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HomeMy WebLinkAbout1990 04-26 HHSCHEALTH AND HUMAN SERVICES COMMISSION April 26,1990 3:00 p.m. CHAMBER OF COMMERCE BUILDING CALL TO ORDER George Hoffman,Assistant City Manager called the meeting to order and called the roll. ROLL CALL Members Present: Ed Barker Sue Calef Rev.Rushing Virginia Seeman Mary Ann Webb (arrived late) Carmen Huerta (arrived late) Members Absent: Kim Phillippi INTRODUCTIONS AND REPORT BY ASSISTANT MANAGER George Hoffman introduced himself,informed the boardmembers that he is the Assistant City Manager and stated he would be chairing the meeting.He advised the board that at the next meeting they would be electing a Chair and a Vice -Chair. George Hoffman introduced Tom Damiano,Vice Mayor;Kathy Connelly,City Clerk;and Tony Vehon,Councilman.He then informed those in attendance of his intent to conclude the meeting at 4:45, stated his belief in punctuality,and added the reason boardmembers were selected was because they are "movers and shakers"which by defi- nition meant their time is valuable. George Hoffman asked that boardmembers introduce themselves, outline their interest in the commission and what each brings to the commission. Carmen Huerta introduced herself by stating she works for the Apache Junction School District as coordinator for the Project Help program.She stated she has worked with Project Help and with the County as a medical eligibility worker for 19 years.She cited as her contribution her knowledge of the community and its people,and the needs of the people within the community. Health and Human Services Commission Meeting of April 26,1990 PAGE 1 Virginia Seeman introduced herself as a Nurse Practitioner who has been in the health care field for 20 years,with a specialty in Geriatrics.She added that she has been involved with City Hall since incorporation of the City and has always been interested in this area. She stated that when she was on the City Council she served on a federal committee,and has served eight years on the Governor's board. Ed Barker introduced himself as Director for the Shelter for Abused Families and stated he has been in the mental health field for about 20 years,had worked many years for the state of Nebraska as a counselling psychologist,and has had a private practice for a number of years.He added that over the past two years i t has become apparent to him that a shelter for battered and abused women and children is needed in this community. Sue Calef introduced herself as an ex -registered nurse.She added she has owned her own nursing homes and has done considerable shelter -care work with the elderly.She expressed her interest in the homeless and people who have needs beyond their capability to provide for themselves. Charles Rushing introduced himself as possessing a Masters in Biology,stated he was a research biologist prior to entering the seminary.He stated he is now pastor of Lyon's Community Church and has resided in the community for about three years.He added that in _his church an emphasis is placed on involvement in existing organiza- tions that help to meet the needs of the homeless and the hungry.He stated his church receives many requests for assistance over the phone and he sees the needs in Apache Junction. Mary Ann Webb introduced herself as a facilitator and coordinator with the Department of Economic Security Division of Developmental Disabilities.She stated she is interested in involvement with the Commission due to her pet project which is transportation for han- dicapped,the elderly,and the unemployed.She said she is also interested in being more involved in the community.She added that both professionally and as a volunteer she has been involved in social services for over twenty years. DISCUSSION OF THE ARIZONA OPEN MEETING LAW George Hoffman asked Kathy Connelly to provide the board members with an overview of the Open Meeting Law. Kathy Connelly referred to the short summary she had previously prepared and provided to City Council and the Boards and Commissions. She emphasized that people need to keep in mind that the intent of the Open Meeting Law is that the public's business needs to be conducted in public;everything said or done is for the benefit of the public and not for the benefit of the board,commission,or Council.She stated that as a result business needs to be done in an open forum. Health and Human Services Commission Meeting of April 26,1990 . PAGE 2 The City Clerk suggested that Board members think in terms of the audience when speaking and provide them with as much information as possible.She stated the board will find i t beneficial not only to the audience but also to other commission members and to the press because i t allows everyone to get the true meaning of the meeting which in turn gets publicized around the City.She suggested i f in doubt about what should or should not be done under the open meeting law,always decide in favor of the public;always decide to conduct business publicly,to say i t publicly,to have i t on the printed agenda.She stated that i f the open meeting law is looked at in those terms,there will be no problem,and added the theory behind the open meeting law is that more information is better,whether i t be in terms of the spoken word,the written word,agendas,news