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HomeMy WebLinkAbout1997 05-07 HHSCMINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION MEETING Administration Building Conference Room 1001 N. Idaho Road, Apache Junction, AZ May 7,1997 6:30 p.m. COMMISSIONERS PRESENT: CARMEN HUERTA, CHAIRPERSON ED BARKER JENNIE BENNETT, VICE CHAIRPERSON CAROL CRANMER 1.Call to Order/Attendance. STAFF PRESENT: KATHLEEN CONNELLY, CITY CLERK OTHERS PRESENT COUNCILMEMBER URICH,COUNCIL LIAISON COUNCILMEMBER SURRA,COUNCIL LIAISON Chairperson Huerta called the meeting to order at 6:32 p.m.City Clerk Kathy Connelly called the roll and advised there was a quorum present. 2.Approval of minutes for April 16, 1997. Commissioner Barker moved to approve the minutes of April 16, 1997.Commissioner Cranmer seconded the motion.The vote was unanimous. 3.Staff status report on applications for human services funding. None. 4.Presentations by applicants for human services funding for Fiscal Year 1997- 98. The first applicant was the Food Bank represented by John Snethen.He gave them a schedule of the monthly food box distribution.He described what was contained in the food boxes.The amount of food they receive is determined by the amount of people in the family.Vice Chairperson Bennett asked him about the $336 spent on HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 7,1997 PAGE 1 OF 10 packaging.Mr. Snethen stated the brown bags they put the food in cost $17 for 500 bags.Vice Chairperson Bennett asked what the brown bags were for.Mr. Snethen told her those were the grocery bags, and the other plastic bags bought were for packaging the vegetables.They also buy coffee in 3 lb. cans and break it down into 1 lb.packages during the winter.He stated they only buy food with the money received from the city.They do not have a problem distinguishing Apache Junction residents from non-residents.He asked City Clerk Kathy Connelly about the new form they are required to fill out, stating the size of the paper was larger than in the past. City Clerk Kathy Connelly stated he could do what he had done before,which is change it to where it fits in his computer - the columns do not have to be the same size. City Clerk Kathy Connelly stated she had made one change on the form from last year.The column that is headed "Total Cost of Service" was "Number of People Served" last year.This way they have to do their own calculations and all she has to do is the addition. Vice Chairperson Bennett stated she did not feel the people needed coffee if they are too poor for groceries.Councilmember Surra stated they do need a warm drink in the winter.It was mentioned they buy it in greater quantities to buy it cheaper, and it is less expensive than hot chocolate and other warm drinks.Councilmember Surra stated when you look at how much they hand out the other charges for non-food items is not a substantial amount.There was some discussion on whether used brown bags could be donated to the Food Bank to help cut their costs. Commissioner Barker asked what the documentation was that had been received from the Boys & Girls Club.City Clerk Kathy Connelly stated the document is what they have been provided as a 501C as a start-up organization.She added they have to have so many operational years before they fit into another category.She recently saw the same documents for another association.Commissioner Barker asked if it meets the criteria of the city ordinance.City Clerk Kathy Connelly stated she believes it does, and she will show it to the attorney.She added they will not get an official 501C until they have been an organization for a number of years.Commissioner Barker asked if the Internal Revenue Service had changed that.City Clerk Kathy Connelly stated it was not that way in the past, but she has seen several of these recently.Councilmember Surra asked if they were temporary classifications.It was generally noted that they have been given exempt status.Commissioner Barker stated their foundation status is under 509A.There was general discussion about the status, how it was received and what the designation actually means.Commissioner Barker requested a legal opinion on the status of the Boys & Girls Club.City Clerk Kathy Connelly stated she would try to have that for the next meeting.There was general discussion on whether they could apply for funds with a designation of 509C HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 7,1997 PAGE 2 OF 10 as the ordinance states 501C only. The Boys & Girls Club of Apache Junction was represented by Laura Lytle and Connie Lane.Commissioner Barker asked if they were operating on their own.They responded they were.Commissioner Barker asked about the program at Superstition Mountain Elementary School.Ms Lytle stated the school is assisting them with the program by letting them use the building an hour after school lets out, which creates a problem as the children cannot hang around the school for an hour.She hopes to have the programs at their own facility next year and transportation is being worked out.They will have programs in place this summer as they will have full use of the school facility.The grants they are requesting will be used for staff.Their programs are geared for the older children, with some programs for the elementary children. They also tutor the children.They need two staff members for the programs, one for normal staff work and one for the development work.Their goal is 20-30 children, any more they would need more staff.They generally need one staff person for approximately every 10 children.They are trying to get programs for the children on drugs, alcohol and teen pregnancy, with funding coming from the East Valley Boys & Girls