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HomeMy WebLinkAbout2002-05-23 HHSCMINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION MEETING City Conference Center . 1001 N.Idaho Road,Apache Junction,AZ May 23,2002 -1:45 P.M. COMMISSIONERS PRESENT: JENNIE BENNETT,VICE CHAIRPERSON ED BARKER BARBARA MUETING 1.Call to Order/Attendance. STAFF PRESENT: JANET MASON,DEPUTY CITY CLERK Vice Chairperson Bennett called the meeting to order at 1:45 p.m. Deputy City Clerk Jan Mason called the roll and advised there was a quorum present. 2.Status report on application for city human services funding. Commissioner Barker asked if Deputy City Clerk Jan Mason had a status report on the applications.She stated she had drafted letters for Against Abuse and another letter to all other applicants stating the commission did not need to interview them at this time because the . commission was familiar with their programs.Their recommendations would be based on previous performance and what is showing on current applications. 3.Interview of applicants for city human services funding for FY 2002-03. Marilyn and Elaine from The Young Marines were present for the scheduled interview.Commissioner Barker stated his only concern with funding the Young Marines was the city ordinance the commission was limited to.He reiterated the funds the commission recommends to the city council must be used on Apache Junction residents only.Elaine stated the majority of the kids involved in Young Marines had Apache Junction mailing addresses.She has one that has an East Mesa mailing address,but he lives in Apache Junction with his grandmother.Commissioner Barker again stated the ordinance limits fund usage to residents that actually live inside the city limits,regardless of what their mailing address is.He asked if they had a method to verify residency.Elaine stated HEALTH AND HUMAN SERVICES COMMISSION MEETING May 23,2002 PAGE lof 7 she could look at a street map for verification.Marilyn said some of these children attend Apache Junction schools.Commissioner Barker stated that did not matter,they are precluded from using the funds unless they live inside the city limits.Elaine said she could implement that if she knew where the incorporation lines are.- Commissioner Barker stated the City Clerk's office could help with that information.Commissioner Barker said if the commission were to fund the Young Marines then he would need an ironclad method for them to. report quarterly on how the money was, being spent,and the commission needs assurance that i t is only being used on Apache Junction residents. Elaine stated she could supply the commission with all _names and addresses of all children involved in Young Marines.-Commissioner Barker asked what they were requesting the funding for.Elaine stated for uniforms,Camp Navajo,boots,and a trip to Old Tucson.She stated only those children living inside the city limits would receive money from the funds received from the commission.Commissioner Barker asked how many kids were in the organization.Elaine stated there were 67 at this time.Commissioner Barker asked if they had any idea how many lived inside the city limits.Elaine stated approximately 35. Commissioner Barker stipulated $75.00 per child for Camp Navajo,$22.50 per pair of boots,$30.0.0 for the trip to Old Tucson,and $100.00 per child for Camp:Pendleton.He asked if the organization could :live with the commission limiting the funding to only the 35 kids that actually live inside the city limits.Elaine stated she would open a separate account for the funding and only that money would be used for city • children.Vice Chairperson Bennett stated the financial, statement they submitted was not certified.Elaine stated they do not have a certified accountant at this time,and at the time she submitted the application they did not really have a budget.Elaine went on to say the Young Marines participated in the Lost Dutchman Days parking and were_given a check for $3,300.00,so she will now have a budget to present to the commission.Vice Chairperson Bennett 'stated the commission does not supply start up money.Elaine stated they have money now and were not asking for start up funds.Commissioner Barker stated the funding was not start up funds,because the organization has been in existence for several years and they do have small amounts of funding and they were operating.Commissioner Barker asked if a certified accountant was mandatory.Deputy City Clerk Jan Mason stated that all financial statements were required to be certified per the ordinance..Elaine asked if there was a time frame she could get that back to the commission.Commissioner Barker stated Deputy City Clerk Jan MasOn would have to answer that question.Deputy City Clerk Jan Mason stated she believed -in the past the certification had to be in before issuance HEALTH AND HUMAN SERVICES COMMISSION MEETING May 23,2002 PAGE 2of 7 of the first check.Elaine stated she could comply with that.Marilyn stated that the organization is required to report monthly t9 the administration above them.Elaine stated she could contact them and the CPA's employed by them could probably certify her records.She will contact their office and have them certify her records and get them back to her before the July 1 deadline.Deputy City Clerk Jan Mason asked i f the organization had any other outside funding.Elaine stated only what the group generates .on their own.Deputy City Clerk Jan Mason asked i f , they had applied to any other organizations_. Elaine stated they, had applied to the United Way but were denied,but were encouraged to reapply.Commissioner Mueting asked what age children they accept in the program.Elaine stated from.8 .to 18,or older if theyare still in school.Elaine stated Young Marines offers'iilany incentives for the children involved.If they go through the program .and join a branch of the Armed Forces,they