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HomeMy WebLinkAbout2005-09-07 HHSCMINUTES OF THE 'HEALTH AND HUMAN SERVICES COMMISSION City Clerk Conference Center 300 E.Superstition Blvd.,Apache Junction,AZ September 7-8,2005,3:00 p.m. COMMISSIONERS PRESENT: JOYCE PAYNE,CHAIRPERSON SUE CLABUESCH.VICE CHAIRPERSON ED BARKER KIMBERLY BROSSMAN RUTHIE WEST 1.Call to Order/Roll Call. STAFF PRESENT: KATHLEEN CONNELLY,CITY CLERK JAN MASON,DEPUTY CITY CLERK Chairperson Payne called the meeting to order at 3:00 p.m.Deputy City Clerk Jan Mason called the roll and advised there was a quorum present. 2.Status report on applications for city human services funding. City Clerk Kathleen Connelly briefed the commission on the item.She stated letters were sent to all of the groups that they wanted to meet with.As in past years,they will do them in alphabetical order.They are given 15 minutes for their presentation and any questions the commission might have. They have three interviews today starting at 3:15 p.m.The remaining two are .tomorrow.After they have finished their last interview tomorrow,they can go into deliberation for their recommendation.The first interviewee is the Boys and Girls Club.She is not sure if they are out there now,but they can do other things on this agenda and then go back to the interview process. Chairperson Payne stated the next thing on the agenda is to interview the applicants and then action on the recommendation. City Clerk Kathleen Connelly stated they can go down to numbers 6 and 7,the election of chair and vice chair,and the approval of the minutes. 6.Election of chairperson and vice chairperson. Chairperson Payne called for any nominations for chairperson. HEALTH AND HUMAN SERVIcES COMMISSION MEETING SEPTEMBER 7,2005 - PAGE 1 OF 51 Vice Chairperson Clabuesch NOMINATED JOYCE PAYNE. Commissioner Barker SECONDED THE NOMINATION. Chairperson Payne called for any other nominations.There were none.She closed the nominations for chairperson and called for a vote. VOTE:Unanimous. The motion carried. Chairperson Payne called for any nominations for Vice Chairperson. Commissioner Barker NOMINATED SUE CLABUESCH FOR VICE CHAIRPERSON. Commissioner West SECONDED THE NOMINATION. Chairperson Payne called for any other nominations.There were none.She closed the nominations for vice chairperson and called for a vote. VOTE:Unanimous. The motion carried. 7.Approval of minutes of August 19,2004 and August 25,2004. Chairperson Payne called for a motion. Commissioner Barker MOVED THAT WE APPROVE THE MINUTES OF AUGUST 19 AND AUGUST 25,2004. Vice Chairperson Clabuesch SECONDED THE MOTION. VOTE:Unanimous. The motion carried. 3.Interview of applicants for city human services funding for FY 2005-06. City Clerk Kathleen Connelly commented she had sent them in the mall the chart on what the agencies had been funded in the past.She asked if there were any questions.Jan had to remove some of the older ones,the pre -1998 ones,as there was not enough room.They will see that the Boys and Girls Club had HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 2 OF 51 received funding in the past.There was one year when they missed the filing deadline so they were not funded then. Commissioner Barker asked if Apache Junction Little League had requested funding this year.. City Clerk Kathleen Connelly stated they had not,and neither had Superstition Mountain Mental Health.The latter has also declined to continue on with doing the interagency luncheons.They will be interviewing the Boys & Girls Club,Community Action Human Resources Agency and Community Alliance Against Family Abuse.She reminded them that Community Action Human Resources Agency did not spend all of their money last year. Commissioner Barker asked how much money they had left over. City Clerk Kathleen Connelly stated it was about $4,600 to $4,700. Commissioner West asked what they did with that money. City Clerk Kathleen Connelly stated they had to return it. Commissioner West commented they cannot keep it to the year end. City Clerk Kathleen Connelly stated they must turn i t in when the budget year closes. Commissioner Barker commented they only spent around $6,000. City Clerk Kathleen Connelly stated that is correct and they did not tell her until July 1 that they had not spent i t so she had no way to reallocate the funds. Commissioner Barker asked if they explained what happened. City Clerk Kathleen Connelly stated they had gotten some additional funding and used that up front first.It did not occur to them to go and back that out and redo things until it was much too late. Chairperson Payne asked to have it clarified that the funding cannot go for salaries. City Clerk Kathleen Connelly stated i t is not supposed to go for salaries,i t is supposed to go to programs.There are times when providing those programs HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 3 OF 51 that it does wind up paying staff time,but i t is not supposed to go to administration.It is not used for paying the chief executive officer or someone like that;i t is program -related. Vice Chairperson Clabuesch stated it could be used for a special class that they were having that would need an instructor. City Clerk Kathleen Connelly stated that is generally what they see at the Boys and Girls Club.They pay staff for doing the after school programs, publications and equipment. Commissioner Barker apologized for not being at the last meeting and asked how much money the commission has to spend this year. City Clerk Kathleen Connelly stated they have $80,000.However,there was a concern last time about the Mesa Senior Services having the Outreach Program put in there.The budget people do not expect that $10,000 to come out of the $80,000.It is separate.That particular contract does not expire until next June 30,and it was in the transfer of the TRIAD program from the police department to Mesa Senior Services;that occurred in January 2005. Commissioner Barker commented they also have the $4,000 that Community Action Human Resources Agency turned back in. City Clerk Kathleen Connelly stated that is gone.They have $80,000. However,last year this group recommended to the council that the dollar amount be increased specifically because they knew in advance that the multi- gen center was coming on line and that program was going to grow.It was in the recommendation to the council that they allocate additional funds for this next year.That did not happen.It is not the council's fault;other people forgot to put i t into the process so it did not happen.She has talked to the assistant city manager who is in support of this group doing their recommendation at two levels:one recommendation for $80,000 if they can only do that amount,and one at a higher level and give the reasons.They should remind them that they were asked to do this a year ago.She does not believe they would approve $150,000, .but the option is out there. Commissioner Barker asked how long they had been at $80.000. City Clerk Kathleen Connelly stated they have been there for a very long time. Vice Chairperson Clabuesch commented you can see an increase in the budgets for all of these programs.They are not decreasing.There are people out HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 4 OF 51 there with a lot of needs;more senior citizens than they have had before, more abused children,so when they go in and look at these,they are not decreasing.The $80,000 for a number of years has not been going along with the needs that need to be met. City Clerk Kathleen Connelly stated she did not disagree,and advised that they should put that in their recommendation. Vice Chairperson Clabuesch stated i t is not getting any better,i t is only getting worse. Commissioner Barker commented i t is also true that this is the only city in the county that has a health and human services budget.It would be even better if it were higher. Vice Chairperson Clabuesch stated she thinks the city sets an example in a lot of areas because we are who we'are'and the programs that we offer.She thinks people look to the city because we are what we are,and to give a little more. Commissioner Barker asked if any criteria were discussed at the last meeting. City Clerk Kathleen Connelly stated they are not interviewing the food bank, not because they will not be funded but because everyone was comfortable with their repeat request of money for food and to assist with the utility bill for the walk-in freezer.They ill not be interviewed but that does not mean they are not subject to funding.The one group that is not going to be interviewed and is not going to be funded is the Salvation Army.Their documentation was severely lacking. Commissioner Barker stated he was going to ask her about that as they have had trouble over the years with documentation. Vice Chairperson Clabuesch commented they have also changed leadership frequently. City Clerk Kathleen Connelly stated they have and she has read that some of their programs are closing or are being consolidated.She is not sure where that has left this office. Vice Chairperson Clabuesch asked if this is a satellite office here. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 5 OF 51 Commissioner Barker stated i t is only a thrift store.They have closed their other offices.He asked why they requested funding as they closed their office off of Broadway.. City Clerk Kathleen Connelly stated they asked for rental assistance. Commissioner Barker asked if the people would go to the thrift store,and where the money from the thrift store goes. City Clerk Kathleen Connelly stated she did not know.There is something happening at the office on Broadway as they are using the vacant lot next to it to store items.They have recently been the subject of a code complaint. Chairperson Payne commented their request states i t is for emergency rent assistance and for a lodging program. Commissioner Barker stated they must be maintaining some kind of office there. City Clerk Kathleen Connelly stated she does not see as much activity over there as she used to see. Chairperson Payne stated it was 3:15 so they could call the first interviewee. City Clerk Kathleen Connelly stated she included United Way funding information for them in today's packet. There was general discussion on switching the interview times around as the first agency was not on time and the second agency was early. The first agency to be interviewed was Community Action Human Resources Agency,represented by Lucy Payan. Ms.Lucy Payan stated the funding is wonderful for them as i t allows them to assist residents in Apache Junction.She is the project assistant for the housing program.She does the initial intake for the applicants seeking assistance.She identifies the client and the needs and sees where they can fit them with the funding they have available.This is a great program and this is the only city that does this for their residents.They wished that other communities would do it as well. Commissioner Barker asked why they returned money last year.They have asked for the same amount. HEALTH AND HUMAN SERVIcES COMMISSION MEETING SEPTEMBER 7,-2005 PAGE 6 OF 51 Ms.Lucy Payan stated their fiscal year starts July 1.They already have a list of clients that are seeking assistance by that time.They assisted them with other funding sources.They were unable to get the city funds until October,so from July until that time they had a list of clients that were in desperate need,especially with cooling.They get a lot of calls from individuals on their evaporative coolers and air conditioning units.There were 8 individuals that they assisted from July to October.Once they were taken care of,there was not a specific need for that funding source.They tapped into several other funding sources for them for greater needs that needed to be done.Four other individuals were assisted with city funds after that,so they had to return of a little over $4,000 last year.This year they are not able to do that.Their board took .a look at what they did last year and asked them to be more even with the funding.They used AA monies last year for those 8 clients in that time period.They have been asked to spread it more evenly throughout the county.She currently has a waiting list for clients for Apache Junction monies. Commissioner Barker commented their money is cycled quarterly from the city. He asked if they had money from the city on July 1. City Clerk Kathleen Connelly stated they did not.They do not get any money until the council approves the contract. Vice Chairperson Clabuesch commented that the funding ends on June 30. Commissioner Barker commented he now understands that they ran out of money on July 1 but the council did not approve the funding until October of last year. Vice Chairperson Clabuesch asked her if she finds they have a lot of repeat applicants. Ms.Lucy Payan stated they do.They are not able to use emergency home repair funding for a lot of the clients as they are in older mobile homes.Emergency home funding is very stringent and it takes her a lot longer to be able to find a client eligible to use their money.Since they cannot use the emergency funding for the client,she has to scramble to find a source for the client.Frequently they can only commit $900 to fix i t even though they may need as much as $5,000 to fix everything.They then have repeat clients who reapply every year and they chip away at the problems. Commissioner West asked how this is monitored. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 , PAGE 7 OF 51 Ms.Lucy Payan stated they are monitored by the Department of Commerce,the Department of Energy and the Pinal-Gila Council for the funding they receive from them.It Is quarterly or bi-quarterly monitoring. Chairperson Payne commented their budget from last year shows that they received $10,000 from the city apd it appears that they used the entire $10,000,yet they returned some'of it. Ms.Lucy Payan stated they returned $4,730 last year. Chairperson Payne asked where that shows up on their budget. City Clerk Kathleen Connelly commented she wondered when the budget was prepared. Chairperson Payne stated it was prepared on January 26,2005. City Clerk Kathleen Connelly stated they would not have returned the money at that point in time. Chairperson Payne commented she understands they had anticipated using it all but did not.She asked if it occurred to them to back date and submit those from the first quarter in the second or third quarter since the funding would have been there. Ms.Lucy Payan stated she could not answer that question.She believes it has to be submitted quarterly and they have to pay them out quarterly to the contractors. Commissioner Barker asked how much the agency spends in Apache Junction. Ms.Lucy Payan estimated they spend about $20,000 annually. Commissioner Barker commented the city gives them $10,000 and they have another $10,000 coming out of their budget. Ms.Lucy Payan stated it depends on the client;sometimes they can spend more. They were able to do 3 houses with emergency home repairs in Apache Junction last year.They are able to spend $10,000 per client for emergency home repairs.She estimated they spent between $30,000 and $40.000 last year in the city. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 8 OF 51 Chairperson Payne asked how many houses/families they assist here in the city through city funds. Ms.Lucy Payan stated they target eleven using $900 maximum per client. Commissioner West asked if that was adequate. Ms.Lucy Payan stated she believed so. Commissioner West commented some people's problems are larger than others. Ms.Lucy Payan commented they may combine several funding sources to make more available for that client.She added she had one client that may not meet one funding source but she was able to get $3,500 for him from three other funding sources.She has to juggle to get the funding. Chairperson Payne commented it states that their funding is all for utility repairs.She asked if they use it for other repairs. Ms.Lucy Payan stated the repairs are utility -related.They have done ramps and ramp bars. Chairperson Payne asked if the funding could be used for that. City Clerk Kathleen Connelly stated they can in order to make the building accessible. Commissioner West asked if she could give a ballpark figure on how many clients they have. Ms.Lucy Payan asked if she meant those on the current waiting list. Commissioner West stated she also wanted how many they had serviced. Commissioner Barker asked if She meant just Apache Junction or the whole county. Commissioner West stated'just Apache junction. Ms.Lucy Payan stated she did not have that information available but she could get i t for her. Commissioner West stated she was just curious. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7.2005 PAGE 9 OF 51 City Clerk Kathleen Connelly stated it would be between 9 and 12 each year based upon previous contracts for just this $10,000 that they have received each year.She has been able to couple that with other monies to not only do what the city contract allows but other repairs and renovations. Commissioner West asked how the clients qualify. City Clerk Kathleen Connelly stated the city requirements are that it be an owner -occupied dwelling;it cannot be a rental unit. Commissioner West commented they have to pay taxes. City Clerk Kathleen Connelly stated the owner has to be living in there.It cannot be an income -producing property for someone who lives out of state. Preference is towards the elderly and disabled. Ms.Lucy Payan stated they have to provide proof of residency.They do check to see if it is an owner -occupied home by getting online with Pinal County. They let them know if the homeowner is liVing there.They then call the city clerk's office to ascertain that the dwelling does lie within the city limits. Commissioner West.asked what if it is a.young client or one that does not have a job. Ms.Lucy Payan stated they give preference to the elderly and disabled.They will ask a young person why they are not working.There are situations where someone was hurt in the home and they are not able to maintain employment. They are then able to fix a cooler or two to stave off the heat in the summer. She questions each application that comes through and if it looks like something is suspicious to her,then there is something wrong with that application and she will keep after them until the information is provided. She added they have been in business since 1980,and she believes in the program.She has seen what they are able to do for a client.They see the best and worst of humanity.They like to think that they are able to help those clients that are in a downward spiral.She thanked them for the assistance they give them. The interview was closed.Chairperson Payne commented their information packet states what criteria are used. City Clerk Kathleen Connelly stated they have been very good.There was one instance where they did a property outside of the city and she had to take that off the list and they were not reimbursed for that. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 10 OF 51 Commissioner Barker commented that they were honest about it. City Clerk Kathleen Connelly stated she audits them and she would have caught it this last quarter.She also does spot checks and calls clients to see how the services rendered were. Commissioner West asked if all the services rendered show up. City Clerk Kathleen Connelly stated absolutely. The next interview was with the Boys and Girls Club. Ms.Judy Borey,director of the Apache Junction Branch and Mr.Bob Blatz of the Tempe office attended the interview.The latter will be doing a lot of the grant writing. Chairperson Payne commented they have noticed they have requested $37,500 in funding and requested she explain the program. Ms.Judy Borey distributed some literature on the program.She asked if she could get the city logo to put on their brochures. City Clerk Kathleen Connelly commented the city does not do that. Ms.Judy Borey stated they were going to do that as a way of showing that the city supports them.The.grant is for their Project Learn after school program.They have three goals.The first is a commitment to learning.The participant will be provided on a regular basis the program activities that will seek academic success.An example is their Power Hour that dedicates at least one hour of time per day for homework.It is tutoring to help them get their homework done and increase their grade averages.If a parent comes to them regarding a certain subject,they will work with the student on that subject and try to show them how to approach a good study method.They have various technology classes,computer lab classes and cooking classes.They have various learning programs through their national organization,including engineering and science'.They have constructive use of time to develop abilities to lead positive,productive lives.Fitness Authority is sponsored by Sports Authority and they have digital and recreational art programs.They have a skill development program to improve their life skills and prevention programs.The Arizona Department of Public Safety will be helping them with their prevention programs.Passport to Manhood is a program that has special clubs and activities that is a learning environment with a lot of fun incorporated into it.The combination of these projects is what makes up HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 11 OF 51 Project Learn,an educational enhancement program offered through the Boys and Girls Club of America developed with the support of the Carnegie Foundation; Dr.Steven Shanke of Columbia University School of Social Work evaluated the program and found i t highly effective.These programs have been tested throughout the country.This past year they served 266 boys and girls as members and city residents continue to be the highest number that they serve. In the last quarter they served 132 city residents.They are open 191 days after school from 2:30 p.m.to 7:00 p.m.,they are open during the fall, winter and spring breaks for 16 days from 7;00 a.m.to 6:00 p.m.,four of the school holidays from 7;00 a.m.to 6:00 p.m.,seven of the half days for teacher in-service days from 11:30 a.m.to 7:00 p.m.,and 48 days during the summer for summer day camp from 1:00 p.m.to 6:00 p.m.Their total visits this year were 9,792.They do not want to be just another daycare provider in the city;they want to provide a learning environment that is safe,fun,has a purpose and will eventually provide the community with some leading citizens. They are projecting serving 350 members in 2005-2006 so their budget will increase.She thanked the city for supporting them in the past years and commented they would like to be a strong partner for the city in the future. She then distributed a number of their brochures.She commented on the various activities they provide other then Project Learn. Chairperson Payne asked if this is a new program they are just starting. Ms.Judy Borey stated they have been doing i t for a number of years.It is just that they have added more things to it.Each clubhouse adds their own spin on what they are really strong at.They looked at what kind of opportunities they could provide the children. Chairperson Payne commented their request states that this is for staffing purposes.She asked if it is for them to hire someone to teach some of the things at the center. Ms.Judy Borey stated that is a portion of it. Chairperson Payne asked if they would have a full year instructor coming in. Ms.Judy Borey stated they would. Chairperson Payne asked how they would continue the program next year if the funds this year were to help them get started. Ms.Judy Borey stated they would go after other grants,too.The Boys and Girls Club of America has a grant that will fit the Zoom learning portion. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 12 OF 51 They have to be constantly looking for grants to fund the program.Part of Bob's job is to find the major grants. Chairperson Payne asked where the funds they are asking for now would be applied. Ms.Judy Borey stated it would come to the clubhouse in Apache Junction. Chairperson Payne asked if it would go to any other area. Ms.Judy Borey stated it Would not. Chairperson Payne asked i f it would be designated for this program. Ms.Judy Borey stated it would be designated for Project Learn. Commissioner Barker commented she had stated they had 266 members,with 132 being city residents. Ms.Judy Borey stated that was in the last quarter only.There was 118 in another quarter,for example. Commissioner Barker asked if the largest percentage is from Apache Junction. Ms.Judy Borey stated that is correct. Commissioner Barker commented they had 266 members for the year with a budget of $246,000. Ms.Judy Borey stated that is correct. Commissioner West asked if that was just for Apache Junction. Ms.Judy Borey stated that is the total for the club. Commissioner West asked what the prerequisite is to be a member. Ms.Judy Borey stated they just come in through the door and fill out an application.Any child is welcome at the club.If there is a financial hardship,they provide financial scholarship for the child.The dues are $20 for a year,so i t is pretty reasonable.The $246,000 helps support the children through the school year.There is an additional cost in the summer since they are open longer hours. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 13 OF 51 Commissioner Barker commented there are 266 members and $246,000,which is roughly $1,000 per child for the year.He asked i f i t is typical of each branch to spend $1,000 per member per year. Ms.Judy Borey stated they also have to look at the cost of the building, running the building,and the air conditioning costs,among others.A lot of the other clubs are much bigger in size,so their budgets are larger.Some of them also have as many as 3,000 members.It depends on the community. Commissioner Barker asked if that is average throughout the country,or is it low or high. Ms.Judy Borey stated she does not know. Mr.Bob Blatz stated he did not know either.He commented Chandler gets their entire complex for a dollar a year as i t is funded by the city.That is one cost that they do not have. Ms.Judy Borey stated i t is hard to say what would be average. Commissioner Barker commented from his observation i t seems high to spend $1,000 per year per member. Ms.Judy Borey stated i t really works out to be about $500 per member per year.They also have to pay for liability insurance and the running of the van.Some of the vans are donated,some are not.They also try to fund additional programs,such as flag football. Commissioner Brossman commented it would also be for something like the lockout,where the kids spend the night.That is free,so part of the money would be going to the overnight sleepovers and parties for the kids. Ms.Judy Borey stated there are other costs other than arts and crafts.The upkeep of the computers is phenomenal.They have 12 computers and 3 staff computers.These are costs that are not necessarily tied in with the kids but yet,if broken out,means less than $1,000 per member. Vice Chairperson Clabuesch asked if they received the same amount from their major contributors by June 2005 as they did in June 2004,and asked if they give each year. Ms.Judy Borey commented they are Boeing,Big Lots,and others.Some of the other corporations are tied in tb the national organization and they are HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 14 OF 51 supposed to be involved with the clubhouses in their community.Intel is very involved with their computers in Chandler,and there are others that have come on board. Vice Chairperson Clabuesch asked if they were allowed a certain percentage of the amount donated. Ms.Judy Borey stated i t is a fallacy that this is a budget that they raise all by themselves.A good portion of it is raised by corporate donations. They put about $50.000 to $75,000 per year into the clubhouse in Apache Junction.They are still not at a point where they are making everything they need from the community. Commissioner West asked if the visits from the children were repetitious. Ms.Judy Borey stated she is not sure who is coming through their doors.The members come in and swipe their cards so they have ways of keeping track who is there.They had 9,000 visits last year. Commissioner West asked what ages attend. Ms.Judy Borey stated the ages are from 6 to 18.They feel that once they start driving,they typically have a harder time _hanging on to them. Commissioner Barker commented i t kept him out of trouble most of the time when he was a kid. Ms.Judy Borey asked him if he had been a member. Commissioner Barker stated he had when he lived in Knoxville.,Tennessee as a child.He asked how many participants she was projecting for the program that she wanted the city to fund. Ms.Judy Bprey stated they are hoping to add 250 to 350 participants.She would like to add 500,but staff is telling her to wait as it will be a significant increase in the budget. Commissioner Barker commented the fire marshal might be concerned also. Ms.Judy Borey stated he might also as they are only supposed to have 49 people in that building.They have a donated cover out back and they have shifted some classes around;they have science classes outside and the lunch and snack programs there. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 15 OF 51 CoMmis'sioner Brossman asked if this, program is voluntary or if they are responsible if the child does not show up. Ms.Judy Borey stated they are nOt responsible if the child does not show up. Commissioner Brossman asked if they keep head counts. Ms.Judy Borey stated they keep a head count once they are in the door but some could have activities at school so they do not show up on that particular day. Commissioner Barker commented they could be out there getting into trouble. Ms.Judy Borey stated they are hoping that these are not going to be out there getting into trouble.They are there to keep them active and interested.The technology at this point is phenomenal.They have a tech program called Decathlon and all the kids across the state participate in it.They get to build a brain. Mr.Bob Blatz stated they have 8 -year -old kids tearing apart computers. putting them back together again and rebooting them in a timed situation. Chairperson Payne asked if they would be hiring an additional person for this program with the funds they are requesting. Ms.Judy Borey stated it will be for an additional part-time person. Chairperson Payne asked if all of their fundraisers were grouped together under special events.She also asked if they do special event fundraisers to earmark those funds for special programs. Ms.Judy Borey stated they do. Chairperson Payne commented those are not shared with other groups or cannot be taken away. Ms.Judy Borey stated that is correct. Chairperson Payne commented since they did not mark them down separately as earmarked funds she was not sure if they did that or not. Ms.Judy Borey commented she needed to make sure they were on the same page. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2905 PAGE 16 OF 51 Chairperson Payne stated the page says special events and contributions.She asked if everything they raise in Apache Junction stays in Apache Junction. Ms.Judy Borey stated i t is the corporate board raising a lot of those funds for us.That $67,000 is the portion that is passed on to them. Chairperson Payne commented then that does not include the money for Apache Junction. Ms.Judy Borey stated it does.It is all included in this full number. Chairperson Payne asked if when they do a fundraiser it goes to the base and then the Apache Junction branch gets some back. Ms.Judy Borey stated they get the whole amount back.Each clubhouse has their own individual budget.They have to raise a certain portion from the city,so much from civic organizations,so much from individuals and so much from grant writing or foundations.In addition,the corporate board puts together some major fundraisers and distributes the money to the clubs and that is included in this amount. Commissioner Barker commented he believes Chairperson Payne is asking who benefits more from the relationship between the Apache Junction branch and the East Valley Club.He believes it to be Apache Junction. Ms.Judy Borey stated that is correct. Chairperson Payne commented she was wondering how that goes into everything, if it was everything they did here that raised that much,if it was within the whole East Valley,or if they had separate things that were earmarked and kept separate. Ms.Judy Borey stated they do those separate in this budget and it comes back out under program supplies or whatever they need. Chairperson Payne commented this is not the budget for Apache Junction;i t is the budget for the East Valley. Ms.Judy Borey stated that is correct. Commissioner Barker asked if the $37,500 they are asking for is to pay for the actual program. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 17 OF 51 Ms.Judy Borey stated that is correct. Commissioner Barker asked if that is what i t is actually going to cost them. Ms.Judy Borey stated i t is not.There are additional costs to the program; this is the portion they are trying to raise in the community.The Mardi Gras event did very well this year and they have had some other small fundraisers and they are trying to get to that point.They are also trying to go a little higher to put some into their buildin fund.They.need a larger building;i f they had a larger one,they could bring in more kids. Commissioner Barker advised her that the funding they are working with is the same amount that they had to work with last year.He asked if they would still be able to do the program if they could not give them the entire $37,500. Ms.Judy Borey stated they would figure out a way. Mr.Bob Blatz stated they would have the kids help more. Ms.Judy Borey stated they do everything with them.They even have the kids helping with how to save things and learning how to recycle.They have to know the value of the program and the cost of the program for them.They try to have a parent night one night a month where the parents come in and participate in the program.They also have a wish list and sometimes the parents provide those items for them,such as an air conditioning unit.This allows them to spread the money a little further in the program. Commissioner Brossman asked if they had looked into adding on to the building. Ms.Judy Borey stated there have been discussions about staying on that piece of property and adding on,but they do not know if planning and zoning would allow them to. City Clerk Kathleen Connelly stated she did not think they would meet the setbacks or the parking requirements. Commissioner West asked where they are located. Ms.Judy Borey stated they are on Winchester Drive by Central Arizona Community College. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 18 OF 51 There was general discussion on the location of the club and directions how to get there. Commissioner Brossman commented they are centrally located for the Apache Junction residents. Ms.Judy Borey stated they are fortunate in that the school buses having to drop the children off have a wide area to drop the children off in.It makes i t a little tough for programming as the children come in between 2:00 p.m. and 4:30 p.m. Chairperson Payne asked if she knew how much the entire program cost. Ms.Judy Borey stated i t is closer to $45,000.That covers keeping their computers up.Right now they are looking at grants to refurbish some of the computers.They need constant upgrades,and there is a lot of wear and tear on the equipment with 9.000 kids coming through the door. Chairperson Payne commented the amount they are asking for would be the largest amount of the funding for the program.She asked what would happen next year if the city decides to cut the commission's budget. Ms.Judy Borey stated they know there is that possibility and they would have to look at different avenues of funding.They do not really want to put another fundraiser out there;they will have to get more creative.Some of the partners national brings on board will help.Sometimes i t is just materials that they have access to that helps bring down that bottom line,not cash. Commissioner Brossman asked if they have ever considered putting out a flyer on what needs repair and giving it to the parents to see if they would volunteer their time. Ms.Judy Borey stated she has done a capital improvement list and a class room materials list,but sometimes there are things like an air conditioner wearing out or the roof needs to be replaced. Commissioner Brossman asked her if they put the list out publicly so that people will know.Her husband is in construction and she knows a number of people that would provide Freon for the air conditioning or will fix a hole in the roof on their time off. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 19 OF 51 Ms.Judy Borey stated they have handed the list out to parents as they have come in the door.She commented that maybe they should put i t in the newspaper in the future.They are currently looking for some part-time teachers for health,physical education,and Project Learn. Commissioner Barker commented he has been told by others that they run ads for employment and hardly anyone shows up. Chairperson Payne asked if there were any other questions.There were none. Mr.Bob Blatz commented they are trying to compartmentalize the Project Learn program so that they can designate and report back everything that has been allocated from beginning to end.They are trying to break i t up,such as technology,which they could possibly get funded through Intel.They are not showing the city the entire package,but a good portion of it for funding,so that they can fight the perception that people are throwing money into a big vat at the Boys and Girls Club where it gets divvied up and they try to identify the nickels and dimes.That is why this is structured the way i t is. Ms.Judy Borey stated they can add more pieces to this.They have just given them an idea of what they can do with a certain amount of money;there are other portions that could -be added. Mr.Bob Blatz stated Project learn was started several years ago by J C Penney.It was originally drawn up requiPing 35 hours for 500 kids.However, they are only meeting with the kids 4 to 5 hours a day.They can easily add to it.They have picked out the major parts to give to the kids. Ms.Judy Borey thanked the commission and city for helping them provide these programs to the kids.She invited them to come down to see what they are doing.