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HomeMy WebLinkAbout1999 05-12 HHSCMINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION MEETING City Conference Center 1001 N. Idaho Road, Apache Junction, AZ May 12, 1999 - 4:00 P.M. COMMISSIONERS PRESENT: CAROL CRANMER, CHAIRPERSON JENNIE BENNETT, VICE CHAIRPERSON CARMEN HUERTA RUTH WATERS COMMISSIONERS ABSENT: ED BARKER 1.Call to Order/Attendance. STAFF PRESENT: KATHLEEN CONNELLY, CITY CLERK OTHERS PRESENT: COUNCILMEMBER URICH, COUNCIL LIAISON Chairperson Cranmer called the meeting to order at 4:10 p.m.City Clerk Kathleen Connelly called the roll and advised there was a quorum present.Commissioner Barker was absent. 2.Approval of minutes of May 28, 1998; June 3, 1998; April 22, 1999; and April 28, 1999. Chairperson Cranmer asked if everyone had been able to read the minutes to be approved, and then called for a motion.Commissioner Huerta moved to approved the minutes of April 22, 1999 and April 28, 1999, but someone else would have to make the motion on the other two meetings as she was not present at those two meetings. Commissioner Waters seconded the motion and the vote was unanimous. Commissioner Waters moved to accept the minutes of May 28, 1998 and June 3, Vice Chairperson Bennett seconded the motion and the vote was unanimous. 3.Status report on applications for city human services funding. Chairperson Cranmer stated they would move on to Item #4 and return to Item #3 later. HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 12, 1999 PAGE 1 OF 18 4.Interview of applicants for city human services funding for FY 1999-2000. Chairperson Cranmer excused herself from the meeting due to a conflict of interest as the first applicant to be interviewed was Superstition Mountain Mental Health Center. Vice Chairperson Bennett temporarily assumed control of the meeting. Superstition Mountain Mental Health Center was represented by Executive Director Gary SeIvy, Assistant Director Carleen Cranmer and Finance Officer Marge Prushka- Walters.City Clerk Kathleen Connelly stated there were no problems with the reports over the last year.Vice Chairperson Bennett asked how much of the wage overlap on page four was for people serving in the same areas -people drawing from two different areas for the same date of service.Marge Prushka-Walters stated they are only charged to the emergency services program; the emergency services providers do not overlap in staffing.Commissioner Huerta was concerned about the money used for the information and referral which is actually for the lunch for the interagency network.She asked if that was still going strong and attracting a large amount of people.Carleen Cranmer stated it varies each month, depending upon the topic.They may have 20 people attend,while the next month they may have only 3 attend. Marge Prushka-Walters stated they seem to have better attendance if it is earlier in the month;they tend to average 25 people unless the county or someone else has something going on at the same time.The funding for that also maintains the information and referral telephone lines.Vice Chairperson Bennett asked if they have a way of singling out the Apache Junction patients.Marge Prushka-Walters stated they have no problem with that.Commissioner Huerta commented they were only asking for $18,000 this year.Marge Prushka-Walters stated they have received emergency services funding from other areas; with the city cutting back on its funding over the last few years, they would like to concentrate on funding in that area.City Clerk Kathleen Connelly asked if $3,000 has been enough for the information and referral services.Marge Prushka-Walters stated they went a little bit over budget but not a lot.Gary SeIvy stated he has some concerns about crisis services funding with the way the area is growing.The funding has almost been frozen; he has dedicated all of the city funding and the United Way funding to crisis.Along with the funding from Pinal-Gila, it still leaves them lower than what other areas are receiving.Carleen Cranmer stated they had an increase of 300 between the last two quarters.City Clerk Kathleen Connelly asked what kind of calls were involved.Carleen Cranmer stated they were calls about people who are a danger to themselves or others, and people dealing with grief or depression.The majority involve people who are a danger. Commissioner Waters asked if they had any trouble getting staff out to people who need grief support.Carleen Cranmer stated they work well with the police department and Judy Robles; they have two programs meet those needs, either through support groups or outpatient programs.Vice Chairperson Bennett commented some of the HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 12,1999 PAGE 2 OF 18 churches use those.Carleen Cranmer stated they do use the churches' support lists, depending on what the people are comfortable with.They try to make it a community effort.Most of their time is spent making sure everyone is safe, and that they can spend a lot of time with the people and get them to where they need to go.They work with the police department and the fire district.They all interact at the information and referral luncheons, along with a childrens' counsel. City Clerk Kathleen Connelly stated the police department is concerned that if funding is cut for the mental health agency, the overflow will fall back on them.They do not have the expertise to handle these problems.They would prefer to see them get more funding rather than less.They do not have the certifications to deal with the patients. At this time the meeting referred back to Item #3. 3.Status report on applications for city human services funding. Chairperson Cranmer returned to the meeting at this time.City Clerk Kathleen Connelly announced the Salvation Army had called her on Monday.Their bookkeeper, Edith Anderson,asked if they could do it on another day.She was advised no alternate days had been selected.Edith Anderson stated Envoy Torres had some family issues to attend to and she would get back to the city if no one would be able to attend.City Clerk Kathleen Connelly stated no one had gotten back with her so someone should be here to represent them. The meeting continued with Item #4. 