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HomeMy WebLinkAbout1998 05-28 HHSCMINUTES OF THE, HEALTH AND HUMAN SERVICES COMMISSION MEETING City Conference Center 1001 N. Idaho Road, Apache Junction, AZ May 28, 1998- 6:15 P.M. COMMISSIONERS PRESENT: CARMEN HUERTA, CHAIRPERSON JENNIE BENNETT, VICE CHAIRPERSON ED BARKER CAROL CRANMER RUTH WATERS 1.Call to Order/Attendance. STAFF PRESENT: KATHLEEN CONNELLY, CITY CLERK OTHERS PRESENT COUNCILMEMBER URICH,COUNCIL LIAISON Chairperson Huerta called the meeting to order at 6:15 p.m.City Clerk Kathleen Connelly called the roll and advised there was a quorum present. 2.Briefing by City Attorney on State laws applicable to Commission members to include open meeting law, conflict of interest, limitations on use of public funds, Commission member liability and penalties for violation of State law. City Clerk Kathleen Connelly commented that Chapters 7 and 8, referred to as the Arizona Attorney General's Handbook,had been included in their material.It is a summary of of different state laws.Also included was a copy of Ordinance No. 659. City Attorney Joel Stern introduced himself to the commission.He started by briefing the commission on open meeting laws.He suggested they read these laws and become familiar with them,and reminded them that their decision affects what happens at the council level,as the council puts a lot of emphasis on their recommendations.Regarding open meeting laws, he commented that any meeting that is open to the public, the public has a right to be there by law,and in some meetings they have a right to say something.Commissioner Cranmer asked if the HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 28,1998 PAGE 1 OF 15 public was allowed to come to these meetings.City Attorney Joel Stern stated they could, but they cannot necessarily speak, as the agenda does not include a call to the public.However, they can listen to everything, request a copy of the agenda and anything at the meeting that is not confidential.The law puts the burden on the city to make sure that everybody has the opportunity to come to the meeting.He commented that all discussions, deliberations, considerations or consultations among a majority of the members of a public body regarding matters that may require action of a final decision by the governing body constitute legal action and must be conducted in a public meeting or executive session.He explained that means if three or more of them are together, they have formed a quorum, and they should not be talking about anything that has to do with the commission.All those discussions need to take place in a public meeting with an agenda, and the meeting should be posted. He commented it would be illegal for three or more of them to have a conference call over the telephone and discuss matters on the agenda;it would be considered a meeting under Arizona law.He warned that they cannot call another commission member to talk about an item on an upcoming agenda and poll votes.It is illegal in this state.However, a member can call another member and say they are in favor of a certain item on the agenda, but they cannot ask how that member is voting.He commented the most important thing to remember is that the board cannot get together and vote when the public has not been advised that there is a meeting or an agenda has not been posted.He commented they could have an executive session if necessary, but it would be rare.He briefed the commission on sanctions that could be handed down for violations of the open meeting laws. City Attorney Joel Stern then briefed the commission on conflicts of interest.A conflict of interest is a pecuniary or proprietary interest that a commission member or a relative may have in the decision that will be made about a certain item.He commented if a member feels they have a substantial interest, directly or indirectly, and meaning they either have ownership or will gain some kind of money or other benefit from the decision, then that member should not be voting on the issue or be a part of the deliberation.The member should leave the room.Legally they can stay, but they should not say anything or make faces during the issue.If relatives would benefit, it would also be a conflict of interest; relatives are defined as spouse, child, child's child, parent, grandparent, sibling of whole or half blood and their spouses, and the spouse's parents,children or siblings.Remote interests cause no problem in engaging in the deliberations.Remote interests include a nonprofit corporation, landlord/tenant, attorney of a contracting party, and others.The most frequent one he has seen is a class interest, which means the member is among a number of people who have the same interest.A member could probably vote without getting into trouble with the state.If a member thinks they may have a conflict of interest, they should contact him and it will be determined if one exists.If it is determined there is HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 28, 1998 PAGE 2 OF 15 one, when the item comes up that member should declare to the chairperson that they have a conflict of interest.They may declare what the conflict is, but they do not have to.Councilmember Urich commented she thought they were not permitted to be outside the room during a conflict of interest.City Attorney Joel Stern stated they may be outside the room,but they are not permitted to talk to anyone. Councilmember Urich added she thought they could not say anything about the