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HomeMy WebLinkAbout1999 04-28 HHSCMINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION MEETING City Conference Center 1001 N. Idaho Road, Apache Junction, AZ April 28, 1999 - 4:00 P.M. COMMISSIONERS PRESENT: ED BARKER CAROL CRANMER RUTH WATERS CARMEN HUERTA COMMISSIONERS ABSENT: JENNIE BENNETT 1.Call to Order/Attendance. STAFF PRESENT: KATHLEEN CONNELLY, CITY CLERK OTHERS PRESENT: COUNCILMEMBER URICH, COUNCIL LIAISON Chairperson Barker called the meeting to order at 4:04 p.m.City Clerk Kathleen Connelly called the roll and advised there was a quorum present.Commissioner Bennett was absent due to her house being flooded. 2.Discussion on commission members terms of office. City Clerk Kathleen Connelly commented that the terms for Jennie Bennett and Carol Cranmer will expire this year.As she will be submitting all the board appointments to the council in a packet in the near future, she needed to know if they wished to be reappointed.Vice Chairperson Carol Cranmer advised she would like to be reappointed.City Clerk Kathleen Connelly stated she would check with Jennie Bennett.There was general discussion as to when the other commissioners term would expire. 3.Election of Chairperson and Vice Chairperson. This is required annually.Chairperson Barker nominated Vice Chairperson Cranmer for chairperson.Commissioner Huerta seconded the motion.Vice Chairperson Cranmer stated she would accept the nomination.The vote was unanimous in favor of the motion.Chairperson Cranmer nominated Commissioner Bennett for vice chairperson. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 28,1999 PAGE 1 OF 7 Commissioner Barker seconded the nomination.The vote was unanimous in favor of the motion. 4.Discussion on minutes of May 28, 1998 and June 3, 1998. Chairperson Cranmer asked if everyone had read the minutes.City Clerk Kathleen Connelly stated they have the minutes from May 28, 1998, June 3,1998, and April 22, 1999.She wanted to make sure they would have the chance to read them and she would put them on the next agenda for adoption.She commented the interview process from last year is included, which covers some of the issues that came up last year.Chairperson Cranmer moved on to the next item. 5.Discussion on FY 1999-2000 funding applications and procedure for reviewing applications. Chairperson Cranmer stated last year they had decided if an agency did not follow through with the proper procedure that those funds would be withdrawn and given to another agency.City Clerk Kathleen Connelly commented the contract for St. George's did say that, except it was tied to their reports, which they did improve on. However, they had problems getting their audit done.Therefore the money could not be withdrawn for another agency to use due to the contract language.She will work with the city attorney this year to make it more flexible.Chairperson Cranmer suggested they decide which agency should benefit if this occurs this funding year. Chairperson Cranmer opened the discussion on the Food Bank.All reports were timely and included all required information.Commissioners Huerta and Barker commented they had found no problems with them.Chairperson Cranmer added they are asking for $17,500.They were given $15,000 last year.Chairperson Cranmer asked if they would be working directly with Project Help this year.Commissioner Huerta stated they would not, they have a different clientele.She added St. George's does the same thing, they supply the emergency services when the Food Bank and the Salvation Army are closed. Chairperson Cranmer moved on the Boys and Girls Club.City Clerk Kathleen Connelly commented she had given them the third quarter report.Commissioner Huerta commented she believed the city's money should go for furniture,games, transportation and sports equipment instead of for a staff position.City Clerk Kathleen Connelly stated the report does list some programs; the funding was received late so she is unable to determine if it was spent on the summer program.Their recreational activities and educational programs appear to be for a wide range of ages; they are not HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 28, 1999 PAGE 2 OF 7 just for teenagers.Chairperson Cranmer stated it may not have been realistic to order that the funding go for the summer program since the funding came so late. Commissioner Barker commented they had done that because that was the only program they had explained in their funding request.Commissioner Huerta added the assets and liabilities statement given to the board of directors was from December 1997.City Clerk Kathleen Connelly stated they and other agencies may be a little behind; frequently the city's is not available until December or January.Commissioner Huerta asked what they are storing under the "Storage Rental" charge, and what their "Tax Penalties" were.She also wanted to know where they make their calls to since they had a $1,000 telephone bill for July thru December.City Clerk Kathleen Connelly stated those were all good questions.Councilmember Urich stated it could be part of the computer system they have.Commissioner Huerta stated they have a page for the funds allocated to them for the city, but nothing is itemized.City Clerk Kathleen Connelly commented that concerned her, along with the reference to occupancy, other program expenses and program staff salaries.Commissioner Huerta commented that on the next page they have included the city funds in their general cash revenue; they use this for their general expenses.City Clerk Kathleen Connelly stated there are different dates listed here, the one she is talking about appears to be the budget projection for next year.Apparently this is what they are planning to do, but it can be caught in time.City Clerk Kathleen Connelly added the next section under cash expenditures mentions Occupancy at $18,000 and Vehicle Costs at $5,000, which have gone up since last year.There was general discussion as to the number of staff people they have.City Clerk Kathleen Connelly wondered if they were given a prorated charge for the East Valley, especially under Support Services.Chairperson Cranmer stated it is hard to determine if this is all from the Apache Junction area.She agreed with Commissioner Huerta as to their needing furniture and the other items