4.Interview of applicants for city human services funding for FY 1999-2000. (Continued.) Community Action Human Resources Agency was the next applicant.No representatives were present.Commissioner Waters noted that one man had received a furnace replacement twice in six months.Another address received a cooler unit replacement and a furnace.City Clerk Kathleen Connelly stated they could be separate appliances.Commissioner Waters stated it had the same address, just a different spelling of the last name, and that concerned her.City Clerk Kathleen Connelly stated she would not be surprised if multiple fixtures had gone in an older home. City Clerk Kathleen Connelly stated the Salvation Army was going to make sure they had everything requested in the letter.Mesa Senior Services gave a real complete packet, including their projected budget.She commented they had some questions at the last meeting over what could be included in the contracts.She had contacted HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 12, 1999 PAGE 3 OF 18 the city attorney who stated he would give them some guidelines, if requested, after all the interviews were over today.This would also give him some input as to how the commission would like the contracts worded. There was general discussion on the job Community Action Human Resources Agency is doing.Commissioner Waters was concerned that someone getting more than one item in the year was receiving more than their fair share.Chairperson Cranmer commented their list of work completed shows that they are stretching every dollar. Chairperson Cranmer asked if they should consider an alternative date if Community Action Human Resources Agency and the Salvation Army do not show up.City Clerk Kathleen Connelly stated it would be up to the board. The next applicant interviewed was the Boys and Girls Club.It was represented by Ramon Elias,who oversees the eight clubs in the east valley,the Director of Operations Hal Hansen, and Bret Stilson.They presented the board with copies of their current and proposed budgets.Ramon Elias stated in the first year they had gotten a $50,000 start up grant from the Boys and Girls Club of America.Chairperson Cranmer asked if that money went to the East Valley Boys and Girls Club or to the Apache Junction Boys and Girls Club.Ramon Elias stated it was given to the Apache Junction branch, but the money comes from the East Valley for Apache Junction.It is for one year only to get the branch going.The budget for Apache Junction was $121,000 for the past year.This year they are looking at $125,000.In the past year they have added computers, a van, and other things that do not show up as money. They have put in a request for funding from the United Way but they have not heard anything back on that yet.The board is actively working at raising money, holding fundraising activities including one this weekend.Chairperson Cranmer asked if they have a board in Apache Junction.Bret Stilson stated they do, he will drop off a copy of the board membership later today.They briefly discussed some of the local board members.Bret Stilson stated their programs that they have received from the national club has really taken off now that they have merged with the East Valley.They now have a method for developing the programs.Earlier they just got feedback from the kids on what they would like.They still do some of that, but now they pretest the kids to see what their needs are and then they post test them to see if they actually got something out of the program.They try to improve the programs that did not work.They are starting a teen program again and they are extending the program hours from 7 to 10 p.m.They had a program earlier as part of the Abuse Prevention but the teens had their own ideas on how the building and everything else should be taken care of.It was negative and they were very wild.He shut the program down at that time and the teens coming out now are showing they are willing to participate and have accountability on what goes on in the club.They are now accepting HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 12, 1999 PAGE 4 OF 18 structure.An added advantage to being with the national association and the East Valley is the availability of career development programs.It is called "Job Ready" and he has brought in six small scholarships that are very easy to get.The student has to do 200 hours of community service in order to receive this money.The kids were really excited because now they can see some rewards.They are able to get baseball tickets now and other perks.The ten passenger van allows them to take the kids places.Ramon Elias added they should be putting in some computers at the end of this summer.Chairperson Cranmer asked if they would be new.Ramon Elias stated they would not be new but they would be Pentium 100's.They will have internet and e-mail access.Bret Stilson commented the programs they have added and the way they evaluate them has jumped dramatically.They are about ready to add more stafaf people and get the school district involved in dropping kids off at the club.It is different from an athletic program where the supervision is there but the youth development is not.They stress youth development and they communicate with the youth that they are part of the club.It is like they are creating a family outside of the family.Commissioner Huerta asked about the storage rental charge that they have. Bret Stilson stated that is for items donated to the club and the bricks that were bought for the new building.Commissioner Huerta asked if they could take the rental money and buy a storage shed with it and store the items themselves.Bret Stilson stated they could do that, they have one storage shed there now.City Clerk Kathleen Connelly commented it would depend on the setbacks.Bret Stilson stated they are hoping to expand the building prior to moving into it.Ramon Elias commented they had an old trailer back there that had been donated.They cannot have anything that a kid could get into or get hurt on so they had to remove the trailer in case someone decided to set it on fire.Usually they get a mobile -mini or something that is build of solid steel for storage areas.City Clerk Kathleen Connelly stated those are not allowed in the city.Bret Stilson commented the shed already there has had the door pried off and they have had to put it back together.With the larger crowd coming, they have fewer security problems.Vice Chairperson Bennett asked how many children come in now.Bret Stilson stated they have an average of 25 per day during the school year. In the summer they normally see 40 kids per day.He thinks it may be more this year as they have expanded the summer program and added a job training program.He has the federal government paying the salary of the staff involved in the job training program.They have a total enrollment of 475 kids, and they see about 230 in about a three month period.Comissioner Huerta stated whoever makes that list needs to be very careful, as there are several on the list who do not live in the city.She added they should continue to serve them, just do not add them to the list of city residents being served.There was general discussion on the city limits in the area between Southern and Baseline.Chairperson Cranmer asked how the funding given last year for the summer program was used in Apache Junction,and she wanted to make certain that the money given this year will stay in Apache Junction.Ramon Elias HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 