Loading...
HomeMy WebLinkAbout2002-10-08 HHSCMINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION MEETING City Conference Center 1001 N.Idaho Road,Apache Junction,AZ October 8,2002 -4:00 P.M. COMMISSIONERS PRESENT: ED BARKER,VICE CHAIRPERSON KATHRYN STOCK L.J.TREVILLYAN STAFF PRESENT: KATHY CONNELLY,CITY CLERK JAN MASON,DEPUTY CITY CLERK JOHN PETROFF,DEVELOPMENT JOYCE PAYNE (ARRIVED AFTER CALL TO ORDER)SERVICES MANAGER MELINDA LARSON,CDBG ADMINISTRATIVE ASSISTANT 1.Call to Order/Attendance. Vice Chairperson Barker called the meeting to order at 4:05 p.m.Deputy City Clerk Jan Mason called the roll and advised there was a quorum present. 2.Discussion on commission duties and responsibilities (City Code Article 2-11)Health and Human Services Commission. City Clerk Kathy Connelly briefed the commission on the item.She explained the city council organized the health and human services commission and adopted Ordinance No.659 to address the process non- profit organizations need to follow to petition the council for funds. City Code Article 2-11 created the 5 -member commission and was amended in 1993 to allow 2 of the 5 members to be from the zone of influence, which means that 3 be from the city limits and 2 could be from outside the city limits,if necessary.The article explains how the commission is composed,and addresses concerns such as conflict of interest,terms, non-paying position,meeting requirements,number of members,and filling vacancies.Article 2-11-5 is the most important section because it explains the duties of the commissioners.She will bring Ordinance No.659 to a later meeting,which addresses the annual budget related Health and Human Services application process.She then introduced John Pet roff. 3.Overview and discussion of the Community Development Block Grant (CDBG)program. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 8,2002 PAGE 1of 5 Development Services Manager John Petroff handed out information regarding the Community Development Block Grant information and briefed the commission on the issue.He explained that i t is to help low to moderate -income families in Apache Junction.The federal government gives the money to the state,which then distributes it to the cities. Apache Junction is a non -entitlement city because population is less than 50.000.The money is divided among 15 counties evenly.The city has three areas that are designated low to moderate income resulting from the 1990 census.Those are the areas they work in.They have done housing rehabilitation,streets,and are presently working with the expansion of the food bank.There are many projects that need to be addressed and they are trying to be as fair as possible.The most stringent process is staying within the time line.He went over the three national objectives:to benefit the low to moderate income: prevent and eliminate slums and blight:and address urgent needs.They look at income limits,which come from Housing and Urban Development, not from the city.The one they get most involved in is housing rehabilitation and streets.Vice Chairperson Barker asked if the total amount this year is $260,000.Development Services Manager John Petroff said that is the approximate amount.There is a list of eligible projects.This includes public works,streets,parks,and sidewalks, which they have done in the past.They can do public services,housing. economic development,and neighborhood assistance.Development Services Manager John Petroff explained that the reason they are receiving $260,000 this year is because they have partnered with Payson: originally the city was going to receive $130.000 to $140,000. Partnering has given them more money than they would have received on their own.Commissioner Stock asked if the city would have to give part of it to Payson.Development Services Manager John Petroff said they alternate years.He told them they also need to look at technical assistance since non -profits may be coming for assistance.Because the grant is through the Department of Commerce technical assistance is one of the requirements.City Clerk Kathy Connelly asked if the administrative charge that the city can assess is built in to the $260,000.Development Services Manager John Petroff said yes,and he believed it could be no more than 19%.The item was closed with no more questions. 4.Review and discussion of the CDBG public input process and the commission's role in the process. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 8.2002 PAGE 2of 5 Since the city council had received many Community Development Block Grant applications,they decided to turn over the application process to the health and human services commission because they have done so well in the past interviewing and making recommendations for non-profit agencies.This is a new process for the health and human services commission.City Clerk Kathy Connelly said i t is similar to what the commission does with health and human services funding.They will decide whether or not they want to interview all the groups that have turned in applications. 