now;they appear to be seeing a lot more kids according to the quarterly report. Chairperson Cranmer noted the East Valley statement shows they have a charter school program.City Clerk Kathleen Connelly will ask them to bring someone with them to the interview who can answer questions on the financial reports, as well as local representatives who can speak about the programs.Chairperson Cranmer commented they are running a lot more programs than they used to.City Clerk Kathleen Connelly reminded them that this comes from Bret,not the East Valley. Commissioner Waters stated they should be addressing the local club, not the East Valley.Chairperson Cranmer added they can specify the programs on the contract. City Clerk Kathleen Connelly reminded them that she had received a letter from the East Valley agency asking that all the checks and requests for information be sent through them; the city attorney determined the contract is with the local club and everything should be sent to them.Councilmember Urich commented she wished there were more people from Apache Junction on the board, meaning the board for the East Valley agency.City Clerk Kathleen Connelly stated they got their national HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 28, 1999 PAGE 3 OF 7 certification last fall,and hopefully when the East Valley terms expire,they will consider someone from Apache Junction.Commissioner Barker asked if there were still a local board.City Clerk Kathleen Connelly believes there still is one. Commissioner Waters described a meeting that took place in Gold Canyon in the spring wherein they were looking for new board members from this area.They stated they would be having another meeting at a later date,and they had accepted some members from this area.She would check what information she had.Chairperson Cranmer asked if they wanted to talk about funding today.Commissioner Barker stated he would prefer not to do so today.Chairperson Cranmer commented they had discussed these applications last week and they need to be finished by the end of May.Commissioner Barker stated the interviews would be scheduled in the next week or so.City Clerk Kathleen Connelly stated it would be in two weeks.Chairperson Cranmer commented they are requesting $30,000 for a full time staff position; she added the director only gets $29,000. Chairperson Cranmer commented that St.George's has not applied.City Clerk Kathleen Connelly stated they have applied, but they do not meet the criteria.She had received a message from Garnette after the last meeting asking for verification that she had filed the request.Garnette had, but the proper documents were not filed with it.Garnette will be leaving May 14.Chairperson Cranmer asked how much funding they were given last year.City Clerk Kathleen Connelly stated they were allotted $10,000 but they were only given the first quarter.Since the audit was not submitted by October 1,they did not receive any more funding.Councilmember Urich commented they have not received the audit to date.City Clerk Kathleen Connelly stated she does not believe he has found someone to do the audit yet. Councilmember Urich asked if that was one of the requirements.City Clerk Kathleen Connelly stated it is a requirement of the ordinance and the contract.Chairperson Cranmer suggested they look at what the money funded was used for and try to put it to use appropriately to the other applicants who have applied.Commissioner Huerta stated the only other one who provides the same service is the Salvation Army, and she has reservations on them.City Clerk Kathleen Connelly commented on the unknown Community Action Human Resources Agency position.Chairperson Cranmer stated they have a lot of ambiguities in the applications this year. Chairperson Cranmer moved on to Community Action Human Resources Agency. Commissioner Barker asked if they had talked about the case management position. There was general discussion on what they believed might be involved with the position.It was determined this was something they would have to ask about; it appears to be a pilot program.Commissioner Barker asked about the minor problem at the beginning of the contract.City Clerk Kathleen Connelly stated the staff person thought she could add on her administrative time; when told she could not she quickly HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 28, 1999 PAGE 4 OF 7 revised the report.There have been no problems since them.Commissioner Huerta stated she believes they have problems with the same families year after year and she believes the case manager is to monitor these families and help them develop a budget and how to use their money and food stamps wisely.Commissioner Waters stated she believed that is one of the most important things and it has been lacking; she added this was discussed last week.Commissioner Huerta stated they do not learn from only one or two sessions, they need to be followed up on for a while.City Clerk Kathleen Connelly stated they need the continuity.Commissioner Huerta added the way it is being done through Project Help is not really helping the families.City Clerk Kathleen Connelly commented they had mentioned identifying the marketable job skills and helping these people find jobs that they are suited for.Chairperson Cranmer stated it sounded good in theory.There was general discussion on the case management program, including the funding being for direct services.The question was whether Community Action Human Resources Agency was collaborating with Project Help on this.City Clerk Kathleen Connelly stated she would request they bring someone who could explain the program. Commissioner Barker asked if the Senior Center was asking for $20,000 or $22,000. City Clerk Kathleen Connelly stated they are asking for $20,000.Chairperson Cranmer asked what the total requests for funding amounted to.City Clerk Kathleen Connelly stated they totaled to $115,000; the city manager is hoping to keep the total funding at $78,000.Chairperson Cranmer suggested they talk about increasing it a little bit. City Clerk Kathleen Connelly stated they made that request last year.Chairperson Cranmer suggested increasing it another $5,000.Commissioner Huerta commented it will eventually get up there as it has been going up almost every year,and the council has been good about it.City Clerk Kathleen