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HomeMy WebLinkAbout1997 04-30 HHSCMINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION MEETING Administration Building Conference Room 1001 N. Idaho Road, Apache Junction, AZ April 30,1997 7:00 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 7:13 p.m.City Clerk Kathy Connelly called the roll and advised there was a quorum present. 2.Election of Chairperson and Vice Chairperson. Chairperson Huerta stated they would proceed with the elections without Commissioner Barker as she is sure he would decline the chairperson position, having been the chairperson in the past numerous times.Commissioner Bennett declined to be chairperson, but she might be interested in vice chairperson.Chairperson Huerta stated if they had two new people interested in the commission she would not ask to be reappointed.Commissioner Cranmer asked what would happen if Chairperson Huerta was re-elected as Chairperson and she did not get reappointed. Councilmember Surra stated the vice chairperson would take over until a new chairperson was elected.Chairperson Huerta stated since she had been chairperson for the last two years they may be interested in having a new chairperson. Councilmember Surra stated Ed Barker did not seem inclined to take the chairperson position.Councilmember Surra suggested putting a new person in the vice chairperson position so they could learn from the experienced chairperson. Chairperson Huerta stated that was why she suggested Commissioner Bennett as she had already been here three years. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 30,1997 PAGE 1 OF 9 Commissioner Cranmer nominated Carmen Huerta for chairperson and Jennie Bennett for vice chairperson.Commissioner Bennett seconded it for Carmen Huerta. Chairperson Huerta seconded it for Jennie Bennett.The vote was unanimous. 3.Approval of minutes of May 2, 1996 and April 2, 1997. Chairperson Huerta moved to approve the minutes of May 2,1996.Commissioner Bennett seconded the motion.Commissioner Bennett moved to accept the minutes of April 2,1997.Commissioner Cranmer seconded the motion.The vote was unanimous. 4.Discussion and review of FY 1997-98 funding applications and establish procedure for interviewing applicants. City Clerk Kathy Connelly stated she gave them a copy of the minutes of the last meeting and explained they will be on the agenda of the next meeting for approval. She added she had contacted the four agencies she had been requested to contact and they had all responded.The Boys & Girls Club had their 501C and they sent a copy.The Mesa Senior Centers sent two pages of information specific to the Apache Junction Senior Center,and she had advised them over the telephone how city residents as opposed to non -city residents and part-time as opposed to full time residents are to be considered for these services.They believe the people receiving the benefits are full time, city residents.They stated they were getting complaints from winter visitors and part-time residents that they were not getting the services. They are getting more full time people attending.Regarding St. George's, she had talked to Susan and explained that even if they thought the information did not apply to them or they did not have the information, then they needed to tell the commission that.St. George did not provide the copy of the report from the diocese as they feel it does not apply. Councilmember Surra stated she believed they are not a part of the normal St. Vincent de Paul Society; they are separate from all the others.They do not have to report anything through the St. Vincent de Paul Society nor through the Tucson diocese.No one can tell them what to do with the money.The charitable organization had been formed inside the parish and is staffed through the church but the funding is not through the funds of the church.City Clerk Kathy Connelly stated she wanted to be sure they were covered under the 501C for the church.Councilmember Surra stated they should be because they are organized under the church.They did not provide any additional information.Councilmember Urich asked if they were required to keep records of disbursement under 501C.Councilmember Surra stated they do not have to keep records of disbursement on individuals, just categories.Chairperson Huerta stated they did keep a record of who received the funds, but they do have to make HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 30,1997 PAGE 2 OF 9 that public.Commissioner Cranmer asked if the city requires them to be accountable as to where the money is being spent.City Clerk Kathy Connelly stated they are required by the city to account for those funds.Councilmember Surra stated they need to be able to identify if those receiving services are residents of Apache Junction.City Clerk Kathy Connelly stated in their case they should be able to provide the name since they are not providing a psychiatric service or something 'similar in nature.Commissioner Cranmer asked if they were required to provide this information by law in order for them to receive this funding.City Clerk Kathy Connelly stated she provided them with a form and the contract states they have to give the information on the specific form.She stated she will meet with the agencies at the interviews and ask them if they have a problem with providing the information on the form.Commissioner Cranmer asked if there was a way they could provide the names to city officials but not to the commissioners.City Clerk Kathy Connelly stated they are public record.Chairperson Huerta stated they really did not have to be provided with the names.Commissioner Cranmer stated she could understand their concern for confidentiality.Councilmember