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HomeMy WebLinkAbout2012.10.30 HHSC MinutesMINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION City Clerk Conference Center 300 E. Superstition Blvd., Apache Junction, AZ OCTOBER 30, 2012 - 4:42 P.M. COMMISSIONERS PRESENT: ANDREW WHITENECK, CHAIRPERSON JODENE WEETER, VICE CHAIRPERSON ROBERT MAYO RANDY MULLEN CHRISTA RIZZI STAFF PRESENT: KATHLEEN CONNELLY, CITY CLERK JAN MASON, DEPUTY CITY CLERK 1.Call to Order/Attendance. Chairperson Whiteneck called the meeting to order at 4:42 p.m. Deputy City Clerk Jan Mason called the roll and advised there was a quorum present. 2.Approval of minutes of November 2, 2011; October 15, 2012. Commissioner Weeter MOVED TO APPROVE THE MINUTES. Commissioner Rizzi SECONDED THE MOTION. VOTE:Unanimous. The motion carried. 3.Status report on applications for city human services funding. City Clerk Kathleen Connelly commented that after their last meeting Chairperson Whiteneck asked that Community Alliance Against Family Abuse be contacted so they could be interviewed. They were sent a letter on October 17, 2012 asking for two board members and the director.She was told recently that the chair of the board could not be at the meeting due to illness but the chief of police is here.He is a board member along with another person and the director.The chief feels comfortable HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 1 OF 20 that between the three of them, they can answer any questions. The only other contact she had with one of the agencies was from Dan Taylor.He automatically sent in an invoice.She told him she needs a contract first before any money can be given out. He wanted to remind the commission that food costs had gone up this year. 4.Interview of selected applicants for city human services funding for FY 2012-13. The only applicant to be interviewed for this funding year was Community Alliance Against Family Abuse represented by Executive Director Elizabeth Ditlevson Garman, Board Member Jerald Monahan and Vice President Sharon Stinard. Commissioner Rizzi asked how long Elizabeth Ditlevson Garman had been with Community Alliance Against Family Abuse. Ms. Elizabeth Ditlevson Garman stated that she started August 21, 2012 but has been with Community Alliance Against Family Abuse full time since October 1, 2012. Commissioner Rizzi stated at the time a lot of the reports were submitted the executive director was not with Community Alliance Against Family Abuse.She felt there may be some questions that would be difficult for her to answer. Ms. Elizabeth Ditlevson Garman stated this is part of the reason they requested Sharon Stinard and the chief be present to help shed some light on some of the past history.They did submit a report for the current quarter and she would be happy to answer any questions regarding that report.She also brought contacts, work charts and other information that was requested. Vice Chairperson Weeter stated part of the reason they asked to see them was because they were having the same problems last year that they are seeing again this year.They need to be cleaned up.They are very fortunate, as a small city, to have the money they have to be able to help programs.She asked what they were doing to get some of the issues straightened out.She commented the fourth quarter they did not receive anything and $3,000 should have been turned back in for other places which HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 2 OF 20 did not get used.It is a big thing.She understands she is new but this is something that will be in her lap next year. Ms. Elizabeth Ditlevson Garman stated a couple of things changed.They replaced the executive director and the finance director is no longer with them.They are now working with Aspire Finance Consultants to help them get in a better position to hire someone full time.Every month they are going over their contracts with the consultants and their daily expenditures.If they are over or under spent on their contracts they make a plan, bring it to their Programs Manager Rebekah Powers and discuss what they need to adjust.She has been informed that in the past few years serving Apache Junction residents has seemed to be an issue.They are rebuilding their relationship with the police department, other social services and Mountain Health and Wellness to make sure they are servicing the residents in the community; both for city grant reasons and because their mission is to serve the community.They want to make sure people that have domestic violence happen will feel comfortable getting the resources and know the resources are available. City Clerk Kathleen Connelly stated the contract for this year was $14,500.The first quarter was fine and the full allocation went out.Because there were non -city clients in the second quarter, they could not be paid for those.So the second quarter was underpaid.She made the offer to provide them up- to-date addresses of other city clients they could look at for the time frames.This never happened, so there was money left there.The third quarter was fine.The fourth quarter was under spent again and because it was the end of the budget year there was not time to give more notice.It was under spent by $3,210.That is what everyone is trying to avoid because they would like to see that money get to where it needs to go. Ms. Elizabeth Ditlevson Garman stated she absolutely understood this concern.If she was in their seats she would want to have the same reassurances as well.She knows this has been a reoccurring issue.She felt the reason they all do this work is to make sure victims are served.She holds herself responsible to make sure this happens and they fulfill their grant obligations.With this grant it also means they definitely are servicing the residents of the city.This is key to not just fulfilling this grant but, her organization's mission. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 3 OF 20 Commissioner Rizzi asked if there is way to get around it with the non -city clients under the circumstances because sometimes they are trying to locate a client outside of the city that they are in. City Clerk Kathleen Connelly stated they could not do this. They are allowed to do what they are doing under the state constitution.The state constitution allows them to provide these services for city residents and it is very specific. There is no way they can do this for non -city residents.She could not sign a check knowing some of the money was going outside the city.She is guessing there are probably some addresses not forwarded to them.This could happen. Ms. Elizabeth Ditlevson Garman stated she felt it was a combination of not recording the information and not keeping the information.They are working with a reduction in referrals within the Apache Junction community.She feels that if they do not total up the clients served but total up what is within the Apache Junction community that will help.These are all things they are aware of and they have different strategies for each issue. Commissioner Rizzi asked if the money was designated to be used for one or two specific things or are there a variety of things it can be used for. City Clerk Kathleen Connelly stated they submitted a proposal where they proposed to use it for three different things. Ms. Elizabeth Ditlevson Garman stated one is for empowerment which is both group support and individual one-on-one sessions with a therapist in training.They are therapeutic services although they are not licensed counseling.Another is lay legal advocacy which is advocacy with legal issues of a variety such as civil, custody, divorce or orders of protection.The last is general advocacy and support.People may come in and want someone to talk to about their domestic violence.They may want to know what their options are and may want a safety plan. Those are the three services.They also provide shelter to City of Apache Junction residents and that is captured when they provide them specific advocacy, but not necessarily a whole shelter stay. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 4 OF 20 Vice Chairperson Weeter stated she thought she heard them say they provided mental health counseling. Ms. Elizabeth Ditlevson Garman stated they do not provide mental health counseling.They cannot because of their licensure.The whole domestic violence organization has to be licensed to provide any licensed services.They provide empowerment sessions which are provided by a licensed counselor.They are therapeutic in nature, but they are not counseling.If people need mental health services they work with community partners to refer those to be provided. Chairperson Whiteneck asked how the new person would fit into the organization.He asked to see the work chart. City Clerk Kathleen Connelly stated the board of the directors page she had still included Rebecca Rios as a state senator. Ms. Elizabeth Ditlevson Garman gave them an updated page with the current board of directors on it.The director of finance and administration will report to her and supervise the administrative assistant. Chairperson Whiteneck asked if the new person would be at the same level according to the records provided. Ms. Elizabeth Ditlevson Garman stated she set up the structure of the organization so that the program manager and the finance director both submit the information to her.She reviews it and then she submits the report. City Clerk Kathleen Connelly stated the funds requested are for empowerment $6,500, legal advocacy estimated $1,625 and general advocacy $5,180.She asked if those amounts were flexible.She suggested if they have not been able to use up funds in one of the areas they may have been able to use them in one of the other areas.Because they had made a proposal of funds being specified in each area, they did not have the flexibility to move any funds around. Ms. Elizabeth Ditlevson Garman stated if they were willing to grant that, it would be ideal.If they have more requests for help in one area versus another area they would be able to bill HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 5 OF 20 for that.In future years, if they are able to apply, they hope to build an improved shelter.Their shelter is their most expensive service and residents do use that service.She understands that this was not part of the current application. City Clerk Kathleen Connelly stated this is something Community Alliance Against Family Abuse suggested and not something the commission asked for.It is ultimately up to them if they want to say they need x number of dollars and want to be able to use it within these categories. Ms. Elizabeth Ditlevson Garman stated it would be very helpful for a number of reasons.One reason is that based on demand, they do not know what services people are going to need. Some of their services are funded at a higher percentage than others. Some services are 100% covered and some are not. Commissioner Rizzi asked if they have specific locations in Apache Junction for shelter or do they utilize hotels or how do they provide shelter. Ms. Elizabeth Ditlevson Garman stated they have a brick and mortar safe home in Apache Junction.It is a 16 bed shelter that houses women and children.Over half of their residents on average at any given time are children. At the moment they were housing 13 children and 3 moms in the shelter.They serve a lot of children through their shelter and they also provide emergency hotel stays.If the shelter is full and there are people in crisis situations, they have agreements with specific local hotels where they can come in and give a false name.They have food boxes and other emergency supplies for them.They try to find them shelter at their shelter or at another emergency shelter.There is the main shelter and they handle back-up emergency hotel stays. Commissioner Rizzi asked how the stay at the shelter and services work. Ms. Elizabeth Ditlevson Garman stated some people can leave whenever they are ready to do so.Due to some of their other funding and a Department of Economic Security contract, this makes the maximum length of stay 120 days.If there are extenuating circumstances they can ask for a waiver; that has to HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 6 OF 20 be on a case by case basis.Families have up to 4 months to work on the things they are experiencing. Commissioner Rizzi stated the shelter sounds relatively expensive to maintain.There would be certain amenities that would have to be paid.She was surprised that they were only asking for $14,500. Ms. Elizabeth Ditlevson Garman stated this request was made prior to her coming on board at Community Alliance Against Family Abuse.There were previous requested amounts and she has the