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HomeMy WebLinkAbout1997 04-16 HHSCMINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION MEETING Administration Building Conference Room 1001 N. Idaho Road, Apache Junction, AZ April 16,1997 6:35 p.m. COMMISSIONERS PRESENT: CARMEN HUERTA, CHAIRPERSON JENNIE BENNETT CAROL CRANMER COMMISSIONERS ABSENT: ED BARKER 1.Call to Order/Attendance. STAFF PRESENT: KATHLEEN CONNELLY, CITY CLERK OTHERS PRESENT COUNCILMEMBER URICH COUNCILMEMBER SURRA Chairperson Huerta called the meeting to order at 6:35 p.m.City Clerk Kathy Connelly called the roll call and advised there was a quorum present. 2.Election of Chairperson and Vice Chairperson. Chairperson Huerta stated the elections of the chairpersons should be postponed until the next meeting when everyone should be present. 3.Discussion of FY 1997-98 funding applications and procedure for reviewing applications. Chairperson Huerta asked if everyone had read their paperwork.She opened the meeting to discussion and questions from everyone. Chairperson Huerta started out with the Food Bank.She stated they did not get all the information that they normally do,such as the names of people and their addresses.City Clerk Kathy Connelly stated she normally does not distribute that as it can be stacks of paperwork.Chairperson Huerta asked about the problem City Clerk Kathy Connelly was having with them.City Clerk Kathy Connelly stated their recent report was in bad shape.They had a lot of volunteers in the last quarter who did not keep track of the people and their addresses.She stated they might also have HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 16,1997 PAGE 1 OF 13 had more services than the city funds.Commissioner Cranmer asked Commissioner Bennett if this was the organization that was doing fairly well financially. Commissioner Bennett stated she did not know if they were doing well financially, but they do run it all with volunteer help.She stated the problem that Kathy mentioned came about because the people who were responsible for the reports before have left and either taken other jobs or gone to school.The only questions she had were on the $60 under miscellaneous,which is not very much,and $336 for packaging. Chairperson Huerta stated she wondered about the packaging cost,too. Commissioner Bennett stated she knew they had to buy a certain type of bag to fit things in, and she wished they would do away with the packaging.The packaging is about their splitting up the larger items so more people can benefit from them. Commissioner Bennett stated that was something she wanted to ask them about when they were interviewed.There were no other concerns about the Food Bank. City Clerk Kathy Connelly stated she could give them copies of the quarterly reports but it would be about three times the paperwork that they have right now. Chairperson Huerta moved on to the Boys & Girls Club of Apache Junction which has merged with the Abuse Prevention Council.She stated they were matching funds with them earlier and inquired if they were doing the same this year.City Clerk Kathy Connelly stated they are hoping to do that, having various applications pending in various locations.She does not believe they have heard anything on those but this is the beginning of the grant cycle.She has twice asked them for their proof of non- profit status.They are looking for it and no one has been able to produce it yet. Chairperson Huerta asked if they could use the same one as for the Abuse Prevention Council and was told they could not.Commissioner Bennett recalled they could not produce anything before, which was the reason they were ineligible last year.City Clerk Kathy Connelly stated they assured her they had applied for it and that somebody has it.Commissioner Cranmer stated you cannot give them the money if they cannot produce the status, and asked how much longer they have to produce the document.City Clerk Kathy Connelly stated until the time the commission is ready to interview them and make a recommendation,which could be as short as two weeks.She stated she has checked with a member of the club who works for the city and she has been assured that they have the status.She added she will ask them again.Commissioner Bennett asked why they had to pay for the rent of the school if they were transferring from the other council.Chairperson Huerta advised her it is not the school, but a separate building, and she believes the school pays rent for the use of the building.Councilmember Surra stated they use it for an alternative school. Commissioner Bennett asked about the $575 spent on the travel fund and $361 plus on the current report for telephone.She stated she believed the current request was for $500 on this proposal and wondered about the discrepancy. Councilmember Surra stated they merged two organizations and the budget for the Boys & Girls Club was not considered last year.She stated there may be additional activities due to the HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 16,1997 PAGE 2 OF 13 merger that would not have appeared on last year's budget.She stated the travel expenses could be due to field trips, but it is a question which should be pursued on the interview.City Clerk Kathy Connelly stated their staff may also have to get some type of certification, which could account for some of their travel.Chairperson Huerta asked if the budget was from Mesa or an estimated one from Apache Junction.City Clerk Kathy Connelly stated