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HomeMy WebLinkAbout2003-11-12 HHSCMINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION City Conference Center 1001 N.Idaho Road,Apache Junction,AZ November 12,2003 -5:30 P.M. COMMISSIONERS PRESENT: JOYCE PAYNE,VICE CHAIRPERSON STACEY GYENIZSE KATHRYN STOCK 1.Call to Order/Roll Call. STAFF PRESENT: KATHLEEN CONNELLY,CITY CLERK . MELINDA LARSON,CDBG ADMIN.ASST. ROGER HACKER,GRANTS SPECIALIST Vice Chairperson Payne called the meeting to order at 5:30 p.m.City Clerk Kathleen Connelly called the roll and advised there was a quorum present. 2.Review of agenda and purpose of meeting. GrantS.Specialist Roger Hacker briefed the commission on the item..He stated they need to get their questions answered on the projects they had directed staff on at the last meeting;discuss the projects;see where they fall in the general plan,council direction to staff and if they are a priority projectHand then they need to come up with a recommendation for the city council.The recommendation could be specific projects talked about this evening or none of them and something else they believe to be a higher priority.Staff would like to have some commission members assist in the presentation to the council. Grants Specialist Roger Hacker stated The United Way is doing a community assessment project;they want to get more "bang"for their bucks in the county.They want to make sure they are addressing needs in Apache Junction and other communities.They are looking at services, for infants and pre- school children,older youth,families,the elderly and people with disabilities.They would like a ranking of those.community needs.He thought this commission may want to look at the survey and give their input on what they believe the community' needs.If they are interested,he will give the commission copies and get their feedback on what he should submit for the city survey. 3.Interview of agencies representing proposed projects for State Special Project (SSP)Grant. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 1 OF 25 Vice Chairperson Payne asked for a clarification on whether a program had to already be in existence. CDBG Administrative Assistant Melinda Larson stated that is not necessarily the case.These particular things are discussed and talked about as in planning documents for the future.She quoted in the documents wherever she could find a reference pertaining to the projects they are looking at.She quoted what was stated.There were a couple of references this past month at the council retreat,such as the library rehab and transportation. Grants Specialist Roger Hacker stated they always like to reference any of the planning documents when they submit a grant application.It makes the application stronger as the decision makers support the project.He added the 7:00 p.m.appointment has cancelled out of the process.Mr.Christian is unable to do the project and another person mentioned only concentrates on new homes,not rehab homes.The second person was only interested if they were going to rehab a business. City Clerk Kathleen Connelly asked if everyone else stated they would be here. Grants Specialist Roger Hacker stated they did.He added the medical van discussion suggested a 25 -mile radius of service;in discussions with the Department of Commerce it was learned that the city would then have to determine what the service area is.The service area would then go from serving the entire city to the surrounding 25 miles. City Clerk Kathleen Connelly commented it would also bring in two counties Grants Specialist Roger Hacker stated this creates some real logistical problems;the project may not be eligible given the economic level of the service area.He would recommend that the service area be for the city only if that project goes forward.In 'regards to the purchasing of vans for transportation, they do not have to be fully. accessible to meet-ADA requirements unless the agency that gets a van is specifically serving seniors or people with disabilities.' -Staff 'contacted those agencies that were not specifically serving those types of residents and advised them they would have to be willing to give people with disabilities physical assistance as an option. Ms.Jackie Slinkard and Jennifer Seales from Superstition Mountain Mental Health.Center briefed the commission on their proposal.Ms.Seales passed around their proposal.She stated their -prOject was tO rehab an apartment building for the mentally ill.She clarified that their intention was not to HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 2. OF 25 rehab an apartment building,but to acquire an apartment building somewhere in the community.Some of their clients with serious mental illnesses find it hard to live with other people.They would rather live by themselves but they cannot do so financially.They end up with roommates,which causes constant conflict.This increases their service costs because they are dealing with home crises.Since the idea was presented,they have realized they have a greater need for a different type of housing.They would like to obtain grant money to obtain a 3 or 4 bedroom home -in the community.They would use i t for adults with serious mental illness to live in with 5t,aff -. support.I t is different from a group home and they will call.lt a community support program.It is the consumers'house:they pay rent,is their home,and they are just there to give them the individualized support that they need to be able to live in the community and avoid several hospitalizations a year and avoid repeated evictions.It will be nice,safe, and affordable for them.They only receive $560 a month to live on to cover all of their housing and everyday needs.They have found over the last several years clients who have fallen through the cracks which they .get referrals for:they are asked to screen these people fOr group homes.A group home has set programming and every client has to go through the level system program with the goal for them to transition back out into the community within a year.It is a fast track program.They get referrals for clients who have been institutionalized all of their lives,or most of it, and i t is not realistic to say they could transition into the community within a year.They stay in hospitals longer because i t is harder to find places for them to live;all the homes in the area are transitional.They have clients that have been with them for years that they know are not ready to go out into the community,yet they are being told by Pinal-Gila Behavioral Health Association that they have been at the center for too long. They have developed a pilot program which they started in August.They currently have 2 clients;i t is very individualized.They have