Club.They will not know the attendance factor until the programs get started. The first program at SMES was started with under 10 children, but they are trying to reach more children.They are trying to offer a summer day camp, and have received numerous phone calls from parents interested in this.They have received an offer from Don Donnelly to teach the children about tack and horsebackriding.Their youth director is very enthusiastic and has approached other clubs about shared activities and field days.Chairperson Huerta asked if they would have children living in the East Mesa area.They stated they would, they do not have boundaries.To date, the attendance in their programs and their members are all within the city limits. Commissioner Cranmer asked how many children they are serving at this time.Ms. Lytle stated in mid -December of 1996 they had served 294 children, and she believes they all live in the city limits.Commissioner Cranmer asked how they market the club.Ms Lane stated they advertise in the school through flyers, advertise in the paper and have a Boys & Girls Club Week to familiarize themselves with the parents. They held an open house during Boys & Girls Club Week and 75 new members signed up.If someone cannot afford to sign up,however, they do not turn them away. They either sponsor them or have them do something around the club to make up for the membership fee.The annual cost is $10.Chairperson Huerta asked what age groups were represented in those that signed up at the open house.Ms Lytle stated it was a balanced group in ages.Vice Chairperson Bennett asked where the facility was.Ms Lane stated it was at 1215 S. Winchester Rd.Vice Chairperson Bennett asked if parking was available, or do people have to drop their children off.Ms Lane stated there is parking available, they have basketball courts and they are trying to get a volleyball court.She added they are sharing the building with the alternative school until the summer, when the school breaks for summer vacation.They will then have HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 7,1997 PAGE 3 OF 10 the building to themselves over the summer.Commissioner Barker asked how they target the group of students that are going to be in the program.They stated it was open to anyone who becomes a member.Commissioner Barker asked if they have a way of determining what children need help with their homework.Ms Lane stated they do not have any way of determining that at this time.Commissioner Barker stated it sounded like they were trying to draw at risk children.Ms Lytle stated it seems like it ends up being problem children as the need is there.Commissioner Barker asked if that was because the need was there and they are offering it.Ms Lytle stated she believed it is because every child wants to belong and have someone to care about them.Chairperson Huerta asked if they had any restrictions or rules. Ms Lytle stated it is well supervised and they have rules.The children even made their own rules of no smoking, no drinking, no offensive language and no jumping on the furniture.Councilmember Surra asked if they are free to go in and out, or must they stay the entire time.Ms Lytle believes that once they leave they cannot come back.Councilmember Surra asked if they could hang around the building after leaving.They stated they cannot do much as the area across the street is not their property, but on Friday nights the AJ mounted rangers patrol the area for security, and the children respect them.Vice Chairperson Bennett asked about the other programs,such as the history program.Ms Lytle stated the youth development director attends training at the East Valley club, brings their recommendations and presents it to the AJ board.Ms Lane stated they also have an environmental program that goes along with it.Commissioner Barker asked how they anticipate financing the remainder of their budget.Ms Lane stated they have applied for United Way funds and they are checking with the governer's office.Commissioner Barker asked if they were aware that if they get no funding from the city, then the governor's office will not give them any funding.Ms Lane stated she was aware of that.They would get the funds as they are still affiliated with the Abuse Prevention Council and have assumed their liabilities.Commissioner Barker asked if they would have a problem if the commission gave them the funding for the director's salary so they could secure matching funds from the governor's office.Ms Lane stated that would be no problem.Commissioner Barker asked if the $16,150 was for the branch director, running the center and the program.Ms Lane stated that was correct.They are hoping to have the funds to hire seasonal help for the summer.Ms Lytle stated the funding is for additional staffing along with the director.Councilmember Surra asked if they applied simultaneously for the 501C and the 509A.Ms Lane stated Mrs. Hagner filed for that but she will check into it for them.Chairperson Huerta stated it was something they needed to know.Councilmember Surra stated it says they do not have a 501C until a final determination is made.Ms Lytle stated she believes those are old papers.City Clerk Kathy Connelly stated those are the same papers they had sent to her.Ms Lane stated she had been told they have a 501C3. Councilmember Surra stated they need to have something that clearly states their status.The current paper states 509A until December 31,1999.Ms Lytle stated HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 7,1997 PAGE 4 OF 10 they would pursue this.Ms Lane stated the woman from the Internal Revenue Service stated they had a 501C3 and that they were current.Councilmember Surra stated they needed a document