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HomeMy WebLinkAbout2004-08-19 HHSCMINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION City Conference Center 1001 N.Idaho Road,Apache Junction,AZ •August 19,2004 -4:00 COMMISSIONERS PRESENT: ED BARKER,CHAIRPERSON . JOYCE PAYNE,VICE CHAIRPERSON KIMBERLY BROSSMAN ,SUE CLABUESCH 1.Call to Order/Roll Call. STAFF PRESENT: KATHLEEN CONNELLY,CITY CLERK JAN MASON,DEPUTY CITY CLERK Chairperson Barker called the meeting to order at 4:00 p.m.Deputy City _Clerk Jan Mason called the roll and advised there was a quorum present. 2.Discussion on FY.2004-05 funding applications and procedure for reviewing applications and 3.Status report onjY.2003.-04 funding recipients. City Clerk Kathleen Connelly briefed the Commission on the item.She stated they received several applications this year There are applications from the Community Action Human Resources Agency,Mesa SeniorServices for the senior center,Mesa Senior Services for the Enabling Transpo'rtation'program but that is considered transportation by the council So -it AS 'taken out of the human services funding with the contract having.been approved by the council last week,Superstition Mountain Mental Health Center,the Boys and Girls Club St. George's Catholic Community,the Food Bank,and. the:Little League.She has discussed the Little League with the parks and recreation director because the city already provides a lot of in kind services for them in the form of the use of the ball fields,lighting and.other 'things.- Chairperson Ed Barker stated they also provide staff. City Clerk Kathleen Connelly stated that is correct.The parks and recreation director stated it would be fine if they did not want to consider them,but i f they did consider them,he would provide them with a list of what is already being given to them'in the form of services.The economic development requests on the memo are strictly for the city council.There are therefore seven applicants with a total dollar amount that can be spent of $80,000. HEALTH AND HUMAN SERVICES COMMISSION MEETING AUGUST 19,2004 PAGE 1 OF 8 Commissioner Brossman asked if the money comes from the city. City Clerk Kathleen.Connelly stated it comes from the general fund of the budget , Council decided several years back to,do,this 1.n an organized manner. In the early history. of the city,nonprofit'groups would sHow up at a council meeting and request -funds and the council would agree.It finally got to the point where it had to be organized.A few years ago council adopted Ordinance No..659 which states nonprofit agencies,human services or economic development,that are 5.01C,must file an application no later than January 31 of each year forjunding.They must alsb provide a list of the board of directors and the purpose of the money:that application would be considered for the next budget year.The council only allocated $80,000 this year so the money must be .stretched.The matrix contains information on the different agencies,if they have been funded before,at what amount,and what they are asking for this year. Chairperson Barker stated he calculated the requests are for a total of $149,000 and they only have $80.000 to work with.He commented the Little League has not applied in quite a while. City Clerk Kathleen Connelly stated the last time they applied they were not funded because they ,were receiving the other.assistance. Chairperson.Barker stated the Reach Out Food Bank,CAHRA,and the Senior Center were all funded last year.St.George has not been funded for a number of years-.He can remember that they have not applied for a number of years. City Clerk Kathleen Connelly stated there was one instance where they did apply and we had to take the money back as they were unable to give us the docuMentation.They applied this year for $20,000. Chairpersdn Barker asked how they did last year. .. City Clerk Kathleen Connelly.stated they did very well last year. Chairperson Barker commented it does not appear they have anyone on the request list that does not meet the ordinance. City Clerk Kathleen Connelly stated that is correct.This actually comes under Item No.3 but the two items can be done at the same time.There has been no problem with their paperwork and they have been done on time.There have been a few -instances were people outside the city were funded,but that was okay as those were just backed out.They were usually able to pay for HEALTH AND HUMAN SERVICES COMMISSION MEETING AUGUST 19,2004 PAGE 2 OF 8 that person using some other dollars that' they had.it,has been very smooth this year. Chairperson Barker commented to the, new commissJoners:that inthe past the commission has scheduled meetings With representatives of the organizations and devoted 10 to 15 minutes per applicant to address the commission and answer any questions.He asked if they would like to use the same procedure this year.He commented they are running -a, little