they will be part of the East Valley Boys & Girls Club, and it is her understanding there will be some merging of funds, which will be used as leverage to get some more grants.She stated the paperwork should be just for the local club. Chairperson Huerta stated the next agency was the Central Arizona Shelter Services. She is concerned about there being no way of knowing who is receiving the services. City Clerk Kathy Connelly asked the business manager about that and he stated they could not provide the information because many of these people do not have any identification.Commissioner Cranmer asked how they knew they were residents of Apache Junction.City Clerk Kathy Connelly stated they relied upon the information those people told them.Commissioner Cranmer stated another concern is that everyone else in that partnership is in Maricopa County, and by virtue of the fact that Apache Junction is in Pinal County, she does not feel they should be a part of that service.She added there is no shelter in Apache Junction,and asked where the closest shelter was and if the city is bound to that shelter.Councilmember Surra stated a couple of years ago a minister approached her about buying a building in the city to start a shelter and she believed the city would be very supportive of such a move.She did not hear from him for a long time, and when she finally heard from him years later, he told her he could not find enough homeless people who wanted a shelter in Apache Junction.They did not want to live in a shelter, they wanted help with rent for a place of their own.She stated she would hesitate to put city funds into something that will probably be utilized more by people in Maricopa County. Commissioner Bennett asked if the city's contribution would take some of our homeless off the street, but there is no way of telling if that is occurring.They might have lived in Apache Junction for one day or for a long period of time.Chairperson Huerta added another problem is the east end of Maricopa County is called Apache Junction so they may not have been in the city.Chairperson Huerta stated they appeared to be in agreement that this application would be denied.City Clerk Kathy Connelly stated she would send them a letter stating they were being declined since they could not comply with the ordinance. Chairperson Huerta stated the next application was Community Action Human Resources Agency and that they have always done real well and have been a lot of help.Councilmember Surra stated they received a number of letters from the recipients of the program complimenting the people in the program. They have a good reputation.City Clerk Kathy Connelly stated they call if they have a question as to HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 16,1997 PAGE 3 OF 13 whether something is allowed under the contract, so they are always in compliance. Councilmember Surra stated they are very responsible with our funding. Commissioner Cranmer asked City Clerk Kathy Connelly about their service level exceeding city funding.City Clerk Kathy Connelly stated they spend more within the city limits than we are able to fund.Commissioners Bennett and Cranmer stated the agency looks real good to them. Chairperson Huerta went on to the East Valley Addiction Council.She stated this appears to be the same as the shelter;most of it is Maricopa services. Councilmember Surra questioned whether this organization thought they could step in where the Abuse Prevention Council left off since they merged with the Boys & Girls Club.City Clerk Kathy Connelly stated she checked with the court and the police department and they have no recollection of referring anyone there.She stated in their cover letter they stated they would not be able to provide verification of residency as they believe that is confidential information.Commissioner Bennett stated she had a few things written down but she cannot see justifying this one, either.City Clerk Kathy Connelly stated according to their budget pages they appear to give employees advances.Councilmember Surra stated she believed their employees are former addicts and they are doing that to help them with their rent to try to mainstream them.Commissioner Bennett also questioned their use of uniforms. Councilmember Urich asked City Clerk Kathy Connelly which United Way was used in the city,and when she was informed it was the Pinal County United Way she commented that they are not listed as one of the Addiction Council's revenue sources. The commission decided not to interview this applicant. Chairperson Huerta stated the next one was the Mesa Senior Center and she commented that really bothers her.She stated the last year they were going through the Pinal-Gila and now they are going through Mesa.City Clerk Kathy Connelly stated they were actually providing the services last year but because the change had not taken place when the deadline fell for funding, the Pinal-Gila Senior Citizens Group applied on their behalf with the Mesa Senior Center providing the services. Councilmember Surra stated there is no other center in Pinal County that will provide the services or the meals for that cost.Chairperson Huerta stated all of their paperwork has to do with the office in Mesa.Councilmember Surra and Chairperson Huerta stated they should have given the information for the center in Apache Junction.Councilmember Surra requested they bring that information at the time of the interview.City Clerk Kathy Connelly stated she could give them