Loading...
HomeMy WebLinkAbout2000-06-21 HHSCMINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION MEETING City Conference Center 1001 N.Idaho Road.Apache Junction,AZ June 21,2000 -9:00 A.M. COMMISSIONERS PRESENT: CAROL CRANMER,CHAIRPERSON JENNIE BENNETT.VICE CHAIRPERSON ED BARKER STAFF PRESENT: KATHLEEN CONNELLY,CITY CLERK (arrived after roll call) COMMISSIONERS ABSENT:OTHERS PRESENT: CARMEN HUERTA COUNCILMEMBER URICH,COUNCIL RUTH WATERS LIAISON 1.Call to Order/Attendance. Chairperson Cranmer called the meeting to order at 9:20 a.m. Chairperson Cranmer called the roll and advised there was a quorum present.Commissioners Huerta and Waters were absent. 2.Status report on application for city human services funding. Chairperson Cranmer asked if anyone wanted to discuss any of the applications_Commissioner Bennett questioned why Community Action Human Resources Agency (CAHRA)was asking for $22,000 again this year when they had not used the full amount last year.Commissioner Barker stated that they had used the $12,000 earmarked for utility type work, but they had not used any of the $10.000 for case management. Chairperson Cranmer also stated that they had not documented any use of the case management monies.Commissioner Bennett also stated she was of the belief that CAHRA was supposed to help in the area of health and safety,and wasn't sure if some of the repairs fell in that category, like range,dishwasher,septic repairs.Commissioner Barker stated he thought those were appropriate questions to ask during the interview. Committee took a break.Upon returning from break City Clerk Kathleen Connelly was in attendance.Chairperson Cranmer stated that attendance had been taken and there was a quorum present.City Clerk Kathleen Connelly stated that due to Census Training,Commissioner Waters would not be in attendance. HEALTH AND HUMAN SERVICES COMMISSION MEETING JUNE 21.2000 Page 1 of 12 Chairperson Cranmer asked Commissioner Barker if he had any questions on the Boys & Girls Club.He stated he would wait till the interview.He stated that he had some concerns.Chairperson Cranmer stated that she thought they had restricted them last year to the use of the monies to summer programs.Chairperson Cranmer asked City Clerk Kathleen Connelly how the Commission knew that they were using this money for summer programs.City Clerk Kathleen Connelly replied that the contract stated "they would provide programs and activities for city residents that provide alternatives to the temptation of drug and alcohol use. including but not limited to character and leadership development, education and career development,health and life skills through arts. sports,fitness and recreation,computer education,teen job training,a teen center and game rooms".It did not limit them to just a summer program.Chairperson Cranmer stated that there appeared to be only one person on the board of the Boys & Girls Club that resided inside the city limits of Apache Junction.City Clerk Kathleen Connelly agreed. Chairperson Cranmer asked what the Boys & Girls Club used the money for. City Clerk Kathleen Connelly stated that they don't give a breakdown,i t was just used for the program,such as staffing or supplies. Commissioner Barker asked City Clerk Kathleen Connelly to refresh his memory and tell him how much the Commission had received last year. City Clerk Kathleen Connelly stated that the Commission asked for and received $80,000. Councilmember Urich asked what had happened with the suggestion last year that any dollars not spent would revert to the Food Bank.She asked what would happen if the Food Bank didn't use all the money.City Clerk Kathleen Connelly stated that there could be contract considerations stating that if contract terms are not met,then the contract dollars can be turned over to one of the other agencies. Commissioner Barker asked why they couldn't just put a clause in that i f monies are not spent,then another meeting of the Commission could be called to make another recommendation.City Clerk Kathleen Connelly stated that the Commission could do that,but it would mean going before the City Council and amending contracts.Councilmember Urich stated if it was already in the contract then the Commission would not have to go back in front of the City Council.City Clerk Kathleen Connelly was concerned that the Food Bank could get over saturated.Commissioner Barker stated that perhaps the extra monies should be shared equally - among the other agencies. HEALTH AND HUMAN SERVICES COMMISSION MEETING JUNE 21,2000 Page 2 of 12 City Clerk Kathleen Connelly stated that one of the other conditions she would like to see in the contracts would be to require any agency dealing with rental properties to report the name and address of the landlord,both the contact address and location of rental property.She has found out that some of these rental properties are not licensed in the city and therefore are not paying sales tax.She stated that there is a lot of rental assistance given and she has found