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HomeMy WebLinkAbout2003-10-27 HHSCMINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION City Conference Center 1001 N.Idaho Road,Apache Junction,AZ October 27,2003 -6:00 P.M. COMMISSIONERS PRESENT: JOYCE PAYNE,VICE CHAIRPERSON STACEY GYENIZSE KATHRYN STOCK (arrived 6:13 p.m.) 1.Call to Order/Roll Call. STAFF PRESENT: KATHLEEN CONNELLY,CITY CLERK BRENDA CHERRYHOLMES,SECRETARY ROGER HACKER,GRANTS SPECIALIST MELINDA LARSON,CDBG ADMIN.ASST. Vice Chairperson Payne called the meeting to order at 6:10 p.m.City Clerk Kathleen Connelly called the roll and advised there was no quorum present but as there was no voting scheduled for tonight's session they could proceed with their discussion. 2.Review of proposed projects for State Special Project (SSP)grant to include discussion on possible interviews and need for staff to obtain additional information. Grants Specialist Roger Hacker distributed a one page summary of all the projects that were suggested during both the departmental meeting of the directors and the public meeting on October 14.They had previously been given a packet giving all the information on the projects.He asked if they had any questions on any of the projects or if they would like to interview any of the individuals from any of the organizations. Vice .Chairperson Payne commented the information indicates that the city will provide the apartment complex for the mentally ill..She asked how the city will provide the apartment complex.The information states it will cost $200,000,but i t does not state who will take care of the project. Grants Specialist Roger Hacker stated it would have to be a partnership between Superstition Mountain Mental Health Center and the city.The mental health center would become a subrecipient and the city would have to execute a number of contracts with them as they would be the legal entity that would own the building.The city would be a conduit of fund . HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING OCTOBER 27,2003 PAGE 1 OF 13 Vice Chairperson Payne asked who would be responsible for collecting the rents and maintaining the building once it was done. Grants Specialist Roger Hacker stated it would be the responsibility of the non-profit organization. Vice Chairperson Payne commented the $200,000 would go towards rehab of the building and the mental health center would be responsible for collecting the rents,any repairs and maintaining it once the building was rehabbed. Grants Specialist Roger Hacker stated that is correct.They would have to have a use agreement saying how these facilities would be used that would cover their operating budget,including that they are providing the money, staff,and all of that.The city does not become a landlord. City Clerk Kathleen Connelly asked if they would also do the pre-screening. Grants Specialist Roger Hacker stated they would. City Clerk Kathleen Connelly commented they currently have several facilities in the city that they maintain for the seriously mental ill population. Grants Specialist Roger Hacker stated it would be comparable to what the city just, did with the expansion of the food bank.The food bank is totally responsible for the program. Vice Chairperson Payne asked if this would be in conflict with the amount they were awarded for last funding. City Clerk Kathleen Connelly stated it would not.That funding is for cases and emergency situations where someone is having a crisis.This is much more comprehensive and is a living facility.She believes they have a live-in caretaker in some if not all of their other facilities. Vice Chairperson Payne asked if they already have a location in mind so that it could be purchased and rehabilitated within a year's time. Grants Specialist Roger Hacker stated he had e -mailed the person suggesting this but has not heard back from her.He is unaware if they have a building picked out,but she knew this project would have to be completed within 12 months or it could not be submitted.She submitted that project with that understanding. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING OCTOBER 27,2003 PAGE 2 OF 13 Commissioner Stock commented the form asks if it can be completed in time and it states yes. Vice Chairperson Payne commented this one would be worthy of consideration but .she had some questions on it.There are a lot of people there on welfare,but if they work even for minimum wage they are contributing something.She would like more detail or a presentation. Grants Specialist Roger Hacker stated that is up to the desire of the commission.Staff can research those or the commission can request a face to face discussion with Jackie. Vice Chairperson Payne stated she would like to see a presentation because then she would have all the figures and the totals instead of staff trying to gather i t all. City Clerk Kathleen Connelly stated they would have to present all of that information in order to have a valid application.They would need budgets, locations and assurances.They are entitled to ask for that if they wish to see it when they meet again. Vice Chairperson