a 2 bedroom apartment where they provide 24 hour support for them.individualized to their needs.There is nothing that states they have to leave in a certain amount of time.Their treatment plans are based on their needs.Their goal is to live in tile community,but they do not have the skills yet to do so. Current programs have not been able to help them get those skills.This is definitely for low income clients.The impact should help reduce service costs in the long run,decrease the frequency of hospitalization,and improve the quality of their lives.They would also like to add a respite component to the program.They have had several clients over the past year that have been in need of 24 hour constant supervision for medication stabilization and crisis stabilization and hospital beds have been full.There is nowhere for them to go and they are not safe at home.In the past they have had temporary staff go out and stay with the client in their home until a hospital bed opens.This costs their agency $21 per hour.The temporary HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 3 OF 25 staff is also not specially trained to deal with the mental illness issue. It is frequently someone who is there just to watch them.They would like to use this program to keep at least one bed open at all times so they could take clients who need somewhere to be safe until a hospital bed is open or the crisis passes.Some clients are suicidal and do not have a plan but they are not safe staying at home.Someone could stay with them for the night or stay at this house.This program would limit them to serving up to 5 clients at a time.With a 3 bedroom they would have extra beds for respite.There would be ongoing support.They have other houses in the community where they do tenant/landlord relationships but they have no support in those houses. Those are for low income mentally ill clients:they are supported based on the rent paid by the clients and their billed services for case management and medication management.The proposed program will be supported this way as well.They pay for the clients meals and support their weekly recreational activities:this program would probably have 2 recreational activities a week where they would learn to be part of the community.She researched some homes in the community and 3 to 4 bedroom homes are running about $130,000.The house would be less than 10 years old and have no maintenance needs.The homes meet the state requirements. Vice Chairperson Payne asked if staff would be living in the home. Ms.Seales stated staff would not be living there;they would be working 24 hour shifts. Commissioner Stock stated they have someone staying there or that would be on call. Ms.Slinkard stated they would be staying there but :they would relieve one another. Vice Chairperson Payne commented one of the bedrooms would not be for a staff person., Ms.Slinkard stated it would not. Commissioner Stock asked if the staff was already on payroll. Ms.Slinkard stated they have hired 3 at this point. Commissioner Stock commented they would not be stretching their budget much more. Ms.Slinkard stated they would not. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 4 OF 25 Ms.Seales restated they have a pilot program going in one of the apartments they own:a 2 bedroom apartment,with 2 clients in it now.One is long term,, the other is gravely disabled and may never transition..The goal is_to help -them transition and learn-skills,but realistically some clients pre.so gravely disabled it may never -happen.They will still provide rehabilitative services,but not with the expectation that they would move out next year. Ms.Slinkard stated one client had been in and out of t.he hospital monthly and has only been in the hospital once since August.The other's health has improved drastically. Vice Chairperson Payne asked how many clients they currently have for this program.• Ms.Seales stated they currently have two:.They wanted to see if this model would work and i t has been working.They are hiring round-the-clock staff for that program. Vice Chairperson Payne commented these are people Who:reportedly .could not live with others.She asked if they would be able to _live With others at the home. Ms.Seales stated these patients are a little bit different than the patients she was talking about earlier:They were originally going for the one bedroom apartments,but this is a more immediate need.These clients fall through the cracks.These clients can live with others with staff on site to resolve any conflicts.It will be a community house; with them having meals together if they like and community meetings. Vice Chairperson Payne asked if the request is for .the purchase of the home. Ms.Seales stated that is correct. Vice Chairperson Payne asked if their organization would be the owner of the home. Ms.Seales stated that is correct. Commissioner Stock asked where they got the funding for the other two homes. Ms.Seales stated one is a two -bedroom fourplex which they got through House Bill money.Only certain diagnoses can go in there.They were given $167,000 to buy that. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 5 OF 25 Vice Chairperson Payne asked how long they have had the other one. Ms.Seales stated they have had i t from before she got there. Ms.Slinkard stated she believes they have had i t 7 or 8 years. Vice Chairperson Payne asked if their organization would be responsible for taxes,maintenance,and insurance_ Ms.Seales stated they would be. Vice Chairperson Payne asked if they had budgeted for it,including ongoing. Ms.Seales stated they have.She proposed the prOject a couple of months ago and their financial officer ran up some numbers .for her to assure them that it would be doable.She can provide a statement if necessary. Vice Chairperson Payne commented if it was recommended,, it would have to be ongoing for 5 years. Grants Specialist Roger Hacker stated i f it was selected they. would have to submit a letter stating that they have the funds to Operate the facility for at least a year after i t is up and going.He added Melinda would have to work with them to monitor the project since_this is,federal,.money for at least 5 years after i t is up and going.The city will assume no responsibility for the program or liability or anything like that.The city is the conduit of the funds only to allow for the purchase of the building. Ms.Slinkard stated she does a lot of that as well to make sure they are in compliance with the Department of Housing.It is customary for the buildings that they currently own. Commissioner Stock asked what the amount is that they are asking for. Ms.Seales stated the market value for the type of home they are looking for is in the $130,000 range. Commissioner Stock asked if that would be sufficient. Ms.Seales stated it would. City Clerk Kathleen Connelly asked how they will introduce this concept to the neighbors in the area they have picked out. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 6 OF 25 Ms.Seales stated the neighbors were not initially happy about the previous project when it was introduced by the CEO's.Over the years they have found that some of their best neighbors have lived there at the house;i t has worked out.She would approach them by providing education and advise them that they have mentally ill people living around them all the time and may not be aware of it;the mentally ill need to follow rules just as anyone else in society does. City Clerk Kathleen Connelly asked if they have any statistics on whether or not this affects property values. Ms.Seales stated she does not believe i t has affected property values based on the two homes they have now.They take care of the houses and the grounds maintenance.There are no signs designating i t is part of Superstition Mountain Mental Health Center:they try to give the client the sense that i t is a normal life.They want them to feel like they are a part of the community. CDBG Administrative Assistant Melinda Larson asked if a neighborhood could block them from opening. City Clerk Kathleen Connelly stated she does not know the zoning regulations for this;there are zoning regulations that say there has to be some type of blood relationship between people in a household,but she is not sure where that falls. Ms.Slinkard stated it would be the same as anyone else buying a home and using i t as a rental. City Clerk Kathleen Connelly stated they are usually not rented out to multiple people. Ms.Seales stated they already have two other homes in similar neighborhoods that they own and they have been doing i t for years and.years and they have never had a problem with zoning or neighbors She cdmMented about when people rent a house and have roommates.' City Clerk Kathleen Connelly stated that is.when the zoning code comes in; there is something in there that deals with non -related individuals living under the same roof. Vice Chairperson Payne commented their 'allotted time was up arid asked them i f they had any questions. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 7 OF 25 Commissioner Gyenizse asked if the clients will be from Apache Junction or will they be referred to the area. Ms.Seales stated all of those identified for the program thus far are from Apache Junction.They get referrals from all over Pinal .County,but they get most of their referrals from Apache Junction and try to keep 611 of their services here. Commissioner Gyenizse asked where the identified CI:lents for thi5 program are now. Ms.Seales stated two of them are in the pilot program and the other two are in a group home that they have. Grants Specialist Roger Hacker briefed the Superstition Mountain Mental Health Center representatives on the grants process. The next interview was with Library Director Pam Loui for rehab of the library.She gave a powerpoint presentation on the project.which is converting the library lobby and the community center to usable library space.The current lobby is impractical.She stated they have space needs for growing collections and a need for a centralized circulation desk.They would like to move towards self-service checkout.They want to protect the materials they have invested in from walking out the door.The' would like some quiet space for study.They -have overcrowded shelves for books.DVDs and CDs.She gave them an example of a self-service checkout system from 3M. Not all of the items could be purchased with the $300,000.Three security gates would cost about $28,000.Two self -checkouts would be $50,700.The staff work stations would run $33,800.The circulation desks would haVe to be constructed new,there would be various new library fixtures. architectural plans,and an upgraded air conditioning system.There would need to be new cabling for the phones and computers and the electrical is inadequate.They would need a new energy efficient entry.They need additional space added on to the building,including removing some . partitions,adding some walls,resurfacing floors,recarpeting the Old library,adding some insulation to the glass,and network equipment.This grant can help them get the job done right.The needs exceed the $300,000 level,but it will allow them to do a lot with the funds. Vice Chairperson Payne asked if the parts of the library to be rehabbed were the lobby and the senior center areas. Library Director Pam Lou_i_stated that would_be_at_minimal_____ HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 8 OF 25 Vice Chairperson Payne asked if it would be completed by October 15,2005. Library Director Pam Loui stated she believed they could design a portion of it that could be totally completed by then.She expects this project to go beyond this grant.They could possibly complete the lobby portion and rehab the carpeting in the old library,or some portion of it.She commented they need $100,000 for the equipment that was mentioned earlier. Vice Chairperson Payne asked if there would be a problem if the commission recommended the project for the city's regular CDBG funding application, which would allow them to start the project in October 2005 for completion by October 2007. Library Director Pam Loui stated she understands the multi -gen center is to be completed by the first part of 2005.She would like to be able to make that space functional for the library as soon as possible.The regular funding could work into the overall plan.They have funds set aside in this year's budget for architectural services to start planning for the next phase of the library.They are planning on having that architectural person on board before the end of this fiscal year.She is not sure how long it will take to pull everything together for the project.She is concerned because the regular CDBG funding goes up to $290,000,while this funding goes up to $300.000.They would be losing some funding in the other request by waiting and there are usually some regular needs for CDBG funds.She is not sure the city would be willing to forego all of those regular needs in favor of putting all of the money towards the library.She believes the project could go higher than all of the funding along the way. Vice Chairperson Payne commented she had answered all of their questions with her presentation. City Clerk Kathleen Connelly stated the:clty council may be awarding the contract to construct the city hall complex .and the mufti-gen Center at next week's council meeting.Things are moving very quickly. Grants Specialist Roger Hacker asked Library Director Pam Loui if she had copies of her powerpoint presentation for the cOmmiSsion.She had three to give them.He then advised her of the procedure the commission would be following to make their recommendation to the council.. Library Director Pam Loui asked if there was the possibility of more than one application being recommended to the council. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 9 OF 25 Grants Specialist Roger Hacker stated they can submit more than one application,but only one will be funded. Library Director Pam Loui asked if it would be a lottery as to which would gets looked at first. Grants Specialist Roger Hacker stated that is correct. The next interview was with Apache Junction Community Needs Transportation Committee,represented by Christy Johnson from Community'Alliance Against Family Abuse.With her was Tisha Hendley,a school coOrdinator..She stated there had been a change in the types of vehicles being requested for transportation.The vulnerable populations in the community are lacking access to transportation.They are unable to. tap into the valuable, resources available in the city.They looked at eachagenoy's transpOrtation needs: five organizations came forward to form a committee.The five organizatiOns are the Apache Bravo Young Marines,Central Arizona Council on Developmental Disabilities,Community Alliance Against Family Abuse,- Salvation Army of Apache Junction,and Superstition Mountain Mental Health Center.They provide services in the community to children,persons with physical and mental disabilities,victims of domestic violence,and the elderly population.These transportation resources WoUld Make an' impact to the , entire community.They are requesting a vehicle be purchased for each - organization.Information on the types of vehicles needed has been provided on the second page of the proposal,plus the cost breakdown They were unable to outreach to other organizations within the limited time:others may come forward later that need transportation.Jwo.other organizations had found a need for transportation but were unable to provide the information due to the time constraint.Each organization had provided a program description and the reason for the transportation request.Each agency is prepared to provide any documentation' necessary to move forward with the grant proposal,and any recordkeeping information for tracking the resOurces. City Clerk Kathleen Connelly asked if all of the requesting agencies have or will have their 501C's. Ms.Tisha Hendley stated they all have them. City Clerk Kathleen Connelly asked if the Young Marines now have one. Ms.Tisha Hendley stated they do. City Clerk Kathleen Connelly commented they did not have that documentation_ -two-years-n o -wW1-t1W -a-§k-ed-f &-fdEthil-6-1F6d1716e Commission. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 10 OF 25 Ms.Tisha Hendley stated they. havb'a new leader for the organization and they all needed that documentation in order to be a part of this committee. City Clerk Kathleen Connelly asked if she had seen it. Ms.Tisha Hendley stated she has not physically seen it:they are going on their verbal agreement.They have to produce it when i t is requested.They believe this is an innovative approach and collaborative effort to address transportation needs. Vice Chairperson Payne asked if all of the vehicles would be used by people who reside in Apache Junction. Ms.Tisha Hendley stated all of the organizations are willing to provide that service to city residents.Her program is in northern Pinal County,so they would have to tap into other transportation resources.All of the organizations are prepared for the federal requirement. City Clerk Kathleen Connelly asked what agency would be responsible for working with Melinda for compliance,or will each one be working with her. CDBG Administrative Assistant Melinda Larson stated she would probably be working with all five groups. Ms.Tisha Hendley stated there will be so much paperwork involved that each group needs to be proactive in providing the documentation:they have all committed to that as well.Each agency is responsible for the vehicle they are requesting. Ms.Christy Johnson stated each agency already has other requirements to report to other entities so they are familiar with the procedures. Vice Chairperson Payne asked if they found that an agency did not meet all the requirements would their request then be deleted. Ms.Tisha Hendley stated that is correct.They are also hoping to outreach the other agencies that did not have the time to respond earlier;there are lots of agencies that need transportation. CDBG Administrative Assistant Melinda Larson stated her position with 5 subrecipients would not be awkward. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 11 OF 25 . City Clerk Kathleen Connelly commented she was not sure whether the committee was seeking a combined 501C or if the agencies were going with their individual ones. Ms.Tisha Hendley stated they had discussed that and determined that they would each have to have individual 501Cs.They have to be able to show that they have financial support for the organization. Grants Specialist Roger Hacker commented they posed the question about residency to the Department of Housing and the representative stated they do not have any requirement that the people receiving the service have to be Apache Junction residents.Their only requirement is that the nonprofit must be located in Apache Junction. City Clerk Kathleen Connelly stated the city council may have some other ideas. Ms.Tisha Hendley stated they are flexible and will meet any requirements put forth. Vice Chairperson Payne asked if they were using Earnhardt Ford since they are in the city.-.,. Ms.Tisha Hendley stated they got quotes from various resources. Grants Specialist -Roger Hacker stated because these are federal monies and because of the amount involved the city would have to go through the bid process. Vice Chairperson Payne commented these quotes are just to give them an idea of the cost. Ms.Tisha Hendley stated that is correct,and the quotes are only for the vehicle and equipment,not the registration and tax. Vice Chairperson Payne asked if each agency would have enough to maintain the vehicle and pay the registration in the future. Ms.Tisha Hendley stated that is correct:they signed the bottom of the form stipulating that they can maintain the vehicle and have drivers for i t for 18 months afterwards. Commissioner Stock asked if they had received any vehicles through grants before. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 12 OF 25 Ms.Tisha Hendley stated some agencies have,some have not.Apache Bravo Young Marines has not received any transportation through grant funding.The committee had a meeting with city staff and CAAG representatives to learn what other resources could be used if special project money is not available. One member from the group was able :tp,_get transportation funding through there.The Young Marines program and CAAFA were not eligible for that funding.This application is their last resort to get transportation funding.CAAFA has not received a vehicle before.Superstition Mountain . Mental Health has received a ,vehicle before.The Salvation Army has received transportation before through their national organization.She was not sure of the other agency. Commissioner Stock stated two of the five have. Ms.Tisha Hendley stated that is correct.She commented what was attractive about this program is that many of the others require matching funds in order . to receive the support.Some of the organizations needing assistance cannot match the funds and be able to maintain the' vehicle and.pay for insurance. Grants Specialist Roger Hacker stated he had asked the Department of Housing and determined that each of the vans does not have to be fully ADA accessible.It does if the agency deals with senior citizens or people with disabilities;it would then be required.For those like the Young Marines, if they have someone with a disability,the staff has to be willing to help that person get on and off the vehicle. Ms.Tisha Hendley stated sorrie of these agencies are requesting a vehicle that meets ADA requirements,some are not. Grants Specialist Roger Hacker advised the representatives of the funding process. Ms.Tisha Hendley asked which projects the council would see information on. Grants Specialist Roger Hacker stated they will see all the projects that have been suggested to date,along with the process the commission went through.He continued to briefly give the entire process to its finish. Vice Chairperson Payne called for a short break.Vice Chairperson Payne reconvened the meeting. The next proposal was to be from Mr.John Olson on a Mission of Mercy Medical Van.Mr.Olson did not attend the interview and no representative for this HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 13 OF 25 project arrived for the interview.The consensus of the commission was to continue with the meeting agenda. 4.Discussion of projects presented during agency interviews. Vice Chairperson Payne opened the item to discussion. City Clerk Kathleen Connelly asked if the city is supposed to substitute something else to make up for the balance of the grant for Superstition Mountain Mental Health. Grants Specialist Roger Hacker stated they can sbbmitfor $130,000;this year there were communities that were funded for $50,000. City Clerk Kathleen Clerk commented she asked 'about.the.neighborhoodrissue because of when the house -went in on Kachina.A lot'. of: the -neighbors, ;have moved since that house went in,including a pOlice officer who'fo6nd Kimself living across the street from individuals that he had previouSly arrested. It was a touchy situation..They may have changed their approach,but in that neighborhood it was very controversial_ • • Commissioner Gyenizse asked if the house has to be zoned for that use. City Clerk Kathleen Connelly stated that would be a city attorney qbestion; there may be federal law that overrides local zoning.She would, hope they would still want to be good neighbors. Grants Specialist Roger Hacker asked if they had additional questions that they need staff to get answers tO,such as zoning. • City Clerk Kathleen Connelly commented the Young Marines applied for regular funding two years ago.At that time they did not have the documentation; budgetary information was given in paper and pencil and:they had no bank account. Grants Specialist Roger Hacker stated they could follow up with that organization. City Clerk Kathleen Connelly asked if the vehicle or the house goes to the agency after the 18 month cycle. Grants Specialist Roger Hacker stated that is correct. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 14 OF 25 Commissioner Stock asked if they had said they would have more agencies needing vans by December 1st if they were able:this would therefore increase the amount needed. Grants Specialist Roger Hacker commented that is what he understood;they believe i t is such a big issue in the community that they want to reach out to some other nonprofits. Commissioner Stock asked if they recommended these 5 vehicles tonight to the city council would they be able to add more by the time it gets to the council,ones the board has not seen. CDBG Administrative Assistant Melinda Larson commented she understood that they could possibly pull together additional agencies between now and when the application is submitted. Commissioner Stock stated she would have a problem with any additional agencies being added that the commission has not seen. Vice Chairperson Payne commented she also has a question on the Young Marines as to where they get their funding from. City Clerk Kathleen Connelly stated when they applied for the regular funding cycle they are required to tell her where they have received other grants from or where they have grants pending,and they never had any history of receiving grants.That may have changed in the last two years.They have not resubmitted this last time. Vice Chairperson Payne asked where they were goingto,get the money for the insurance and maintenance on the vehicle if they have nb steady income.She believes the transportation issue is the one to be addressed but she is not sure of this organization. City Clerk Kathleen Connelly stated she recafl'ed that* Mdst of their money comes from donations. CDBG Administrative Assistant Melinda Larson stated she first made contact with Elaine of the Young Marines because she had put an'article into a local newspaper advertising that they needed a van for transportation,and i t appeared they wanted the van donated.That is how .Elaine ended up being at the meeting for transportation for nonprdfits. Grants Specialist Roger Hacker asked if the commission would want to find out____ -----who-any-addittonaTh-agencies-wouTd-b-0-15-e-foTe-ffie ke Iheir recommeridation to HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC-HEARING NOVEMBER 12,2003 PAGE 15 OF 25 the council or do they not want to have any other agencies added after tonight. Commissioner Stock commented they have the 5 before them tonight and they have a question about the Young Marines.She does not want to have any additional agencies added because they are here tonight on these agencies. They have these applications in front of them in black and white. •.. Grants Specialist Roger Hacker commented that she wants the.fransportation package to be considered as only these five.. Commissioner Stock stated that is correct. Vice Chairperson