a lot of these properties are not licensed as rental properties.Commissioner Barker stated that there should be a stipulation in the contract that the agencies could not extend any monies on rental properties unless the property is licensed in the city as a rental.City Clerk Kathleen Connelly stated that the contract should include a stipulation that i f the agency finds a property that is not licensed they will have to provide that information to the city.Chairperson Cranmer asked if that stipulation would be included in the contract that the agency is given. City Clerk Kathleen Connelly stated yes.Commissioner Barker asked City Clerk Kathleen Connelly if she needed a motion from the Commission on that.City Clerk Kathleen Connelly stated yes.Commissioner Barker moved that all city funds expended on rental property through whatever programs,funded by Health and Human Services Funding.be city licensed as a rental property,and registered as such with the county.and that the agency provide the name and address to the city for those that aren't.Commissioner Bennett seconded the motion.The vote was unanimous.The motion carried. Councilmember Urich asked what decision had been made concerning the excess money that agencies may not use.Commissioner Barker moved that any Health and Human Services funds that are not used be spread amongst the other agencies.approved by the City Council on an equal basis. Chairperson Cranmer asked if they could have some discussion on this. She asked if equal basis meant that every agency that they funded would get an equal amount.Commissioner Bennett stated that i t should be in proportion to what percentage they are getting to begin with. Commissioner Barker stated that is a tough and complicated formula. Chairperson Cranmer agreed but she asked where the greatest need is. Commissioner Barker stated that it would depend on the circumstances. He stated that if money is not being used by an agency then the Health and Human Services Commission would need to reconvene and make a recommendation to the City Council.Chairperson Cranmer stated that she thought that was better than making it restrictive.Commissioner Barker asked how he could get out of the motion he previously made.City Clerk Kathleen Connelly stated that he had received no second,so he could make a new motion.Commissioner Barker moved that in the instance that HEALTH AND HUMAN SERVICES COMMISSION MEETING JUNE 21,2000 Page 3 of 12 there are any funds remaining and not expended.Health and Human Services Commission would reconvene and make a recommendation to the City Council on what to do with those funds.Chairperson Cranmer seconded the motion.The vote was unanimous.The motion carried.City Clerk Kathleen Connelly stated that in other words,if any of the agencies fail to report or misuse the funds,even after the first quarter,then she will call everyone back in to meet and make a recommendation of what to do with the funds.The commission agreed. 3.Interview of applicants for city human services funding for FY 2000-01. The interview with the Boys and Girls Club began with Director Brett Stillson introducing Hal Hanson.Director of Operations of the Boys and Girls Clubs of the East Valley and Linda Miller.Director of Finance of the Boys and Girls Clubs of the East Valley.Commissioner Barker asked if they could expand on the reason for their request 'for $30,000 for one full time employee.Linda Miller stated that amount would include salary and benefits.Commissioner Barker asked how many full tiMe employees they had at this time.Brett Stillson stated they had two, Jennifer Barrison and himself.Commissioner Barker asked if they had any part time employees.Brett Stillson stated that for the summer program they have three.Commissioner Barker how many part time employees they averaged during the year.Brett Stillson stated they averaged two.Commissioner Barker asked what type of staff member they were looking for to fill the $30,000 position.Brett Stillson stated they were looking for a Youth Development Director or a Program Director.Hal Hanson stated that Jennifer Barrison was currently splitting her time between the two positions.Computer Education Director and Youth Development Supervisor.Commissioner Barker asked when they would implement this position.Brett Stillson stated the beginning of the fiscal year.Linda Miller stated that this employee was already working full time.Commissioner Barker then asked if they had two full time employees in addition to Brett or including Brett. Brett Stillson stated including himself.Commissioner Barker asked i f this money were approved would they then have three full time employees. Hal Hanson stated no,they would just have money to pay for the position.Hal Hanson stated the money would be used to pay Jennifer Barrison for the position.Linda Miller stated that the criteria for the computer education grant stated they must have the staff,but i t provided money for equipment only,not for staff.Chairperson Cranmer asked Brett to describe what