that the City review a liability waiver and provide insurance information. Once received, the documentation would be forwarded to the appropriate City staff for review. Manager Walters clarified that the issue was related to liability associated on the property rather than the cost or source of the alcohol. If the City's insurance and liability documentation satisfied The Palace's requirements, alcohol could potentially be permitted. Otherwise, alcohol would not be allowed at the event.
12. 9 DISCUSSION ITEMS
13. 10 a. Senior Week Survey Results. The Board reviewed feedback and suggestions received from seniors regarding programs and services. Transportation was a significant topic of discussion. Suggestions included expanding the Freebee service area, expanding trolley service, and providing additional transportation for day trips, museums, and recreational outings. Manager Walters explained that transportation costs have increased significantly and that available transportation funding may limit the number of trips that can be offered. The Board discussed repeated requests to expand Freebee service. Manager Walters explained that the Freebee service area is determined at the City Commission level. Residents interested in requesting expansion of the service area may communicate directly with the City Commission through public meetings or individual outreach. The Board also discussed increased demand for technology education. Seniors had expressed interest in learning basic technology skills, including downloading and using applications, accessing transportation services such as Uber, and navigating City technology resources. Manager Walters advised that he had recently been contacted by a University of Miami student organization that provides basic computer and technology instruction to seniors. The students volunteer their time, allowing the program to potentially be offered at no cost. Manager Walters stated that he would continue coordinating with the organization with the goal of potentially offering programming in October or November. The Board supported beginning with fundamental technology skills and gradually introducing more advanced subjects based on participant interest. Members discussed the potential for future instruction on artificial intelligence tools, including ChatGPT and similar programs, as a way to help seniors become more comfortable independently locating information and solving everyday technology issues. Additional community outreach ideas included opportunities for volunteers to visit former members who are now residing in assisted living or nursing facilities and exploring ways to assist seniors experiencing temporary mobility or health challenges. The Board also discussed the possibility of hosting a small craft or artisan marketplace where seniors could display or sell artwork, jewelry, and handmade items. Assistant Director Pichardo explained that sales on City property may require permits, insurance, vendor fees, and other regulatory requirements. The Board also discussed making the Adult Activity Center suggestion box more visible and continuing to use participant surveys to obtain feedback regarding programs and events. b. Continuation of the Senior $mart$ Fraud Prevention and Awareness Program. The Board revisited the educational programming offered during Senior Week and discussed offering fraud and scam prevention presentations periodically throughout the year. Manager Walters advised that the fraud prevention presentation received particularly strong feedback. The Board discussed the increasing sophistication of scams targeting older adults, including fraudulent telephone calls, text messages, impersonation scams, requests for gift cards, and messages appearing to originate from family members or government agencies. Members shared examples demonstrating how convincing these scams can appear and emphasized the importance of providing seniors with practical information for recognizing suspicious communications. Manager Walters agreed that fraud and scam prevention remains an important topic for the senior community and could be incorporated into recurring educational programming rather than being limited to Senior Week.
14. 10 a. Thor Guard Lightning Detection – Biltmore Tennis Center The Board discussed concerns regarding lightning detection and notification at the Biltmore Tennis Center. A Board member noted that lightning had been observed in the area and raised concerns regarding whether players on the tennis courts and pickleball courts were being adequately notified when lightning was detected. Assistant Director Pichardo discussed the Thor Guard lightning detection system and the procedures used to communicate lightning alerts to recreational facilities. The discussion included the visibility and notification of the Thor Guard system at the Biltmore Tennis Center and the importance of ensuring that players and facility users are aware when lightning conditions require the courts to be cleared. The Board discussed the need for a clear and reliable method of notifying tennis players when the Thor Guard system is activated, particularly when an audible alert may not be easily heard throughout the tennis facility. Assistant Director Pichardo advised that the existing lightning notification procedures and the Thor Guard system serving the Biltmore Tennis Center would be reviewed to ensure appropriate notification and safety procedures are in place for court users.
15. 11 ITEMS FROM THE SECRETARY
16. 12 The next meeting is scheduled for Thursday, October 1st at 4 p.m.
17. 13 ADJOURNMENT
18. 14 NOTE
19. 18 A MOTION TO ADJOURN THE MEETING WAS MADE BY BOARD MEMBER THOMAS WELLS AND SECONDED BY BOARD MEMBER JEAN CONNELLY. ALL IN FAVOR; PASSED UNANIMOUSLY. THE MEETING WAS ADJOURNED AT 5:07 P.M.

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