the quarterly reports as to who goes there, and asked if they needed more budgetary information. Councilmember Surra stated they wanted to know how much of the dollars funded were spent on the lunch program.The commission agreed as a whole that they believe more money is spent than what they receive from the city.Councilmember Surra stated their other problem from last year was their inability to tell them how HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 16,1997 PAGE 4 OF 13 many winter residents were using the program.City Clerk Kathy Connelly stated the current director believes they are bringing in more local residents than they have before.She is working more on outreach and is a very proactive director. Councilmember Surra stated most of the funds were for the lunch program and she wanted to know how many were actually getting lunch there.She added since they receive federal funding they cannot discriminate between local and winter residents. Commissioner Bennett added the social functions are also part of the program. Chairperson Huerta stated they need to take the information and compile a list of all those who are residents, both temporary and permanent.Chairperson Huerta asked if they should be considered permanent residents if they stayed 6 months or more out of the year here.Councilmember Surra suggested giving half credit to the winter residents using the program.Commissioner Bennett stated she had asked if they could monitor what people came for the social part and then check to see if they paid for the lunch, but they said they could not do that.City Clerk Kathy Connelly stated the new director brings her a binder of the the events and functions the Senior Center has had for each quarter,which is something the past directors did not do. Councilmember Surra stated she has noted when she has gone in there that there is more signs of it being used.Chairperson Huerta asked if everyone was comfortable with using it as Mesa Senior Center.Councilmember Surra stated no one is happy with the name, but City Clerk Kathy Connelly added that the Mesa Senior Center is just the umbrella organization;it is still the Apache Junction Senior Center. Councilmember Surra stated they are Apache Junction funds and they are providing the service.Chairperson Huerta asked City Clerk Kathy Connelly to send them a letter requesting the budget information required.Councilmember Surra stated she understood the Mesa Senior Center has opened its doors to Apache Junction residents for services that could not be provided here.Chairperson Huerta stated her concern is that they are turning down two of them that are in Maricopa County or Mesa, and they may inquire about why Mesa Senior Center was funded.Councilmember Surra stated all they have to say is they provide a specific service in Apache Junction.City Clerk Kathy Connelly stated they provide meals to those who can walk in and meals on wheels to those that cannot get in to the center.Commissioner Bennett stated her only concern was in making sure only Apache Junction residents were being served meals.City Clerk Kathy Connelly stated she receives a quarterly report that gives her the addresses of the people being served, and they are primarily in the city.They now have a waiting list of people trying to get into the senior center, and whenever there is an opening, they call the next person on the list to come and get their meal. Councilmember Surra reminded them they are spending more than they are receiving from the city so she has no problem with other people getting some meals. Councilmember Surra mentioned they might want to consider counting the non- residents as half a resident as they are spending their sales tax money in the city. Chairperson Huerta stated the next applicant is the Salvation Army.Councilmember HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 16,1997 PAGE 5 OF 13 Surra stated there have been so many changes in the administration over the last few years that it has been very difficult for them.Chairperson Huerta stated she is concerned about their Christmas bellringing.They advertise it as help for the community but in their documents they show they are only using FEMA and city financing.It shows the bellringing is national financing and it is turned in.She added they put down rent for certain months, and she asked City Clerk Kathy Connelly if the addresses were provided for those months.City Clerk Kathy Connelly stated they give her a copy of a driver's license, if available, or a copy of a utility notice.There was one quarter they did not and since then she has insisted they provide her with the backup documentation.Chairperson Huerta stated on a monthly report Apache Junction appeared to be the only source of funding.There appear to be no matching funds for the other programs.She stated she feels like the city is being used. Commissioner Cranmer asked if there had been a refund.City Clerk Kathy Connelly stated they were funded a year ago and ran into bookkeeping problems in December 1995 and returned the money.Due to it already being in the budget cycle, it was too late to disburse the funding to other agencies.Commissioner Cranmer asked if they were any more stable now.City Clerk Kathy Connelly stated she had doubts on that. Councilmember Surra stated her other problem with them was their sponsoring the food share program, wherein for so many hours of volunteer service you can buy a certain amount of food at a reduced price.It was not hours at the Salvation