12,1999 PAGE 5 OF 18 stated each club has their own budget; whatever funds the community puts in stays in the community.The clubs get funding from various places; the only club that is funded 100% by the community is Gila River.Hal Hansen stated the clubs are not staffed the same, it depends on the availability of funds.Commissioner Huerta stated they would like to see an itemized budget on how the city funds are used.Hal Hansen stated they could do that.City Clerk Kathleen Connelly commented that every applicant will be getting that request.Commissioner Waters asked if there were any subsidizing if the children could not afford the $35 per week.Ramon Elias stated they have as sliding scale based on what people can afford to pay.He also described how they show other communities how their money is being spent.Bret Stilson commented the salary that they spent last year for the 8 week program, including the actual summer camp,the extended hours and additional staff to cover for those additional hours, cost the club $9,846 in salary.This will not reflect on the city's budget.That was for 4 staff working a 40 -hour week, and it did not include any scholarships given out to the kids.In addition, if they have people who cannot pay some of all of the cost, they have the kids do community service to assist the club and make up the difference that way.Commissioner Huerta commented they are asking for $30,000 in funding for a staff person; the city will pay for direct services only, not for staffing or administration.Bret Stilson stated they discussed this last year; the materials they use are generally donated to the program.The cost is really the direct service the staff is providing.They are teaching them athletic and life skills.Ramon Elias stated they would do it in the manner the city feels comfortable; their biggest expense is their staff.They deliver the service to the kids.It can either go to the program or scholarships, or it can go for salary.They have to pay someone to deliver the program.Vice Chairperson Bennett asked if they had a dedicated staff like Bret Stilson.Bret Stilson said they did.City Clerk Kathleen Connelly the city funded the program last year,but it was direct service through the staff person.It was no different than the mental health center; the city is paying the salary for a person providing direct service.The city will not pay for the administrative or clerical end of it,such as bookkeeping.Commissioner Waters commented she believed it is an exceedingly important program, more so than the programs for the senior citizens. The children are the adults of tomorrow.Bret Stilson commented he would like everyone to spread the word as they would like the kids to be coming down to participate in their programs, which are state of the art.He would like to be able to tell Ramon that they have to add on to the building right away because they are at capacity every day.Ramon Elias stated the plan is to develop the program,get established in the community, and have the people start valuing what they are doing; then when it is seen how many kids they have participating, it is a lot easier to get people to contribute to build a larger facility.Chairperson Cranmer commented the city's funding is for start-up money.Ramon Elias commented on the Diamondback tickets donated by Circle K which seat the kids along the left field fence where they HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 12, 1999 PAGE 6 OF 18 can talk to the players.Hal Hansen commented the players are aware the kids are there and they talk to them and throw balls to them.Vice Chairperson Bennett commented she believed they will start seeing involvement from the parents of the kids,also.Bret Stilson stated he hopes for that.Vice Chairperson Bennett commented they need to start some parenting training.Hal Hansen stated they are supposed to be working with the family,not just the child.Commissioner Huerta asked if they would be open during the summer later.Bret Stilson stated they would be open past 7 p.m. for the teens only on Friday nights.If the teens do what they say they are going to do, they will probably extend it to a few more days during the week. As the club is small, they are primarily doing things with the teens.They want their own separate space.If the teen does something around the younger children that they do not allow, the teen gets the same punishment that the younger child gets - and they do not like that at all, which he understands.Hal Hansen asked if they wanted the local board roster that evening.City Clerk Kathleen Connelly stated they could drop it off whenever they got the chance. The next applicant was Mesa Senior Services, represented by Dan Taylor, executive director, and Joyce Jorgensen, the local center director.Dan Taylor gave them their brochure on their organization.They try to accomplish health, hope and friendship through their health and nutritional services, health promotion, outreach services and helping people in their homes, and the friendship that ties it all together.They can serve 105 people on a full day, which is done on a regular basis throughout the winter. They are feeding about 70 now, with about 30 home delivery meals at this time.They still have a waiting list for home delivery meals.Joyce Jorgensen was at a meeting with their federal provider, and one of the things they do not want to see is a waiting list for home delivered meals.She believes they will up their funding which will allow them to provide 40 home delivered meals, which will usually take care of the waiting list.Dan Taylor they have added a program called "Meals While You Heal", which delivers frozen meals to people who have just gotten out of the hospital.A simple phone call notifies them that these people need meals.They have outreach staff at the senior center 2.5 days per week to handle these calls and assist those at the center.The service will provide 14 meals if they have room in their freezer that they can eat whenever they want to.Chairperson Cranmer asked if there is a fee for the meals on wheels.Dan Taylor stated they just suggest a donation with all of their meals;those that can afford to give more do so.They have a suggested $2.00 donation for the meals on site at the senior center.It is confidential, the money is put into a box.Councilmember Urich asked how they came up with the $2.00 price.Dan Taylor stated it evolved over time; it used to be lower but with the price of food going up they had to increase it.They do not want to put it beyond a certain price; they lost some people the last time they raised it because they were too proud to say they could not afford it.They always check with the advisory committees before they make any HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 12, 1999 PAGE 7 OF 18 increases in price.They have found the $2.00 to be a pretty good comfort