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HomeMy WebLinkAbout2006-07-12 HHSCMINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION City Clerk Conference Center 300 E. Superstition Blvd., Apache Junction, AZ July 12, 2006 - 3:35 P.M. COMMISSIONERS PRESENT: JOYCE PAYNE, CHAIRPERSON SUE CLABUESCH, VICE CHAIRPERSON ROBERT EVANS RUTHIE WEST (KIMBERLY BROSSMAN WAS ABSENT.) STAFF PRESENT: KATHLEEN CONNELLY, CITY CLERK JAN MASON, DEPUTY CITY CLERK 1.Call to Order/Roll Call. Chairperson Payne called the meeting to order at 3:35 p.m. Deputy City Clerk Jan Mason called the roll and advised there was a quorum present. City Clerk Kathleen Connelly announced they have a new member, Rob Evans, who was appointed a couple of months ago.Ed Barker declined to continue on as a board member. Commissioner Evans requested the board members introduce themselves.There was general discussion among the board and staff regarding background and board responsibilities. 2.Discussion on FY 2006-07 funding applications and procedure for reviewing applications. City Clerk Kathleen Connelly stated one of the main assignments of the commission is to receive applications for funding. Ordinance No. 659 sets out a series of procedures for any non- profit agency interested in city funds.This is done because for years, during the middle of a budget year, any number of groups would come to the council requesting money.The council finally determined they could not do this as it needs to be a budgetary function.A calendar was created for those who were HEALTH AND HUMAN SERVICES COMMISSION MEETING JULY 12, 2006 PAGE 1 OF 17 interested in receiving funding during a fiscal year.To get funding for this fiscal year, they had to apply by the end of January.The commission then looks at the applications.She had listed the six applicants from this year on the board on the wall, and their requests for this year totaled a little bit more then $160,000.The council only gave them $80,000 to work with. Vice Chairperson Clabuesch asked if they had gotten a raise. City Clerk Kathleen Connelly stated they had not.The commission did ask for a raise last year and she reminded the council again this year.Councilmember Dietz also went to bat for it.What happened is that some of that money got put into a neighborhood assistance program through TRIAD, because the city had the new property maintenance standards go into effect on July 1.It will create a group of volunteers who will help people with disabilities, income issues or seniors to meet the property maintenance standards.That funding contract will be approved on next Tuesday night's council agenda.It will still help the same group of people.They have to be city residents. Chairperson Payne asked if they should think of that when they are considering the funding recommendation here. City Clerk Kathleen Connelly stated the commission should.They do not know who will be receiving the funding yet, and it may be some of the same people who get some form of assistance.She was concerned that this funding was being shorted until the neighborhood assistance program was explained to her.The money is still going out there for community assistance; it is just in another column. Commissioner Evans asked if the council had any input into that. City Clerk Kathleen Connelly stated the council approved that as part of the budget so they were in agreement with that shift. Commissioner Evans asked if this commission has any input into that. City Clerk Kathleen_ Connelly stated in a way.The commission asked in the past to provide more money, and introduced it as part of the recommendations last year.Last year the council HEALTH AND HUMAN SERVICES COMMISSION MEETING JULY 12, 2006 PAGE 2 OF 17 approved it, but she has been told it cannot be more than $80,000 this year. Vice Chairperson Clabuesch commented they can keep trying. City Clerk Kathleen Connelly stated absolutely. Vice Chairperson Clabuesch commented even with this new program. Her argument has always been that it is a growing area, more people are coming in and it is going to take more funds to continue these programs as well as this new one that is being started. Commissioner Evans asked if there were any grant funds. City Clerk Kathleen Connelly stated the commission had looked at grant money a couple of years ago .with the Community Development Block Grant funds.They worked with Roger Hacker of Development Services.The commission was part of the recommendation to fund 8 vehicles and there was another one before that.She asked the deputy city clerk if she recalled that project. Deputy City Clerk Jan Mason stated the only one that they requested a recommendation from was the one for the 8 vehicles. City Clerk Kathleen Connelly Stated She recalled them being asked twice.One was for one they funded and the other they did not fund. Chairperson Payne commented the other one was for the mobile