releases,announ- cements,and publications in the newspaper. The City Clerk stated that all of the City's boards and commissions fall under the open meeting law and committees are included.She stated that social gatherings might be covered under the open meeting law i f the intent of the social gathering is to discuss business.She stated that another requirement of the open meeting law is that there be minutes,and added that although minutes are not required to be verbatim,they do need to reflect what the group decided,what was discussed,motions and seconds,various amendments to motions,and the final vote.The City Clerk addressed meeting agendas and stated that as the board gets into actual topics each topic will need to be listed on the agenda.She stated one of the strict requirements of the open meeting law is that a subject may not be diScussed unless i t is on the agenda.She said that i f there is something a board member would like to discuss which is not on the agenda,a request should be made to place the topic on the next agenda.Kathy Connelly advised the board members of the penalties for violations and stated i f i t is found that anyone,whether as an individual or as a group,has violated the open meeting law,the city is not obligated to pay any court costs. George Hoffman asked the City Clerk to explain executive sessions to the board. Kathy Connelly stated the only reason a board or commission goes into executive session is when there is a need to discuss something of a confidential nature.She emphasized that items would have to fall under the legal definition of confidential and not simply be a board preference.She informed the board of the seven categories under which a group might meet to discuss matters of confidentiality and stated in this board's case most likely executive sessions would be to seek legal advice.She added that -an ,attorney would have to be pre- sent because only an attorney can provide legal advice,executive sessions must be posted,agendas must be available,but the public is excluded from the meeting and the minutes are not public record.She further stated that anything discussed in executive session may only be discussed in executive session and may not be discussed outside of executive session.She said executive session minutes are only Health and Human Services Commission Meeting of April 26,1990 PAGE 3 available to members of the commission and,under court order or request from the attorney general's office to others.She emphasized executive session minutes by law,are not supposed to reveal what was discussed,they simply state members met with the attorney on such and such a date at a given time,to obtain legal advice pertaining to wha- tever subject i t might be.She further stated no action can be taken at an executive session,only discussion and added the League of Cities recommends that executive session meetings not be tape recorded. PARLIAMENTARY PROCEDURE,ROBERT'S RULES OF ORDER: Kathy Connelly referred the board members to the pamphlet "The a- b-c's of Parliamentary Procedure"that have been distributed to all board,commission,and Council members.She endorsed the publication as a good simplified summary of parliamentary procedures and recom- mended the board consider adopting Robert's Rules by reference which would provide the guidelines for conducting business meetings.She stated these procedures make i t easier as far as who makes the motion, who seconded it,and what the final conclusion was,how to postpone, how to continue,and how to table items.The City Clerk advised the board that there are seven members on the board and four people in attendance would constitute a quorum for the purpose of conducting meetings;three members would not be a quorum and no meeting could be conducted.The City Clerk also addressed voting and stated that tech- nically the only way a board member can abstain for voting is when a conflict of interest exists.She stated i f a board members feels there is a conflict of interest,the conflict needs to be declared and then the board member may not participate in any of the discussion which might influence other members of the group. PURPOSE OF THE HEALTH AND HUMAN SERVICES COMMISSION George Hoffman advised the board that the most immediate item the Council will be looking to the board for,is a review of requests for funding for human services.He stated his belief that the current budget proposal allocates $60,000 for human services and stated the Council wants the board to review the requests and make recommen- dations on whether or not to fund,and i f funding is recommended for how much.He stated at the discretion of the board,applicants may be invited to make presentations to the board and answer questions from the board.He stated the board could then evaluate the community's needs,how the funds can best be coordinated,and how the funds can most efficiently be utilized. George Hoffman stated that over the longer term,the Council will be asking the board to assess human service needs within the community and make recommendations where coordination can be further enhanced among human service providers.He stated that the Council is asking the board to become specialists in the area of human services. Health and Human Services Commission Meeting of April 26,1990 PAGE 4 George Hoffman