5.Discussion on proposed timeline for public input on CDBG process and program. Vice Chairperson Barker asked about a proposed October meeting. Development Services Manager John Petroff said that meetings are one issue the commission needs to decide because the meeting dates and times will need to be published in the newspaper.Vice Chairperson Barker asked what the deadline was for council approval on this matter.CDBG Administrative Assistant Melinda Larson stated that on December 2 the council reviews and discusses commission and staff reports and on January 21 the council accepts the staff report.City Clerk Kathy Connelly stated the week of November 7-15 is when the commission would be looking at the projects.Vice Chairperson Barker asked if they have advertised for request for proposals for CDBG.CDBG Administrative Assistant Melinda Larson said no,they have to confirm a date in October.She said the second public hearing is scheduled for November 4,2002.The one they need to decide on has to be before November 4 and the meetings have to be a week apart.Vice Chairperson Barker said i t appears that the first advertisement will be published October 21,2002 for the first public meeting on October 28,2002.Development Services Manager John Petroff said the public meeting will need to be October 28, 29,or 30,2002.Vice Chairperson Barker asked if there were any council meetings scheduled on those nights.City Clerk Kathy Connelly said there were not.Vice Chairperson Barker asked where the public meetings are going to be held.City Clerk Kathy Connelly said they could be held in the conference room or council chambers.She added there may be a planning and zoning commission meeting one of those nights which could affect the location.CDBG Administrative Assistant Melinda Larson added that they could possibly use the senior center i f necessary.City Clerk Kathy Connelly asked John Petroff where they would be advertising.Development Services Manager John Petroff stated they have been putting i t in the Tribune.Independent and News.CDBG Administrative Assistant Melinda Larson said that she and Roger Hacker HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 8,2002 PAGE 3of 5 have gone to non-profit organizations and given short presentations to get the word out.Commissioner Trevillyan moved that the first public meeting be Tuesday.October 29,2002 at 7:00 p.m.at the senior center. Commissioner Payne seconded the motion.The vote was unanimous.The motion carried.Vice Chairperson Barker said the first public hearing will be held November 4 at 7:00 p.m.at the senior center.He went on to state that applications are due from the applicants to the city by November 6.Between November 7-15 the commission will review the proposed projects,determine if interviews are necessary,direct staff to obtain additional information,if needed,rank the projects,direct staff to prepare a report,and review a draft of the report before submitting i t to council.Vice Chairperson Barker said the commission will need to meet twice in that time frame.Vice Chairperson Barker asked i f it were necessary for the commission to meet just to pick up applications.City Clerk Kathy Connelly said no.Vice Chairperson Barker asked if they could just pick them up on Thursday.November 7 and Friday,November 8.City Clerk Kathy Connelly said yes.Vice Chairperson Barker asked if Tuesday.November 12 was okay with everyone to meet again.Commissioner Trevillyan moved that they meet Tuesday. November 12,2002 at 6:00 p.m.in the conference room.Commissioner Stock seconded it.The vote was unanimous and the motion carried. 6.Discussion on criteria to be utilized by Commission in reviewing CDBG applications. Vice Chairperson Barker asked if staff had anything to help the commission out on criteria.Development Services Manager John Petroff said he had some examples and they are strictly drafts.They are enclosed in the packet the commission received:one has to do with project description and one has to do with project evaluation. Development Services Manager John Petroff stated this is where they prefer people that are going to submit applications to give some idea of what they are submitting,the project description,or whatever they are going to do.Then they look at the project evaluation to see if it meets the grant criteria.He reminded the commission that these are drafts,but hopefully they will address and answer questions that do come up. 7.Discussion on and selection of future meeting dates. Vice Chairperson Barker stated they have already picked future meeting dates in Item 5 during discussion of proposed timeline. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 8,2002 PAGE 4of 5 8.Adjournment. Commissioner Trevillyan moved that the meeting be adjourned. Commissioner Payne seconded the motion.The vote was unanimous and the motion carried.The meeting was adjourned at 4:55 p.m. Ed Barker Vice Chairperson Kathleen Connelly City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 8.2002 PAGE 5of 5