Army, but assisting anyone with anything for no pay without it having to be community service.They do not go by your income, and people with two jobs were going in and buying the food at a discount price for these "hours volunteered".There is no monitoring of the hours; it is all an honor system.You buy $40 worth of food for $15 and the money goes to St. Mary's Food Bank.Commissioner Bennett suggested that St.Mary's Food Bank might be able to tell how much food was given out. Councilmember Surra stated the Salvation Army does not have to verify their residency for that program.It is not a requirement.Councilmember Surra questioned where their other funding source is to put money back into the community.All of the other agencies have other sources, and they do not appear to do so.Commissioner Bennett asked why the people did not use the Food Bank.Councilmember Surra stated they use St. George's.Commissioner Bennett stated there are too many food banks.Commissioner Cranmer suggested they might go from one to the other, and Councilmember Surra stated they are supposedly linked to prevent that.There was a discussion on how often people can receive boxes from the food banks. Councilmember Urich stated she is concerned about their lack of concern for deadlines.City Clerk Kathy Connelly stated it was more than a lack of concern; if she had not called they would not have made the deadline.Councilmember Surra stated the publicity of not giving them any funds would be disastrous for the organization. She suggested a minimal, token gesture.Commissioner Cranmer asked if they could give them something pending release of more concise records.City Clerk Kathy Connelly stated they can put all kinds of stipulations in the contract.Commissioner HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 16,1997 PAGE 6 OF 13 Cranmer suggested giving them a certain amount of money and if documentation comes in to cover that amount they can then be given more.Councilmember Surra stated they should disburse whatever is in the fund by the time the decisions are made.However, she stated they can stipulate how the funds will be spent, and if the documentation does not support how the funds were to be spent, they have to return that portion.City Clerk Kathy Connelly stated they did make the application deadlines for United Way and FEMA this year,so they may have more funding sources. Commissioner Cranmer wanted to know how this amount would fund Apache Junction,and she was told she could ask them about that at the interview. Councilmember Urich stated she wanted restrictions of some sort when they give the money out.City Clerk Kathy Connelly stated that would make it easier, because if you give them too much room they get confused. Chairperson Huerta went on to Superstition Mountain Mental Health.Councilmember Surra stated she believes they serve a population that needs help direly.She is supportive of the agency but is not happy with them providing a plan and changing the plan after the support is given.She believes the change has always been in the back of their mind, but they wait to change it until afterwards, and that offends her. She is offended by individuals being contacted for support rather than doing a presentation.She is suspect of someone who lobbies.Commissioner Cranmer stated she believes the council gave them a much needed message.Commissioner Cranmer stated she would like to see restrictions of some sort for them as well as the Salvation Army.Chairperson Huerta stated there has been a change in attitude, like they are expecting another entitlement.Councilmember Surra suggested they feel it is their right to have it and to do with it as they please without being held accountable. Councilmember Urich stated they do not like to be questioned.Councilmember Surra stated they are double-dipping into the governmental funds that we use.The more they get out of those funds limits the fundings the city will have for health and human services.She is unhappy with their not complying with what they said they would use it for.Councilmember Urich agreed.Commissioner Cranmer and Chairperson Huerta agreed, also.Chairperson Huerta stated she was concerned about their having apartments and making it look like the people in them are not paying rent to them. She stated they make their paperwork look like the grants and funding they are receiving are paying for those people to live there, when those people are actually paying them rent.Councilmember Surra stated they have not separated out the rent as an income source, and the commission has a right to ask for that.Chairperson Huerta stated it shows that they pay for their patients' medication, when the patients have their medication paid for by ACCSS.Councilmember Urich stated that is very misleading.Councilmember Surra wanted to know why they are not showing the source of funding that supports all the expenditures.Commissioner Cranmer questioned if the revenue put down as residential services is part of what they are collecting.Councilmember Surra stated they need to call it rent if they are calling HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 16,1997 PAGE 7 OF 13 themselves landlords.City Clerk Kathy Connelly added because they are non-profit the city does not receive the sales tax from the rent, and they are in competition with people who are receiving rent and paying sales tax.Commissioner Bennett mentioned in the past she was surprised to see $623,000 left at the end of the year, until she was told it