level; the Apache Junction Center averages $1.70 to $1.75 per meal at the senior center.The home delivered meals average lower; the "Meals While You Heal" averages $1.30 to $1.35.They want to get the service to the person and they would like them to contribute, but they are not going to force them to contribute.He believes everybody in Apache Junction receiving meals contributes something.Joyce Jorgensen stated there are some that are not able to contribute much monetarily, so they volunteer to wrap silverware, carry trays and clean the room.Commissioner Huerta asked if they still have to notify them 24 hours before a meal that they would like a meal.Dan Taylor stated if someone did not make a reservation and someone else called in and canceled, they will then put that person on the list for food.They will at times call people to see if they are attending.He commented they do not like to turn anyone away, but in the winter they frequently have to turn them away.Chairperson Cranmer asked if they have two sittings.Dan Taylor stated they do not,but it has been discussed.Due to the fact that they have programs going on before and after lunch, and the size of the facility, they are unable to do so.Commissioner Waters asked if a lot of winter visitors are coming in during that time.Joyce Jorgensen stated they have a sign up sheet printed daily.It has the Apache Junction residents on it.If they cancel, then they fill it with someone else; this year they had fewer winter visitors than in the past.She has noticed that there are people who were winter visitors that are buying houses here and are selling their out-of-state homes in order to live here year round.Vice Chairperson Bennett commented she believes the senior center should be a helping place for those people who are hungry.She understood that the meal actually costs $5.21 to prepare.Dan Taylor stated the home delivered meal costs that much, the congregate meal is $4.32.Vice Chairperson Bennett stated those people who can afford to eat out should do so but they should be able to attend the social hour.Joyce Jorgensen stated they have people who donate a lot of time and money.Dan Taylor stated the meal is the center point, its the things that happen around the meal that create the helpful atmosphere.City Clerk Kathleen Connelly asked if a certain percentage of these people actually live here but go up to northern Arizona for the summer months.Joyce Jorgensen stated they take those people into consideration.Dan Taylor stated it is a rewarding experience to see what is occurring at the senior center.People are serving and helping; everyone is served at their table which makes everyone feel equal.They have the health education program,an outreach person to answer their questions, and a lot of other services that are there for them to insure that they can have the best quality of life that they can for as long as possible.Joyce Jorgensen commented Adult Protective Services came out today to explain what was available to them; they have different talks every Wednesday. Dan Taylor commented they currently deliver a hot meal Monday through Thursday and a frozen meal on Thursday for Friday; their goal is to hot meals five days a week with weekend frozen meals an option.However, they need the additional funding. HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 12, 1999 PAGE 8 OF 18 Vice Chairperson Bennett asked if they serve meals five days a week at the senior center.Dan Taylor stated they started doing that a few years ago and it worked very well.City Clerk Kathleen Connelly asked if the Apache Junction residents were given the opportunity to go over and use the multi -generational center in Mesa.Dan Taylor stated they may go, it is totally open, but they have found that most people want to attend the center in their own city.He did notice that some of the winter visitors who could not get in at Apache Junction did go over to the multi -generational center.The facility was just opened in March and it should not cause an impact on this center.It could take some of the pressure off this center.They have been able to offer some computer training through the schools.Commissioner Huerta asked if the meals were coming directly from the new center.Dan Taylor stated they are not coming from there yet, but they will be by August.This will improve the presentation of the food. They have also gone to the microwave containers for the food, which gives them a better base for the food and allows it to hold the temperature during transportation. Commissioner Huerta asked if the frozen meals would be in the same package.Dan Taylor stated not yet.Joyce Jorgensen added they have some people who do not have microwaves. The Salvation Army was the next applicant to be interviewed.They were represented by Envoy Arlene Flores,her husband Juan,and their bookkeeper,Edith.Edith distributed copies of the corps budget.There are separate budgets for the thrift store and the corps.She also handed out copies of their last audit, including an acceptance letter of their response letter.Councilmember Urich commented it is dated 1-22-98. Edith stated that is the date of their last audit, they did not do one this past January. They will probably do one in August.They are currently transferring from manual books to computerized bookkeeping throughout the southwest division; it is holding up a lot of things.Councilmember Urich stated she was surprised the last two audits were so close together.Edith stated they had their normal audit date and another was performed when the commanding officer was transferred.One is always done at that time.Councilmember Urich commented she was surprised they did not do yearly audits.Edith stated they normally do, but there has been so much going on in the last few years that they did not get done.Chairperson Cranmer commented they are asking for $8,000.Edith stated she did not recall the amount stipulated in the letter; they last received $8,000 and they would like to receive whatever they can get. Chairperson Cranmer commented they did not receive any funding last year.Envoy Arleen Flores stated she was not here at that time so she does not know what occurred.Commissioner Huerta stated the budget they were just given is the same one that the commission already had.Edith commented the audit is the same as the one previously sent.Chairperson Cranmer asked if they have records for this year on families that they have helped.She found the information after looking into the packet more.Edith commented that is the budget for the store and for the corps. HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 12, 1999 PAGE 9 OF 18 Commissioner Huerta commented it is the projected budget.Edith stated they have actual figures through 9-30-98,with the proposed budget ending in 1999. Councilmember Urich commented there is no one on their advisory board that lives within