issue prior to the meeting to anyone if they had a conflict of interest.City Attorney Joel Stern stated they cannot talk about it prior to the voting, but afterwards they may. Commissioner Cranmer stated she would have to declare a conflict of interest for Superstition Mountain Mental Health as her daughter is a director there.City Attorney Joel Stern asked her to give him a call about that.City Clerk Kathleen Connelly stated it will be discussed today as it is Item #6.City Attorney Joel Stern stated they could take a recess at that time and he would talk to her then.He advised them of a form that councilmembers and other board members use to declare a conflict of interest. If he determines there is no conflict of interest and the state later decides there is, his written legal opinion will protect the commission member should that member vote as a result of his opinion. City Attorney Joel Stern briefed them on the sanctions for violating the conflict of interest law.If the commission member violated the law intentionally, the commission member could be charged with a Class 6 felony, with a fine of up to $150,000 and a minimum jail time of 1.75 years.First time violators are generally not given the maximum, but the violator would have to pay restitution to the city for all the damages and costs incurred by the violation.A negligent or reckless violation would result in a Class 1 misdemeanor and a $2,500 fine with up to $6,000 in assessments and penalties, six months jail time and victim restitution.The decision would be declared void and the member would probably lose their appointment.A private citizen could sue if they felt damaged and it would be a civil rights violation suit. City Attorney Joel Stern briefed the commission on the use of public funds.He commented that no individual may serve on the committee who has received funds from the city or who has been on the board or worked for any agency that has received funds from the city in the preceding twelve months.Also, a commission member may not apply for city funding until after the member has been off the commission for at least twelve months. 3.Briefing by City Attorney regarding City Ordinance No.659 and duties and responsibilities of Commission members. City Attorney Joel Stern lastly briefed the commission on Ordinance No. 659.This relates to nonprofit organizations who receive money from the city, what they have HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 28, 1998 PAGE 3 OF 15 to do to apply for the money and what they have to do to expend the money.He requested that the members read all the information given to them and call him if they have any questions. Commissioner Ruth Waters stated she had once been a member of the Food Bank board.She asked if she could still be a volunteer.City Attorney Joel Stern asked how long she had been off of the board, and she stated she had been off the board for two years.However, she is still listed as a food bank volunteer.City Attorney Joel Stern stated he would research it, but he did not think volunteers would be covered under this policy. 4.Election of Chairperson and Vice Chairperson. Chairperson Huerta stated she had been chairperson for two years and she would like someone else to take over.She commented it had been between Ed Barker and herself for the last four years.She asked Commissioner Cranmer if she would be comfortable with being nominated.Commissioners Cranmer and Bennett both stated they would not be comfortable with being nominated.Commissioner Barker asked Commissioner Waters if she would be interested,and the commission in general agreed she was too new.Commissioner Cranmer added Vice Chairperson Bennett had been on for two years and she would be willing to be chairperson after her.There was general discussion that City Clerk Kathleen Connelly would always be there to help. Commissioner Cranmer stated Vice Chairperson Bennett had done a wonderful job in front of the council last year and she is just not ready to take the chair.Vice Chairperson Bennett commented she thought she had done okay at that time even though she had to back away from some things as her husband was ill at the time. She does not feel emotionally ready to step in as chairperson.Chairperson Huerta called for a motion for the chairperson.Commissioner Barker nominated Chairperson Huerta to continue on as chairperson.Chairperson Huerta declined the nomination. Vice Chairperson Bennett nominated Commissioner Barker for chairperson. Commissioner Barker accepted the nomination, stating he would do it for one more time.Commissioner Cranmer seconded the nomination, and the vote was unanimous. Chairperson Huerta called for a motion for the Vice Chairperson, and Vice Chairperson Bennett nominated Commissioner Cranmer.Commissioner Barker seconded the motion, and the vote was unanimous.The chairmanship then changed hands. 5.Discussion of the minutes of May 7, 1997, May 14, 1997, and May 13, 1998. City Clerk Kathleen Connelly stated she was distributing them tonight and they would be on the next agenda for consideration for adoption.This would give the commission some time to look at them.Chairperson Barker asked if they needed a motion to HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 28, 1998 PAGE 4 OF 15 continue them to the next meeting.City Clerk Kathleen Connelly stated she would put them on the next agenda unless there was an objection.There were no objections. 