command unit. City Clerk Kathleen Connelly stated they made a recommendation but it was given to the police department. Commissioner Evans commented that there has been a link between this commission and the Community Development Block Grant funds. City Clerk Kathleen Connelly stated when the council sends it in that direction.The council wanted to use those funds for street improvements and the 800 megaHertz radios.If they are not sure of what they want to spend it on, they will ask the commission to take a look at it.If they have a project in mind, they will not pass it over. HEALTH AND HUMAN SERVICES COMMISSION MEETING JULY 12, 2006 PAGE 3 OF 17 Commissioner Evans asked if the commission can help support grant writing or receive external grants. City Clerk Kathleen Connelly stated that is a good question. She suggested having Roger come in and speak to them about that. Commissioner Evans stated there are a lot of federal grant monies out there. Vice Chairperson Clabuesch agreed. Commissioner Evans commented it could be localized. Commissioner West commented they were asked this question last year:She asked how a religiously -affiliated organization could comment on this, such as St. George. City Clerk Kathleen Connelly commented that_St. George's did not apply this year, so they are out of the picture.They do have the Salvation Army, and she has asked them the same question. They specifically put in their contract that they are not supposed to use any of the city funds for any religious purposes.When people come to them, they are not supposed to talk to them about religious issues.It is strictly an emergency assistance program, such as someone being evicted or their electricity being turned off.It is written right into the contract that it is going to them because they are providing the service, not because they are a religious entity. Chairperson Payne stated it was also for specific things.It could not go for food because there is the Food Bank.It had to go for things that were not covered by anywhere else. City Clerk Kathleen Connelly stated it was for rental assistance and prescription medication. Chairperson Payne stated the different agencies referred them to the church if they could not help them there.As long as they were residents, they would receive the assistance. City Clerk Kathleen Connelly stated frequently in small communities such as this the churches are the only ones who are providing some of those services.She added she would have Roger come in and talk to them about grant opportunities. HEALTH AND HUMAN SERVICES COMMISSION MEETING JULY 12, 2006 PAGE 4 OF 17 Deputy City Clerk Jan Mason asked if they would have to be set up like the Friends of the Library or would the commission be able to do it as is. City Clerk Kathleen Connelly stated they would have to ask Roger that. Commissioner Evans commented the city can be the applicant at some of the grants he has been looking at.He would like to see if he can get some support for the grant writing. City Clerk Kathleen Connelly stated they have six applications this year.St. Georges ,opted not to apply this year. Community Alliance Against Family Abuse also opted not to apply. The Arizona Bridge to Independent Living is a nonprofit organization that assists people with disabilities; they are new this year but she recalled that they applied many years ago. They have been around for along time and she recalls them applying in the mid -90's. Commissioner West asked what CAHRA is. City Clerk Kathleen Connelly stated that is Community Action Human Resources Agency out of Eloy.She asked if she remembered Mary Lou Rosales. Commissioner West stated she did. City Clerk Kathleen Connelly stated they provide utility repair and assistance such as evaporative coolers, air conditioning and appliance replacements.In certain instances they will make a home acceptable for someone with disabilities.They are proposing to do 9 houses over the course of the year. Commissioner West commented that the Mesa Senior Services request is high.She asked what the ratio is here. City Clerk Kathleen Connelly asked for what. Commissioner West stated for seniors. City Clerk Kathleen Connelly stated she did not know. Commissioner West commented it used to be about 80% at one time. HEALTH AND HUMAN SERVICES COMMISSION MEETING JULY 12, 2006 PAGE 5 OF 17 City Clerk Kathleen Connelly stated it was that.She asked what her definition of senior is. Commissioner West commented it was mostly trailers with old people in them years ago as there were no resources here. City Clerk Kathleen Connelly stated that was true.When she first started here, in the back of the voter registration statistics, they would have a list of the median age.At that time it was over 70, but it is considerably less than that now. Commissioner West commented that it has then changed. City Clerk Kathleen Connelly stated it has definitely