the city limits.Envoy Arlene Flores stated Ray Kimball lives in the city limits; he moved to the city recently.Councilmember Urich commented the other two Apache Junction addresses involve a business address and one that is not within the city limits.Councilmember Urich asked if Ray Kimball lives within the city limits. Envoy Arlene Flores stated she is not sure as she does not know what the city limits are.Councilmember Urich commented she would have to in order to spend the city's money.Envoy Arlene Flores stated she was not sure of his address; she knows he lives near the foothills.Councilmember Urich commented that may not be in the city limits.Chairperson Cranmer asked what they proposed to use the $8,000 for.Envoy Arlene Flores stated they intend to use it for housing, food and immediate necessities for families.Chairperson Cranmer asked if they worked with other agencies in Apache Junction that give out food and gas money and if they use referral.Envoy Arleen Flores stated they do.They call around and work with St. George's, the Food Bank, Project Help and any other agencies that could help service the people here.They give them a written referral.Chairperson Cranmer asked if they do the same with them. Envoy Arlene Flores stated they do.Commissioner Waters asked if they monitor repeats.Envoy Arlene Flores stated they do; they keep a file on every person who comes into their offices.They only give them one financial assistance per year and food boxes once every three months.They also cross check in case someone moves in with someone who has been receiving assistance before.Chairperson Cranmer asked her when had arrived.Envoy Arlene Flores stated she had arrived in January of 1998.Commissioner Huerta asked that they include the address on the reports along with the names of the people they have helped.City Clerk Kathleen Connelly stated they were submitting that on a quarterly basis when they were receiving funding. Commissioner Huerta stated they do not have to put down their names, they can just use initials.City Clerk Kathleen Connelly stated the initials work if they are protected by some kind of confidentiality, such as the mental health center.It will not work for the other agencies.There was a general discussion on the city limits.Commissioner Huerta asked if they were receiving funding from any other sources.Edith stated they still get FEMA funds.Chairperson Cranmer asked if they get any funding from the national organization.Envoy Arlene Flores stated every post has to raise their own funds,which they do with their kettles,thrift store and with their mail appeal. Councilmember Urich asked if they would specify how much of the $8,000 would be used in each area.City Clerk Kathleen Connelly stated the commission can do that break down.Vice Chairperson Bennett stated that could be difficult as it could depend on the circumstances.Edith stated the biggest need is the rental assistance.Vice Chairperson Bennett commented she believed they do not pick up the full cost of the rent, that they share it with other agencies.Edith stated that was correct; they either HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 12,1999 PAGE 10 OF 18 share with other agencies or the person comes up with part of it themselves.Envoy Arlene Flores stated they have a cap; the person has to show a receipt for the portion they have been required to pay themselves and then the Salvation Army will pay the rest.Commissioner Waters asked if the people being served where those that just needed a temporary helping hand, or were there people who were just going from place to place.Edith stated you will always have the latter ones, and they have to watch for those.Many of the turn aways are the latter.Commissioner Huerta asked if they were getting homeless families and how they were working with them.Envoy Arlene Flores stated they get them and they will put them up for three days in a motel if they have the funds.If possible, they will hep them get jobs.If they do not have the funds, they end up calling Community Action Human Resources Agency or another agency that will have the funds to provide them shelter.Commissioner Huerta asked if they help them to find housing.Envoy Arlene Flores stated they do, they only put them into motels if there is no housing available.They only move them into a motel if there are small children involved.And they make sure the family agrees to look for a house during that time before they give them the motel room.If the family does not comply, they are removed from the motel.Vice Chairperson Bennett asked how the screened for drugs and alcohol abuse.Envoy Arlene Flores stated they have the ability to test them for drugs if they choose to do so.Vice Chairperson Bennett asked if they had some facilities where they could work 2 or 3 hours in exchange for what they are being given.Envoy Arlene Flores stated they do.Edith commented the social services office tries to find them jobs.They have a weekly job line listing.Councilmember Urich asked if the were required to attend the services over there.Envoy Arlene Flores stated they do not; they have a worship center they can attend if they want to but they are not turned away if they do not.They apologized for not having a more recent audit, and Commissioner Huerta advised them to send the commission the new audit when it is completed.Edith invited all of them to stop by and see the changes that have been made in the Salvation Army since the Torrez' have arrived. The final applicant was the Apache Junction Reach Out Food Bank.It was represented by John Snethen.Chairperson Cranmer asked him to tell them about the past year.John Snethen stated they had some ups and downs.They currently need more money and they are out of room, however, they did service a lot of people.The WIC program takes up part of the building and it does not leave them too much room. There was a general discussion on the needs, possible relief and the general layout of the building.Chairperson Cranmer asked if they get funding from anyone else.John Snethen stated they get money from Community Action Human Resources Agency and the city, and they have applied with the United Way.Chairperson Cranmer asked if they needed money to build a portable building of some type there.John Snethen stated it would be nice if the city and county would get together on that.City Clerk Kathleen Connelly stated it could not come through this funding.Johh Snethen stated HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 12, 1999 PAGE 11 OF 18 they are asking the city for money to buy food.A woman added the population is growing and food prices have gone up.Vice Chairperson Bennett asked how they did through the mail with that.John Snethen stated they did good on that; they would run out of food during the summer if it were not for the contributions received through the mail.Vice Chairperson Bennett