Surra stated they should know that any agency that gives you funding is going to request some sort of documentation.City Clerk Kathy Connelly stated she has never had anyone come in and ask to see those records.Commissioner Cranmer asked if she was required to give that information if someone came in and requested it.City Clerk Kathy Connelly stated she would have to give the information.Commissioner Cranmer stated she feels the names should not be a matter of public record.City Clerk Kathy Connelly stated it is state law.Commissioner Bennett stated she liked the fact that they do not have to see it but that it should be a public record, as that would stop duplication.Commissioner Cranmer stated she does not believe St.George's is concerned about duplication. Councilmember Surra stated St. George's is very cautious about people abusing the services.Councilmember Surra added the concern about St. George's is whether or not they expend the funds given to them on Apache Junction residents only, and those expenditures have to be backed up by documentation.She stated it should free up their other monies for their other projects.However, they will have to back up the expenditures with names, amounts and whatever.Commissioner Bennett asked why they have the name St. George Outreach Fund if it is not connected with the church. Councilmember Surra stated it is connected with the church, it is just not connected to the diocese or the offertory funds.The church does the collection for this fund in separate envelopes and boxes. Commissioner Bennett was concerned about people in need of help who show up at the church and a collection is taken for them at that time, and then they go to another church and do the same thing.Chairperson Huerta stated that would be a cash donation; the funds from the city would be in checks for things such as utility bills, rent,medical bills and so on,where the agency would receive a billing for those services.Commissioner Cranmer asked if St. George's would qualify from the way HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 30,1997 PAGE 3 OF 9 these pages were documented.City Clerk Kathy Connelly stated she did not see any problem with it; her greatest concern was the documentation needing to be produced afterwards.Commissioner Cranmer stated they could qualify them for funds if they stated they must provide the proper documentation.City Clerk Kathy Connelly stated they will have to as it will be part of the contract.Since the funds are released on a quarterly basis, if their documentation is not provided properly, the remainder of the funds will not be released until the documentation has been provided. Chairperson Huerta asked if she or someone else could go and talk to them if they refuse to provide the information and before they are notified the second quarter funds would not be forthcoming.Commissioner Cranmer stated if it is done for them, it must be done for any agency noncomplying.City Clerk Kathy Connelly stated she has done that in the past for other agencies. Commissioner Bennett thought their $50 limit towards anyone's rent was a small amount.Chairperson Huerta stated that was because they do not know how much money they will have so they will not commit to more than that on rent. Commissioner Bennett was concerned since the amount will not cover the rent; and asked how one is certain it is used for rent.Chairperson Huerta stated the check is made out to the landlord, and generally the other agencies work together to come up with the balance of the rent. Chairperson Huerta moved on to Superstition Mountain Mental Health.City Clerk Kathy Connelly stated she checked with the city attorney for Commissioner Cranmer on this agency and he stated she does have a potential conflict of interest.The conflict of interest covers two generations, which would include her children.He believes she should not only not vote, but she should also not discuss the application or talk to anybody else on the commission about the agency.Councilmember Urich stated Commissioner Barker would be needed for the vote.City Clerk Kathy Connelly stated he could listen to the tape and they would produce the minutes for him. Commissioner Cranmer felt she should have been allowed to discuss, but not to vote. City Clerk Kathy Connelly stated she could speak in generalities with nothing specific to the application. City Clerk Kathy Connelly stated the mental health center provided the information on the expenditures of funds.She added she found it interesting that they had received funds from ComCare,as she thought they were strictly Maricopa County. Councilmember Urich stated it is probably because they provide services to people from Maricopa County. Councilmember Surra remarked that Commissioner Cranmer would not be allowed to participate in the interview for this agency or in the vote. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 30,1997 PAGE 4 OF 9 City Clerk Kathy Connelly stated all the agencies responded very quickly. Chairperson Huerta stated they could start discussion and see if they could be done by May 16.City Clerk Kathy Connelly stated there were 4 that they needed information from and those were the ones they just went over.Chairperson Huerta suggested discussing the amounts they would be comfortable with in giving the agencies.She stated she wanted to make sure Commissioner Barker would be there next week.She went on to say they have the Food Bank, Boys & Girls Club, CAHRA, the Senior Center, the Salvation Army, Superstition Mountain Health and St. George's. She asked if there were any other concerns. Chairperson Huerta stated she was not happy with the Salvation Army and would rather eliminate them if possible.Councilmember Urich stated