Connelly stated that is because their requests have been reasonable.Councilmember Urich commented she had gotten the increase in before the budget was done the last time. Chairperson Cranmer returned to the Mesa Senior Services.She commented it is going pretty much like it was last year.It is going very well and they have good reports.City Clerk Kathleen Connelly stated there is a capacity crowd down there every day.City Clerk Kathleen Connelly stated she would have someone local and from the Mesa Senior Services attend the interview. Chairperson Cranmer moved on to the Salvation Army.Commissioner Huerta stated she could not find any of the city funding reported in their statements.City Clerk Kathleen Connelly stated they did not receive city funding last year.Commissioner Huerta stated she was looking at a 1997 report.City Clerk Kathleen Connelly commented their reports are generally vague.Commissioner Huerta stated the audit included is from January 1998, they therefore should have the audit from January HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 28,1999 PAGE 5 OF 7 1999.There was general discussion as to when the director for the Salvation Army had arrived and the job he had done thus far.City Clerk Kathleen Connelly stated there is nothing showing the current individual's performance.Chairperson Cranmer asked if they could request something more current.Commissioner Barker asked for an explanation of what they want the $8,000 for.Councilmember Urich asked why they only wanted the minimum; she added she was curious as to why they only have two people from Apache Junction on their board.City Clerk Kathleen Connelly stated it looked like they were still filling the board;they had recently lost two. Commissioner Barker suggested they call and ask the two board members who had recently left.City Clerk Kathleen Connelly stated they could do so.Commissioner Barker stated he would call them and ask why.There was general discussion on the other board members.Commissioner Huerta requested the 1998 audit.Commissioner Huerta commented they do not need the names of the people they serviced, all that is needed is the initials and addresses.City Clerk Kathleen Connelly stated they would have to get the ones from two years ago as they are not entitled to anything the city does not fund.She has 1997 reports.Commissioner Huerta stated they already have those.Chairperson Cranmer commented they have September and December expenditures.Councilmember Urich asked if they had determined what they were going to use the $8,000 for; the general response was they had not.City Clerk Kathleen Connelly commented if they are funded the commission can tell them what they want funded.Commissioner Waters stated it appeared they had accomplished a lot in the little time they had been there according to their United Way interview. Commissioner Huerta stated she could understand why the September and December reports were unaudited,but they should have been able to give them an audited version by now.It should have been forwarded. Chairperson Cranmer designated Commissioner Barker as the tentative vice chairperson to discuss Superstition Mountain Mental Health Center as she has a conflict of interest.She then left the room.Commissioner Barker stated they are requesting $18,000 for the continuation of the same services.Their reports have always been timely and complete.The city has been funding the networking and emergency services.They asked for $33,000 last year and the city funded $15,000.He asked for comments.Commissioner Barker commented all of their board members are local. He stated the $15,000 did not completely cover the emergency services given last year, some of the money came from the United Way.City Clerk Kathleen Connelly mentioned the other funding they received.Commissioner Huerta stated their request is pretty much the same as it has been in the past.There was general discussion over the use of volunteers and why so few are used at the agency.Commissioner Barker stated he would like to know what they budget for emergency services;he was directed to the proper page where he found $15,000 budgeted for emergency services and $3,000 for information and referral.Commissioner Barker closed the discussion HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 28,1999 PAGE 6 OF 7 and called Chairperson Cranmer back to the meeting. Chairperson Cranmer asked why they get the same applicants year after year.City Clerk Kathleen Connelly stated they sent out more letters to applicants than in previous years, but these were the ones that applied.Chairperson Cranmer asked if Project Help could apply.City Clerk Kathleen Connelly stated they could not now, and she is not sure if they are a 501C agency.Chairperson Cranmer stated they are. Commissioner Barker commented they could then apply in the future.He added he has heard a rumor that the city will only fund certain agencies.Chairperson Cranmer stated the others would have to apply.City Clerk Kathleen Connelly reminded them that St. George's had been new two years ago, the little league was new last year, and Community Action Human Resources Agency is applying with a new program this year.Commissioner Barker requested the city clerk to remind him and he would run an advertisement in all four issues in December.City Clerk Kathleen Connelly stated there is a shelter that has made some telephone contacts but they are past the deadlines.Chairperson Cranmer commented The Hope Women Center should be able to apply; it is a shelter for distressed young women that are pregnant.Commissioner Waters suggested the shelter for abused women.City Clerk Kathleen Connelly stated it does not exist yet. 6.Selection of future meeting dates. Commissioner Barker asked when they would like to meet again and if they would like to interview at that time.City Clerk Kathleen Connelly stated that is what they ordinarily do.Commissioner Barker moved to meet on May 12 at 4:00 p.m., with an alternate date of May 19, and that the funding be decided on that night.There are no new entities and one has been disqualified.The commission agreed to fifteen minutes per interview, to be done in alphabetical order. 7.Adjournment. The meeting was adjourned at 4:55 p.m. Carol Cranmer Chairperson Kb-thleen Connelly City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 28, 1999 PAGE 7 OF 7