6.Discussion on FY 1998-99 funding applications and procedure for reviewing applications. Commissioner Huerta suggested they go over them one by one, discussing each one. Chairperson Barker agreed and stated the first one was the Apache Junction Little League,which is new for this year.Commissioner Huerta commented this would apparently be to cover the fees for those already registered who could not afford to pay, or it may be for those children next year.There was general discussion as to when the Little League season runs.It was determined it runs from March to June, and therefore it was determined this would have to be for next year.Commissioner Bennett asked how they had done previously without the city's help.Vice Chairperson Cranmer commented she had heard that the Little League wants to be taken over by the city due to there being no stability on their board.City Clerk Kathleen Connelly stated she had not heard anything about that.Chairperson Barker suggested they may want Parks &Recreation to take over the league.Vice Chairperson Cranmer continued, commenting that Parks & Recreation is wondering how they can do that since they cannot afford the equipment.To her,the situation is unstable. Commissioner Huerta added they have had problems ever since they were sanctioned. Commissioner Bennett commented that her church had volunteered their park for the practice field before they were sanctioned, and since then they have had to pay for the park and lighting elsewhere.City Clerk Kathleen Connelly stated the city pays for the park and lighting for them.Commissioner Bennett then questioned their budget.City Clerk Kathleen Connelly commented on the debt they are responsible for paying that they did not create.Chairperson Barker asked if they were eligible in every other way. City Clerk Kathleen Connelly stated they appeared to be.Chairperson Barker asked if they would have any problem with the documentation if the funds were granted.City Clerk Kathleen Connelly stated they have not been asked that yet, though they indicate they would have no problem verifying city residence, but she wants to make sure the children are city residents.Commissioner Bennett added even though they are asking for a small amount, they still need to account for it.There was general discussion as to what the funds would be used for.Commissioner Huerta commented the sponsors buy the uniforms,but the fee they charge covers the rental of the uniform. Chairperson Barker stated the fee offsets the cost, it does not cover it completely. City Clerk Kathleen Connelly stated the fee goes for some physical use, it does not go into a fund.Chairperson Barker commented it is not supposed to go into a fund.Vice Chairperson Cranmer asked if they were funded by a parent organization. Commissioner Huerta stated they are not,it is all sponsorship and donations. HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 28,1998 PAGE 5 OF 15 Commissioner Waters asked what they do to raise the funds.Commissioner Huerta commented they have fundraisers.Chairperson Barker added the profits from the concession stand go back into the league.Chairperson Barker went on to the next applicant with no further discussion. The next applicant was the Boys & Girls Club.Commissioner Huerta commented it does not say what the money is going to be used for.Chairperson Barker agreed. Commissioner Huerta inquired if the money would be used for salaries, overhead or something else.Chairperson Barker commented that would be a good question to ask them at the interview, though it may be inferred that they would be using the money for all of the listed programs.Commissioner Huerta commented it bothered her a lot last year when the city went ahead and approved funding after the commission recommended waiting a year.Vice Chairperson Cranmer agreed that the commission had good reason to recommend waiting.Commissioner Huerta recommended they ask them to provide information on how this is specifically going to be used and how it is going to help the kids.She added the ordinance requires that it be direct services. City Clerk Kathleen Connelly stated she looked over the third quarter reports after the last meeting and three of the agencies had fallen apart, and this was one of them.She brought the original report with her to this meeting.They had started leaving off the form of identification asked for and the initials or name of the person who verified the city residency.She passed the report around so the commission could see what they had been doing.She commented they show what their total expenses were for the third quarter on the last page, but they do not explain what the expenses were.Vice Chairperson Cranmer stated they will have to ask them what the expenses were in that quarter at the interview.City Clerk Kathleen Connelly stated that will have to be asked before the next meeting as she cannot release a check until she has the answer. Commissioner Bennett commented she had thought they were going to try to affiliate with the national club out of Tempe and that it would cost them a lot of money.City Clerk Kathleen Connelly stated she believed they had joined the East Valley Boys & Girls Club.Commissioner Bennett stated she believed they were not getting much from the national club compared to the money they were having to spend to be a member;she also learned the director had quit and erased everything from the computer when she did so.Councilmember Urich stated she believed the commission made the appropriate recommendation, but some people made phone calls to certain council members and made