the new position would be delegating and i f this person were out looking for grants at this time.Brett Stillson HEALTH AND HUMAN SERVICES COMMISSION MEETING JUNE 21.2000 Page 4 of 12 replied yes.this person was looking for grants also.He also stated that this position would structure all the programs through the Boys and Girls Club,and delegate it to the part time staff to implement.Brett Stillson stated that having another staff member to take care of this would free him to be out in the community more.Hal Hanson asked how many kids were involved for the summer.Brett Stillson stated that there were 40 kids enrolled in the program,which is almost 4 times the amount that has been involved in the past couple of years.He also stated that they are seeing about 70 kids a dayjn the summer. Chairperson Cranmer asked what programs were being offered for the summer.Brett Stillson stated they have the Technology Center,an arts and crafts program,outdoor sports,water days,field trip swimming. inter -club activities with other clubs in the valley,and game rooms. He also stated that Pinal County Health Department comes in and teaches health,exercise,and proper nutrition.They have also expanded hours for teens,so the Health Department can come in and present programs suited for them.He also stated that the Police and Fire Department both visit the facility and present programs to the kids...Brett Stillson stated that they have a leadership program called the Keystone Club.He also stated that Junior Achievement brought in all the curriculum to implement their program.Chairperson Cranmer asked for an explanation regarding where the money comes from to run the club besides the grants from the City.Linda Miller stated that they anticipate corporate and civic contributions.Brett Stillson stated that the Moose Lodge gave them a contribution of $8,000.He also stated that in the first year of operation they had received a grant of $50.000 from the Bureau of Justice.He stated that this year they have applied for another $25,000 grant.The also have a Grants Specialist that researches and applies for any grants that may apply.Chairperson Cranmer stated that the club seems very open to just about anything that they can do for these kids.Linda Miller stated that the organization as a whole tries not to become to dependent on any one funding source. Commissioner Barker asked if they did not receive the full $30,000 did they have another plan to fund the remainder of the money.Brett Stillson stated that they would put it to the Auxiliary Board to see i f there is a special event or grant program they can participate in to fund it.Commissioner Barker asked if this $30,000 was not completely available,would the position disappear.Hal Hanson said that position would not,but a part time position may disappear.There were no more questions,and Chairperson Cranmer thanked everyone for their time. Dan Taylor,Executive Director of Mesa Senior Services,introduced himself and stated he was the only one attending the meeting.He HEALTH AND HUMAN SERVICES COMMISSION MEETING JUNE 21.2000 Page 5 of 12 explained that Joyce Jorgenson,the Apache Junction Center Manager, could not attend due to a family medical emergency in Missouri. He commented that they continue to have increases in the programs and services that they offer.They currently deliver 40 meals a day in Apache Junction,on three different routes.Staff takes one route. volunteers do the other two.They now reimburse volunteers 28 cents a mile for meal delivery,which has helped them keep volunteers. Transportation has increased,the van goes out at least twice a day to pick up people,delivers meals,takes people home and also takes people on shopping trips once a week.They applied for a new van and they have been approved and should be receiving i t in the next 30 days,giving them a second van.The van should seat 11 to 14 passengers.They were required to match the state with a certain amount of money.Volunteers went to Schnepf Farms and raised $3000 to apply to the money the Center was required to match.Commissioner Bennett asked if having two vans would eliminate the waiting list for rides.Dan Taylor stated that he hoped this would eliminate waiting.He stated the van they have now is a handicapped accessible van so it only seats 7 passengers plus a wheelchair.The new van is not handicap accessible,so it will be able to seat anywhere from 11 to 14 passengers,hopefully cutting back on waiting lists.He stated that he did not mention congregate meals but at the end of last year they had served a little over 19,000 meals and that number will be about the same at the end of this year due to the fact that they cannot serve any more than that based on space. Chairperson Cranmer asked if they were looking for a different place. Dan Taylor stated they are involved in the multi -generational project, but they will continue to search during the transitional time frame until the project is finished.Commissioner Bennett asked if they had approached any