was for use as capital to build a new complex.City Clerk Kathy Connelly stated they will not build the new complex now, and Councilmember Surra stated it was because they could not afford the wall required around the property by the landscaping ordinances.Commissioner Bennett questioned the relative expenses of $23,000 and was told that may be the new time clock for salaried employees. Councilmember Surra stated they do have the right to ask them what the money is that was left over at the end of the year.Commissioner Cranmer stated she has a conflict of interest with this organization and asked where she would stand in the meeting.Chairperson Huerta asked what her conflict of interest was.Commissioner Cranmer stated her daughter works for them.Chairperson Huerta asked if she lived with her.Commmissioner Cranmer stated she did not live with her.Chairperson Huerta stated there then was no conflict of interest.Councilmember Surra stated a conflict of interest would be something that benefited her personally.City Clerk Kathy Connelly stated she would check with Bill Farrell to see if it also involved an immediate member of the family.Councilmember Surra stated with this being divulged to the commission and the city,unless her vote influences something wherein she or her daughter benefit financially, there should be no conflict of interest. City Clerk Kathy Connelly repeated she would check with the city attorney to be on the safe side. The next applicant was St.George's Catholic Community.Commissioner Cranmer asked if they could get more information and was told this was probably all they would get.Councilmember Urich stated she was concerned when she saw that two- thirds are distributed to Apache Junction residents and then it states where other areas receive less then one-third distributed.Chairperson Huerta stated there is a big concern as St.George's goes all the way to Queen Creek and Signal Butte. Councilmember Surra stated the parish is widespread and he does not turn anyone away based on residency.She stated the migrant workers are a big part of their funding.She believes he spends funds from other sources to accomplish his goals and does a lot of wonderful things.However, he does not like to comply with rules. She does not believe an exception can be made just because it is a church. Commissioner Bennett stated other churches are doing the same things and have never asked the city for funds to help them do it.Councilmember Surra stated other churches have stopped doing those things and they have a bigger program than most churches.They go outside their parish to assist,as in Ajo,Eloy and the various reservations.Commissioner Urich asked if they had to go through audits.City Clerk Kathy Connelly stated the letter from the diocese states they have never had an audit. Chairperson Huerta stated there is no other church in Apache Junction that does what HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 16,1997 PAGE 8 OF 13 St. George's does.Commissioner Cranmer stated she did not want to give them any money until they received some documentation on what he does with the money. Councilmember Surra stated he refuses to accept accountability.She stated it is different if he wants to take the money out of his rummage sales and the collection plate and does not want to account for it to the parishoners - he does not have to. But the city's money he has to account for.She stated the commission is responsible if he does not account for it.Commissioner Cranmer asked if it was worth a year to say no money until you can comply.Councilmember Surra stated that is okay if you do not go to church there.He has knocked the city every since last year when they refused to fund him.Commissioner Bennett asked her if she knew how much money the church takes in each year.Councilmember Surra stated he publishes a weekly collection report that she believes is by eye.Councilmember Urich stated other churches have to have audits with the Internal Revenue and she does not understand why this church does not.City Clerk Kathy Connelly stated one page was odd in the information received where it appeared somebody covered over part of the income statement.Commissioner Cranmer asked if they could call his bluff on this and say they needed more information.Councilmember Surra stated you have to stipulate exactly what you want within a certain time frame.City Clerk Kathy Connelly stated the ordinance specifies they need to provide those things on the checklist, which he has not done.Commissioner Bennet asked who "Susan"was and if she was incorporated into the non-profit status.Chairperson Huerta stated she is the financial aid who disburses the money from the account.City Clerk Kathy Connelly stated she is asking on the behalf of St. George's.Commissioner Cranmer asked why people were turned away from other agencies seeking aid and then go to St.George's. Councilmember Surra stated those agencies may have a rule of funding them once in a quarter, whereas St. George's never turns anyone away.Commissioner Cranmer stated they could go from agency to agency each month.Chairperson Huerta stated they can go for food, but each agency is supposed to question them as to why they are going each month to another organization.She stated when it comes to financial assistance, they cannot get away with going from one to the other because they all work together on that.Other churches will help on financial assistance but only if someone other than St. George's calls them.They