it an emotional issue.Commissioner Huerta asked Chairperson Barker if he would fight for the recommendation if the commission recommended no funding for this year.Chairperson Barker stated he would. Commissioner Bennett commented they had missed their scheduled interview for the United Way due to a lack of communication.They did not know that they had a mailbox so they did not realize they had an interview.They later attended an interview in Casa Grande for funding.Chairperson Barker commented he would not use the term HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 28,1998 PAGE 6 OF 15 "fight" at the council meeting as the commission is just giving its recommendation. The council must choose if they will take the commission recommendation. Commissioner Huerta commented the council should be reminded that they have been doing this for so many years and making good recommendations, and they should be questioned why they are not following their recommendations now.Chairperson Barker stated it is outside of their purview to make recommendations outside of the perameters of their job description;however,a council member may do so.Vice Chairperson Cranmer reminded them that was last year and there has been some improvement, other than the reporting.City Clerk Kathleen Connelly reminded the commission that they are not the only agency who had problems with the reporting. Vice Chairperson Cranmer stated she believed they should be considered for this year. Chairperson Barker agreed, but he wants to ask them what they are going to do with the money.City Clerk Kathleen Connelly commented their request only states it is for continued operation.Chairperson Barker wanted to know if any of those funds would be paid to the East Valley Boys & Girls Club.City Clerk Kathleen Connelly answered they cannot do so.Chairperson Barker added they are a good organization and are very deserving.Commissioner Bennett commented anything that can be done to guide the youth and lead them in the right direction should be done.Chairperson Barker stated he has a problem with their saying they have 286 clients, with 230 participating in the last 3 months.He finds that figure high, but he hopes it is accurate.Vice Chairperson Cranmer suggested getting a roster; they need to determine if they are counted every time they come over.Chairperson Barker stated he is going to ask if they are selling memberships, and, if so, how many they have sold.Commissioner Bennett wanted to know if the branch director was there all the time, as the salary would be very high if this was only part time.City Clerk Kathleen Connelly stated the branch director is Bret Stilson and he is there full time.Commissioner Bennett commented she does not see where anyone should have to pay a membership fee if these organizations are getting funding from numerous sources.This should be open to anyone.Councilmember Urich suggested sending them a letter requesting a breakdown on how the money will be used, and the information should be brought to the interview.Commissioner Bennett added there is no way of knowing just how many children do go there, and City Clerk Kathleen Connelly added they could be counted more than once if they go there multiple times in a month.She commented their December 1997 statement shows national dues of $1,000,so they have apparently joined the national club.City Clerk Kathleen Connelly verified that the commission wanted Bret Stilson to be present at the interview.Chairperson Barker closed the discussion on this applicant. City Clerk Kathleen Connelly questioned if the commission needed anything in particular from the Little League.Her concern was that they be able to provide accountability for the money.Vice Chairperson Cranmer stated the registration should HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 28, 1998 PAGE 7 OF 15 be able to tell who is participating.Chairperson Barker commented the funds would not be granted until they are ready for use.He added they can also make it contingent upon the organization being in stable existence. Chairperson Barker moved on to Community Action Human Resources Agency which has asked for $12,000.City Clerk Kathleen Connelly corrected him, stating they have asked for a total of $22,000 this year.Mary Lou Rosales, their director,has an interview in Tucson on Thursday so she would like to be interviewed on Wednesday if possible.Chairperson Barker stated he would like to interview them all on Wednesday, if possible.Vice Chairperson Cranmer asked if there was any information on how they used their money.City Clerk Kathleen Connelly stated it was primarily used for cooler repairs and some utility repairs - water lines and gas lines.Most of their calls occur during the hot weather.Vice Chairperson Cranmer voiced concern about the $10,000 increase in their request.Chairperson Barker stated the $10,000 is for an emergency service coordinator based in Apache Junction.Vice Chairperson Cranmer asked if they could fund that.City Clerk Kathleen Connelly stated the preference is for them not to be used for administrative purposes; it has to be for direct services.Commissioner Bennett asked if the sewer systems came under this. City Clerk Kathleen Connelly answered she has not seen any charges for that; those are usually handled by the Community Development Block Grant funds.Chairperson Barker remarked they spent all but $639 from last year's funding.City Clerk Kathleen Connelly stated they had included two on the list that were from out of the