can go in a Pay grade higher after basic training.They also offer scholarship programs..Marilyn stated when an outsider wants to join the group and work with the kids,they do extensive background checks,tb weed out any undesirables;, Elaine and Marilyn finished by extending their appreciation for the commission taking the time to interview them and consider them for funding. Lailoni Capozzi and Sharon Steinert were present for the interview with the Volunteer Center of Pinal County.Vice Chairperson Bennett confirmed they were requesting funding of $10.000 and stated their last financial statement had not been certified.She stressed they have to be certified and must be in before the grants are awarded.Lailoni stated Donna Woods was their accountant and it was certified by her. Lailoni stated since the original application many things have changed and she had brought the breakdown of all the expenses and a balance sheet.Vice Chairperson Bennett asked if the volunteers were volunteers or paid positions.Lailoni stated they were volunteers and not paid. Vice Chairperson Bennett asked what made this organization different from the other organizations that recommend volunteers.Lailoni said what they hope to accomplish is to be a hub for other volunteer organizations.They do not want to take over anybody's volunteers. They just want to connect people with organizations.She stated they have put together a packet describing what volunteers may be required to do.This packet would be for either the organization or the prospective volunteer.The Volunteer Center would connect people ;like the winter visitors that want to be involved,with a prospective organization.The application process is quite lengthy and allows the prospective volunteer to address the expertise of interests they may have that may enable the Volunteer Center to more easily place them in a volunteer HEALTH AND HUMAN SERVICES COMMISSION MEETING May 23,2002 PAGE 3of 7 position more adaptable to their interests.The participating organizations could give the Volunteer Center a job description of what they desire their volunteers to be able to do.Commissioner Barker asked if there was a charge to become a client of the Volunteer Center. Lailoni stated there was not.Commissioner Barker asked if they could only be non-profit organizations.Lailoni said it could be non-profit or any other organization that does community service and needs volunteers;there really is no criteria stating that they must be a non- profit.Commissioner Barker stated there were some concerns regarding ordinance requirements.He stated the commission has never awarded a grant for start up funds for an organization.He was unsure whether this was against the rules of the ordinance,but the commission had never done it.He stated the commission may need to research that aspect.Deputy City Clerk Jan Mason stated that the program already has to be in operation.Commissioner Barker stated they had never earmarked funds for administrative costs.He also stated that if the commission were to fund the Volunteer Center there would need to be a mechanism in place to assure the commission the funds are going only to benefit Apache Junction residents.He was not sure how they could do that. Commissioner Barker asked how they would keep the money separate when a Gold Canyon resident wanted to volunteer at the Chamber of Commerce. Lailoni stated that it was a reasonable concern,and she was not sure how they could do it,but felt they could do it.Commissioner Barker asked what other sources of funding the Volunteer Center was using. Lailoni stated they had just received,a $5,000 grant from United Way, individual contributions,and .Lyle Anderson will donate a $500 matching grant.Commissioner Barker stated that the $10,000 they are requesting is going toward the first year. budget of $27,234.He asked if that $27,234 will be dedicated to administrative costs.Lailoni stated no, they have printing to do.They have received a lot of in kind,such as the school district allowing them space in the Project Help building, which includes the electricity.Roger Hacker from the city has assisted them immensely.They have received a technical support grant to help get the organization on firm footing and to learn about funding strategies.They also have postage and equipment.Commissioner Barker asked if they would have a volunteer or paid person answering the telephone.Lailoni said it would be a volunteer.Commissioner Barker asked if Lailoni would be the only paid person involved.Lailoni said yes at $8,000 a year.She stated they want to stay small and since you have to pay back Project Help with volunteerism,the two tie together very well.She has proposed the Volunteer Center be open Tuesday. Wednesday.and Thursday at the beginning.They could add more as the Volunteer Center grows.Commissioner Barker asked her to tell him where HEALTH AND HUMAN SERVICES COMMISSION MEETING May 23,2002 PAGE 4of 7 the $10,000 would go.Lailoni stated it was going to go for supplies. telephone expenses.Internet expenses,and a new printer.Commissioner Barker asked her what she anticipated would be her biggest expense besides her salary.Lailoni said the printing of their brochures is quite costly,and their stationary also.She said the paper costs $125 for 300 without printing.Commissioner Barker asked who was doing her printing.Lailoni stated Jan from the city had done it,and the city had copied their stationary also.Lailoni stated she did not know how long the city would do that.She said it was just to help them out and get them started.She reiterated they were not attempting to take volunteers away from other organizations,they wanted the organizations to join them so they would be able to set volunteers up for them. Commissioner Barker asked if they had alternative funding sources in mind if they only received 'a portion of what they were asking for from the commission.Lailoni stated they did have a list of other funding sources,and that if the commission did not grant them funding they would still find a way to make it work.Commissioner Barker stated he thought the program was very good,he just was not sure if the city was even allowed to fund this type of program at all.Lailoni 'stated she understood this,and if the commission were to fund them,she would do whatever was needed to abide by the rules.She also.understood if they did not meet the criteria set by the ordinance.Commissioner Barker stated the most difficult part will be keeping the records straight. 