late this year.. City Clerk Kathleen Connelly stated they had some difficulty getting a quorum. Chairperson Barker asked the commission if they would like to meet with the applicants before they decide on the funding to earmark for each one. The consensus was to meet the applicants. City Clerk Kathleen Connelly stated in the past they have sent them. a letter giving them an assigned time and advising them they had, a certain amount of time. to do their presentation and a certain amount of time for questions from the commission.It is their responsibility to be on time for their interview. Chairperson Barker called for a motion to that effect,to schedule individuals from those organizations to meet with the commission. .Commissioner Clabuesch SO MOVED. Vice Chairpersbn Payne SECONDED THE MOTION. VOTE:Unanimous. The motion carried. Chairperson Barker commented there is no point in interviewing people Who do not meet the criteria or do not satisfy the ordinance that the funding is provided under.He asked if there was anyone on the list that they feel should not be funded and should be excluded from the interviews. Vice Chairperson Payne commented she is not sure if she would want to exclude the Little League,but she was unsure how they could determine who lived in Apache Junction. City Clerk Kathleen Connelly stated that is one thing she noticed in their funding application.Their number one states $3,000 to be used to finance HEALTH AND HUMAN SERVICES COMMISSION MEETING AUGUST 19,2004 PAGE 3 OF 8 underprivileged children in the Apache Junction/Gold Canyon/Kings Ranch area. -That gives her some concern.Those living outside the city cannot be funded by the tity..•. Vice Chairperson Payne commented that was her question on that. Commissioner Clabuesch asked how they could keep up on that record.. City Clerk Kathleen Connelly Stated they are required to filejeports on a • quarterly basis.Those reports must show who they have assisted.They are not given a check until the reports are verified.If they fund someone who 'does not live in the city,that money is subtracted out. Chairperson Barker asked if they wanted to talk to the Little League representative.He has been on the commission for a long time and they have asked for funding before,but they have never been funded by the Health and Human Services Commission for that very reason.They do not meet the criteria set forth in the Ordinance as they fund people who live outside the city limits.They have never funded them before.In fact,there have been a couple of occasions where they have gone directly to the council to obtain funding for programs that were not within the guidelines of the ordinance, .allowing them to use the money as they saw fit.He suggested that may be what they need to do. 'City Clerk Kathleen Connelly stated she could bring them the information from Jeff Bell on the value of the in -kind services.She is sure i t has been substantial. Chairperson Barker stated i t certainly is. Vice Chairperson Payne commented they already use the parks and the equipment. Chairperson Barker stated they also have staff costs.They spend a good portion of the day lining the fields. Vice Chairperson Payne commented she was concerned about their meeting the criteria. Chairperson Barker called for someone to make a motion that they do not find it necessary to invite the representatives of the Little League. Vice Chairperson Payne MOVED THAT WE DO NOT INVITE THE LITTLE LEAGUE FOR THE INTERVIEWS. HEALTH AND HUMAN SERVICES COMMISSION MEETING AUGUST 19,2004 PAGE 4 OF 8 Commissioner Brossman SECONDED THE MOTION. VOTE:Unanimous. The motion carried. Chairperson Barker asked if there is anyone else on the list that they feel they would be wasting their time interviewing.,He does not feel they need a motion to invite the rest of the applicants.•They,,will ,invite the others.He commented Kathy had gotten into the status report on last fiscal year's funding recipients. City Clerk Kathleen Connelly stated it was fine.There were a couple of times when someone was funded who did not reside inside the city limits..She backed that money out and gave them a check for the right amount and i t is up to them to pay that or account for i t in some other way.Between the Food Bank and Mesa Senior Services,there were thousands of instances and yet there were . only two or three that she had to back out.The average was excellent. Chairperson Barker closed the item and moved on to the next item. 4.Selection of future meeting dates. • Chairperson Barker commented they will interview the prospective clients .at the next meeting.They will need an hour Tand-a-half to interview the six applicants if they allow them fifteen minutes each.He asked for a .