Payne asked if it Was feasible for the commission to ask for them. Grants Specialist Roger Hacker stated he believed they would be doing their due diligence if they asked to see the information. Vice Chairperson Payne stated she would like to see more as she believes i t is a worthwhile project.It: would benefit a lOt of the residents but she would like to see what is proposed .and how it would get done. Grants Specialist Roger Hacker commented the commission is meeting again on November 12.He asked if they would like Jackie to attend the meeting. Vice Chairperson Payne stated she would. Grants Specialist Roger Hacker asked what other information she would need to bring besides the location. Commissioner Gyenizse commented they would like to know if i t is a group home or individual units,and how many units they are asking for.She also wanted to know if they would be putting in some of their own money as well,as that is not a lot of money for an apartment complex,or to remodel one. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING OCTOBER 27,2003 PAGE 3 OF 13 City Clerk Kathleen Connelly stated group homes in residential areas bring problems unto themselves. CDBG Administrative Assistant Melinda Larson asked if they wanted to hear what the program is. Vice Chairperson Payne stated she would like to hear what they are proposing. City Clerk Kathleen Connelly stated years ago they brought a structure from Williams Air Force Base as it was closing and relocated i t in the city. Vice Chairperson Payne commented she does not believe they could do that anymore with the new ordinances. City Clerk Kathleen Connelly stated she could not state that for a fact. Vice Chairperson Payne stated the next project was transportation for low income residents.She likes that concept.However,she recalled that they had applied for the van earlier and the Senior Center stated they did not need one as they did not have anyone to drive or maintain it.She believes the suggestion came from the woman from CAAFA,and she would like her to advise them who would be getting the vans and if they would have contracts to keep them maintained once they are purchased. City Clerk Kathleen Connelly asked Roger if he had ever seen any written assurances from the other groups stating that they were interested in the vans. Grants Specialist Roger Hacker stated he had not.Some of the agencies did attend a meeting he chaired about six to eight weeks ago on transportation and they had verbally indicated they would be interested.He suggested the commission invite her to come on November 12 also. City Clerk Kathleen Connelly commented the commission might want letters from the other groups giving assurances that they also have the drivers. Vice Chairperson Payne commented that once they are purchased and are given to the agencies they will have to do the insurance,the maintenance,the gas,pay for a driver and they will need to know if they will have funds to do that. She would not like to have them approved,buy them and then have them sit. City Clerk Kathleen Connelly commented she assumes they could not be used to take a family to the lake or Disneyland. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING OCTOBER 27,2003 PAGE 4 OF 13 Vice Chairperson Payne stated they definitely need some type of transportation,but she is not sure this is the right one.She had seen a presentation wherein those people transporting others would be paid for doing so. City Clerk Kathleen Connelly stated the city is still going to do that.It is called Enabling Transportation.The city is getting there. Commissioner Gyenizse commented they had previously asked if the vans could be used for residents only and who would be classified a resident.She asked i f they would be considered Apache Junction residents if they came from another city to Apache Junction.She also was concerned about duplication of services with all the different vans being purchased. Grants Specialist Roger Hacker stated there could be two answers from two perspectives on the definition of resident.The council's definition would b the intention on how the city legally uses its funds.The other would be, a definition from the Department of Housing.He stated he could do some background research on that issue.. CDBG Administrative Assistant Melinda Larson commented the price of each van was relatively low.She asked if these 8 vans would have to be American Disabilities Act accessible. City Clerk Kathleen Connelly stated they would have to be. Grants Specialist Roger Hacker agreed. CDBG Administrative Assistant Melinda Larson stated the number of vans may be reduced if the cost is going to increase per van. City Clerk Kathleen Connelly stated the passenger room decreases once the lift is put in. Vice Chairperson Payne questioned how many they could purchase if the cost is higher and if they have an estimate on the cost.She continued stating the next item was a medical van.She commented the application is vague so she is not sure if it is a valid project.There is no information on who Would. coordinate the project. Grants Specialist Roger Hacker commented he sent a blank copy to the woman who had suggested the idea and he did not get anything written back for their review.He filled out what was on the form;she may have .different answers. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING OCTOBER 27,2003 PAGE 5 OF 13 Commissioner Gyenizse asked if this is the same woman at the last meeting who talked about the churches assisting on this. City Clerk Kathleen Connelly stated i t is.She had a pediatric practice. Commissioner Gyenizse stated she, did not appear to be sure if it would just be for Apache Junction or for a much wider area. City Clerk Kathleen Connelly stated she said something about a 30 mile radius for a service area. • Vice Chairperson Payne stated this project is vague with little detail. Commissioner Stock questioned if they would have enough money for everything they are talking about:. it is all medical care. Commissioner Gyenizse asked if this would just be for the van. Commissioner Stock commented is states to purchase and build a van to specifications for the purpose of delivering medical care to low and moderate income people. City Clerk Kathleen Connelly asked if they have to guarantee that a program exists for a certain number of years before they can receive the funding for that type of program. Grants Specialist Roger Hacker stated they would have to get a letter from their board of directors saying that they do,in fact,have the funds for operating i t for at least one year after the van,is purchased.The city would have to get a copy of their most recent IRS statement and a copy of the agency budget. City Clerk Kathleen Connelly asked if there was a 5 year time frame. Grants Specialist Roger Hacker stated there is not.There is a nonprofit organization that contacted him last week that currently runs a dozen different medical clinics throughout the valley.They are submitting an application for a federal grant to open a clinic in Apache Junction.They serve from the west side Buckeye area to Guadalupe. Vice Chairperson Payne asked if there were any others they would like to talk about. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING OCTOBER 27,2003 PAGE 6 OF 13 Grants Specialist Roger Hacker asked if she wanted staff to reach the woman who submitted this idea and see if she would like to present i t further. The commission consensus was to give her the opportunity. Vice Chairperson Payne stated the next two,renovation of businesses and low to moderate income housing,are vague and give no information on who would use it or how the funding would be distributed or who would coordinate the distribution.There are no names on these,either. Commissioner Stock commented they would have to take them together and have the same spokesperson. Vice Chairperson Payne commented i t states these come from the Chamber,local community development,and Main Street.There is no information on who presented it or what they really wanted i t for.It appears to be an idea,but she asked who would present it. Grants Specialist Roger Hacker stated the renovation of an existing building utilized by local businesses Came from the hearing last summer.It was brought up by some business people who Own businesses in the old town area of the city.They were invited to come to the meeting two weeks ago but they did not attend the meeting.He does have information on people who could be invited to give them more information on this project.He could also research i t if they still want to submit that idea,as things may have changed. Vice Chairperson Payne commented there are a lot of areas that need to be fixed up and that need to be made handicapped accessible.She again questioned who wanted to do it and where it would go.The same questions pertain to the next project on the renovation of low to moderate income housing. Grants Specialist Roger Hacker stated that came out of the same meeting with some of the same people. Vice Chairperson Payne stated she should not discuss the library project as she is a member of the library board.She declared a conflict of interest. Commissioner Gyenizse asked when the senior center would be out of the library. City Clerk Kathleen Connelly stated the senior center would be out in the first quarter of 2005. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING OCTOBER 27,2003 PAGE 7 OF 13 Commissioner Gyenizse asked if this project could be done in time.She asked if the existing library is the area they are talking about. City Clerk Kathleen Connelly stated i t is.. Grants Specialist Roger Hacker stated this was discussed at the department directors'meeting.The library director indicated that there were parts of the rehabilitation of the library that could be done first off in order to make the October deadline,such as purchasing the new check in and check out system.He commented they could be cutting it extremely close. Commissioner Gyenizse asked if there were other areas in the library that could be rehabilitated. City Clerk Kathleen Connelly stated they do not have a plan for how they are going to move from one side to another.She asked if it would have to be purchased and installed