suggested establishing a philosophy in human ser- vice funding and determining what goal is to be attained through pro- viding tax dollars toward human services in the community. ORDINANCE NO.659 The Assistant City Manager stated that the City Clerk will provide an analysis of the funding requests and whether or not they meet the required documentation at the next meeting.He said the documentation need not be present prior to consideration of funding requests but before the agency can receive funding the documentation must be received.He stated the documentation is not discretionary and last year a group was not funded because they could not get the documentation in. ORDINANCE NO.708 George Hoffman stated that Ordinance 708 establishes the com- mission and then reviewed membership,terms of office,and residency. He pointed out that if a board member is a participant of a particular organization,the organization is ineligible for funding;he also stated that once a boardmember leaves the board,the organization remains ineligible for funding for a 12 month period to avoid any possible conflict.Selection of officers was addressed as an item that would be handled at the next meeting. George Hoffman outlined the role of the chair as one who will lead the group and help to build concensus on issues,to look for the points of agreement,and to take areas of agreement and work through areas of conflict.The Assistant Manager then reviewed the other pro- visions outlined in the ordinance and advised the boardmembers he would be providing the board with binders containing copies of both Ordinance 659 and 708,and any other pertinent information. George Hoffman advised the board that of the $60,000 anticipated to be available there is approximately $135,000 to $145,000 in requests for funding.He asked that the board carefully review the funding requests prior to the next meeting.He stated that the Clerk will be analyzing whether or not applicants meet the documentation requirements,the board should begin thinking about who they wish to fund,how much they wish to fund,and also why the board makes par- ticular funding recommendations. REQUESTS FOR AGENDA ITEMS George Hoffman stated that i t is his intent to have requests for funding,requests for agenda items,Robert's Rules of Order,election of a chair and vice -chair as items for the next meeting in addition to the usual mechanical things that need to be on the agenda.He asked i f there were any other items for placement on the agenda. Health and Human Services Commission Meeting of April 26,1990 PAGE 5 Ed Barker suggested a timetable for review of requests. George Hoffman stated he would like the timetable for recommen- dations from the Commission to be about four weeks which would allow Council to receive the recommendations by the end of May or first part of June because adoption of the budget is targeted for the end of June. Virginia Seeman asked i f public hearings need to be conducted with the applicants for funding.George Hoffman stated that Ordinance 708 suggests that the Commission is charged with conducting public hearings to discuss needs of residents,i t does not specifically state public hearings need to be conducted to hear from the applicants.He stated the commission might wish to hear from applicants but that would also require more time. Virginia Seeman asked what the Council's expectation is relating to this matter. Councilman Vehon stated his belief that the Council desires the commission to do all the work and submit a recommendation to the Council. After discussion the Commission decided to place discussion of the method and manner for reviewing requests for funding and sche- duling of appointments for presentations by applicants. Virginia Seeman asked i f the commission wished to establish timeframes on the hearings.After some discussion,the commission stated establishing criteria for interview and timeframes for meetings would be on the next agenda. MEETING DATES AND TIMES George Hoffman stated that one of the Commission members will have a difficult time making daytime meetings.He outlined the dif- ficulty in scheduling meetings due to the lack of availablilty of facilities and conflicting schedules.George suggested the possibi- lity of a 5:00 p.m.,Monday or Tuesday meeting.He stated P&Z or City Council meet at 6:30 which would force business to be conducted within one and a half hours.He stated that for the purpose of going through and interviewing applicants more than 11/2 hours will be necessary. Carmen Huerta stated her belief that the commission should meet about once a week until applicants for funding have been dealt with and a decision is made on how often meeting should be conducted. Reverend Rushing moved that the next meeting of the Health and Human Services Commission be held on Tuesday,May 1,1990,at 7:00 p.m.,in the Chamber of Commerce meeting room.Mary Ann Webb seconded the motion. Health and Human Services Commission Meeting of April 26,1990 PAGE 6 VOTE:Unanimous. The motion carried. ADJOURNMENT Virginia Seeman moved that the meeting be adjourned. Ed Barker seconded the motion. VOTE:Unanimous. The motion carried. SIGNED AND ATTESTED TO THIS / 5 4 DAY OF g_E RGE OFFMAN,A8ISTANT CITY MANAGER COMMISSION LIAISON Health and Human Services Commission Meeting of April 26,1990 PAGE 7 ,1990.