city; those had to be rejected.They had hoped to get some more in but it was right at the end of the year and they had to close out.This is the first time they have ever turned back some funding.She added they have said they would be starting earlier in the year, which they have done, and they have expanded it to include broken water lines and problems with gas line appliances.Chairperson Barker stated the hot weather held off until June, also.City Clerk Kathleen Connelly was concerned that the repair on some may exceed the value of the structure.She added they check for residency and for a deed of ownership.Vice Chairperson Cranmer asked if everything had been turned in.City Clerk Kathleen Connelly stated they are and with no problems.Chairperson Barker asked for additional information on the emergency services coordinator position - whether it is salary or rent.City Clerk Kathleen Connelly stated they are adding installation of devices to improve the accessibility of individuals with disabilities to their home repairs.They have never asked for that before, and it may mean they have reached their maximum on the number of households who have appliance and systems problems.Chairperson Barker closed the discussion on this applicant. Chairperson Barker continued on with Central Arizona Shelter Services.He believed it was self-explanatory in that they will not provide the client list of addressed required by the ordinance.City Clerk Kathleen Connelly stated they do a survey and ask people HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 28, 1998 PAGE 8 OF 15 where they lived last and put that city down as the last residence.Chairperson Barker stated they are in a unique position by working with the homeless.The commission agreed not to interview them again.Councilmember Urich asked if there was any way that the commission could make it clear to them why they would not be interviewed. Chairperson Barker moved on to the Mesa Senior Center.Commissioner Huerta is concerned that they call it the Mesa Senior Center.City Clerk Kathleen Connelly commented they have now changed it to Mesa Senior Services.Commissioner Huerta argued that they are affiliated with Mesa.City Clerk Kathleen Connelly stated they are not affiliated with the City of Mesa.Vice Chairperson Cranmer suggested they say something like the Apache Junction Branch.City Clerk Kathleen Connelly stated they could ask them that, but Apache Junction is listed on their letterhead as one of the centers.She announced that Beverly Kerr has left and Joyce, the current director, found an old report in the computer that is missing 3/4 the information required.She is still accepting property tax papers as proof of identification, and post office boxes had been accepted by someone there.They have gotten better with the non -city. Joyce will have to revise the report before she can release funding for this quarter. She distributed copies to the commission and they went over the report.Chairperson Barker suggested anyone getting services from the senior center should get an identification card from the police department,but the rest of the commission disagreed.Commissioner Bennett stated they have registration cards and people working there should know if they live in the city limits.City Clerk Kathleen Connelly believes she took the information off the old registration cards.There was discussion over what is an acceptable form of identification.City Clerk Kathleen Connelly stated the driver's license is the best form, and they have to provide the agency with their address.She has given the agencies a map and they are supposed to verify that the person lives in the city.Chairperson Barker commented they could perhaps impress on them to check it this year.Councilmember Urich asked if there was any additional informaton needed from the Senior Center this year.Chairperson Barker stated he would ask them how they would insure that they are using city funds only for city residents.City Clerk Kathleen Connelly verified that the commission would like to see Joyce at the interview.Vice Chairperson Cranmer commented they have increased their request by $4,000 this year,and Commissioner Bennett added they did not request funding from the United Way this year.City Clerk Kathleen Connelly commented their financial statement covers all of their operations,there is no breakdown.The commission requested that it be broken down. Councilmember Urich brought up the question of having current board of directors lists for all of the agencies.Chairperson Barker stated that is something they can ask each of them for at the interviews. HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 28, 1998 PAGE 9 OF 15 Chairperson Barker commented on the number of meals served at the Senior Center. City Clerk Kathleen Connelly stated those are the number of meals received during that quarter, which includes the congregate meals at the center and the home delivered meals.Commissioner Bennett added they deliver meals to about twenty people.They will only deliver home meals for a maximum of six weeks; she believes if there is a need, that should be extended.Chairperson Barker requested they bring their quarterly reports for the third quarter of 1998 and the fourth quarter of 1997.City Clerk Kathleen Connelly commented she had that and she gave it to him to study. Councilmember Urich commented there is no one from Apache Junction on their board,only an advisory position,and she questioned why.City Clerk Kathleen Connelly stated the