will not help St. George's directly. Commissioner Bennett stated First Baptist Church even dispenses rent money.She has helped put up a homeless person who came to the church.Chairperson Huerta stated the churches should not be doing that on their own, they should work together with Project Help, the Salvation Army and St. George's. Commissioner Bennett stated they said people get help from their rummage sales.Councilmember Surra stated she believes they mean the money collected from the rummage sales are distributed to the poor.Councilmember Surra stated she believed they are still supporting the migrant ministry,and are collecting clothing,food and blankets for them.Commissioner Bennett stated some of that is going to the Indian project.Councilmember Surra expressed concern about how much of that was not being distributed in Apache HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 16,1997 PAGE 9 OF 13 Junction.She stated they are not willing to document the people they have been helping.City Clerk Kathy Connelly stated she did not believe they would be able to produce the documentation, for whatever reason.Chairperson Huerta requested she send them a letter demanding documentation on proof of residency.Councilmember Surra stated he must show what he is using the city funds for or they will have to be returned.Commissioner Cranmer stated they must have the information.She added he has not gotten anything before.Councilmember Surra stated this is the first application he has done; before he used to call on the telephone and berate the city for not giving them anything.City Clerk Kathy Connelly stated she could not release any funds to him unless he can give a full accounting of those funds.Commissioner Cranmer asked if they could approve funds but he would not get any money unless he provided the documentation.City Clerk Kathy Connelly stated that was correct; it is released one -quarter at a time and no funds are released until she has received the quarterly report to verify the provision of services.Commissioner Cranmer asked if they could give him a token amount pending the documentation.Councilmember Surra stated the first year should be a very token amount, as he will expect the same amount every year without any accountability.City Clerk Kathy Connelly stated he has to account for those funds.Commissioner Cranmer stated if he does not provide the documentation, withhold the funds.Councilmember Surra stated he wants to use the money to fund and support the administrative cost of running the program.She believes this is for Susan's salary.City Clerk Kathy Connelly stated it can be specified in the contract that it be for direct services.Commissioner Cranmer asked if they were making a mistake in giving him any money.City Clerk Kathy Connelly stated she would check with the attorneys as not all the items on the checklist have been provided and they are mandated under the ordinance.Commissioner Cranmer stated they could just reject this.City Clerk Kathy Connelly stated he may not have some of this other revenue, but he did not say that.She stated it appeared the income statement was deleted.Commissioner Cranmer stated there needs to be an audit, for them and for the parishoners.Councilmember Surra stated they cannot call for an audit, they can only ask for the records to process the application.City Clerk Kathy Connelly stated she cannot accept an unverified financial statement.Councilmember Surra stated they may have to give him a blank one as a guideline.City Clerk Kathy Connelly stated they are usually done by an accountant,and she can give him a sample of one of those.Commissioner Cranmer asked if they had a record of donations.City Clerk Kathy Connelly stated only if they are large enough under IRS rules.Councilmember Surra stated the offertory donations are used to run the parish and he does not have to disclose that.Councilmember Surra stated he can tell the commission there is a lump amount of money and all he has to tell them is how he is spending it.City Clerk Kathy Connelly stated a copy of the most recent financial report was to be included but she could not find it.She stated she could call Susan Southwick and advise her it did not reach the commission.Concern was voiced by many about the city having to account to the citizens for the funds.Councilmember HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 16,1997 PAGE 10 OF 13 Surra was concerned about whether office employees may be getting consideration as people who need help and having it come out of those funds.City Clerk Kathy Connelly asked if anyone could explain on the March 1996 report where there is a column for assisting someone with their taxes.Chairperson Huerta stated it could be property taxes.City Clerk Kathy Connelly stated their miscellaneous column is quite substantial, and a financial aid of $2,000.Chairperson Huerta stated that was funeral aid.City Clerk Kathy Connelly stated there is a column for personal.Commissioner Bennett asked if $59,296 was what they actually spent, so that is what they are asking for.Chairperson Huerta stated she believes that is an estimate of the food they have given out for Christmas and Thanksgiving baskets, and the $31,684 is the total cost directly paid out to clients in financial aid.Commissioner Bennett stated she thought three churches in the area coordinated the food baskets on the holidays. Councilmember Surra and Chairperson Huerta stated the Salvation Army and Project Help also coordinated on