changed. She commented that Mesa Senior Services is now called East Valley Senior Services. Commissioner Evans asked if they were nonprofit. City Clerk Kathleen Connelly stated they are.All the applicants are nonprofit.They cannot be considered under this process if they are for profit organizations.The Boys and Girls Club would like to continue the after school program; it is basically the same as they have done in the past.Community Action Human Resource Agency's proposal is to service 9 homes. They stretch the dollars; sometimes they do more than 9 and other times they do less than 9, depending on the needs of the house.The Food Bank is requesting $15,000 for actual food and $5,000 for the electric bill for the huge coolers.Mesa Senior Services is actually for 3 things.It is $25,000 for the congregate meals, $15,000 for home -delivered meals and $8,000 for transportation.She had expected an increase as they are in the new facility.They advised last year that they did not know how much it would increase but they expected it to do so simply because they have more space.She has been over there a couple of times and they are very busy.They have some very good social programs, also.The Salvation Army is requesting $10,000 and it appears they are proposing to pick up where St. George's left off with the emergency assistance, hotels, utilities and that type of thing. Vice Chairperson Clabuesch commented it all has to stay in Apache Junction. EEALTH AND HUMAN SERVICES COMMISSION MEETING JULY 12, 2006 PAGE 6 OF 17 City Clerk Kathleen Connelly stated they all have to be city residents. Vice Chairperson Clabuesch commented even though the one group is from Eloy, they will service the people in Apache Junction. City Clerk Kathleen Connelly stated that is correct.They have been doing that for at least 10 years. Commissioner Evans asked if they have to do some reporting. City Clerk Kathleen Connelly stated they do.The ordinance requires they report to her quarterly by the 10th of the month following the end of the quarter.They are given a format that gives her the information that she is looking for.There were no reporting problems from any of the agencies that received funding last year.In each case, they always provided services above and beyond what they were funded for using funds that they got elsewhere.She commented Arizona Bridge to Independent Living's application is to make homes accessible.Their cover letter states that they have received several requests over the years to do that.Part of her concern is they are suggesting they can do rental properties.Public funds cannot be used to improve someone's rental property.The commission could not approve that portion of their request.She does not believe the Salvation Army has an office open in Apache Junction.She is not sure how that assistance will work; it would be a good question for the interview. Vice Chairperson Clabuesch stated she had been working with them through the volunteer center.They sent some volunteers to them and they had closed their office. Deputy City Clerk Jan. Mason commented they had come to one of the council meetings and stated the office would be closed but they would have a local number available so that they could be contacted.Everything would go through the Mesa office. Commissioner Evans asked if the fiscal year is from July to June. City Clerk Kathleen Connelly stated that is correct.Whatever they approve will go to the council.If they agree with the recommendations, they will direct her to prepare contracts. HEALTH AND HUMAN SERVICES COMMISSION MEETING JULY 12, 2006 PAGE 7 OF 17 Chairperson Payne commented they do not receive the funding until after they do the contracts. City Clerk Kathleen Connelly stated that is correct. Chairperson Payne commented they do not get the funding up front.They have to send the reports in and then they are reimbursed each quarter. Commissioner Evans asked if she has to manage these grants herself. City Clerk Kathleen Connelly stated she does, plus the Chamber of Commerce, Main Street and Community Development Corporation contracts.She wished they had more funding because the need is there.They all realize going into this that they are not going to get every penny they are asking for.Usually, the commission lets her know who they want to interview and then she sets up interviews where they come in and get about 15 minutes to explain their proposal and answer any questions.Either at that meeting or at the next meeting the commission will decide how they want to divide the dollars.