by a deadline. Grants Specialist Roger Hacker stated it would.Anne Surra commented at the last meeting that this might be ,a better project to submit for our regional account fund in June 2004.They would then have 2 years to complete it.with the contract coming in October 2004. Vice Chairperson Payne stated she was not sure if she should ask any of these questions as she is on the library board. City Clerk Kathleen Connelly stated ,she'does not have any financial interest in i t so i t is not a conflict of interest. Vice Chairperson Payne commented i t is a great idea but she is not sure they could get i t done in time.The library use has really grown so they do need more space and equipment. Grants Specialist Roger Hacker stated they could invite the library director to the meeting to ask her these questions,or they could. take Anne Surra's suggestion. Vice Chairperson Payne asked if anyone had talked to Pam Loui to see if she wanted to put i t off until next time. Grants Specialist Roger Hacker stated he had nOt talked to her about it.He asked Melinda if she had. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING OCTOBER 27,2003 PAGE 8 OF 13 CDBG Administrative Assistant Melinda Larson stated she had not. Vice Chairperson Payne suggested having her clarify what she had planned and if she thought i t could be done.She would not have to come to the meeting i f she did not feel i t could be done within the time allotted.They could then consider i t for the next one. City Clerk Kathleen Connelly stated the technology could change within a very short time as well. Vice Chairperson Payne asked if the Grand Hotel project would really come under human services. There was general discussion between City Clerk Kathleen Connelly,CDBG Administrative Assistant Melinda Larson and Grants Specialist Roger Hacker. They concluded it would not come under human services. Vice Chairperson Payne asked if the other commissioners had any other questions. Commissioner Gyenizse stated she would have liked to find out from the person making the suggestion how they would make the Grand Hotel area into a play area or park or something. Grants Specialist Roger Hacker stated since it is not a health and human services project,the commission could not review it. City Clerk Kathleen Connelly stated the code limits them to social services and health areas.Former Vice Mayor Anne Surra is the person who made that suggestion.She spoke with her after the meeting and reminded her that the focal point was specifically designed not to be a park.It is a focal point so there is no parking around there.Her suggestion would involve purchasing part of the Grand Hotel site. Vice Chairperson Payne closed the item with no further discussion. 3.Discussion on decision making process to be utilized at the November 12, 2003,Commission meeting. There was no discussion on this item. 4.Discussion of criteria to be utilized in selection of project(s)to be recommended to the City Council. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING OCTOBER 27,2003 PAGE 9 OF 13 Grants Specialist Roger Hacker stated the planning documents,such as the general plan,park and recreation master plan,and library master plan would be good to reference these projects against.There were some priority projects that were mentioned at a city council retreat a couple of years ago and they could be referenced.There will be another retreat in early November they could reference the projects against.They could also use any direction to staff in council minutes to evaluate the projects.The criteria that the commission used to evaluate the projects for the grants in late spring would also be appropriate. Vice Chairperson Payne asked if Commissioner Gyenizse could be provided with copies of those since she was not with the commission then. There was general discussion on what copies she needed and where they came from.It was determined no copies of criteria had been given to them, everything had been verbal. Vice Chairperson Payne commented she thought they had been given some guidelines. City Clerk Kathleen Connelly stated-they do for the other portion,but this is not the same. CDBG Administrative Assistant Melinda Larson stated she did give them copies of the general plan and she will try to get copies of the other documents referred to. Grants Specialist Roger Hacker suggested staff look through the documents to see if the general plan or other documents referred to mention any of these projects. City Clerk Kathleen Connelly stated transportation is in there. Commissioner Gyenizse asked if she could see something on what types of grants have been awarded before,the criteria used,and the projects apt to be approved. Grants Specialist Roger Hacker commented they could show them what the state has funded for the last two years,such as equipment,building renovation,and housing rehab.The state has no priority criteria for these grants.It is a lottery. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING OCTOBER 27,2003 PAGE 10 OF 13 City Clerk Kathleen Connelly stated the reason why the city's application was moved up was because other applications were faulty.It would probably be good to know what was faulty. Grants Specialist Roger Hacker stated it was the environmental review.Three communities before us messed up their environmental review:it was incomplete. City Clerk Kathleen Connelly Commented that is why the time frames are important. Vice Chairperson Payne commented the housing rehab would have to have the environmental review.She stated that is a question they would have to address. Commissioner Gyenizse asked if the environmental review would already be done for a used building. City Clerk Kathleen Connelly stated it would have to be done on an existing building,too. CDBG Administrative Assistant Melinda Larson stated they had to do a full environmental review for the expansion of the Food Bank warehouse. City Clerk Kathleen Connelly commented that site is not very old. Commissioner Stock commented it would have to be done whether a new site or an existing one is purchased.She added that might be a good question for Superstition Mountain Mental Health,also. Grants Specialist Roger Hacker commented if they recommended money be used to support the city's housing rehab program.they have an open-ended environmental review that has been approved by the state.It is good for another two or three years. CDBG Administrative Assistant Melinda Larson stated the recipients of the money for housing rehab would have to be pre -qualified.They have time to do that this cycle. City Clerk Kathleen Connelly added they would have to be owner -occupied. Commissioner Stock asked if that also pertains tb mobile homes. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING OCTOBER 27,2003 PAGE 11 OF 13 Grants Specialist Roger Hacker stated it depends on what the proposed rehabilitation is.The city has 3 different components to its present program.Two of the three are good for mobile homes,the other is not.An emergency would probably be acceptable under the present program,except you cannot pre -qualify someone on an emergency with this funding.It has to be owner -occupied. CDBG Administrative Assistant Melinda Larson added they also have to own the land. 5.Discussion of Commission presentation.to City Council at the December 1,2003 work session and the December 2,2003 public hearing. Vice Chairperson Payne asked if this is the second public hearing. Grants Specialist Roger Hacker stated that is correct.-He stated the December 1 meeting is more informal .and low key.i t is a give and take session.He commented he thought it would be nice if some of the commission would like to . give part of the presentation.The council likes to see that.There would be different parts to the reports:staff could do one of them and the commission members could do the recommendation part.Staff will work with them to get i t ready. 6.Questions and comments from Commission regarding SSP process. The commission members did not have any additional questions. CDBG Administrative Assistant Melinda Larson asked at what point they would be doing the interviews at the November 12 meeting.She also asked if the commissioners would be able to make a recommendation at the end of that meeting. City Clerk Kathleen Connelly stated during the annual process the commission does interviews for those they choose to interview.Immediately afterwards they narrow down the recommendations and do i t all as one package. CDBG Administrative Assistant Melinda Larson commented she had wanted to be sure they would be able to get the council report done on time. City Clerk Kathleen Connelly asked if they wanted to start earlier on November 12. There was general discussion on what time they should start. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING OCTOBER 27,2003 PAGE 12 OF 13 City Clerk Kathleen Connelly stated they send out letters to the different agencies giving them an appointment time and stating they have "x"number of minutes to present followed by questions from the commission. The consensus was to start the meeting at 5:30 p.m. Grants Specialist Roger Hacker asked who sends those letters out. City Clerk Kathleen Connelly stated she sends them out under the other process.As this is different from that portion of the code,they could go out under his signature. Commissioner Gyenizse asked where the meeting would be held. City Clerk Kathleen Connelly stated it would be held in the City Conference Room.Normally the interviews are fifteen minutes each,though it could be shortened. Vice Chairperson Payne stated they should not be more than fifteen minutes. Commissioner Stock commented they have had no shows in the past. City Clerk Kathleen Connelly stated that is true.She added that she puts in the letter that this is their only opportunity to present to the commission. Grants Specialist Roger Hacker asked for a sample of the letter. 7.Discussion of future meeting dates. Vice Chairperson Payne stated this had been previously discussed. 8.Adjournment. Vice Chairperson Payne adjourned the public meeting at 6:50 p.m. Chairperson Kathleen Connelly City Clerk HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING OCTOBER 27,2003 PAGE 13 OF 13