churches with large facilities.Dan Taylor stated yes, they had spoken to some.He also stated that a larger facility would give them the opportunity to offer more programs and services of need in the community.Commissioner Bennett stated that she was invited to the banquet that was put on for the volunteers and she was amazed at the number of volunteers involved.Dan Taylor stated that one of the reasons they were requesting more than last year is because they are adding another van and a part time employee to drive the van. Community Action Human Resources Agency (CAHRA)was represented by Executive Director Mary Lou Rosales,and Housing Programs Coordinator Myrna Davenport.Commissioner Barker asked why there were no reports filed on the case management portion of the contract.Mary Lou Rosales stated that due to restrictions,staff turn over,development of the HEALTH AND HUMAN SERVICES COMMISSION MEETING JUNE 21,2000 Page 6 of 12 program.and the way they had set it up they were unable to use the money.She did say that there was a possibility there would be something turned in before the end of the year,but she said she would be surprised if it was $1,000.City Clerk Kathleen Connelly stated that there were reports filed showing that CAHRA had assisted multiple families.Mary Lou Rosales stated they had filed reports showing the monies were paid from the City of Apache Junction but she realized that she had not checked with the city to see if the vendors were qualified within the city,so they will back that out and pay it from another source. Vice Chairperson Bennett questioned a dishwasher repair from 1999.Mary Lou Rosales stated that repair was from last year,but they have restricted those repairs and have not done those types of repairs this year.Vice Chairperson Bennett then asked about septic replacements. Mary Lou Rosales stated they still do that.Vice Chairperson Bennett stated she thought that if a septic failed the homeowner was supposed to then hook up to the sewer.Myrna Davenport stated that they have replaced the septic where the applicant is located within the city but not connected to the sewer.Chairperson Cranmer asked what they were replacing.Myrna Davenport stated they are replacing the complete septic tank..Vice Chairperson Bennett again stated that she thought i f the septic tank failed they were to be hooked up to the sewer district. Myrna Davenport stated it was not a guideline they had received. Commissioner Barker stated it was a city ordinance.Myrna Davenport stated she had checked with everyone and the applicant was not on city sewer.Vice Chairperson Bennett stated they are supposed to be.Myrna Davenport stated that she checked with the city and the sewer was not available in that area.Commissioner Barker stated that explained the confusion.City Clerk Kathleen Connelly stated that i t is state law that if a septic tank falls they must connect to the sewer district,i f i t is available in their area. Chairperson Cranmer asked Mary Lou Rosales if they were asking for $22,000 this year.Mary Lou Rosales stated they are only requesting $12.000 for home repairs for utility -related appliances and systems and she understood they could not request the case management portion.City Clerk Kathleen Connelly stated that she would like an explanation why all the reports have been late.Mary Lou Rosales stated that she believes i t is growing pains.They have gone from 10 to 19 employees. and the job of doing the reports was dropped on Myrna Davenport's lap without her being aware she had to do them.She stated that she apologized for the delays,but they have changed their calendars so that HEALTH AND HUMAN SERVICES COMMISSION MEETING JUNE 21,2000 Page 7 of 12 they can get the reports done on a better schedule.Commissioner Barker asked if the reports had been received on time in the past.City Clerk Kathleen Connelly stated that there were a couple of times they were a day or two late,but this past Year they were sometimes up to a month behind.Chairperson Cranmer asked if the reason the staff was growing was because of greater need.Mary Lou Rosales stated that they have been able to identify more case management dollars from the state,so they were able to have more people available to work directly with families.She stated that she would like to increase the contract repair cost to $900 maximum per repair.The state legislature increased their funding to $900 per repair and they would like that amount to be the same with this contract.Myrna Davenport commented that i t is difficult to get a contractor to replace a cooler for a new installation for even $900,she often has to pull funding from other sources to get the job done.She stated that sometimes when a single older person with health problems is living alone in a single wide mobile home with evaporative coolers,she will also have a small window air conditioning unit put in,so if the coolers co out,that persons life is not in jeopardy. City Clerk Kathleen Connelly asked what kind of things are going to be