- Vice Chairperson Clabuesch commented they are welcome to visit any of these places if they want to. Commissioner West commented they are not allowed to look at their financial situation. City Clerk Kathleen Connelly stated that have that information in front of them right now.She did not give them all their paperwork showing they are nonprofits, their bylaws and their articles of incorporation.She did not think they wanted that. She will give it to them if they want it. Chairperson Payne commented they are aware that she has them and has checked them. City Clerk Kathleen Connelly stated she has them and she puts down on the summary page that they are on file. Chairperson Payne asked if they were going to go ahead and look at the requests or should they read them first. HEALTH AND HUMAN SERVICES COMMISSION MEETING JULY 12, 2006 PAGE 8 OF 17 City Clerk Kathleen Connelly stated it is up to them.They have been given a summary, but they may want to take it home and read it a little. Commissioner West asked if they could take it home. City Clerk Kathleen Connelly stated they could. Chairperson Payne commented she might want to go over with them exactly what it is they are asking for.She commented they only have $80,000. City Clerk Kathleen Connelly stated Arizona Bridge to Independent Living is a new applicant and she is not sure how they are going to split their dollars between administrative costs and the actual, physical program costs. Vice Chairperson Clabuesch stated she noticed there is a phone number and a person's name to call.She asked if they would have to go out of the city to meet with him. City Clerk Kathleen Connelly stated she believes they are in Mesa.They could also ask them to come here; whatever they prefer.The information she has is that they are at 1229 E. Washington, Phoenix.They are proposing to do 8 home modifications for low to moderate income residents with disabilities who own houses or mobile homes or who live in an apartment with a one-year lease.The apartment is not fundable. Commissioner Evans asked if they want to coordinate site visits. City Clerk Kathleen Connelly stated they can do that but they cannot have a quorum. Chairperson Payne stated in the past the people they wanted to talk to have come to them.They explained their proposal and then the commission asked them whatever questions they had. They have an interview time for any questions and it saves us from having to go all over. Vice Chairperson Clabuesch commented she had gone to the food bank and senior center and toured them. HEALTH AND HUMAN SERVICES COMMISSION MEETING JULY 12, 2006 PAGE 9 OF 17 Commissioner Evans stated Arizona Bridge to Independent Living is close to his office so he thought he might stop by.He will save anyone a trip there. Chairperson Payne asked if there were any other questions on the funding.They have agreed on take the time to review it but they will take a quick peek to see who that want to interview. City Clerk Kathleen Connelly stated they all have good proposals.Sometimes a proposal will jump out at her as being unrealistic or premature like they had with Community Alliance Against Family Abuse last year.These are all sound proposals. 3.Status report on FY 2005-06 funding recipients City Clerk Kathleen Connelly stated it was a Very good year. She had no, problems with any of the contracts that were approved last year.Things went very smoothly, Vice Chairperson Clabuesch asked if they spent all their money. City Clerk Kathleen Connelly stated they did. Chairperson Payne asked if anyone turned any money back in this year. City Clerk Kathleen Connelly stated they did not.The only change is that St. George's declined to file an application. Commissioner West added the Community Alliance Against Family Abuse also did not file. City Clerk Kathleen Connelly stated Christy did not come in. Commissioner West commented she thought this would be a big thing here. City Clerk Kathleen Connelly stated she thought she would come back in this year, especially since she went through all the ropes last year.She got nothing. Chairperson Payne stated she thinks they received some money from United Way last year.She was able to sit in on that a HEALTH AND HUMAN SERVICES COMMISSION MEETING JULY 12, 2006 PAGE 10 OF 17 year ago.They had applied with United Way of Pinal County and she knows that they did receive some funds. City Clerk Kathleen Connelly stated that was wonderful; they could open their shelter. Chairperson Payne stated that could be why they are not applying.She does not know why St. George is not applying. City Clerk Kathleen Connelly stated she spoke with her this morning and she stated the pastor decided not to do it this year. Commissioner Evans asked if the process is closed now. City Clerk Kathleen Connelly stated it is for this year. 4.Selection of future meeting dates. Chairperson Payne stated they need to select their future meeting dates and who they want to have interviewed.She asked what the time frame was for them to get the proposals done. City Clerk Kathleen Connelly stated they are about a month ahead of where they were last year so they are fine. Commissioner West asked if she was going to tell them how much time they had to read the proposals. City Clerk