Payne asked how they could get their paperwork together then if they could not get i t together now. Commissioner Stock stated she wanted to look at their paperwork tonight. Commissioner Gyenizse stated the library was the only one that seemed like i t had everything together and had done any planning. Commissioner Stock commented the library is only for a portion of what is needed.It would only give them a jump start and they would not see a completion with these monies. Vice Chairperson Payne stated she would like to see the library renovated, but she commented this is something that has been ongoing.She also was not sure this would be a health and human service. City Clerk Kathleen Connelly stated it would not go under health,but i t would under human services. Grants Specialist Roger Hacker commented he interpreted i t as falling under their area because i t is a service to the community.He asked if there was money for the library renovation in the capital facilities plan. City Clerk Kathleen Connelly stated there Grants Specialist Roger Hacker stated this money would complement and supplement that money. City Clerk Kathleen Connelly stated that is correct. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 16 OF 25 Grants Specialist Roger Hacker asked what is in the capital facilities fund for the library. City Clerk Kathleen Connelly stated she did not know. Commissioner Stock asked if an applicant only asks for half of the money, what happens to the other half. Grants Specialist Roger Hacker stated i t is a lottery system and they continue to review applications in the order that they were drawn.They will continue to fund complete projects until the $1.5 million is gone.The city has the option to submit one or more projects,of which none can be more than $300.000.The city could submit a $300,000 library recommendation and a $130,000 project for the mental health center. Vice Chairperson Payne asked if they would take both projects. Grants Specialist Roger Hacker stated they are each given a separate number with a separate drawing so one could be an earlier project and one could be the very last.They will only fund one of the projects that is submitted. Vice Chairperson Payne commented the mental health center did not submit the same one that was submitted before. Grants Specialist Roger Hacker stated that is correct. Vice Chairperson Payne stated they changed their original idea. Grants Specialist Roger Hacker stated their staff called him latt week and stated they are interested but there is a greater community need.than. the apartment building and they wanted to Submit a different idea.He.told them he had no idea how the commission would react to that and advised them to put i t in writing,present i t and say why i t is better than the.other project. Vice Chairperson Payne asked if the regular CDBG funding of. $290,000,when i t is received,can be split up into more than one project or can i t be for only one project. Grants Specialist Roger Hacker stated they typically suggest i t be one or two projects,no more than that. Vice Chairperson Payne commented the library renovation would take the largest amount at one time and i t is part of the city's plan.They could also do two smaller ones,but she believes the health center would have to HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 17 OF 25 meet with zoning before they could go forward with this and it might not be something they could do right now.There are some questions that need to be answered before they can go ahead with that one. Commissioner Stock stated they have a history as they have two others;she wanted to know if they are in compliance with the zoning. City Clerk Kathleen Connelly stated there may be some kind of federal guidelines that override any city or local zoning. Commissioner Stock stated they seem -to have everything in a row more to the commission's satisfaction than the others.She added she wished see knew how much funding the library had coming:-_'_• Grants Specialist Roger Hacker suggested.Melthdawalk them throy6h the document she has prepared which shows the various projects and where they might fall. • 5.Discussion of projects,City planning documents and City Council directives. _.... CDBG Administrative Assistant Melinda Larson stated the.first one was rehab of apartments to be occupied by persons who have mental illness.She found that under Public Services and Facilities in the general plan i t states support social service agencies and coordinate with.providers ,such as youth organizations and rehabilitation programs.That is the only reference for :that project.There was reference in the strategic workshop executive summery of 2000 for rehab of the library,- it is listed as one of the nine major capital facilities,referenCed on two other pages which showed the total cost of the expansion,and referenced in the November 1,2003,council retreat.It is considered by some that the most important thing is to complete the build -out of the library.References for the transportation vans were found in the strategic workshop,a survey in March 1999 naming public transportation as one of the top three priorities,and in the Apache Junction General Plan for provision of alternative transportation opportunities,encouraging the growth of health care services and arranging rides to social and recreational services in the city.There was a public transit feasibility study in May 2000 done by Arizona State University that states there are unmet transportation needs in the city.The last council retreat in November had one participant identify the need to establish a transportation program for seniors with disabilities. City Clerk Kathleen Connelly stated she was that participant.She stated -e.n..to provide something that they thought could HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 18 OF 25 be accomplished within the next 5 years.She offered that as she is actively working on that with Dan Taylor. CDBG Administrative Assistant Melinda Larson stated the purchase of the medical van has a reference in the general plan as there is no hospital currently in the city.The rehab of existing buildings to be sold and occupied by low to moderate income citizens has a reference in the general plan.However,the contractor has dropped out. Grants Specialist Roger Hacker stated that even though the contractor has dropped out,he thinks the project is still viable.Someone else could pursue it. CDBG Administrative Assistant Melinda Larson added there were numerous references to this rehab in the general plan,a resolution was adopted on affordable housing activities,and twoother resolutions referenCed:bousing needs of the low and moderate income residents'. Vice Chairperson Payne commented i t