put in place to keep them from coing over their contract amount again this year.Mary Lou Rosales stated that Myrna Davenport will be keeping a closer tab on it.It will also depend on the fiscal office.Also, sometimes the bill comes differently than was anticipated,causing some shuffling among the different sources to get the bills paid. Mary Lou Rosales stated that City Clerk Kathleen Connelly had requested a budget.She brought a copy of the budget that was submitted to United Way,because it compares the budgets.It will not be exactly the same as they submitted in the proposal.It will be different than what is in the application package.They have a two-year contract with Rural Development for self help housirig.They didn't spend much of it so they asked for a no -cost extension.which will carry it over to next year. The new budget submitted says S1.3 million,the one submitted with the application says S1.6 million. Chairperson Cranmer complimentei her that she knows they are trying. Mary Lou Rosales stated that it has been difficult to put the grant in place from Rural Development.Working with families with poor credit and identifying families that want to build their own homes has been difficult.Receiving monies for new case managers has tripled the number of case managers,causing the agency to change a lot. HEALTH AND HUMAN SERVICES COMMISSION MEETING JUNE 21,2000 Page 8 of 12 Myrna Davenport stated that a lot of the people that call are regulars. They just have no money to make these repairs and depend on CAHRA for help.Receiving funding later in the year puts a strain on things because there is often already work lined up.and she often has to combine contract money to get the bills paid.Mary Lou Rosales stated that she understands why the contract money comes in later in the year from the City but it would make it so much easier if the money were available sooner. Commissioner Barker thanked them for coming.Mary Lou Rosales added that they had received $3000 from the Town of Florence for financial assistance and the City of Casa Grande also gave them money for a single protocol. Councilmember Urich stated that the City Clerk's office was unable to reach anyone at the Food Bank.Commissioner Barker stated that he needed to be back in his office by 11:30 a.m. Superstition Mountain Mental Health was represented by Gary Selvy and Marge Prushka.Commissioner Barker asked how much of the $18,000 was earmarked for the Information and Referral Network.Marge Prushka stated $3,000.Commissioner Barker asked if the bulk of the city grant was still going to Emergency Services.Marge Prushka stated yes,that was the program they have been concentrating on for the past 2 years because of the rapid growth.Gary Selvy stated that they would be offering services to different regions in the state.Chairperson Cranmer asked if they would need monies for Emergency Services in the new area.Gary Selvy stated no,and if they did that would be a completely different area of funding.Chairperson Cranmer asked if they could describe Emergency Services to her.Gary Selvy stated that i t is face to face emergency service when a person is in a crisis,and giving assistance to help them through that.It also encompasses pre -petition screening when people are placed involuntarily into a hospital. Chairperson Cranmer asked if that involved wraparound at all.Gary Selvy stated no that would only be Emergency Services.He stated that it doesn't pay for the entire program.Marge Prushka stated that they had negotiated an increase in their Block Services Program this year from Pinal-Gila for about $40.000.They added an additional staff person in December which allows them to operate as they should.The V quarter shows a shortage of $1900 on the service itself,with the staff person it amounted to about $8000 for a year.With an increase of $8000 that they are asking for that would help the program.Commissioner Barker stated that everything looked to be in order,reports were HEALTH AND HUMAN SERVICES COMMISSION MEETING JUNE 21,2000 Page 9 of 12 complete and timely.he stated he had no other questions,and asked the other Commissioners if they had any questions.There were no other questions. 4.Consideration and action of recommendations for human services funding for FY 2000-01. Chairperson Cranmer stated that they should be able to give everyone what they had received last year,or even increase the amounts due to the fact that there were only 5 applicants.Commissioner Barker asked Chairperson Cranmer what she was recommending.Chairperson Cranmer stated they could give the Food Bank and The Boys & Girls Club each $15,000;Community Action Human Resources Agency (CAHRA)$12,000;Apache Junction Senior Services $20,000;and $18,000 to Superstition Mountain Mental Health.Even though The Boys & Girls Club is asking for $30.000, it would be more than they received last year.Commissioner Barker stated that he'd like to see Senior Services receive $18.000,which is more than they received last year;and give The Boys & Girls