Kathleen Connelly stated that is at their convenience.There is a city council meeting next week and the mayor cancelled the first meeting in August.The council will not meet until the middle of August.She would not be bringing anything from them to the council until September. There was general discussion on when they should meet.It was determined that Friday, August 4, in the morning would be best for the next meeting. City Clerk Kathleen Connelly stated she would have to be leaving the complex by 12:30 p.m. Chairperson Payne stated they would not want interviews that day. HEALTH AND HUMAN SERVICES COMMISSION MEETING JULY 12, 2006 PAGE 11 OF 17 • City Clerk Kathleen Connelly stated they would have to start early if they did want interviews. Commissioner Evans asked if they should be with her when she takes their recommendation to the city council. City Clerk Kathleen Connelly stated the information for the August meeting would have to be ready by August 4. Commissioner West commented they would need to be reviewing this information. City Clerk Kathleen Connelly they would probably be going to the council the Tuesday after Labor Day. Commissioner West asked if they would be having a meeting alone to go over these applications before they meet with the people. City Clerk Kathleen Connelly stated that is their choice. There was general discussion on whether they should have a meeting before the interviews. Chairperson Payne commented they need to take a look at who they would like to interview.She does not think they need to interview the food bank as they are familiar with their program, they have talked with them before and it is pretty much the same.If they decide to interview all of them, then they need to have a meeting by themselves after the interviews.If they have a meeting beforehand, they might not have the answers they want.She suggested having two meetings with half of the people coming to the first one and half on the second one.They could then have talked to everybody and they would be able to meet everyone that has applied.They would also have time to study and ask questions. Commissioner West stated that sounded good to her. Chairperson Payne stated they could have a discussion among themselves after the second meeting and all of their questions have been answered. City Clerk Kathleen Connelly stated they could use their second meeting to formulate their recommendations. HEALTH AND HUMAN SERVICES COMMISSION MEETING JULY 12, 2006 PAGE 12 OF 17 Chairperson Payne stated that is correct.She asked if that is acceptable to everybody. The consensus was that was okay. Chairperson Payne stated the first meeting could be Friday, August 4, at 9:00 a.m. Vice Chairperson Clabuesch stated they could do their first set of interviews then. City Clerk Kathleen Connelly stated they would do the first three alphabetically.That would be the food bank, the Arizona Bridge to Independent Living and the Boys and Girls Club. Chairperson Payne stated that would be our first three.She commented they should read everything in here and think of any questions.They would also have time to go take a look at their facilities. City Clerk Kathleen Connelly asked what time they would like to start the interviews and if they wanted to meet first. Chairperson Payne stated she thought it would be best if they met first because they have reviewed it and they can go over the questions they might want to ask.She asked if more than 15 minutes would be needed to discuss it. Commissioner Evans suggested 30 minutes. Vice Chairperson Clabuesch agreed. City Clerk Kathleen Connelly stated they would have one interview at 9:30, one at 9:45 and one at 10:00. Chairperson Payne stated that way they should be able to wrap it up. City Clerk Kathleen Connelly stated they should be done with the interviews by 10:15 or 10:30 and then they can talk about the first three. Chairperson Payne stated they need to set the second meeting date. HEALTH AND HUMAN SERVICES COMMISSION MEETING JULY 12, 2006 PAGE 13 OF 17 There was general discussion on the second meeting date.It was determined the best day would be Monday, August 7 at 9:00 a.m. City Clerk Kathleen Connelly stated the meeting would start at 9:00 and the interviews would start at 9:30. Chairperson Payne commented that way it is not dragged out for one or two weeks.It would also give staff time to prepare for the council meetings in September. City Clerk Kathleen Connelly stated it would. Vice Chairperson Clabuesth asked if they would have a discussion after that meeting as.well. City Clerk Kathleen Connelly stated they would. 