you could place the same restrictions on them that you are placing on St.George's.Commissioner Cranmer liked the fact that they would have to meet the requirements quarterly.City Clerk Kathy Connelly stated the only problem would be if they failed to meet the requirements midway through the funding cycle,as that money would be lost. Commissioner Cranmer asked if they could be given a reduced amount.Chairperson Huerta stated they reduced it last year and she recommends given them the same amount as last year.Councilmember Surra stated you might want to give them less as they did not provide programs for the funding received last year; they had to turn the money back.City Clerk Kathy Connelly stated that was the year before. Councilmember Surra asked how they did this year.City Clerk Kathy Connelly stated their reports have been fair through the third quarter.Councilmember Urich stated they never did provide a budget, and City Clerk Kathy Connelly stated they provided the information that they have in front of them.Commissioner Cranmer asked if giving them half of the money they were given last year would be too drastic.City Clerk Kathy Connelly stated it would be up to the commission and what they are comfortable with; there is nothing stating any money must be given. Chairperson Huerta stated CAHRA understood that they may possibly not get the full amount requested this year.City Clerk Kathy Connelly stated last year they were given extra.Councilmember Surra reminded them of the positive feedback they received from all of the people they had helped this year.Chairperson Huerta stated they also have two new agencies to fund.Councilmember Surra stated with their reputation and all the good work they do she would like to see them get a good, fair portion. Chairperson Huerta stated they were given $12,000 last year. Commissioner Cranmer asked how much they asked for this year.Councilmember Surra stated they have asked for the same amount as they asked for last year.Councilmember Urich stated they provide a service that cannot be provided anywhere else, which is basic cooling of the residences.They need that for survival. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 30,1997 PAGE 5 OF 9 Chairperson Huerta stated the main concern is with Salvation Army,and Councilmember Urich had recommended giving them half of what they were given last year, which was $8,000.Commissioner Bennett stated they should be given half until it can be seen what they do with the funds. Chairperson Huerta asked about CAHRA.Commissioner Bennett recommended leaving them at $12,000.City Clerk Kathy Connelly stated they also seemed able to leverage the money.Councilmember Surra stated they really use it to get more funds. City Clerk Kathy Connelly stated they work with the grants department of the city, wherein if the CDBG funds will not cover the work being done, CAHRA will use some of their funds to cover it. Chairperson Huerta stated the senior center was given $15,000 last year, and they had asked for $17,000.They want $17,000 again this year.Chairperson Huerta recommended $15,000 again for this year, and Commissioners Bennett and Cranmer concurred.Chairperson Huerta stated that would leave the other funds for the two new agencies. Chairperson Huerta skipped over the Boys & Girls Club at this time and went on to the Food Bank.Councilmember Surra stated this is a proven group.Commissioner Cranmer asked Commissioner Bennett if they were almost solvent.Commissioner Bennett stated they were not.Councilmember Surra stated they spend no money on administration as everyone is a volunteer.Councilmember Surra stated they normally ask for $10,000 and they received less than that.She recommended giving them the $10,000 and adding to it if there was any left over. Commissioner Cranmer suggested looking at the funding for the new agencies. Chairperson Huerta stated she was trying to take money from the older agencies. Commissioner Bennett asked if $40,000 was St. George's request.City Clerk Kathy Connelly stated that is the only amount listed on their application, she is unsure if that is really what they meant.Councilmember Surra believes that is what it costs for them to run their program administratively.They need to pay their bills out of other money. Councilmember Surra asked what services are provided by the Boys & Girls Club.She added they cannot use it for their building fund.She stated they are asking for $16,869.City Clerk Kathy Connelly stated that is actually a salary they are asking for,which they can do since they do not provide a commodity.Their service is someone there after hours.Councilmember Surra asked what program would be covered by the funding.City Clerk Kathy Connelly stated they did not propose a specific program.Commissioner Bennett stated they were given $20,000 last year. Councilmember Surra stated they asked for that but none was given as they could not HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 30,1997 PAGE 6 OF 9 meet the criteria.Commissioner Cranmer asked if they were meeting the criteria this year.Councilmember Surra stated she did not know of any programs.Chairperson Huerta stated she had heard they were starting a program at the elementary level. Commissioner Cranmer stated that would be a question to ask them about. Councilmember Surra stated she did not believe it should be used to pay the salary of someone being used to organize the program or fundraising; it should be used for programs beneficial for residents already in place.They should be able to show where the money is to be spent.Councilmember Surra stated new programs should be funded low so that the expectation of the city being their funder is not promoted. Commissioner Cranmer asked