stating that. After the Boys & Girls Club representatives left, Councilmember Surra remarked the more she reads the document, the more uncertain she is that 501C status has been granted.City Clerk Kathy Connelly stated she is not familiar with the Internal Revenue Service procedures.There was general discussion on what the 501C is and allows. The next applicant was Central Arizona Human Resources Agency, represented by Mary Lou Rosales.Chairperson Huerta asked if there was anything new from last year.Ms Rosales stated the extra money given to them last year for appliances was a blessing.She added to date they have done one cooler replacement for $502 and eight cooler tune-ups, which averaged $202 per unit.They replace pad, filter, and do electrical work during those tune-ups.When they have to work on gas lines and water lines, those replacement/repairs averaged $499 per unit, with the maximum being $600.In addition, they replaced a refrigerator for one family.They are working on 8 more.The total expenditures to date were $4,111.They are hoping to spend the $12,000, with bids out for other work that needs to be done.The commission told her they had received a number of complimentary letters on their work. Councilmember Surra asked who does the work for CAHRA.Ms Rosales stated her staff does now, but she is checking with some contractors and they are getting too much work to do.City Clerk Kathy Connelly stated the city business license list could be faxed to her to assist her in finding contractors within the city limits.Ms Rosales stated the average repair per household was $443.Councilmember Surra asked if it was worthwhile to do the repairs on the appliances, especially if they had to return to repair the same unit again later, or if it would be cheaper to replace the unit.Ms Rosales stated there are probably some they should replace instead of repair.The commission suggested follow-up calls to see if the units were working properly, and to keep a history on the repaired units to see if they are frequently needing repairs and should be replaced instead.Ms Rosales stated towards the end of the year if they have to decide between multiple homes needing the repair work, they generally repair the homes for the elderly instead of the homes of families.Chairperson Huerta asked if they replaced heaters.Ms Rosales believes they have repaired them, but they have not replaced them.She stated they will be getting some funds from Arizona Public Service this year,but they are not in Apache Junction.She added they will be working with low-income families to try to educate them on utilities.Councilmember Surra stated the money from the city can be used to fund education for the consumers.City Clerk Kathy Connelly stated it could be designated for education. Ms Rosales stated they received a $100,000 grant from the Housing Trust Fund; they HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 7,1997 PAGE 5 OF 10 are giving $3,000 grants to 16 families with young children, the remainder will be for the elderly with which they can do some of the repair/replacment on a wider basis. They are trying to take care of all of their housing repair needs.They will make sure each community in Pinal County receives their fair allocation.Councilmember Surra asked if they had done any electrical repairs, and Ms Rosales stated they have in the past but she is not sure how much, if any, they did in the last year.They themselves do not do the electrical work, they have someone come in and do it. The final applicant for this evening was the Mesa Senior Centers,represented by Beverly Kerr, the director of the Apache Junction Senior Center, and Dan Taylor, the executive director of the Mesa Senior Centers.Chairperson Huerta asked them to proceed with their presentation.Mr.Taylor briefed the commission on the Mesa Senior Centers, and stated they now have the Apache Junction Senior Center open 5 days a week and plan to continue that schedule.Ms Kerr stated she sends a monthly report to City Clerk Kathy Connelly so the city is updated on what is going on at the senior center.She stated she started working at the Apache Junction Senior Center in August and they have grown tremendously.It has gone from a quiet place to a very social, warm place for the people to meet.Each week they have health education programs, a monthly wellness clinic, and speakers are frequently brought in.She stated she was already at 60-65 people before the winter visitors arrived and now has to work from a waiting list.As of December, there are 124 active city residents involved in the program and 24 active county residents.She added she had 5 new members today, 6 more signing up tomorrow, and she will have 94 people at dinner on Friday.Commissioner Barker asked why they needed $2,000 more than they had requested last year.Mr. Taylor stated it was because they are now open 5 days a week, which increased their costs.Commissioner Barker asked if the funds last year were for 4 days a week.Mr. Taylor stated that was correct. Commissioner Barker asked when they went to 5 days a week.Mr. Taylor stated they began 5 days a week in November when the site council agreed to give them $1,000 to pay the additional cost.Vice Chairperson Bennett stated she used to volunteer to serve meals there and she is glad to hear that more people are taking part.Ms Kerr talked about how the people are placed on the reservation list and the waiting lists.She stated she now has 49 active volunteers who serve the meals every night; no one has to wait in line to get their meal.Commissioner Barker asked if she estimated a year round participation average of 80.Ms Kerr stated it will probably dip to around 50-55 in the summer, with the possibility