• The next interview was with Community Alliance Against Family Abuse.They were represented by Christy Johnson,Kim Van Nimwegen,and Heidi.She will have the overall responsibility for the funds.Heidi will be responsible for the actual proposal and will be doing the reports.This is the first time that Community Alliance Against Family Abuse has applied for funding.United Way of Pinal County conducted a survey where they identified domestic abuse as one of the 3 top priorities.One of the solutions identified was prevention services.In July they created a position called a prevention specialist with the funding from United Way.Kim is the prevention specialist.She has an extensive background on working with children who have been affected by violence.She is a master level social worker and an actress and she uses HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 20 OF 51 that theatrical background to reach the kids.This past July Kim and their agency have been very active,particularly in Florence,teaching teens about the benefits of healthy relationships and the negative impact of domestic abuse.They hope to focus more of their resources in the Apache Junction community with this funding:She commented 3 to 10 million children witness domestic violence each year in the United Stated.Arizona has 15 thousand children who were witnesses of violence where police responded to a scene on a domestic violence call.As a result,their agency is very invested in educating the children about domestic violence and healthy relationships.If they can acknowledge the issues,there will be decreases in the behavioral and emotional problems related to domestic violence. Ms.Kim Van NimWegen stated they would like to begin with the teachers as they are in the best position to identify children who are having difficulties at home.They are also the caring individuals that children will go to first. They would first like to do a presentation to all of the teachers in Apache Junction.They could do it through in-service training and through materials that they would like to purchase and give to the teachers.She brought a number of items to show and tell.The first is a booklet written specifically for teachers that talks about how to recognize the signs of victims or children who might be experiencing domestic violence,and how to recognize teenagers who they may be in an unhealthy relationship.Teenagers are their main target.They would like to make presentations to the youth and follow a curriculum entitled "Expect Respect".It is recognized as the best practice by the United States Center of Disease Control and Prevention and the National Resource Center on Domestic Violence.It is a 22 -week program.They are currently talking to the detention officer that works with the high school to begin a program there where they could give a presentation to all the pre- teens school -wide and focus on those teens that are already in unhealthy behavioral relationships and give them new skills.They would also like to use the funds to purchase some materials to put together a package containing videos and literature with information for teens and parents.They would like to have the packages available at the libraries,schools and to the public. She commented there is a lot of literature out there on the issue.She would also like to distribute the packages at the Head Start center,pediatrician and doctor offices,and anywhere else teens may be going.They are also talking about putting together a teen crisis card which would be for all of Pinal County,and it would cover other issues besides domestic violence.They would also like to do a visual campaign and print up some posters to alert teenagers to what is teen dating violence,the laws pertaining to it and where they can get help. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 21 OF 51 Ms.Christy Johnson stated for the past several years Community Alliance Against Family Abuse has been focusing on providing direct service through the crisis line,shelters,counseling services or support groups.They have done some community education,but with the support of the United Way of Pinal County they have been able to focus on prevention services.They have been working on establishinj relationships with youth groups and medical provider contacts.They would be providing attendance sheets for client names and addresses at the meetings so that they can document the resident numbers. They will also be doing pre-and post tests for each presentation to document the increase in knowledge. Chairperson Payne asked where the 24 presentations would be presented. Ms.Christy Johnson stated it will vary.They have set up 22 of the presentations through the probation department at the Apache Junction High School.They will also be giving them to church groups and other community groups.Their primary focus will be in the school setting because they target the most children. Commissioner West asked how they would entice the participation. Ms.Christy Johnson stated through the teachers. Commissioner West asked if the presentations will be just for teachers. Ms.Kim Van NimWegen stated she was envisioning in-service training for the teachers or doing individual school by school training with the teachers. Also,it will not be just the teachers.She wants to also involve the school nurses,counselors and social workers.The cafeteria workers may also be good people to have trained. Commissioner West commented i t sounded like she was talking about a video which will apparently be shown to the teachers primarily.She asked if it would be shown to a class. Commissioner Barker commented the teachers would have to pass it on to the students. Ms.Kim VanNimwegen stated when they are working with .the detention officer, they could be doing classroom education.The package containing the videos and other materials would be at the school library so that children and teachers could check i t out. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 22 OF 51 Commissioner Barker commented i t is a wonderful idea that is much needed',but there may be a problem funding it. City Clerk Kathleen Connelly commented she was concerned about the documentation. Commissioner Barker asked if they were aware that the city cannot spend money on people who are not city residents.He added a lot of the school children are from outside the city,such as Gold Canyon and Queen Valley. Ms.Christy Johnson stated they will collect their addresses when they do the attendance logs. City Clerk Kathleen Connelly asked how they would verify those addresses. This is not a grant;i t is a contract for services.One of the provisions of the contract is that the information is verified by a driver's license, utility bill or something like that.When people attend these presentations they must have that documentation with them.Someone must physically see that record. Commissioner Barker commented if they are doing in-service training for teachers,some of them may not even live in the city,and if they are passing that information on to their students,their students may not live in Apache Junction.It would be a nightmare to keep track of the records. City Clerk Kathleen Connelly stated i t has to be verifiable that they are city residents.Simply passing around an attendance list would not be sufficient. Ms.Christy Johnson asked even if they supplied the addresses. City Clerk Kathleen Connelly stated anyone could put down any address. Commissioner Barker commented that if they gave in-service training only to teachers that lived in Apache Junction,then they would have to be sure that the advice they passed along would only be to kids of Apache Junction.It seems like it would be a nightmare.He did not think they foresaw things like this when that ordinance was passed. City Clerk Kathleen Connelly stated i t is actually a state constitutional requirement. Ms.Christy Johnson stated they may have to do matching funds for the residents outside of Apache Junction HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 23 OF 51 Commissioner Barker asked if that would work. City Clerk Kathleen Connelly stated the city address would still need to be verified through a driver's license or some physical form of identification. Commissioner Clabuesch commented she was concerned about children being abused and needing help immediately. Commissioner Barker commented they are talking about prevention. Commissioner Clabuesch stated she has been on a foster care review board and she sees this every month.She knows how this is,but the need is so great for something like this it would be a shame to not be able to work something out to where the city can help them.If there was any way they could do this, they would,but they have to go by the law and it must be done that way. Ms.Kim VanNimwegen stated the materials would be purchased for the library for the school system.She believed anyone taking it out would be able to have their address verified at the library. Commissioner Barker commented the address could be verified but the librarian does not know where the city limits are.It could be the 3600 block of South Ironwood and although i t sounds like a city address,i t is not. Ms.Christy Johnson stated unless there is a city address list she does not know how they could even verify them when they collect the information to make sure they are Apache Junction residents. Commissioner Barker suggested they pose this question to the city attorney. City Clerk Kathleen Connelly stated she already had.He stated i t needs to be treated the same as all the other programs;the address needs to be verified through some physical proof. Ms.Christy Johnson asked how the city handles its relationship with Victims' Assistance. City Clerk Kathleen Connelly stated she did not know,i t is a different source of funding. Commissioner Clabuesch asked if they had another program that would deal with those directly in the city. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 24 OF 51 City Clerk Kathleen Connelly stated what they submitted is what they submitted.She would have to go back to the city attorney with the idea of just using funds to purchase the materials. Ms.Christy Johnson stated they would have to distribute them only to Apache Junction residents. Commissioner Barker asked if they really need to know where it goes if they give them money to purchase materials. City Clerk Kathleen Connelly stated it needs to be tied to city residents. Ms.Kim VanNimwegen asked if the library and the schools are inside the city limits of Apache Junction. Commissioner Barker stated they are,but the patrons are not necessarily city residents. City Clerk Kathleen Connelly commented.the School district limits go beyond the city limits. Commissioner Barker commented there are several schools outside the city limits. City Clerk Kathleen Connelly stated the library serves patrons that are not in the city;they have an agreement with Maricopa County. Ms.Kim VanNimwegen stated they could specifically focus their attention on the schools that are within the city limits and would have only city residents. Commissioner Barker stated there are only 3 elementary schools that he can think of. City Clerk Kathleen Connelly commented she knows of some city residents who send their children to Gold Canyon Elementary. Commissioner Barker added and vice versa. Ms.Christy Johnson stated her agency values prevention and education.Her agency is willing to do whatever it takes in order to meet the city's requirements that the city is faced with.It will encourage them to identify the city residents. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 25 OF 51 City Clerk Kathleen Connelly stated the students going into the Boys and Girls Club are required to provide proof of residency through a utility bill or some other form of physical documentation.That proof is listed on the quarterly report when she gets it.This would have to follow the same process. Ms.Christy Johnson stated she appreciated her suggestion.She stated that maybe they should just limit it to purchasing the materials. Commissioner Barker commented he was not sure they could even do that. City Clerk Kathleen Connelly stated she would have to run that past the city attorney. Chairperson Payne asked what the materials cost per package and how it would be presented.She wanted to know if the people would have to voluntarily pick i t up and how they could know that i t had been read.She commented if it is put in the library,who is going to know it is there and who is going to come and pick it up.She wanted to know how they would do the presentation there. Ms.Christy Johnson stated they have a specific brochure that includes information on what dating violence is and things someone can do to get help. They were hoping to get this brochure to all the ninth through twelfth graders in the public school system and other teenagers that come into the city. City Clerk Kathleen Connelly stated she does not know how easy this would be or how many ninth through twelfth graders there are,but if the school district can provide a list of the non -city versus city resident students,the city may be able to do something there.She assumes they have done that verification.However,she would still have to run i t by the city attorney. There may be students in the Apache Junction schools that live in Mesa. Ms.Christy Johnson stated a list would be a perfect solution. City Clerk Kathleen Connelly stated she does not now what the identity issues are within the school district.They may not be able to give them a student list. Commissioner Barker stated they may not be able to give them a name and address,but they may be able to give them a number. City Clerk Kathleen Connelly stated she would need the address. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 26 OF 51 Ms.Christy Johnson stated in regards to the other questions,they will get 3 bids from their vendors for the materials for an exact number to be determined.Each book,because they are educational,will range from $20 up to $50.They do a lot of purchasing on eBay to build their library but they will be looking at bulk purchases here so they would have to go to a manufacturer.Their agency values one on one with community partners so Kim's intent would be to make that first face-to-face connection with the community partner to be followed up with a memorandum of understanding outlining what both agencies are committed to doing.They keep a commitment care on file. Through their relationships with boards and community supporters,they will target the areas that they need to address. Chairperson Payne asked who would be presenting it,who would be picking up the students and how would they track who was coming in or not.Unless it was mandatory,they might only have 2 people come in. Ms.Kim VanNimwegen stated that,for example,at the library this package of materials would be a kick-off.She was thinking about having a movie night, where the teens would be invited and they could sit and discuss relationships. It would be their job to make sure they got the press out to the community. They would then do follow-up.She thinks she can generate some excitement i f she is creative. Ms.Christy Johnson stated they are lucky to have Kim with her theatrical background.She has creative ideas that speak to the teen population. Commissioner Barker commented that if the city cannot help them this year, they should come up with something for next year.He did not think this year was looking good. City Clerk Kathleen Connelly stated she would talk to Joel but without specific address information she cannot verify client base. Ms.Christy Johnson thanked them for their time and encouraged them to find ways that they can make i t happen.They decided to target this proposal for prevention purposes instead of their direct services because of the confidential information that is required.Their safe home is located in Apache Junction and most of them are Apache Junction residents,but they are not willing to turn over their client information. Commissioner Barker stated that it would become public information if they did. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 27 OF 51 City Clerk Kathleen Connelly stated she had the same issue with the mental health group.They agreed to provide the physical location of where the clients lived but no names were given.They did have drivers'licenses for verification purposes.She added no one ever came in to request the information. Ms.Christy Johnson stated their federal and state mandates would not allow it. Chairperson Payne commented i t is unfortunate that when they do funding,they have to have proof and they must, be Apache Junction residents only. Commissioner Barker commented this is one mandate bumping up against another. The interview with Community Alliance Against Family Abuse ended. City Clerk Kathleen Connelly commented when she saw their proposal a while back she asked Joel because passing around a roster or attendance sheet at a meeting of 20 to 30 people would give her no way to confirm who was there and where they lived. Commissioner Barker commented they would have a problem getting names and addresses of minors. Commissioner Brossman stated they need to educate the parents. Chairperson Payne asked if they could adjourn until tomorrow. City Clerk Kathleen Connelly stated they could adjourn.Tomorrow they will have Mesa Senior Services and St.George Catholic Church.She had already sent them all the quarterly information on St.George. Chairperson Payne adjourned the meeting until tomorrow afternoon at 3:00 p.m. Chairperson Payne called the meeting to order on September 8,2005 at 3:05 p.m.(Commissioner Brossman was absent.) Chairperson Payne announced they would first have a follow-up on yesterday's presentation by Community Alliance Against Family Abuse. City Clerk Kathleen Connelly stated she had given them an email that Christy Johnson,their spokesperson,sent yesterday afternoon to City Manager George Hoffman.He then asked her to respond,and she has also given them her HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 28 OF 51 response to Christy.Christy still has concerns about meeting the documentation.She has talked to the city manager about i t and has told him what would be acceptable,including a list of addresses from the school accompanied by an affidavit from the school district stating the list is addresses of students.She does not know if Christy contacted the school district or went directly to the city manager.She advised them that the commission reports directly to the council according to the city code.The city manager is not part of the process.She is outside of the process by trying to involve him in the commission recommendations. Commissioner West -stated the commission is just trying to stay within the guidelines. Commissioner Barker commented he thought it was explained pretty clearly to them last night that the proposal as presented was not eligible for funding as it does not meet the requirements.It is a wonderful program and he hopes they find the money somewhere,but it would be against the city ordinance and state laws for the city to fund a program like that.If they go to the city council with a recommendation that they do something illegal they will not pay attention to the commission and may not listen to them next year. Commissioner Clabuesch stated she would encourage them to find another program that would be more adaptable to what the city's guidelines are. City Clerk Kathleen Connelly asked if anyone recalled that they said that the $10,000 they were requesting was 100%of the cost of the program. Chairperson Payne stated it was the cost of the materials,and they wanted the city to fund the cost of the materials.She believes that is what they were thinking,is that if the city is going to fund the materials and it will be done in the city,then it would be eligible. Commissioner Barker commented this is a rarity,with so much circumventing and going to the city manager and the city council.It just does not happen.He is not thrilled about it. Chairperson Payne agreed. Commissioner Barker commented he believes i t has only happened one other time. Chairperson Payne commented Kathy had done a very good explanation in her . response.It was exactly what they had told her. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 29 OF 51 Commissioner Barker stated he understands Christy's passion,and you have to be passionately involved to do that kind of work. City Clerk Kathleen Connelly stated you have to absolutely be an advocate.It is a wonderful thing. Commissioner Barker stated perhaps they failed in explaining it adequately to her that i t is not within the law. Vice Chairperson Clabuesch stated the things that this organization does is way beyond what anyone can comprehend:to see the instances of abuse of families,and this is a good organization that does some great work.She hopes they come back with another program that can be funded.They need to realize that this is not the way to do it,to go beyond the commission when the commission makes the recommendations that the council has the final say on.It has to come through us to get anywhere else. Commissioner West asked what their percentage rate is in participating in an abuse case.She is sure there is.the law,trained counselors and the state. Vice Chairperson Clabuesch stated they have trained people that go to training seminars and are on call for 24 hours on a rotating basis.If there is a kidnapping and Amber Alert the volunteers are called.They also have a safe home. Commissioner West asked what power they have._ Chairperson Payne commented she does not believe they have any power. Commissioner West commented they are just. there to help if they can. City Clerk Kathleen Connelly stated that is correct. Chairperson Payne asked if there was anything else they needed to know. City Clerk Kathleen Connelly stated Christy raised a question yesterday on why the city's victims'assistance could do things differently.Christy wanted to know why it was not tied to the city residency issue.She had asked the city attorney that and he stated the program deals with victims of crimes that oCcur within the city limits..It does not matter if it is a city resident or someone from another city or state,if it happens here that program is obligated to help that victim in the crime.If a city resident is a victim of a crime outside of Apache Junction,the city program does not assist them. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 30 OF 51 They would be assisted by the local jurisdiction where the crime was committed. Commissioner Barker asked Commissioner West if she was familiar with the victims'assistance program. Commissioner West stated she was not. Commissioner Barker stated i t is operated by the police department and that is why Kathy asked because they operate it.It is as the city attorney said,i f it happens here,they get help here. City Clerk Kathleen Connelly stated she believed Christy asked that because they work closely with that program,especially in the area of child abuse and domestic violence.She probably sees that they have other conditions and requirements because the program is event -based. Commissioner Barker commented he hopes Christy will realize i t is not because they do not want to fund the program,but that the city cannot. Chairperson Paynecommented she believes victims'assistance also gets their funding from federal and state funds.They have restrictions they must follow in order to getthose funds.- City Clerk Kathleen Connelly stated she referenced that but she has additional restrictions. Chairperson Payne commented maybe she could come up with another proposal and go to the city council to ask for funding instead of coming through the commission. City Clerk Kathleen Connelly stated the city ordinance states any nonprofit has to follow this procedure.It is not just human services.The Chamber of Commerce and the Main Street Program also have to do this;any nonprofit has to follow that process.She commented on their chart i t shows that Community Alliance Against Family Abuse has never received funding.While that is true, they did receive in FY 2003-04 a seven -passenger mini -van valued at $24.000 through the CDBG grant program. Chairperson Payne asked if that was through here. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 31 OF 51 City Clerk Kathleen Connelly stated it was.It is a different program with different funding coming from the federal level,but they have received funding that the city was directly responsible for. Chairperson Payne commented she recalled there were 5 agencies involved. City Clerk Kathleen Connelly stated there were seven vans received in total, with the recipients being the Young Marines,the Senior Center,Superstition Mountain Mental Health Center got two,Community Alliance Against Family Abuse and the victims'assistance program. Chairperson Payne commented that was done with a different kind of grant. City Clerk Kathleen Connelly stated it was a different type of grant with a different kind Of funding. Chairperson Payne asked if there was anything more they needed to discuss here. Commissioner Barker commented he had a note that the Salvation Army's documentation did not meet the standards so they are not under consideration and we are not interviewing them. City Clerk Kathleen Connelly stated that is correct. Chairperson Payne stated they would go back to Item 3 on the agenda and resume the interviews.The next agency to be interviewed was Mesa Senior Services. Ms.Terry Cochrane,Apache Junction Senior Center Manager and Mr.Dan Taylor, Mesa Senior Services Executive Director were representing Mesa Senior Services. Mr.Dan Taylor stated i t is a very exciting week as they have just opened the new Apache Junction Senior Center on Tuesday.They have had 3 days under their belt and they are getting better each day.It has been exciting to watch happen and to be able to serve people in a very different environment than what they have had.They have had a lot of new people walk through the doors and they can see the center mushrooming with the new visibility and center to work with.For 2004/2005 they made a request for $30,000 as they felt additional needs while moving into the multi -generational center.They were hoping to move in that direction but no additional funding was given for health and human services so they were again given $22,000.This year they are looking at new staff people for the kitchen and there will be new HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 32 OF 51 programs.He therefore requested $52,000.The TRIAD program is $10.000 of that,which started July 1,2005 and had been previously approved by the council to be transferred to them.They are therefore asking for $42,000 for the senior center.It is a lot higher than in the past,but they have a huge responsibility to the community to insure that they offer quality programs and have quality staff.They have already added some staff people.He passed around some material on how they are setting up for this month and in the upcoming months. Ms.Terry Cochrane stated her main concern today was in regards to the congregate meals.They had a small room in the old building.In the first day in the new building,they had 83-memberscome.in for lunch:tomorrow they have 102 coming in. City Clerk Kathleen Connelly asked where -they have been. Mr.Dan Taylor commented they can see the building from a mile away. Ms.Terry Cochrane stated i t is all Apache Junction people.The people participating have to be city residents and senior citizens. City Clerk Kathleen Connelly stated they have to be for the city part of the funding.It does not mean that they cannot use other funding for non- residents. Commissioner Barker stated they will keep the rosters separate. Ms.Terry Cochrane stated she sends in a quarterly report on just the city residents. Mr.Dan Taylor stated that goes to Kathy and she reviews i t very thoroughly. Because of the federal dollars they receive,they are mandated to serve anyone who comes in over the age of 60.They use the federal dollars for the others. They find that 95% to 97% are city residents.They seldom have others but he thinks they may have a few people come in out of curiosity since it just opened. Commissioner West asked if the staff is volunteers. Mr.Dan Taylor stated they have a lot of volunteers and more staff than they have had before,too. Commissioner West commented the staff is paid. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 33 OF 51 Mr.Dan Taylor stated they do have some paid staff. Commissioner West asked how many paid staff he has. Mr.Dan Taylor stated they have 10 paid staff in Apache Junction.Some of them are part-time.They have 2 people in the kitchen;they did not have anyone in the kitchen before.They can now handle 100 people without blinking in terms of room now.They are projecting they will have a major increase as they move into the coming months,with people coming for lunch and for the programs. Ms.Terry Cochrane stated they have seen an increase because there was not enough room for them so some were going to Mesa to receive the services.They would be put on a waiting list in Apache Junction and called if there were any cancellations.For July and August,they have enrolled 47 people from East Mesa that have not come to the Apache Junction Senior Center before because of that. Mr.Dan Taylor clarified that they were going to the East Mesa center but they lived in Apache Junction. Ms.Terry Cochrane stated that is correct. Commissioner West asked if they have a bus service for seniors that are unable to drive. Ms.Terry Cochrane stated they have 2 vans that will bring them to the senior center.They do transportation to grocery stores on Tuesdays and Thursdays after lunch if they need to go.They provide transportation for medical services on Mondays,Wednesdays and Fridays in the afternoon.They go as far west as Higley and go out east to Gold Canyon as some people have insurance that will only allow them to see Pinal County doctors.There are also the new offices at Ironwood and Southern.They took 7 people to the doctor yesterday. Mr.Dan Taylor commented they are incurring a huge growth.It is a larger growth than the senior center has ever seen at one time.They interpret it to the larger facility and that is what drives the request to the commission. They have already had to meet the commitments to the increases in costs.They are asking for their consideration in .being--successful on that.They believe a lot of people will be accessing the senior center.The building is remarkable.They had a state parks and recreation conference last week and they brought a tour from Chandler to see this building. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 . PAGE 34 OF 51 Commissioner West commented their doors open at 8 and asked what time they close. Mr.Dan Taylor stated they close at 4:30 p.m.The building actually opens earlier than that and closes later as i t is a multi -generational center with fitness programs and other programs.That is all run through the city parks and recreation department.When you walk in,you would check in either with the senior center or with parks and recreation.Few people have had a problem with that as i t is laid out very nicely.They have enlisted a new,certified exercise instructor to lead the new exercise classes.They will be starting a few things in September and additional programs later. Commissioner Barker commented the commission is pretty familiar with their operation. .Mr.Dan Taylor commented they can see by their September calendar that it has already expanded beyond what they could have thought of earlier. City Clerk Kathleen Connelly stated they have very good social activities on the calendar. Vice Chairperson Clabuesch asked if it will be open to the public as well. Mr.Dan Taylor stated they have to be 60 years old or older and i t is a donation.Those under 60 can come in as a guest of someone over 60 but there is an additional Tate for that. Commissioner Barker asked what the rate is. Mr.Dan Taylor stated i t is a donation of $2.50. Commissioner Barker commented that is pretty much the same as before. Mr.Dan Taylor stated they have not changed the rate for 2 years.At one time it was $2 and they raised it to $2.50.They hesitate to raise i t anymore even though they have incurred food cost increases and other increases because they do not want to prohibit anyone from coming in and feeling comfortable.The purpose is to make sure they have at least one good meal a day.It is a nutritionally balanced meal that is reviewed by a dietician to insure it meets the standards. Commissioner Barker asked if there are people who give more than the $2.50. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 35 OF 51 Mr.Dan Taylor stated he does not know about people giving more;they are allowed to give $2.50..Their average donation is $2.00.If someone does not have $2.50,they can still eat._ They'have envelopes available for them to drop their mone in so that i t is confidential. Vice Chairperson Clabuesch asked if they have to sign up when they come to eat. Mr.Dan Taylor stated they have a registration that they have to fill out. They have to fill out all the information required by the city,the area agency for the federal dollars,and other funding sources that have - information that is needed. Vice Chairperson Clabuesch asked what she would have to do if she wanted to come in and eat lunch one day. Mr.Dan Taylor stated she would come in and fill out a registration form. They would request her to call them the day before she wants to come in for lunch so they could make sure they have right amount of food. Vice Chairperson Clabuesch stated she has been to the new senior center in Georgia.It was remarkable how.many people came in just to enjoy their lunch. The food was very good and they enjoyed coming in and having lunch with different people there. Mr.Dan Taylor stated they have recently added a program called "Take Home Fridays",where they can purchase a frozen meal or two on Friday which has a full meal that can be taken home for Saturday and Sunday.They think it will be very popular here:it already is in Mesa.They now have the space to do this program here.There are some people that do not cook that muqh. Ms.Terry Cochrane stated some of the favorite meals that they cook are lasagna and spaghetti with meatballs.Most seniors would take all day preparing these meals if they would want to cook i t for one person. Chairperson Payne asked how they are affected when the winter visitors come back. Mr.Dan Taylor stated they will be serving more people.It is hard to know what the impact will be this year. Chairperson Payne asked how they would serve everybody budget -wise. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 36 OF 51 Mr.Dan Taylor stated they would have to work with the amount of space they have.If dollars were that tight,they would only be able to serve a certain amount of people.They have not had to do that so far,and he would hesitate to do so. Ms.Terry Cochrane stated,jt is hot something where the numbers jump overnight.The cooks pretty much know what they have to prepare.With the reservations,they know the afternoon before how many they will be serving. They can serve as many as they can get into the room.Once i t is full,then they would have to start putting people on a waiting list. Chairperson Payne asked what kinds of funds they are expecting. Mr.Dan Taylor stated they do not know what to expect but they know there will be more people coming.They have already hit 100,and that was their maximum at the old building.They would hit that on occasion in January. Ms.Terry Cochrane stated they would set up tables outside and serve people out there. Mr.Dan Taylor stated if they did not get adequate funding from the sources they have,then they would have to take a look at limiting the number of people they can serve.They have not done that before and he is hesitant to do that.He does not like to do that as he feels they are there for community service and to be responsive to the community.They are looking at it closely as they know they are spending more money than they were last year,and they will continue to grow throughout this year.They will know more at the end of 12 months.If this committee is willing to go along with their request,they probably will not have to.They will have to do a re-evaluation if they are unable to get the funds from the city. Commissioner West asked how many senior centers they have for the geographic area of Mesa. Mr.Dan Taylor stated they have two. Commissioner West commented they only have two for that much larger area. Mr.Dan Taylor stated they are 2 large centers. Commissioner West commented they probably worked with them. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 37 OF 51 Mr.Dan Taylor stated they are them.It is all one organization.They manage the Apache Junction center,the Mesa centers,and all of the community services within both communities.They have some good history in terms of kitchens and the city now has a kitchen in its senior center.They have started some preliminary cooking here which will be a good thing for them. City Clerk Kathleen Connelly clarified that they are a nonprofit organization and they are not associated with the City of Mesa. Commissioner West asked if they get funds from Mesa. Mr.Dan Taylor commented they are a 501C(3)organization,which is a private nonprofit organization..They receive, funding from federal sources,state sources,local United Ways and city governments.They do receive some money from the City of Mesa to provide some of their programs,as they are asking Apache Junction for some of the programs.here.Their budget for the Apache Junction Senior Center this year is almost $400,000.It has grown by almost $100.000 from last year because they know they will have the need.That is why they are coming to the city to see if they can help them with a portion of the increase incurred.They have asked all of their funding sources for more. Mesa Senior Services has been a part of the Apache Junction Senior Center since 1996.They are very familiar with senior centers and their programs. They make a great effort to be responsive to the citizens in the community. Commissioner West commented people are living longer and the baby boomers are starting to retire. Mr.Dan Taylor stated they do and with people living longer i t is not unusual to see people in their 80's and 90's coming into the senior center.They even have some in their 100's coming in.They also serve a lot of home delivered meals in the community.They did 71 meals on wheels today in Apache Junction. That is also continuing to grow. Ms.Terry Cochrane stated while they do require those getting home delivered meals to be at home,those people do need to be able to get out,socialize, and grocery shop.They do offer that for them,also. Mr.Dan Taylor invited them over at a later date to spend more time with them and to learn all the pieces.Each center is different.Apache Junction is known for the vital volunteers;without them their program would not be a third of what they have.He has been to more than one hundred senior centers around the country,and he can tell within 5 minutes of walking in what kind of senior center i t is by the atmosphere and the way people react to you. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 38 OF 51 This center has a very good feel to it,although they are still trying to learn the new building.They really welcome everyone. Ms.Terry Cochrane stated they have a lot of social activities for them.The volunteers there tabbed and color coded all the forms for the programs. Chairperson Payne stated she visited the center yesterday and i t is very nicely done.The person at the desk was very pleasant.She was helpful and answered all her questions.She also took a tour of the building with a parks and recreation department employee who took her around. Mr.Dan Taylor requested they do what they can for them.The city council has been very supportive in the past,as has Kathy.She has also been an advocate for them.She has worked with him over time and,at one point,tried to get their request into another budget so that it would not strain this budget quite so much,but they have not been able to do so yet. City Clerk Kathleen Connelly stated it did not happen this year,but it does not mean they will not try again. Mr.Dan Taylor stated there are no frills in what they are asking for;i t is straight services for the public.They have already received the money for TRIAD,so i t is basically a $42.000 request.They have already signed a 5 year contract with the city for Triad,and again added the city has always been very supportive of them.They were just at a council meeting on Tuesday; if he needs to come to a council meeting when they are presenting this,he would be glad to attend. Commissioner West asked what his position is with Mesa Senior Services. Mr.Dan Taylor stated he is the executive director. Commissioner West asked if the telephone number given was his number. Mr.Dan Taylor stated that is the new Apache Junction number.He gave them a copy of the most recent newsletter and it has an article on the front page with a picture declaring that the Apache Junction Senior Center is on the map. This is their organizational newsletter and i t is mailed out to about 4,000 plus it is in the Bashas'stores in the east Valley.The Apache Junction Senior Center is on the front page with an additional full page inside the newsletter.He will be out here every day for awhile. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 39 OF 51 City Clerk Kathleen Connelly asked if the menu inside is their menu for the rest of the month. Mr.Dan Taylor stated that is correct. Ms.Terry Cochrane stated they do not have the alternate at this time. Mr.Dan Taylor stated that will be available in October.It is something they have never been able to do before.They have always served only one meal:now they will have two choices,and people like choices. There was general discussion on how the newsletter was put together and printed. Mr.Dan Taylor stated every time he comes out here he has a good time,and Terry and her staff do a good job.They put together a really nice program. Commissioner West asked for his name and phone number. Mr.Dan Taylor showed her where it was in the newsletter.He added that i f they had any questions,they could call them.. City Clerk Kathleen Connelly stated after the interview that they have added a lot of programs.They used to get a lot of Canadians,which used to be an issue.Over the years there have -been .less and less because the year round residents have become more and more and there is no longer room for the outside people.The Canadians are not covered by the U.S.federal funds. Commissioner West commentecithey get_alot:of freebies here. The final interview was with St.George.The organization was represented by Margaret Soza,the director of the Emergency Aid Ministry. Chairperson Payne requested Ms.Soza give them a presentation on how their program worked last year. Ms.Margaret Soza stated the primary focus of the funding was to meet the needs of the residents of Apache Junction experiencing emergency crises.They provided for them based on the funding available and their eligibility criteria.They provide food boxes with a 2-3 day food supply,toiletries, utility assistance to prevent disconnection with a disconnect notice to be shown as proof of the need,prescription drug assistance for clients with no medical insurance or being unable to afford due to a related crisis,medical HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 40 OF 51 and dental assistance issued if the client has no insurance or is unable to afford it due to a related .crisis,propane vouchers issued for tank refills for cooking ahd heating pul*Ses',shower vouchers due to lack of water service or shelter,clothing and shoe vouchers issued for necessary employment apparel,household appliances for necessary refrigeration,travel vouchers issued for bus transportation fbr employment or reuniting families with the vouchers being redeemed through the St.Vincent de Paul travel in Phoenix, rental assistance to prevent eviction,and Christmas and Thanksgiving food boxes.The ministry is solely funded by the parishioner donations and through the grant from the city.They have experienced a significant increase in clients of approximately 30%,with the clients in need due to their inability to get assistance from other agencies,low income,unemployment benefits insufficient for expenses,loss of job,domestic violence,single parent household,homelessness,eviction or foreclosure,or medical -related.The objective of the ministry is to increase their assistance capability for the Apache Junction residents who have a definitive emergency crisis,especially for food distribution for clients limited to monthly bank allotments, electrical and gas bills during the summer months,purchase of diapers unavailable through WIC,rent,mortgage,prescriptions,and emergency medical or dental assistance. Commissioner West asked if their assistance was limited to only members of the St.George Church. Ms.Margaret Soza stated i t is not.It is for all residents of the city. Commissioner West asked how they identify these people. Ms.Margaret Soza stated they are identified through their utility bills or the lease agreement.They use the map of the city to determine if they reside within the city limits.They also call in to Kathy Connelly to check on • residency. City Clerk Kathleen Connelly commented they do call her to check. Chairperson Payne asked if there is a minimum that a person can come in. Ms.Margaret Soza stated there is.They cannot come in all the time or they would run out. Chairperson Payne asked if it is an emergency and they are given assistance for the one time only. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 41 OF 51 Ms.Margaret Soza stated that is not necessarily the case.It depends on their crisis.Some people get back on their feet right away,others need to use the program quite often.They do put a cap on i t sometimes. Chairperson Payne stated they received a copy of the fourth quarter and she did not see any duplication of names.She also saw no food was given out and she thought that was good because the Food Bank does that. Ms.Margaret Soza stated they do give out quite a bit of food. Chairperson Payne stated they do not give it out through the program here. Ms.Margaret Soza stated they do not. Commissioner West asked if there was a duplicating effort that does somewhat the same thing. City Clerk Kathleen Connelly stated the agencies over the years have learned to cross check with each other to make sure that does not happen. Ms.Margaret Soza stated they also refer out to each other if they are unable to help them. Chairperson Payne commented they fill a gap when someone falls in between. She then closed the interview as there were no more questions. 4.Consideration and action on recommendations for human services funding for FY 2005-06. Chairperson Payne commented she would go first with her recommendations and then the others could adjust them.She looked at what everyone wanted and her first thought,for the $80,000,was the Food Bank for $20,000 as they have no other source of funding,$15,000 for the Boys and Girls Club,$5,000 for Community Action Human Resource Agency,$30,000 for the Senior Center and $10.000 for St.George.Community Alliance Against Family Abuse did not qualify.By doing this,i t puts the senior center at 37% of the funds,the Food Bank at 25% of the funds,18% of the funds for the Boys and Girls Club, and 12% of the funds to St.George. Commissioner Barker stated those are very close to his figures. Vice Chairperson Clabuesch stated they were close to hers,too. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 42 OF 51 Commissioner Barker commented he would like to give the council a choice. though. Chairperson Payne stated she had done that also. Commissioner Barker asked her to go ahead. Chairperson Payne stated if they increase it to $90,000,she had $20,000 to the Food Bank,$15,000 to the Boys and Girls Club,$10,000 to Community Action Human Resource Agency,$35,000 to the Senior Center,and $10,000 to St. George.If it were increased to $100,000,she had $20.000 to the Food Bank, $20.000 to the Boys and Girls Club,$10,000 to Community Action Human Resource Agency,$40,000 to the Senior Center,.and $10,000 for St.George.She would like to get i t increased to $100,000,and she asked them to pick apart her recommendations. Commissioner Barker stated he liked her recommendations. Vice Chairperson Clabuesch agreed',and stated she would also like to see i t increased to $100.000. City Clerk Kathleen Connelly commented they could also give them an in-between at $90,000. Commissioner Barker asked her to do them a favor.He asked that she give them a history of the amount of funding over the last 16 years. City Clerk Kathleen Connelly stated it would take a long time.They have been given funding history since 1998 in their packets. Commissioner Barker asked if they started with $70,000 when the funding started 16 years ago. City Clerk Kathleen Connelly stated she thought i t started with less than that.She remembers $65,000 and $68,000 being in there,and then the commission asked for more funding one year and it was funded at that level and the following year it was automatically funded at that level and remained there.It has been $80,000 for a long time. Commissioner Barker commented he would really like to see the city council tie it to a percentage of the funding. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 43 OF 51 City Clerk Kathleen Connelly stated they have had this discussion before. There are certain funding sources within the budget that cannot be used for this purpose. Commissioner Barker stated he is aware of that. City Clerk Kathleen Connelly gave as an example Highway User Funds,which are a part of the gas tax,can only be used for roads. Commissioner Barker stated they could make i t a percentage of the general fund. City Clerk Kathleen Connelly stated the general fund could be used.This has been asked for before and there have been other people besides the council who say no. Commissioner Barker asked her what the amount of the general fund is. City Clerk Kathleen Connelly stated she did not know and would not venture a guess. Commissioner Barker commented when they did this before it was something like a half of a percent of the general fund.As the budget increases,so would the funding for health and human services.They have to do something.There are city employees making more than this. City Clerk Kathleen Connelly stated that is true,but people have waited 25 years. Commissioner Barker commented he was not talking about anyone in particular City Clerk Kathleen Connelly stated she would guess that if she was the budget person trying to plug these numbers into the budget every year,a percentage would be easier to work from.That is how she would look at it.She added Dan Taylor referenced the possibility of working things differently.They had hoped to do it this year but budget circumstances and the timing of the opening got in the way.What they had been talking about is actually outsourcing the senior center program itself.It may be able to become part of the parks and recreation budget.It would therefore be taken out of this process completely and that would grow the fund for other purposes. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 44 OF 51 Commissioner Barker commented if it is a percentage of the general fund budget,when the general fund goes down so does the health and human services funding. City Clerk Kathleen Connelly stated that is correct. Commissioner West asked if the general fund comes from their taxes. City Clerk Kathleen Connelly stated it comes from taxes,revenue sharing,the city's portion of the state income tax and license fees. Commissioner Barker commented i t is like the general fund would be what you make and whole budget would be what your husband brings home.too. City Clerk Kathleen Connelly stated there are other funds such as Grants And Trust,where they can get a grant for a particular thing and they can only use i t for that one thing.They used it a couple of years ago for the police mobile command unit.They cannot mix and match;i t has to be kept separate. But the general fund revenues can be used for several things. Commissioner Barker commented unless someone would like more discussion,he sees no reason to delay any longer.They could go ahead and make a motion. He asked the city.clery if there -were any special circumstances they need to be advised of. City Clerk Kathleen Connelly stated they heard them give presentations on what their proposing for their services.She asked if they are in agreement on those services,such as Mesa Senior Services continuing the Meals on Wheels and the congregate meals.That becomes a component of the contract and that is what she monitors on a quarterly basis. Commissioner Barker commented the program the mental health center once ran for health and human services was an interagency luncheon.He asked if anyone would be doing that now. City Clerk Kathleen Connelly stated not right now.However,an assistant county attorney contacted her an offered to take on the program provided that the city would hold the first organizational meeting and tell all the agencies that from this point forward,Mr.Brown of the county attorney's office will take it over.He has a lot of volunteers that will assist him. Commissioner Barker stated he is really into this;i t is near and dear to his heart. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 45 OF 51 City Clerk Kathleen Connelly stated she is waiting for the records from the mental health center as to who the agencies were and who they involved in the process. Commissioner Barker asked her to let him know when i t happens and he will put i t in the paper.He asked Joyce if she had any stipulations to put in;i f not,to make the motion. Chairperson Payne stated there was $5,000 for transportation,$10,000 for the home -delivered meals and $15,000 for the congregate meals for the senior center.She asked if that is how it works. City Clerk Kathleen Connelly stated it cannot ordinarily be broken down in the contract.It states i t is for an amount to be used for the following purposes,and then the purposes are listed.They are very diligent. Commissioner Barker stated if they are limited to so much for each purpose, they could run out of one. Chairperson Payne 'commented i t is then for all of them. City Clerk Kathleen Connelly stated they have a real good sense as to where their needs are. Commissioner Barker asked if there was anyone else on the list that they need to stipulate. Chairperson Payne stated she thought St.George should limited to the same categories as last year. City Clerk Kathleen Connelly commented they want the same five categories. Commissioner Barker asked what ones those were. City Clerk Kathleen Connelly stated it was for prescriptions,medications, medical and dental,rental assistance,utilities and propane.There were specific items in the contract that they were allowed to spend money on.It did not include the food boxes or transportation. Commissioner Barker stated that would be fine. City Clerk Kathleen Clerk commented they are very diligent in their recordkeeping;they earmark what it goes for. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 46 OF 51 Commissioner West asked what the.human services resources do. City Clerk Kathleen Connelly stated the Community Action Human Resources Agency makes homes accessible for people with disabilities,putting in ramps and things,and also utility and appliance repair work,where they repair or replace evaporative coolers. Deputy City Clerk Jan Mason asked what she was missing on the list for St. George's.She had prescriptions,rental -assistance,utility and propane. City Clerk Kathleen Connelly stated i t is prescriptions,medical/dental, propane,rental assistance and utilities. Commissioner West commented i t looks pretty well balanced to her. Vice Chairperson Clabuesch agreed. Chairperson Payne commented she believes the Food Bank is $15,000 for the food and $5,000 for utilities. City Clerk Kathleen Connelly stated in that case that is fine as that is what they put in the contract.They know how much they need for utilities. Commissioner Barker commented the list made is what the $10,000 is for:there is none for transportation.They would specify for those uses only. Deputy City Clerk Jan Mason stated she put it on the board so that they could read it write from the board for the motion. City Clerk Kathleen Connelly stated she would make sure when she does the quarterly reports. Commissioner Barker MOVED THAT THE HEALTH AND HUMAN SERVICES COMMISSION RECOMMEND TO THE CITY COUNCIL FUNDING FOR THE FOLLOWING AGENCIES IN THE FOLLOWING AMOUNTS:THE FOOD BANK,$20,000:BOYS AND GIRLS CLUB,$15,000; COMMUNITY ACTION HUMAN RESOURCES AGENCY,$5,000:THE SENIOR CENTER,$30,000: AND ST.GEORGE,$10,000 WITH A STIPULATION FOR ST.GEORGE THAT THE MONEY BE SPENT SPECIFICALLY FOR PRESCRIPTIONS,GENERAL ASSISTANCE,UTILITIES,PROPANE VOUCHERS AND MEDICAL ASSISTANCE.He asked if they wanted to do the incremental amounts in separate motions. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 47 OF 51 There was general discussion on if they should do just $80,000 and $100,000 or if they should also include $90,000.It was decided to do all three recommendations. Commissioner Barker continued his motion AND A CHOICE OF $90,000 BUDGET: $20,000 TO THE FOOD BANK,$15,000 TO THE BOYS AND GIRLS CLUB,$10,000 TO COMMUNITY ACTION HUMAN RESOURCES AGENCY,$35,000 TO THE SENIOR CENTER AND $10,000 TO ST.GEORGE WITH THE SAME STIPULATIONS.AND ALSO A CHOICE OF BUDGETING $100,000 FOR HEALTH AND HUMAN SERVICES,THAT WOULD BE $20,000 FOR THE FOOD BANK,$20,000 FOR THE BOYS AND GIRLS CLUB,$10,000 FOR COMMUNITY ACTION HUMAN RESOURCES AGENCY,$40,000 FOR THE SENIOR CENTER AND $10,000 FOR ST.GEORGE WITH THE SAME STIPULATIONS. City Clerk Kathleen Connelly stated it will be the programs that they presented to you on the others such as the learningprogram for the Boys and Girls Club.She asked if -they wanted to give the council a reason for their recommendations forthe higher amounts. Commissioner Barker commented because the senior center has requested far more than we feel we can give them -at $80,000 because of the growth;they need i t for the growth and they have a brand new senior center.The Boys and Girls Club also needs more funding because they have a program they would like to fund that is an after school program that is very deserving.It is the reason for the suggested higher funding.The suggested higher funding goes to the senior center and Boys and Girls Club with a little boost for Community Action Human Resources Agency. City Clerk Kathleen Connelly stated that is also age -related. Commissioner Barker agreed. Chairperson Payne called for a second. Commissioner West SECONDED THE MOTION. VOTE:Unanimous. The motion carried. 5.Discussion on schedule for presenting recommendations to the city council. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 48 OF 51 Vice Chairperson Clabuesch asked when they would be making the presentation to the council. City Clerk Kathleen Connelly stated she has i t scheduled for the work session of September 19,2005,at 7:00 p.m.It is the Monday night work session.The following night she will ask for direction.That is when they will say yes or no on the amounts. Commissioner West asked for the nights and times again. City Clerk Kathleen Connelly stated it would be 7:00 on both nights.September 19 and 20. Commissioner West asked where the meetings would be held. City Clerk Kathleen Connelly stated it would be here at the council chambers. Vice Chairperson Clabuesch asked if it would make a difference if more of the commission showed up. City Clerk Kathleen Connelly stated the more the better.She will also notify the agencies of their recommendations and they can show up also.She asked them if they wanted her to remind the council of the memo wherein they had asked for the funding level to be raised last year. Chairperson Payne stated yes.She asked if a letter on the recommendation would be sent to Community Alliance Against Family Abuse. City Clerk Kathleen Connelly stated she would.She asked if they wanted to make a motion regarding the two agencies that were not funded,the Salvation Army and Community Alliance Against Family Abuse,to notify them that they are not being considered for funding this year. Commissioner Barker MOVED THAT SHE CONTACT THE SALVATION ARMY AND CAAFA AND EXPLAIN TO THEM THAT THE SALVATION ARMY,BASED ON PAST RECORDKEEPING AND THE LACK OF DOCUMENTATION,WOULD NOT BE FUNDED;AND WITH CAAFA THEY ARE SIMPLY NOT WITHIN THE BOUNDS OF THE LAW. Vice Chairperson Clabuesch SECONDED THE MOTION. VOTE:Unanimous. The motion carried. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 49 OF 51 Chairperson Payne asked if there would be something prepared for her to read when she goes to the work session. City Clerk Kathleen Connelly stated she would.Her deadline for getting this upstairs for the packet is next Monday at 8:00 a.m.As soon as that is finalized,she will mail all of them a copy.She hopes they do the higher amount. Chairperson Payne commented they do not vote on it that quickly. City Clerk Kathleen Connelly stated they will vbte on September 20. Commissioner Barker stated they will discuss it at the work session. City Clerk Kathleen Connelly agreed.She commented they will get a sense at the work session as to how they might be leaning.Tuesday night they will direct her to prepare contracts,naming the agency and for what amount. Commissioner West commented they must have a slush fund. City Clerk Kathleen Connelly stated she did not know.There are two budgets she looks at:the city clerk and city council.She makes sure they balance every year.She does not know about the rest as she is not the finance person. Chairperson Payne asked if anyone else would be going to the meeting that night. Vice Chairperson Clabuesch stated she will try to go. Commissioner Barker stated he plans orf.making .it. City Clerk Kathleen Connelly stated she will talk to the finance department upstairs to let them know the commission is making the request so that they will be prepared to answer to the council if they ask if there are funds available. Commissioner Barker asked if they are supposed to do that. City Clerk Kathleen Connelly stated they would not,she would.She will talk with Keith and Bryant.She added the council really appreciates their work. They are grateful that they take the time to do this and they do an excellent job.You get them to the point where it makes it easier for them. HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 50 OF 51 Commissioner Barker commented i t is a good commission to serve on because you hardly ever make anyone mad. Commissioner West asked happened to Superstition Mountain Mental Health. City Clerk Kathleen Connelly stated they did not apply this year. 8.Discussion on future Meetings. City Clerk Kathleen Connelly stated at this point in time there are none scheduled. Commissioner Barker commented i t is easier on the agencies if we meet and get this to the council before the hurt begins. Chairperson Payne agreed. City Clerk Kathleen Connelly stated that was her goal this year.It was hard getting somebody to tell her how much money there was to work with.She did not want to come in to them and say she did not know yet.If they make this request,perhaps the council will simultaneously request it. Commissioner Barker reiterated he would like it tied to a certain percentage. City Clerk Kathleen Connelly stated she would put that in the recommendation, also. 9,Adjournment. Chairperson Payne adjourned the meeting at 4:50 p, Kathleen Connelly City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING SEPTEMBER 7,2005 PAGE 51 OF 51