that.Commissioner Cranmer questioned the $375 in taxes again.The consensus was it was a property tax, possibly past due.Commissioner Bennett questioned the column at the bottom of that sheet titled "Others agencies aid" as to whether it was a contribution or money given out to other agencies.The consensus was that was where other agencies were aided.Chairperson Huerta asked the commission what they wanted City Clerk Kathy Connelly to do.City Clerk Kathy Connelly suggested they may want to interview them and ask them to provide the details missing.She has a form she can send them to let them know what information is needed, and if they refuse to provide the information that will solve the problem of whether they can be funded or not.Commissioner Cranmer asked Kathy to send them a letter before the interview stating that we need more specific information.City Clerk Kathy Connelly stated she would also ask for a copy of the financial report referred to in the letter.Commissioner Cranmer requested she quote the ordinance in the letter.City Clerk Kathy Connelly stated she had sent a checklist with the original letter, and Commissioner Cranmer requested she send that again. Councilnnembers Surra and Urich doubted that Susan Southwick saw the original letter,so Commissioner Cranmer asked that the letter be addressed to Susan. Councilmember Surra suggested the person who made out the application should be the one present at the interviews. Chairperson Huerta stated they had gone through all the applications and eliminated a couple of them, but there is still more discussion on a couple of others at a later date. 4.Discussion on Commission vacancies and City Council process for making appointments. Chairperson Huerta asked what applications have been turned in.City Clerk Kathy Connelly stated there is one vacancy from when Carol Urich was placed on the City HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 16,1997 PAGE 11 OF 13 Council, plus Chairperson Huerta's term expires this year.Chairperson Huerta stated she had to think about whether she wanted to be reappointed and would give City Clerk Kathy Connelly her answer next week.City Clerk Kathy Connelly stated no applications had been turned in for the current opening as of yet.Chairperson Huerta stated Leilani was supposed to have turned in her application.City Clerk Kathy Connelly stated it never got to her,and she wondered if she did not turn one in because she lives outside the city.Chairperson Huerta said she would have her pick up another application.City Clerk Kathy Connelly stated she would check the ordinance to see if a member may live outside the city.Councilmember Surra believes all the members must live in the city as it deals with funds spent entirely in the city. Commissioner Cranmer asked about Chuck Baker.City Clerk Kathy Connelly stated Commissioner Barker thought Chuck Baker might be interested but she has not heard from either of them.Councilmember Urich stated she knew of a woman who would be turning in her application.Chairperson Huerta hoped they would turn them in before the next meeting,and she was reminded by City Clerk Kathy Connelly that they would have to appear before the council who would then appoint the member chosen.Councilmember Surra stated the city ran an article asking for talent bank applications. 5.Selection of future meeting dates. City Clerk Kathy Connelly asked Chairperson Huerta what steps she should take regarding the funding applications.Chairperson Huerta stated she should notify the two eliminated.Councilmember Surra stated she should send letters asking for additional information for those still under discussion, and set up appointments for the others and come up with questions for the interviews.Chairperson Huerta stated she believed they should meet before then to decide on the questions for the interviews. City Clerk Kathy Connelly stated she needed to contact the Boys & Girls Club about their 501C.Commissioner Cranmer asked what would happen if they do not have that.Councilmember Surra stated they could not be funded.City Clerk Kathy Connelly stated she would call them and tell them it has to be in by 5:00 p.m. on April 25 or they would not be considered.Councilmember Surra suggested meeting on April 30.Chairperson Huerta stated they could meet then to go over the new information that had come in and have preliminary discussions on the disbursement of funds.City Clerk Kathy Connelly stated they are working with $74,000 in funds for this year again.Councilmember Surra asked if the meeting could be later than 6:30 p.m.The commission decided to schedule it for 7:00 p.m.There was a discussion about changing it to a Monday or Tuesday, but they were reminded those are council meeting nights.Councilmember Surra stated they did not necessarily need to have the council liaisons in order to have a meeting.City Clerk Kathy Connelly reminded them she needs to be there and she has the council meetings on those nights.She stated since they are not meeting until April 30 she will give the HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 16,1997 PAGE 12 OF 13 applicants until Monday, April 28, to provide the information requested. 6.Requests for future agenda items. There were no requests. 7.Adjournment. Commissioner Bennett moved for adjournment.Commissioner Cranmer seconded the motion.The meeting adjourned at 8:35 p.m. Carmen Huerta Chairperson Kathleen Connelly City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 16,1997 PAGE 13 OF 13