of even less in July and August when people go on vacation.Mr. Taylor stated they started keeping records to compare to the previous year's statistics, and as of March they had already served more meals than they had in the previous year.Chairperson Huerta asked if the meals were brought from the Mesa site.Mr. Taylor stated their kitchen is in Mesa and they bring the meals in from there.Commissioner Barker asked if that was more cost effective.Mr. Taylor stated he believes it is as the meal has to meet certain HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 7,1997 PAGE 6 OF 10 requirements; they have a nutrutionist check the meals.Commissioner Barker stated he meant is it cheaper than preparing the meals out here.Mr. Taylor stated the only way they could prepare the meals here is to prepare them at another location. Commissioner Barker stated that kitchen has prepared full meals.Mr. Taylor stated they would have to add quite a bit to prepare the meals from a health standpoint. They are building a new center in Mesa which will have a new kitchen.When built, the meals will come from there;it will be located at Red Mountain Park. Councilmember Surra asked them if they were thinking of changing their name as they are in others areas besides Mesa now.Mr. Taylor stated the board will be meeting in May and throughout the summer to discuss issues,and one of them will be a possible name change.They know they need to diversify so that they can attain other funding sources.Vice Chairperson Bennett stated she would like to see the name changed.Vice Chairperson Bennett added when they had talked earlier about serving all ages, she believed they meant those citizens over 50 years of age.Mr. Taylor stated they actually have all age groups in there at times.Ms Kerr then briefed the commission on the volunteer programs with the Reserve Officers Training Corps (ROTC) and programs that are bringing the elementary school children in to interact with the senior citizens. There was general discussion on how the senior center had changed.Vice Chairperson Bennett remarked how in the past the residents would complain that the senior center allowed the winter visitors to take their place when they came into town, so she is glad to hear the residents are not losing their places to the winter visitors anymore.Councilmember Surra is glad to hear that the people going there are the people living in the city, and they are not just going to sustain themselves with food. There will be three more applicants to interview next week. 5.Discussion on applications for human services funding; possible formulation of recommendations to City Council. Commissioner Cranmer wanted to discuss the Boys & Girls Club.At the last meeting it was believed they wanted the money for salaries, and now it has been learned that they have started some programs and she believes they should be given a chance. Councilmember Surra stated with them having to abandon the school site, it will limit the number of children that can be involved.She reminded them the money is for next year, not this year.City Clerk Kathy Connelly stated the funding starts when the contract is approved, which is early August.Councilmember Surra stated it will take effect near the beginning of the school year and the transportation problems should be worked out.She added the quarterly report will help them develop a track record, whereas in the past they have had to go with the past record of the youth center HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 7,1997 PAGE 7 OF 10 which has always given the city problems.Commissioner Barker stated he had some concerns about the amount of children being involved; he thinks $47,000 is too great an amount to spend on only 10 kids.He added he has stopped by the teen center frequently of late and only 8-9 kids are there, and the impression he got was it is the same kids every day.That does amount to 200 kids per month, but it is the same 8-9 kids every day, and that bothers him.He stated there are 400 kids involved in little league but they do not ask for any funding.He is concerned about the taxpayers' money being spent on 10 kids instead of on a greater number being served. Councilmember Surra stated they have more administrative costs as all the other programs to help youth use volunteers.Commissioner Barker stated when you looked at the percentage of residents in Mesa and the number of participants in the Mesa Boys & Girls Club, then compared those figures to Apache Junction, like figures would put the participation in Apache Junction at 20 kids.General discussion ensued with it being determined most of the children attending were coming from the Palm Springs area where they could walk or ride their bikes to the location.Transportation is a problem.Commissioner Barker stated he does not think the kids are going to hang around the club.Commissioner Cranmer stated they might get supervised. Commissioner Barker stated unless they have a program that will pull them in, the kids will not attend.There was general agreement that it is the sports activities that will pull the children in, along with field trips.Councilmember Surra stated they will have to follow the national guidelines for the club and will not be able to do field trips or other things that would be helpful for the community.City Clerk Kathy Connelly stated she would check to make sure what their standing is with the Internal Revenue Service.Chairperson Huerta stated she believed she had already made up her mind about that. Councilmember Surra reminded everyone that the programs previously supported by the city are probably going to see some cutbacks in their other funding as welfare is seeing.These programs already