asked if there grant writer had ever approached Boeing.John Snethen stated they had.A woman said they were given money last year but they did not receive any this year.Councilmember Urich commented she had been over to the Food Bank about a month ago and she complimented them on a well run operation.John Snethen stated he has 62 volunteers and they are super.City Clerk Kathleen Connelly complimented him on his detailed reports.Chairperson Cranmer remarked they are clear in what they are requesting the money for and what they are using the money for.John Snethen commented if they hear about a place where they can get food, they search it.Vice Chairperson Bennett asked if they were still having problems with their vehicle.John Snethen stated they now have another vehicle.They can roll the pallets from the Food Bank right up on it.They are not asking for the increase in the money just to have an increase, they will be buying food with it.They went $63 in the hole buying food last year.Vice Chairperson Bennett asked if they were given wholesale prices when they buy the food.John Snethen stated they are allowed to buy the sale items in bulk wherein other people are limited to three sale items at Bashas'.Fry's will not let them do that.Commissioner Huerta asked if they still bought food from St. Mary's Food Bank anymore.John Snethen stated they receive food from St. Mary's Food Bank.Commissioner Huerta asked if they get it free.John Snethen stated they get free food, with a lot of it being free produce.Commissioner Waters asked if they get any overages from the bakeries. John Snethen stated they get that from all the stores, even Fry's.There was general discussion on the different stores, clubs, churches and civic organizations that have donated food or money and suggestions on other means of obtaining additional food or money.Chairperson Cranmer complimented him on his clear and detailed reports, adding those reports allow the city to keep funding them.John Snethen commented that they highlight the streets outside the city limits on their maps to ascertain if someone lives in the city or not.City Clerk Kathleen Connelly stated they always provide a higher level of service than the city funds them for.John Snethen commented their boundary goes to the county line to Queen Valley Road to Ellsworth, and it takes time to mark off those roads outside the city.Anyone that comes in does not get turned away, they all get food.Commissioner Huerta asked where the closest food bank was for those people living west of his area.John Snethen stated there is a Baptist church on Ellsworth that has a food bank.Commissioner Huerta asked whey he was servicing the people up to Ellsworth.John Snethen stated they have no other place to go and they require them to attend service to get food.There was a discussion on other churches with the same requirements.Vice Chairperson Bennett asked if they had people coming in every week.John Snethen stated they are allowed HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 12, 1999 PAGE 12 OF 18 to receive food every two months.Vice Chairperson Bennett asked if they would give them an earlier supply if they had a church referral.John Snethen stated they would give them the food.There was general discussion on the procedure for getting the addition built.John Snethen commented they would appreciate whatever funding the city gives them, and he would also appreciate a good word regarding the building. 5.Discussion with City Attorney on available options in the event of unsuccessful contract performance. City Attorney Joel Stern stated the agreement provides for the applicant to reimburse the city and account for everything that they do not use the way they are supposed to use.If they do not reimburse the city,the city can terminate the agreement officially and then sue them for whatever amount they owe.Depending on how much it is, it would probably be pursued in superior court, or the justice of the peace court if it is a small claims action.Chairperson Cranmer asked if this is stated in whatever they work from.City Attorney Joel Stern commented it is stated in the agreement. City Clerk Kathleen Connelly stated St. George's had the deadline of October 1st for the audit, they did not meet that deadline and no further funds have been distributed. Commissioner Huerta asked if they had used any of the city's money.City Clerk Kathleen Connelly stated they had not; they got the first quarter as they were still in the grace period.Councilmember Urich commented they have not justified the use of that money.City Clerk Kathleen Connelly stated they have provided quarterly reports for that period.Councilmember Urich asked if that was sufficient.City Clerk Kathleen Connelly stated it was; they just continue to lack the audit. City Attorney Joel Stern commented they could ask for an injunction from superior court.If they have the money, the city would ask the judge not to have them spend the money.However, with an injunction you have to show that there is no legal remedy available, meaning there is no contract.There is a contract so the judge would probably say no to the injunction; it would have to be sued under the contract. Vice Chairperson Bennett asked if St. George's had accounted for the funds that had been received.City Clerk Kathleen Connelly stated they did.After October 1 they were no longer meeting the terms of the contract as they did not provide an audit for the past quarter plus the previous year.Vice Chairperson Bennett asked if it would mitigate it some since they have received no funding since October 1.City Attorney Joel Stern stated they did not spend any money in violation of the agreement; there is no cause of action.Effectively, the contract was terminated by not giving them any more money.He stated St.George's could sue the city for that,but they have violated the terms of the agreement.They could go through a formal termination procedure.It could give them bad public relations, but the city officials would be able HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 12, 1999 PAGE 13 OF 18 to explain what had happened.If they do not do what the contract calls for, they have to stop the money flow.This takes care of the problem unless they complain. Commissioner Waters commented that so far they have not complained.Chairperson Cranmer asked if the city attorney writes separate contracts or does he use a generic contract.City Attorney Joel Stern stated it uses formal language and they fill in the spaces; it is not tailored for each specific group.City Clerk Kathleen Connelly stated the dollar amount and the services provided are the only things different.She added the commission wanted to know if anything could be put in the contracts to cover the situations where the agency has failed to perform but they have been allocated the money,and how the money could be reallocated,if at