Councilmember Surra what she thought was low. Councilmember Surra stated from $2,000 to $4,000 would be low enough, as long as it is under $5,000.That would be enough to get them started, while something less would be too little to get anything done.Commissioner Bennett recommended $3,000.Commissioner Cranmer agreed. Councilmember Surra stated she does not believe Superstition Mountain Mental Health should get more than what they got last year.Chairperson Huerta agreed, and stated they had talked about giving them even less.Councilmember Surra stated that would make them start finding other funds.Chairperson Huerta stated that would allow them to give some of their monies to the Boys & Girls Club next year if they have something going.Councilmember Urich stated there may be more new agencies next year. The commission discussed the funding in general for the remaining agencies. Commissioner Cranmer recommended $5,000 for St. George's. Councilmember Surra stated she wanted to see how what they will do and how well they will provide information on the funds.Chairperson Huerta recommended changing the senior center to $16,000, another $1,000 to the Boys & Girls Club and another $1,000 to the Food Bank.That would leave $21,000 for Superstition Mountain. Councilmember Surra stated just because they have the money left over does not mean they have to spend it.City Clerk Kathy Connelly stated if they do not go up to the $74,000,then next year they may not get that much to spend.Chairperson Huerta recommended $20,000 for Superstition Mountain.Councilmember Surra stated that now gives the Food Bank $11,000, the Boys & Girls Club $4,000, CAHRA $12,000,the senior center $16,000,the Salvation Army $4,000,St.George's $5,000 and Superstition Mountain Mental Health $20,000.Those totaled $72,000. General discussion changed the Food Bank to $12,000 and the senior center to $17,000.More funds may be available if the Salvation Army and the Boys & Girls Club do not end up qualifying. Councilmember Surra stated there are other agencies not applying to the city and the city may have to do a better job of letting them know there is funding available. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 30,1997 PAGE 7 OF 9 Commissioner Bennett stated a shelter service is really needed in Apache Junction for the abused and the homeless.Commissioner Cranmer agreed with her.She recommended an outreach to find out how to get one started in the community. Councilmember Surra stated they should be talking to someone about providing a local office or providing more apartments from the funding for the homeless. Councilmember Surra reminded them that the allocation is not given in one lump sum, but is divided into quarters.If the agencies do not meet their documentation, then the other quarters will not be given out but it will look like it has been allocated. Commissioner Bennett asked what would happen if the money was allocated and not used.Councilmember Surra stated it would go back into the general fund and it would not be rolled over into the budget for the following year.She stated the general fund is used when an agency comes to them with an emergency and needs unmarked funding.City Clerk Kathy Connelly added the administrative costs of the city come out of this fund. 5.Selection of future meeting dates. Chairperson Huerta stated she would like to have the applications completed by May 16.City Clerk Kathy Connelly stated with their setting pre -interview funding they have made it easier to meet that deadline.Chairperson Huerta stated she wanted to have the interviews next week.The commission agreed that with the amount of applications they will have to do interviews on two nights.It was decided they would have interviews on Wednesday, May 7, and Wednesday, May 14, with both sessions starting at 6:30 p.m.Commissioner Cranmer stated they needed to make sure Commissioner Barker would be here due to her conflict of interest with Superstition Mountain Mental Health Center.Commissioner Cranmer asked if the person who had applied for the commission could be involved.City Clerk Kathy Connelly stated she could not as she has yet to appear before the council and be approved. City Clerk Kathy Connelly asked how many they wanted to interview on May 7.The commission decided to interview four, and they would take them alphabetically:the Food Bank, the Boys & Girls Club, CAHRA and the senior center.The Salvation Army, St. George's and Superstition Mountain Mental Health Center would be interviewed on May 14.Each agency will be allowed fifteen minutes to present their request, including questions by the commission.City Clerk Kathy Connelly stated with the recommendations not being done until May 14, the council will not see them until the second meeting in June.Council usually accepts the commission's recommendations and the contracts should come back with the final budget, which would be in August. Councilmember Surra stated the commission may want to explore other agencies out there for next year, as in seeing if a shelter could be put in on this side of the line. Chairperson Huerta stated that was why she was thinking of not staying on the HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 30,1997 PAGE 8 OF 9 commission, as she wanted to start working on a shelter when she comes back in August.If she was not on the commission, then next year she could ask for some funds. 6.Requests for future agenda items. There were no requests. 7.Adjournment. Commissioner Bennett moved for adjournment.Commissioner Cranmer seconded the motion.The vote was unanimous.The meeting adjourned at 8:35 p.m. Carmen Huerta Chairperson Kathleen Connelly City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 30,1997 PAGE 9 OF 9