looks like all three of the projects have been identified in the general plan.She asked the _city clerk lf she meant a city transportation system or a privately -owned system when she listed this as an identifiable need. City Clerk Kathleen Connelly stated she did not mean a city wide transportation system.They have made several attempts over the years to establish public transportation programs:two were private with mini -buses that failed,there was a trolley service that failed,and the city got a grant to provide transportation using taxi companies and the grant was returned because one of the taxi companies could not provide ADA accessible vehicles and the other could not meet the insurance needs.The city council stated at some of the meetings that the feasibility of a city wide public transportation program is not something they could "wrestle"with.They have been trying little "niche"programs,such as the mileage reimbursement program she is working on with Dan Taylor.The first portion of that should be up and running by the first of the year. CDBG Administrative Assistant Melinda Larson asked if that program is just for seniors. City Clerk Kathleen Connelly stated i t is for seniors and individuals over 18 with disabilities.They are now trying to determine how to identify a person with a disability.In Mesa they have to register as someone with a disability,but we do not currently have anything in place.It could be something as simple as a letter from a doctor. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 19 OF 25 CDBG Administrative Assistant Melinda Larson commented the disability would be if they were unable to drive. City Clerk Kathleen Connelly stated it would be for whatever reason,a physical impairment,visual impairment,or any number of things.It would have to be individuals over 18 as they have to be adults.They incur problems with children. Commissioner Stock commented she likes the Superstition Mental Health Center proposal the best as they have previous homes already. Commissioner Gyenizse stated they said they themselves were not really involved and the homes are very different from what they are asking for.As she recalled,it was an apartment set-up,like a fourplex. CDBG Administrative Assistant Melinda Larson stated their current pilot program is a two bedroom apartment,and i t is apparently co-ed.They are supposed to have a staff member available in shifts 24/7,so i t appears i t will be more like a group home setting. Vice Chairperson Payne stated it would be a group home with the understanding that you are not going to be out on your own;it would be permanent. City Clerk Kathleen Connelly stated i t is probably something that has fallen through the cracks over the years. CDBG Administrative Assistant Melinda Larson stated there will be some people who will never be able to transition. Vice Chairperson Payne stated she could see good points on the Superstition Mountain Mental Health project,the transportation that is greatly needed, and the.library.The only one she really questions is the Young Marines. She does .not see a need as i t appearS-to be more recreational and i t only serves that group instead of the whole community.She asked if the one they choose should be the one that serves the greatest number of .people or the one they have the greatest need for. Grants Specialist Roger Hacker reminded them that they do not have to select just one,they could recommend two or even three.He did not recommend that they do three. Vice Chairperson Payne commented they are part of the discussion process, they make a recommendation to the council who makes the final decision. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 20 OF 25 Grants Specialist Roger Hacker stated that is correct. Vice Chairperson Payne commented they are to recommend a feasible project that would benefit the community. Grants Specialist Roger Hacker stated that is correct. CDBG Administrative Assistant Melinda Larson added they would also like -a statement as to why the project was recoilimended .by the commission. 6.Commission prioritization of projects and direction to staff to prepare report to City Council recommending project(s)for funding. Vice Chairperson Payne stated she would recommend the library expansion and the transportation project.They have been identified in the -general plan, there is a need and they would benefit the people.She believes the mental health project is a great thing,but they still need to hire more people. The transportation project will benefit a lot of people who could not get to the doctor or go places,and the library serves the whole community versus 4 or 5 people in the group home.While those 4 or 5 people are important,we need to look at the overall picture. Commissioner Gyenizse wondered where those people would stay if they did not have a place for them.She commented she had wanted to ask where they are now.She asked if they could be the homeless people in the library. City Clerk Kathleen Connelly stated not necessarily. Commissioner Gyenizse asked if they want to get the most that they can from the funding. Grants Specialist Roger Hacker stated that has been a criteria used in the past by the commission:it was the logic behind the multi -generational center.It would serve thousands of people a year as opposed to 20. Commissioner Gyenizse stated transportation is important,but she likes the library because they had everything already put tbgether.They are going to serve everybody here and the city is growing by leaps and bounds. CDBG Administrative Assistant Melinda Larson asked if the Young Marines cannot produce the paperwork that they need to produce,and they are out of it,would the commission go with a recommendation for the 4 remaining agencies. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 21 OF 25 Grants Specialist Roger Hacker stated if they cannot produce the required documents they would not be eligible to be a subrecipient:they could not participate in the project. Commissioner Stock asked if they are doing this all as one group,so that i f one cannot produce the documents the others cannot proceed. Grants Specialist Roger Hacker stated they are not. Vice Chairperson Payne stated the representative stated they are each providing their own paperwork. City Clerk Kathleen Connelly stated the committee was just an umbrella group to bring everyone together. CDBG Administrative Assistant Melinda Larson stated if they were given the okay to proceed with this and the Young Marines were ineligible,they would proceed with an application for the 4 remaining subrecipients. Commissioner Stock commented the library has funding coming,and they have had a lot of funding in the past.The transportation problem is being addressed by the city clerk and Dan Taylor.She does not see any funding coming for the group home. City Clerk Kathleen Connelly clarified that what she is working on with Dan Taylor will address seniors and individuals over 18 with disabilities. Someone who might be a recipient of CAAFA services probably would not be caught under that,as domestic issues need a very different kind of service, such as vans with tinted windows.There are probably some people in their proposal that would not be captured by what she is working on with Dan. Commissioner Stock stated she likes the transportation because it is a big need here.It would touch a lot of different., people in the community versus the Superstition Mountain Mental Health project touching only 4 to 6 people. The library does have funding coming.She would'likp tu.s'ee this grant start and finish a project,not just part of it.The transportation would be a good impact on the community and the money would start i t and carry i t through to where i t is really up and.runnlng:She'stated:Superstftion' Mountain is a sad situation with people falling through the cracks:possibly they may be able to do something with the next grant.However,she is drawn back with it only meeting the needs of 4 or 5 people.The library needs a lot of money but i t has a lot of state and city funding behind it. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 22 OF 25 Vice Chairperson Payne commented the library does need the money,and she asked if they would have to stipulate what the money is being used for. Grants Specialist Roger Hacker stated they would. Vice Chairperson Payne commented she believed from the presentation that they wanted to do the lobby portion,which would complete the lobby. City Clerk Kathleen Connelly stated one of the things.that might happen is that the current entrance may not be the future entrance.The entrance might be facing the multi -generational center so that someone could walk out of the library entrance and proceed up a path to the multi -generational center. Although that is preliminary,she believes that is where they are headed,and that would be more than $300,000. Commissioner Stock commented she would not like to see this money go there. She asked if they are asking for $207,000 for the vans. CDBG Administrative Assistant Melinda Larson stated that i t is $207,320. Commissioner Stock stated the money would be put back into the community because the maintenance would probably be done locally,and the vans could be purchased here in the city. Grants Specialist Roger Hacker stated they could not guarantee that because it would depend on the bid process. Commissioner Stock commented they might get the maintenance,tires and insurance mohies spent here in the city. Vice Chairperson Payne commented she believes they may have ruled out the Superstition Mountain Mental Health project.She asked if the commission would like to recommend the remaining two projects and let the city.council decide,or should they only recommend one.She thinks both of them have value,and both of them are needed.She asked if they could present i t as having seen value in both of them. Grants Specialist Roger Hacker stated they could. Commissioner Stock agreed with that recommendation. Commissioner Gyenizse asked -the vice chairperson if she would still recommend the library project even though there was other money coming in from other sources. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 23 OF 25 Vice Chairperson Payne stated there is still a big need there.She would like to advise the council that the commission had reviewed them,likes both of these projects,and they would recommend either one.She asked the commission members if that was acceptable. Commissioners Stock and Gyenizse agreed. City Clerk Kathleen Connelly stated they need to make a motion,a second,and vote. Commissioner Stock asked how they will direct that no more applications can be added to the transportation project. Grants Specialist Roger Hacker suggested the motion state that those agencies contained in the report presented this eveni_ng,-contingent. upon their successful ability to give us all the neCesSary paperwbrk:that would cover the Young Marines. Commissioner Stock MOVED THAT WE RECOMMEND BOTH PROJECTS TO CITY COUNCIL:THE ONE FOR THE REHAB OF THE LIBRARY,AND THE OTHER FOR THE PURCHASE OF VANS FOR NONPROFIT AGENCIES IN THE COMMUNITY:WITH DIRECTION TO STAFF THAT. City Clerk Kathleen Connelly stated at least One of the agencies changed their request from a van to a four -door sedan. Commissioner Gyenizse stated Superstition Mountain Mental Health was requesting a Ford Taurus. City Clerk Kathleen Connelly added she thought CAAFA had also requested a Ford Taurus.She asked what a Ford Glabal is. Vice Chairperson Payne stated it was requested by the Salvation Army:i t is a vehicle equipped to seat 12 people in two rows. Grants Specialist Roger Hacker suggested the motion be generic to say "VEHICLES ARE AS OUTLINED IN THE REPORT PRESENTED":it would cover both sedans and vans. City Clerk Kathleen Connelly stated it would be the vehicles as outlined in here AND THE AGENCIES AS OUTLINED in here. Grants Specialist Roger Hacker stated that is correct,AND CONTINGENT UPON PROPER DOCUMENTATION. HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 24 OF 25 Commissioner Gyenizse SECONDED THE MOTION. City Clerk Kathleen Connelly stated this will be to vote on two projects being recommended to the city council,the rehab of the library and the transportation proposal,and that the transportation proposal be limited to the vehicles that are requested in the report and the agencies that are listed in the report,and that i t be contingent upon their being able to provide the proper documentation. The vote was unanimous and the motion carried. 7.Designation of Commission member(s)to assist with presentation to City Council at December 1,2003 work session and December 2,2003 public hearing. Grants Specialist Roger Hacker suggested this be bringing the council up to date on the process that was used and the thinking that went into their recommendation.Staff is there to present the technical information.Staff will work with them prior to the meeting to get them ready for their presentation. Commissioner Stock stated she would be happy to be there. Vice Chairperson Payne stated she would probably be there,also. Commissioner Gynizse stated she could be there,too. There was general discussion on how they would get together and determine what would be said at the council meeting.- 8.Adjournment. Vice Chairperson Payne adjourned the.,pUblic MEeting .'ãt 7:37 V-3AVI-• Ed' Barker Chairperson -.Kathleen Connelly. City Clerk HEALTH AND HUMAN SERVICES WORK SESSION/PUBLIC HEARING NOVEMBER 12,2003 PAGE 25 OF 25