4.Consideration and action of recommendations for human services funding for FY 2002-03. Commissioner Barker asked Deputy City Clerk Jan Mason what the funding requests totaled..She stated the requests totaled $121.500.She said the commission would have to award the same amount they had awarded in the past,which is $80.000.Vice Chairperson Bennett stated she did not want to see the same organizations receive the money year after year. Commissioner Barker stated new organizations do apply,but most of the time they do not meet the criteria.Vice Chairperson Bennett stated she felt the Young Marines and the Volunteer Center did not meet the criteria because neither one had a certified account of their finances. Commissioner Barker stated he felt those were things that could be taken care of.He said both organizations could obtain a certified copy of their accounting before July 1,and in fact they said they would. Deputy Clerk Jan Mason told the commission in the past they had awarded funds to organizations with the stipulation that they must comply by a certain date or the funding would go to an alternate organization. Commissioner Barker asked if the commission could first discuss the HEALTH AND HUMAN SERVICES COMMISSION MEETING May 23,2002 PAGE 5of 7 Young Marines and the Volunteer Center,whether they were going to fund them and how much.Commissioner Barker felt they should try and consider funding the Young Marines.Commissioner Barker recommended they award $4,000 to the Young Marines.Commissioner Barker said although he believes the Volunteer Center is a worthwhile cause he does not see how the commission can fund them.He said they have never - funded an organization for start up funds or administration costs.His biggest concern is how they could account for the money being spent on only Apache Junction residents.Commissioner Barker recommended they not award funding to the Volunteer Center.- Commissioner Mueting stated that she agreed.Vice Chairperson Bennett stated she did not see how the Volunteer Center could ever distinguish between Apache Junction residents and others.Deputy City Clerk Jan Mason stated if the commission were going to fund the Young Marines for $4,000,they would need to take that amount off of another grant.Commissioner Barker recommended that they grant the Food Bank $15,000.the Boy's and Girl's Club of the East Valley at $15,000.Cental Arizona Human Resources Agency at $10,000,Senior Center at $20,000.Superstition Mountain Mental Health Center at $16.000,and the Young Marines at $4,000. Commissioner Barker added a stipulation the Young Marines must comply with accounting methods to the satisfaction of the City Clerk's Office or the remainder of their funds will be divided evenly between the Food Bank and the Senior Center.Commissioner Mueting seconded the motion. The vote was unanimous.The motion carried. 5.Discussion on schedule for presenting recommendations to the city council. Recommendations will be discussed at the work session on July 2 and be on the agenda for the meeting of July 16 to accept or adjust the recommendations and determine when the contracts will come back before the council.Commissioner Barker stated he would present the recommendations for the commission.. 6.Discussion on commission terms -of office. Vice Chairperson Bennett stated she would be leaving at the end of this term.Deputy City Clerk Jan Mason stated Commissioher Barker's term was going to expire next year,and Commissioner Mueting has two more years to serve on her term.She stated the city council had appointed three new members.Commissioner Barker asked who they were.Deputy City Clerk Jan Mason stated they were Joyce Payne,Kathryn Stock,and L.J. HEALTH AND HUMAN SERVICES COMMISSION MEETING May 23, -2002 PAGE 6of 7 Trevillyan.Deputy City Clerk Jan Mason said they would be seated July 1,2002. 7.Election of chairperson and vice chairperson. Commissioner Barker moved that Barbara Mueting serve as chairperson. Vice Chairperson Bennett seconded the motion.The vote was unanimous. The motion carried.Commissioner Mueting moved that Commissioner Barker serve as Vice Chairperson.Vice Chairperson Bennett seconded the motion.The vote was unanimous.The motion carried. 8.Approval of minutes of June 15,2000;June 21.2000;and May .31, 2001. Commissioner Barker Moved that the minutes of June 21,2001,be approved -as presented.Commissioner Mueting seconded the motion.The vote was unanimous.The motion carried. 9.Discussion of future meetings. Commissioner Barker stated there was no reason to discuss any future meetings.Deputy City Clerk Jan Mason stated' to keep in mind that Roger Hacker,Grants Coordinator for the City of Apache Junction,wanted the Health and Human Service Commission to work with him on the CDBG grants, so they may need to meet later in the year.Commissioner Barker stated When that time came the City Clerk's Office would only, need to contact the commission to set up a Meeting_ 10.Adjournment,.•,I,,• Commissioner Barker -MoVed,Oat the meeting be adjourned.Commissioner Mueting seconded the motion..The vote was unanimous.The motion carried.The meeting -was -adjourned at 3:04 p.m. 41. I%-Ara Ed Bar er Chairperson Kathleen Connelly City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING May 23,2002 PAGE 7of 7