all.Chairperson Cranmer commented the money would be reallocated to an agency like the Food Bank, which had already been funded.This would be additional money.City Attorney Joel Stern asked what the cap was.City Clerk Kathleen Connelly stated there was no cap.City Attorney Joel Stern stated he would have to look at the ordinance as he does not recall what it says.City Clerk Kathleen Connelly stated the ordinance does not state anything on this.City Attorney Joel Stern commented they would then have to amend the ordinance for that kind of distribution.City Clerk Kathleen Connelly suggested doing an addendum to the contract, since the ordinance does not address it at all.City Attorney Joel Stern stated they do not have the authority under the ordinance to do the addendum.This would create a secondary list of agencies to get money if the first set do not perform.As that is not in the ordinance, it would have to be changed. Chairperson Cranmer asked if the ordinance could be changed.City Attorney Joel Stern stated it could be changed by the city council.Commissioner Huerta suggested not putting down the names of the organizations, just if some of the organizations do not comply with their contract, that they do an addendum to other organizations that have already been approved.City Attorney Joel Stern stated they could do that if that procedure is already in the ordinance; the base authority has to be in the ordinance. There would have to be an amendment to the ordinance.City Clerk Kathleen Connelly commented she is concerned that if they change the ordinance, people will then say to remove the terms and conditions.The agencies will complain that it is too difficult to comply.Some agencies do not like the January 31 deadline; they would prefer to come in mid -budget year with their off-the-cuff requests.City Attorney Joel Stern suggested the commission could come before council and advise that a problem could exist where money does not get spent because the organization does not do what it is supposed to do and the money goes back to the general fund.They would want a limited ordinance amendment, addressing only that area.It would be the commission's recommendation.He suggested having another meeting to talk about it.City Clerk Kathleen Connelly stated the ordinance does not even address contracts; it talks about what they are required to file, deadlines, and the quarterly reporting mechanism.It sets out the administrative end of it but it does not get into limitations on contracts. City Attorney Joel Stern suggested bringing the finance director in on this since the HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 12,1999 PAGE 14 OF 18 money does go back to the general fund.City Clerk Kathleen Connelly stated it remains in the general fund until she does the check request to expend it.City Attorney Joel Stern again suggested having the finance director at the next meeting to find out if what they are talking about could work.He would also be there if they would like.He believes it should be fairly easy as they are allowed to do it under state statute and the constitution.They should be able to allocate it any way they want. Chairperson Cranmer commented she hates the fact that they have been given the money to dish out and then it does not get used.There was general discussion about some of the money not being used at all and having to be returned when it could have been used elsewhere.Chairperson Cranmer suggested setting up another meeting. City Attorney Joel Stern commented he would come up with some language.City Clerk Kathleen Connelly asked if they have to amend the ordinance or could they do a new one.City Attorney Joel Stern stated he would do a new ordinance.There was general discussion on whether it should be an amendment or a new ordinance, and what is the proper procedure.City Clerk Kathleen Connelly stated if it is on the agenda, there will be a number of people coming forward asking that it not exist.City Attorney Joel Stern stated they would have to have a public hearing, opening the door, but they cannot just add it to the contract.City Clerk Kathleen Connelly asked if they could put a not to exceed amount.City Attorney Joel Stern stated they could put a cap on the amount.City Clerk Kathleen Connelly asked if that would mean subject to available funds, which could include unused funds by another agency.City Attorney Joel Stern stated they could establish a first draft of those agencies that passed the requirements, and then there would be a second or waiting list in case there are excess funds due to nonperformance with the signed agreements.Chairperson Cranmer stated the second list would only include those agencies that have already been interviewed.City Attorney Joel Stern commented the interviews should be conducted the same way as in the past,using only one interview,and the agencies will be notified if they are on the first list or the waiting list.Commissioner Huerta asked if they would have to do that every year.City Attorney Joel Stern stated they would. City Clerk Kathleen Connelly added this would happen as long as they continue to have nonperformance.There was general discussion on Project Help.City Attorney Joel Stern suggested they add language to the contract stipulating that nonperformance could lead to litigation.City Clerk Kathleen Connelly stated they were going to combine parts of the professional services agreement to these agreements.City Attorney Joel Stern commented they could create a new agreement with that which would not need council approval.City Clerk Kathleen Connelly asked if they came up with a base list and a waiting list,and make recommendations that the contracts include a reference to a not to exceed amount, and if other funds were to become available, it could go up from the base amount to a higher amount.City Attorney Joel Stern stated they should probably have a cap on that.City Clerk Kathleen Connelly commented it would be easier to work with,having a maximum dollar amount. HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 12,1999 PAGE 15 OF 18 Chairperson Cranmer added they could then give it to more organizations.City Attorney Joel Stern asked if they had a breakdown on those agencies that did not perform and how much money was left over.City Clerk Kathleen Connelly stated St. George's was the only one and $7,500 was left over.There was general discussion on the performance of the Salvation Army in the past. 6.Discussion and motion on request from Boys and Girls Club of the East Valley regarding routing of correspondence, contracts and checks. City Clerk Kathleen Connelly commented they had received a letter from the Boys and Girls Club of the East Valley requesting all checks, contracts and correspondence be sent to them.The current contract names the Apache Junction Boys and Girls Club as the recipient.She asked if the city has to