board members may be appointed every six years or so and they may have not had any new appointments since taking over in Apache Junction. Councilmember Urich stated it shows the appointments for one year only.City Clerk Kathleen Connelly stated it is possible that no one from here applied.Chairperson Barker added they would ask that question. Chairperson Barker moved on to the Reach Out Food Bank.He commented on the note that their numbers do not match with the city's numbers on the city residents. City Clerk Kathleen Connelly stated she has to delete those for which they accept out of city addresses or they do not list identifications or they do not use proper identification.However, even after those are deleted, they far exceed the money that the city is providing.They use volunteers and she does not believe that they are passing the identification information along.Vice Chairperson Cranmer asked if they would be funded anyway.City Clerk Kathleen Connelly stated the city would as they still exceed the level of service by far.It is just a bookkeeping problem.Chairperson Barker commented that Community Action Human Resources Agency is donating $2,300 to them.City Clerk Kathleen Connelly stated it is probably food or commodities of some kind.Commissioner Huerta asked if they could withhold funding for the next quarter if they do not straighten up their act.City Clerk Kathleen Connelly stated they did that a few years ago and it worked.This is also one where a contact person was not designated.Vice Chairperson Cranmer proposed decreasing the amount they are asking for by $1,000 -$2,000 for just that reason.Commissioner Huerta commented they will have to decrease it anyway.Vice Chairperson Cranmer suggested since they were given $12,000 last year,they should only be given $11,000 this year, even though they have asked for $15,000.Chairperson Barker commented that is not a bad idea, but it should be that if their recordkeeping is not adequate in the first quarter, they should not get any money in the second quarter. Vice Chairperson Cranmer stated that idea scares her because they would not be able to feed people.Chairperson Barker agreed that they far exceed what they are given in funding.Vice Chairperson Cranmer stated they might be more careful.Chairperson Barker added they just wanted them to keep better records.City Clerk Kathleen HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 28,1998 PAGE 10 OF 15 Connelly stated the city funds them $3,000 per quarter and they spend about $10,000 to $12,000 per quarter, and that is just for those listed as city residents. Commissioner Bennett added their policy is not to turn anyone away.Commissioner Huerta stressed that they will need to designate a contact person this year. Chairperson Barker suggested tying that to the second quarter,and making each quarter contingent upon the previous one. The next applicant was the Salvation Army.Commissioner Huerta asked if they had ever heard anything about the contract being signed.City Clerk Kathleen Connelly stated they never called her.They were sent the contract, it was never signed or returned, and, therefore, they never received the $4,000 in funding.Vice Chairperson Cranmer added they have no board.Chairperson Barker asked what they are requesting, and was told it was $20,000.Councilmember Urich commented she heard a rumor that the current administration had not seen the packet, as it was submitted by the former administration.City Clerk Kathleen Connelly stated the bookkeeper was the one who contacted her, and she has been there all along.Chairperson Barker asked if there was $4,000 in funding that did not go anywhere last year, and City Clerk Kathleen Connelly stated that was correct and it is the fourth year in a row that funding has been returned with them.Commissioner Huerta commented there is over $10,000 in the last four years that they have not used that could have been given to someone else.City Clerk Kathleen Connelly added they still have not produced a budget.Commissioner Bennett commented they put on an excellent presentation for United Way this year.Chairperson Barker commented he knows two of the people on their local board.City Clerk Kathleen Connelly stated she had been told by Edith Anderson,the bookkeeper,that there is no board.Vice Chairperson Cranmer suggested it would look like politics if they were turned down.City Clerk Kathleen Connelly stated she would tell the council that she would not sign the checks as she has some grave concerns about what they are doing with the money.Commissioner Huerta commented she was going to suggest that.Chairperson Barker asked if the commission wanted to consider them.Commissioner Huerta stated she did not want to consider them.Vice Chairperson Cranmer stated they are doing utility checks and they are doing some documentation.Councilmember Urich argued there is no current board and no current budget, and those are two of the requirements in the ordinance. City Clerk Kathleen Connelly stated they have not produced a budget for two years. Chairperson Barker commented it appears they do not even qualify.City Clerk Kathleen Connelly added they can give them a courtesy interview and take it from there.Chairperson Barker stated there is no point in getting their hopes up.Vice Chairperson Cranmer agreed.City Clerk Kathleen Connelly stated she had told Edith it was going to be very difficult for them to get a positive funding recommendation this year.Chairperson Barker requested a motion to not consider