have proven track records and the city needs them. Commissioner Barker asked if this would be on the council agenda by the end of the month.City Clerk Kathy Connelly stated the last meeting would make it too late for it to be added to the last meeting in May.Councilmember Surra stated it could be added to the May 20 agenda as an open item where they could present their request and it could be voted on.Vice Chairperson Bennett would give the presentation and Commissioner Barker stated he would help her.City Clerk Kathy Connelly stated the information would get to the councilmembers late as it would not be ready when the packets were put together. The commission discussed the funding recommendations estimated at the last meeting and based upon past records with final determinations to be made after the interview.The Food Bank had been given $12,000 and the Boys & Girls Club had HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 7,1997 PAGE 8 OF 10 been given $4,000.Chairperson Huerta stated she now feels the Boys & Girls Club should not be given anything until they have a proven track record, hopefully next year. Commissioner Barker agreed with her.Councilmember Surra added their priority seems to be to build the building, as they submitted an application for a CDBG grant of $425,000 to build the building.Vice Chairperson Bennett stated if they had a building they can look at them towards funding.Councilmember Surra stated if they can get that building built, they do not need human services funding.Chairperson Huerta continued on,advising they had talked about giving CAHRA $12,000. Commissioner Barker stated they still had $8,000 left from last year's funding. Chairperson Huerta stated this is for next year.City Clerk Kathy Connelly stated whatever they have not used by the end of June they will not be paid for. Commissioner Barker stated they only have two months to spend the $8,000. Councilmember Surra stated we are entering the summer and this is the season when they will spend the money quickly.Commissioner Cranmer stated they may feel more comfortable replacing some of the units instead of repairing them.Commissioner Barker suggested only giving them the difference between $12,000 and what they have left at July 1 to bring it to a total of $12,000.Councilmember Surra stated that any money they do not spend by July 1 is returned to the city.Commissioner Barker stated he wondered what the city council might think of them if they recommended $12,000 and CAHRA gives back $6,000 from the year before.Chairperson Huerta stated they have always used the full amount of $10,000 given to them in previous years.Commissioner Barker stated they had previously only been getting $5,000 - $6,000 before,and last year they had asked for $8,400,but they were given $12,000.Chairperson Huerta stated they were given other money for another agency that was unqualified.City Clerk Kathy Connelly stated this is the first year they have proposed the supplemental program.Commissioner Barker asked to continue and stated he may argue the point later.Chairperson Huerta stated they recommended $17,000 for the senior center and $4,000 for the Salvation Army.Commissioner Barker stated he has a problem with the Salvation Army receiving $4,000.City Clerk Kathy Connelly stated these are preliminary figures.Commissioner Barker stated to talk more about it next week.Commissioner Cranmer stated that would be conditional and if they performed okay they would receive the total funds of $4,000. Chairperson Huerta stated they had recommended $5,000 for St.George's. Commissioner Barker asked what they are using their money for.Chairperson Huerta stated it would be for financial assistance.Commissioner Barker suggested it was something they had been funding the Salvation Army for in the past, and if so he may argue to give them more funding.City Clerk Kathy Connelly stated she was concerned that they would follow the reporting procedures. She added she had talked to Susan today and she appears to be more comfortable with the city's requirements. Chairperson Huerta stated $20,000 had been recommended for the mental health center, which brings the total to $74,000.She stated after the three interviews next week this could be discussed again and see what should be done with the $4,000 for HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 7,1997 PAGE 9 OF 10 the Boys & Girls Club.Commissioner Barker stated he felt they were real close, as these figures were within the ballpark of what he had in mind. 6.Requests for future agenda items. Councilmember Surra stated they needed to recommend any other applicants and they need to report to the city who will stay on the board.City Clerk Kathy Connelly stated Carmen has offered to stay on the commission and the one applicant for the vacant position is on the next city council meeting agenda to be interviewed. Commissioner Cranmer stated Gary Collins is retiring and he would be good to get on the commission next year. 7.Reminder of next scheduled meeting:May 14,1997,6:30 p.m.,Police Department Emergency Operations Center. Commissioner Barker stated they should come prepared to finalize their recommendations to council. City Clerk Kathy Connelly reminded the commission that Commissioner Cranmer should not participate in the Superstition Mountain Mental Health interview as her daughter works for that agency, per the city attorney. 8.Adjournment. Commissioner Cranmer moved for adjournment.Vice Chairperson Bennett seconded the motion.The vote was unanimous.The meeting was adjourned at 9:33 p.m. 7 il --t---2--./-4_,ilittzdt . Carmen Huerta Chairperson Kathleen Connelly City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 7,1997 PAGE 10 OF 10