honor the East Valley request or does the city continue to send everything to the Apache Junction branch.City Attorney Joel Stern stated a letter should be sent to them advising them of what the agreement says.City Clerk Kathleen Connelly commented she is talking about the next agreement, not the current one.City Attorney Joel Stern asked if she would be doing that for other organizations.City Clerk Kathleen Connelly stated there is no similar situation.City Attorney Joel Stern asked if that is their main office.City Clerk Kathleen Connelly stated it is their administrative office.City Attorney Joel Stern stated he could see no problem with that;it would be up to the commission. Chairperson Cranmer commented they had asked them at the meeting if the city funds would be completely spent in Apache Junction; they implied the funds would be totally spent here and they will show that on their reports.City Attorney Joel Stern stated this is for administrative purposes only;it could easily be changed for next year. Chairperson Cranmer asked if anyone sees a problem with sending everything to the main office.Vice Chairperson Bennett stated it would be similar to the senior center as everything goes to East Mesa.City Clerk Kathleen Connelly stated the senior center has never had any offices here.Chairperson Cranmer stated she agreed with it as long as they could show that all the money was spent in Apache Junction.Commissioner Huerta commented it was okay as long as the money was given for the staff person that they want.City Clerk Kathleen Connelly stated this is something they do not have to do tonight,they can come back to it after they have determined their allocations. 7.Discussion and motion on applications filed by Central Arizona Shelter Services and St. George Catholic Community (Vincentians). City Clerk Kathleen Connelly stated there needs to be some kind of closure on this. Central Arizona Shelter Services has told the city that they cannot meet the requirements as they do not ask anyone where they live.There is no way to HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 12,1999 PAGE 16 OF 18 determine if the people being assisted are Apache Junction city residents.Vice Chairperson Bennett stated if they will not comply with the requirements, then it is their loss.Commissioner Huerta moved that the health and human services applications for 1999-2000 funding, as filed by the Central Arizona Shelter Services and St. George Catholic Community are recommended to the city council for denial based upon the following reasons: Central Arizona Shelter Services because of their inability to provide information and status as a city resident as required by Ordinance No. 659; and St. George's Catholic Community because of their failure to provide the appropriate audit pertaining to the use of city funds as required by the current human services agreement and Ordinance No.659.Commissioner Waters seconded the motion.The vote was unanimous and the motion carried. 8.Consideration of recommendations for human services funding for FY 1999- 2000. Chairperson Cranmer asked if they wanted to discuss any recommendations or wait. Commissioner Huerta suggested talking about it a little.Chairperson Cranmer asked if they wanted to have Community Action Human Resources Agency come to the next meeting.City Clerk Kathleen Connelly suggested they decide that first, otherwise, it is assumed they would not be funded.Commissioner Huerta commented she would hate to see them go unfunded.She would like to interview them if they had a good reason for not showing up today, but if they just forgot about the meeting they should be passed over.Chairperson Cranmer stated she would like to see them interviewed regardless of the reason.Commissioner Huerta commented if it happened now it could happen again or it could happen to another agency; do they want to set a precedent. Chairperson Cranmer asked if they could act upon what they had in their application and forego the interview.City Clerk Kathleen Connelly stated that would be tough, as you know about their existing program, but the case manager position is new. Commissioner Huerta commented the Department of Economic Security has given them the funding for two case managers; that money will be used to help the families those case managers are working with.It will be direct services.City Clerk Kathleen Connelly commented that is a lot of money per family if there are only two families. Commissioner Huerta stated there would be twelve families involved.Councilmember Urich stated it is actually to help twenty families.Commissioner Huerta added they will be working in conjunction with Project Help and these will be families with children.Commissioner Huerta suggested setting a precedent wherein if an agency could not show up and requests to schedule their interview to another day, that they be able to do so.She gave as an example the Salvation Army not being able to show up today.Vice Chairperson Bennett reminded her the Salvation Army did show up today; they were told to be here as there would be no other interview date.She added Community Action Human Resources Agency may have a good reason for not HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 12, 1999 PAGE 17 OF 18 being here;if it is legitimate,they should be considered.Commissioner Huerta suggested allowing anyone that did not show up for their appointment to be able to make another appointment.This would not show any favoritism to Community Action Human Resources Agency.Chairperson Cranmer and Commissioner Waters agreed that it would have to be a very good, legitimate reason to allow them to reschedule their appointment.City Clerk Kathleen Connelly suggested they set up another meeting,which will enable them to discuss the contracts,and invite Community Action Human Resources Agency at that time and let them present their reason for not showing.They can decide then if they want to interview them.There was general discussion on the suggestion.The commission agreed with it. 9.Discussion on future meetings. There was general discussion on the next meeting date.The commission agreed to meet on Monday, May 24th , at 1:30 p.m.City Clerk Kathleen Connelly stated she would contact Community Action Human Resources Agency and ask them to be here to tell the commission what happened.Chairperson Cranmer added they would do the recommendations for funding at that time.City Clerk Kathleen Connelly reminded them there would be a gap with St. George's not being able to get funding, though some of it will be covered by the Salvation Army.There was a general discussion on the amount of money available this year, which is again set at $78,000. 10.Adjournment. The meeting was adjourned at 7:15 p.m. __,ea-ele,6-ZA_ Carol Cranmer Kathleen Connelly Chairperson City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING MAY 12, 1999 PAGE 18 OF 18