the Salvation Army this year.Vice Chairperson Cranmer so moved.Commissioner Bennett seconded the HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 28, 1998 PAGE 11 OF 15 motion and the vote was unanimous.City Clerk Kathleen Connelly asked for a reason for them not to be interviewed that she could include in the letter.Chairperson Barker commented it was based on past performance.City Clerk Kathleen Connelly stated she will include the fact that $10,000 has been returned as their records apparently do not show that any money was returned repeatedly.Vice Chairperson Cranmer suggested they say that they do not meet the criteria at this time.Councilmember Urich suggested sending them a copy of this package so that they would have it.City Clerk Kathleen Connelly stated she would let them know that it is available. Chairperson Barker moved on to St. George Catholic Community.City Clerk Kathleen Connelly stated this is the third agency that she is having a problem with concerning the bookkeeping.She has left messages for Garnett but she has received no return calls.She commented it has to be someone from outside the organization to do the audit.Chairperson Barker asked if they specified what they were asking for.City Clerk Kathleen Connelly stated it is for emergency rent,utilities or medical needs. They asked for the same amount as last year, which is $10,000.Chairperson Barker asked if they could ask for quarter by quarter compliance from St. George.City Clerk Kathleen Connelly stated they will have to.It first appeared as if they went up to the dollar amount provided and then did no more, however, when the questionable ones are subtracted, it appears they did not use all the money.The problems involve no indication of the identification, non -city addresses and the proof of residency being questionable.Commissioner Waters commented it appeared to be very unbusinesslike to her.City Clerk Kathleen Connelly stated that appeared to be another problem and she has discussed this with the city attorney.This appears to be their detailed financial statement and it is not acceptable.Vice Chairperson Cranmer stated they only meet three of the criteria.City Clerk Kathleen Connelly commented there is no audit report, but they have a letter stating they will agree to an audit report following the end of this funding cycle.The audit report must be to her by 90 days after June 30,1998.If that is not received,they will not get 1998-1999 funding.Vice Chairperson Cranmer asked if they could approve funding without that audit. Chairperson Barker stated they could give them the first quarter and then no more if they do not have the audit.City Clerk Kathleen Connelly suggested a contingency where the money would go some place else if the audit was not in on time.She commented they had told her they do not receive any outside funds other than the collections that are donated.She added they should have given her something up to date with the city information needed on their detailed financial statement.They do not receive any other governmental fundings, they do not have a current board and they do not have a budget.Commissioner Huerta commented they do not have a budget because they do not know how much money they are going to get.City Clerk Kathleen Connelly commented they had sent a report last year where someone had whited out the top information.She added they are doing a good job taking up the HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 28, 1998 PAGE 12 OF 15 slack from the Salvation Army.They are not overspending in any category and she stretches the money very far.Vice Chairperson Cranmer asked if there was some documentation as to where the money was spent.City Clerk Kathleen Connelly stated she has to subtract those with questionable or no identification, and she has been trying to contact her about those expenditures but no one has returned her calls. Commissioner Huerta asked if she was questioning the type of bill.City Clerk Kathleen Connelly stated there are times when it is not clear what the money is being expended upon.She added the audit is the biggest concern as they are expending public funds.Vice Chairperson Cranmer stated they cannot say that they are already doing these things when they have already rejected the Salvation Army for not having a board to meet that criteria.City Clerk Kathleen Connelly stated the difference is that the Salvation Army is required by their articles of incorporation to have a board, whereas St. George's does not have any articles of incorporation since it is another kind of organization.Vice Chairperson Cranmer stated they will have to have their documentation with them at the interview.City Clerk Kathleen Connelly commented they will already have to have done that or she will not be able to release the money for the third and fourth quarters.Chairperson Barker wanted to see improvement on the verification of residency and that they have their audit report filed by October 1st or the money would go elsewhere in the second quarter. Chairperson Barker called for discussion on Superstition Mountain Mental Health Center.Vice Chairperson Cranmer commented she would have to leave due to a possible conflict of interest.Chairperson Barker commented that the documentation has improved though occasional noncity addresses appear.He added they did not spend $770 of their allocation for information and referral services.He asked if this was an oversight.City Clerk Kathleen Connelly stated they just did not spend