§uggested meeting date and time. City Clerk Kathleen Connelly asked if they also want to deliberate at that time. Chairperson Barker asked if they just wanted to listen to the presentations at that meeting,think about them and come back at a future meeting to make their,- decision or do they want to listen to them and then 'Make. the .decision right then and there after the presentations and the question/answer session. There was general discussion on the dates and times they would all be available. Chairperson Barker asked how long it would take for staff to put everything together for a meeting. HEALTH AND HUMAN SERVICES COMMISSION MEETING AUGUST 19,2004 PAGE 5 OF 8 City Clerk Kathleen Clerk commented it would probably take two weeks as i t might be too short of notice for some of these people. There was another general discussion on a meeting date.The consensus was August 25. City Clerk Kathleen Connelly stated they would call them and give them verbal notice along with the letters. There was general discussion on the time of the meeting.The consensus was a 5:30 p.m.start. City Clerk Kathleen Connelly asked what time they would like the interviewees to start arriving. Chairperson Barker stated the first intervlew will be at 5:45 p.m,.He called for a motion. Commissioner Clabuesch MOVED THAT WE MEET TO INTERVIEW THE APPLICANTS ON AUGUST 25 AT 5:30 P.M.WITH THE FIRST APPLICANT BEING SCHEDULED FOR 5:45 P.M. Chairperson Barker commented they can decide at that .time if they want to make their decision. City Clerk Kathleen Connelly stated she'would put i t on'the -agenda. Chairperson Barker commented i t Sounds, like .they'ha probably:better go ahead and do it. City Clerk Kathleen Connelly agreed. Commissioner Clabuesch stated she would prefer .to do it while it was still fresh in her mind. Chairperson Barker stated they would be through interviewing by 8 and they will get out when they are finished. City Clerk Kathleen Connelly stated i t has been very quick at some times in the past. Commissioner Brossman SECONDED THE MOTION. VOTE:Unanimous. HEALTH AND HUMAN SERVICES COMMISSION MEETING AUGUST 19.2004 PAGE 6 OF 8 The motion carried. 5.Commission requests for future agenda items. Chairperson Barker asked if there were any commissioners who wanted to request an agenda item. City Clerk Kathleen Connelly stated she put that on there just in case.Also, in the past,the commission has been part of the grant process.The city council discussed that earlier this week and decided that with the two upcoming grants,the Regional Account and the State Special Projects Account, that they would like to have projects that are citywide for this sequence. These would be projects such as street projects and fire hydrants to be provided to low income areas.The commission will not be getting involved in the process this year.This item can be disregarded. Commissioner Clabuesch asked if they only meet when there is.a need to meet. Chairperson Barker stated they may meet 3 to 4 times a year,and sometimes they will meet only twice. City Clerk Kathleen Connelly stated with the State Special Projects last year they met 3 or 4 times in addition to these meetings. Commissioner Brossman asked if they were always to attend the city council meetings. City Clerk- Kathleen Connelly stated they are not required to attend the city council meetings. Commissioner Brossman asked if they can attend the city council meetings. City Clerk Kathleen Connelly stated they may. Commissioner Brossman asked when the council meetings are. City Clerk Kathleen Connelly stated they are the first and third Tuesday of . each Month,with a work session the night before unless there is a holiday. Chairperson Barker stated the work sessions are actually more informative than the council meetings from a reporter's point of view. Commissioner Brossman asked what time they start. HEALTH AND HUMAN SERVICES COMMISSION MEETING AUGUST 19,2004 PAGE 7 OF 8 City Clerk Kathleen Connelly stated they start at 7 p.m. Commissioner Brossman asked if the work session starts at 6:30. City Clerk Kathleen Connelly stated the work session Starts at 7 p.m.also. Chairperson Barker repeated that the work sessions are on Monday and the regular meetings are on Tuesday. City Clerk Kathleen Connelly stated there will not be a work session on next Monday because that is Labor Day. • Commissioner Brossman asked when the next meeting is. City Clerk Kathleen Connelly stated the next regular meeting will be September 7. Commissioner Clabuesch commented she received something in the mail regarding the State Special Projects process. City Clerk Kathleen Connelly stated she can disregard that.The council stated that they appreciated the commission's participation this past year, but this year they would prefer to use those funds for something very specific that is within the city boundaries,such as fixed repairs.It might also go for the radio system for the police department. 6.Adjournment-. Chairperson Barker adjourned the meeting at 4:27 p.m. Ed BaXer Chairperson HEALTH AND HUMAN SERVICES COMMISSION MEETING AUGUST 19,2004 PAGE 8 OF 8 Kathleen Connelly City Clerk