Club $17,000 to help fund the new position.He also added that even though they may help fund this position this year.it doesn't mean they will fund it in the future.Chairperson Cranmer stated she would like to give $20,000 to Senior Services,and give Superstition Mountain Mental Health $16,000.Commissioner Barker stated he would not have a problem with that,it would leave $3,000 for the Network and $13,000 for Emergency Services.Chairperson Cranmer asked if they needed to make a motion,Commissioner Barker asked if they could come back to this.City Clerk Kathleen Connelly stated they could. The Commission took a break.Upon returning from the break, Commissioner Barker made a motion that The Health and Human Services Commission make a recommendation to the City Council for FY 2000-01 to the Apache Junction Reach Out Food Bank in the amount of $15,000:The Boys & Girls Club in the amount of $17.000;Community Action Human Resources Agency in the amount of $12.000;Senior Center in the amount of $20.000;and Superstition Mountain Mental Health Center in the amount of $16,000;for a total of $80,000 in recommendations.Chairperson Cranmer seconded the motion.The vote was unanimous.The motion carried.Commissioner Barker added that a stipulation of the grant money to Superstition Mountain Mental Health allocates $3,000 of the total be used for Information and Referral Services. 5.Discussion and motion on application filed by Central Arizona Shelter Services. HEALTH AND HUMAN SERVICES COMMISSION MEETING JUNE 21,2000 Page 10 of 12 Commissioner Barker asked that City Clerk Kathleen Connelly compose a letter to Central Arizona Shelter Services advising them that their interpretation of the city ordinance is erroneous and thank them for their input.City Clerk Kathleen Connelly asked if anyone objected to that.There were no objections so she advised the Commission that she would go ahead and do that.Chairperson Cranmer stated that they needed to formally tell them that they were denying their application.City Clerk Kathleen Connelly stated that she could also include that in the letter.She also stated that she would include copies of sample contracts so they would know what would be expected of them if they were to resubmit their application in the future. 6.Discussion on schedule for presenting recommendations to the city council. City Clerk Kathleen Connelly stated that due to the July 4 holiday she will not be sending the recommendation to the city council until the July 18 meeting.It will be discussed at the work session on July 17 and be on the agenda for the next night to accept or adjust the recommendations and determine when the contracts will come back before the council.She stated that they are welcome to attend on July 17,but they would not be allowed to speak.Someone should be there in case there are any questions. 7.Discussion on commission terms of office. Chairperson Cranmer asked if they had any members that terms were about to expire.City Clerk Kathleen Connelly stated that Commissioner Ruth Waters term was going to expire and that she would like to be re -appointed.She was unable to contact Commissioner Carmen Huerta.she is out of town until the end of July.she thought she was interested in being re -appointed for one more term,but was unsure.Chairperson Cranmer stated that Commissioner Huerta had told her she was interested in being re -appointed for one more term.City Clerk Kathleen Connelly stated that she would present that to the council. 8.Election of chairperson and vice chairperson. Commissioner Barker nominated Chairperson Cranmer for another term as chairperson.Chairperson Cranmer declined the nomination for reasons that she did not want to discuss at this time.Commissioner Barker suggested they wait till they meet again in the spring when all members are in attendance to do the nominations.City Clerk Kathleen Connelly HEALTH AND HUMAN SERVICES COMMISSION MEETING JUNE 21.2000 Page 11 of 12 stated that if they needed to reconvene they could do i t at that time. It was decided that the nominations and elections would take place the next time the Commission convenes.City Clerk Kathleen Connelly stated that in the meantime the current chairperson and vice chairperson would continue in their duties. 9.Approval of minutes of May 12.1999;May 24,1999;and June 18. 1999. Commissioner Barker moved that the minutes of May 12.1999:May 24, 1999:and June 18,1999 be approved as presented.Vice Chairperson Jennie Bennett seconded the motion.The vote was unanimous.The motion carried. 10.Discussion of future meetings. Chairperson Cranmer asked if there was any need for any future meetings before next year.City Clerk Kathleen Connelly stated there would have to be a meeting if there was a problem with one of the contracts.She would contact everybody for a meeting if that occurred. 11.Adjournment The meeting was adjourned at 11:20 a.m. Carol Cranmer Chairperson Kathleen Connelly City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING JUNE 21.2000 Page 12 of 12