it. Chairperson Barker stated that was something near and dear to them six to eight years ago, and to the council.Chairperson Barker commented it seemed to him they used to ask for more money than this for the information and referral services,but the commission and council did not give it to them.Commissioner Huerta commented the commission had been giving them the same amount for a number of years and suddenly they did not use part of it.City Clerk Kathleen Connelly stated she had not noticed a change in the level of service.Commissioner Huerta commented that they are another applicant that needs to be advised to straighten out their noncity funding. Chairperson Barker commented it will occur occasionally.City Clerk Kathleen Connelly stated they do not provide service to as many people due to their high expenses. Councilmember Urich commented they used to have a high miscellaneous field.City Clerk Kathleen Connelly announced that Gary SeIvy would not be at the interview next week, and asked if the commission would want their finance director Marge Walter. The commission agreed.City Clerk Kathleen Connelly asked if they had requested assistance with transportation from the United Way.Commissioner Bennett HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 28, 1998 PAGE 13 OF 15 remembered their presentation but she recalled they do not see a large number of people for the money they are requesting.Commissioner Huerta commented she has always thought that they had a huge budget.Chairperson Barker added they always have.Councilmember Urich suggested they have someone else besides the financial director to answer any questions on the programs.City Clerk Kathleen Connelly asked if they wanted someone from finance and from programs.The commission agreed. City Clerk Kathleen Connelly suggested Dr. Stumpf from programs. Chairperson Barker asked if it was reasonable to assume that the council may approved the same $76,500 that they did last year.City Clerk Kathleen Connelly stated they would; the city manager has already recommended that amount. Chairperson Barker asked if there were any other questions on the applications or procedures for interviewing them.City Clerk Kathleen Connelly stated she asked all the agencies where else they had been applying for funds and not one responded. Chairperson Barker stated he is most interested in what programs they are going to fund with the city funds.City Clerk Kathleen Connelly admitted it is too early in the United Way funding cycle to know what any agency might get.Commissioner Huerta commented the reason why they were asking that was to let them know they were going to have to start looking for other funding at some time.Chairperson Barker agreed, citing the drop in funding for Superstition Mountain Mental Health over the last four years, and that there will always be new agencies requesting funding, especially as the community continues to grow. There was general discussion on Project Help on how they do not meet the criteria. However, there may be another area to fund them.There was additional general discussion on the "Meals on Wheels" program for the Senior Center. Councilmember Urich suggested helping these agencies become more self sufficient. City Clerk Kathleen Connelly asked if they still wanted to know what other applications they have out.The commission in general stated they would still be interested. Commissioner Waters stated she would still like to have a rundown on what the county does with the property tax, as she cannot believe that the city gets none of it other than that apportioned to the school district. 7.Selection of future meeting dates. Chairperson Barker commented they had already selected the next meeting date.City Clerk Kathleen Connelly stated the next meeting date would be Wednesday, June 3, 1998 at 1:00 p.m. in this room.Commissioner Waters asked for a time estimate on how long the meeting would take.Commissioner Huerta added that this would be for HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 28, 1998 PAGE 14 OF 15 the interviews.There was general discussion as to whether they could move the time up or change it to another day.Chairperson Barker suggested they leave it at 1:00 p.m. and if Commissioner Huerta is not here, they can start without her and she will catch up when she gets here.The commission agreed to interview the Food Bank, the Boys & Girls Club, COrnniunity Action Human Resources AgienCy, the Little League, Mesa Senior Services,St George Catholic COmrñunity Ind Superstition Mountain Mental Health Center. 8.Requests for future agenda items. Chairperson Barker asked if there were any requests.Commissioner Huerta asked if anything had been done about transportation.City Clerk Kathleen Connelly stated that had been one of the recommendations from the Town Hall.She added there are some transportation issues being worked on but they do not include municipal bus service. Councilmember Urich stated they are working on it but it does not have anything to do with this commission.Commissioner Huerta commented she thought that transportation would fall under this commission.City Clerk Kathleen Connelly stated a lot of people want it for something other than health issues. 9.Adjournment. Vice Chairperson Cranmer moved for adjournment.Commissioner Bennett seconded the motion.The vote was unanimous.The meeting was adjourned at 8:35 p.m. Ed Barker Chairperson 77 Kathleen Connelly (/ City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 28, 1998 PAGE 15 OF 15