5.Commission requests for future agenda items. Chairperson Payne commented she knows that annually they have to elect officers. City Clerk Kathleen Connelly stated they would have that on their next agenda. Chairperson Payne stated they could do it at their meeting on August 7. Deputy City Clerk Jan Mason asked if they needed a motion for the selection of dates. Vice Chairperson Clabuesch MOVED THAT AUGUST 4 AND AUGUST 7 FOR OUR MEETINGS FOR INTERVIEW AND DISCUSSION. Chairperson Payne SECONDED THE MOTION. VOTE:Unanimous. The motion carried. City Clerk Kathleen Connelly asked if they would like to have Roger come to the next meeting to talk about grants. HEALTH AND HUMAN SERVICES COMMISSION MEETING JULY 12, 2006 PAGE 14 OF 17 There was general discussion on when Roger Hacker should come and how much time he would need. Chairperson Payne suggested Roger come on August 4. Vice Chairperson Clabuesch stated that is a good idea; there could be the possibility of getting more money. City Clerk Kathleen Connelly stated between Rob and Roger they may be able to come up with something. Commissioner Evans commented if they would like, he would also look into some potentials, but it would probably be mostly on the behavioral health side.There is a lot of research going on in the area of methamphetamine. City Clerk Kathleen Connelly asked if that would tie into the Boys and Girls Club. Commissioner Evans commented they have a program that they are running that is really strong.He is trying to see if he can find some outside resources for the city.They will probably be programs that will require environmental prevention studies, such as the Pinal County Meth Coalition.There is a lot of federal money that will be available for communities on underage drinking.There is work being done on developing screening for substance abuse and behavioral health issues.There is a lot of stuff going on.The nonprofits may not do some of that stuff. There are also discussions going around at the federal and state levels, and possibly local level, on the bird flu. City Clerk Kathleen Connelly stated they are discussing that at the department head level.She commented that would be great. Commissioner Evans stated he could probably get someone from the Department of Health Services at some point in the future to talk to the commission. Vice Chairperson Clabuesch asked if they had a behavioral health facility request funds. City Clerk Kathleen Connelly stated Superstition Mountain Mental Health did for many years.For years they had gotten a very HEALTH AND HUMAN SERVICES COMMISSION MEETING JULY 12, 2006 PAGE 15 OF 17 big piece of the pie and then as more applicants came in it dwindled.They have not applied for the last 2 years. Commissioner Evans commented they have a new contractor that they work for.Chances are they are reshuffling a lot of the work around. Vice Chairperson Clabuesch asked if the Volunteer Center for Pinal County would be able to request funds.She would have to excuse herself from that application.She stated they work in conjunction with the Apache Junction Unified School District, which has 2 or 3 schools that are outside the city limits. City Clerk Kathleen Connelly stated these funds could not be used for the schools outside the city limits. Vice Chairperson Clabuesch asked if the volunteer center could not get any funds. City Clerk Kathleen Connelly stated they could not for those areas outside the city. Vice Chairperson Clabuesch commented they could limit it to all the schools except those 3 outside the city limits. City Clerk Kathleen Connelly stated they could apply for them. It would depend on the program.Remember last year that Community Alliance Against Family Abuse had a program that would go outside the city and it involved the school district.It is the monitoring that gets very sticky. Vice Chairperson Clabuesch commented it is a law.They cannot do that.They had wanted to do some sponsorships.She was checking to see if they could come before the commission for a particular project that would benefit city residents. City Clerk Kathleen Connelly stated it. would -have to be project based and not necessarily -for administrative costs. Vice Chairperson Clabuesch agreed. City Clerk Kathleen Connelly stated they could always try. HEALTH AND HUMAN SERVICES COMMISSION MEETING JULY 12, 2006 PAGE 16 OF 17 Chairperson Payne stated they would be back on August 4 for their first interview. City Clerk Kathleen Connelly stated they are more than welcome to call any of these people if they have questions. Chairperson Payne commented she liked when they had the chance to come in and answer the questions.She then had time to read everything and make little notes as she went through for her questions.That helps her.She likes that they are having the meeting on August 4 because that gives her a couple of weeks to go through things.She also likes that they are having them close together so that she does not forget what everyone said. She thinks this will work well. 6.Adjournment. Chairperson Payne adjourned the meeting at 4:20 p.m. Joyce Payne Chairperson Kathleen Connelly City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING JULY 12, 2006 PAGE 17 OF 17