understanding that perhaps there were some performance issues.They felt if the city was able to fund this request or if they felt it was appropriate to fund more it would be appreciated.They certainly had a greater need than $14,500. They would appreciate any support and also increased support in future years. Police Chief Jerald Monahan stated what this commission will see as they move into the future is accurate, timely reporting under new leadership.The strength of the director they have in place now was evident on day two when she discovered the financial problems and made very decisive actions on the second day on the job that resulted in the dismissal of the finance director. They believe that going into the future they will see good, strong leadership coming from Community Alliance Against Family Abuse.The board over the past year had a number of personnel issues including those involved with the previous director. They are thrilled with the foundation that is now being laid in a very quick amount of time.He feels the commission will see this as the reports come into them in the future. Ms. Sharon Stinard stated they had a sufficient foundation put in place to weather this particular storm.It is a precautionary tale for boards in any organization to have the sense of confidence in their leadership and then discover the confidence was misplaced because they received assurances verbally and received reports that looked just fine.It has allowed them to understand more deeply the pitfalls that can befall an organization.She wanted to second the comment the chief made that they are more than satisfied.They feel in this next contract period they will demonstrate they have this problem now solved. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 7 OF 20 Ms. Elizabeth Ditlevson Garman stated she appreciated the opportunity to come and answer questions and be able to be considered for funding. Vice Chairperson Weeter asked her if they had any questions for the commission. Ms. Sharon Stinard stated she felt they had asked the right questions of them and felt they could congratulate themselves on their diligence because they certainly are demonstrating all of those practices. Ms. Elizabeth Ditlevson Garman asked if the funding they had to allocate this year was more, less, or the same as they had in previous years. City Clerk Kathleen Connelly stated it was $5,000 more than it was last year.This is the first time in three or four years they were able to get more.They were going to go through the applications and give recommendations that will go before the mayor and council next Monday and Tuesday.The council will vote on it Tuesday night.After that, the agreements will be signed. Ms. Elizabeth Ditlevson Garman asked if it was customary for non -profits to attend the meeting on Tuesday. City Clerk Kathleen Connelly stated it is open to the public. The presentation will be Monday night when the commission speaks to the council.Tuesday night there will be no public discussion about it,:The council may ask questions but the public will not be invited to get up. Commissionr Rizzi stated they might want to attend.That way they do nvt have to wait to find out by mail. Police Chief Jerald Monahan stated he thought they will see some good thimgs out of Community Alliance Against Family Abuse in the very near future and going into next year.They have a very full agenda and the board has grown by two since Elizabeth has come.Those active with boards know that board members play a big part in its success.He asked them to consider re -funding with whit they are able to. HEALTH hND. HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 8OF 20 . 5.Consideration and action on recommendations for human services funding for FY 2012-13. City Clerk Kathy Connelly stated Elizabeth Ditlevson Garman is very much in tune with the laws.She was hesitant to give out the names of the individuals accepting services because of confidentiality.She explained to her she does not need the names, only the addresses to verify if they are residents of Apache Junction.If anyone were to file a public records request, which has never happened, those addresses would be redacted.They were able to work that out.She was the first person who asked that ever from Community Alliance Against Family Abuse. Vice Chairperson Weeter suggested they retain the $3,000 from them from the last quarter that was not given back to them. Commissioner Rizzi stated she had some concerns about some of the information she read about one of the specific organization that she wanted to share.She would like some of the information taken into consideration before they work their final figures.The organization is the Boys and Girls Club. She went through the paper work.As a past employee, as a teen director there for a year, she absolutely questioned some of the figures.There was a specific reason why she left the organization.She wanted to be very cautious about how she worded it.She felt it was a good organization but she thinks, as they found with Community Alliance Against Family Abuse, that leadership can have an impact on some of these financial issues that are brought before us.Some of the things she read and some of the figures she looked at, for lack of a better word, are not accurate at all.From knowing what is spent on certain programs, she would have a very serious problem allocating $30,000 to the organization for that reason, and for the fact they have numerous other sources of income where some of these others such as Community Alliance Against Family Abuse and our food bank are a lot more limited.She is a little concerned about how the money is spent and managed as an organization as a whole.It is hard for her to say because she does not want kids in our community to suffer.She thinks they need to be cautious in what they allocate. Vice Chairperson Weeter stated she had some questions about it because she heard from one of the grandparents where she lives HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 9 OF 20 that she was questioning where money was going and what was happening.She had asked questions about if her grandchildren could get a specific thing, and they never got it. She felt it was worth bringing up so people knew it was certainly something in the future they need to ask. Chairperson Whiteneck stated their numbers are quite substantial.They have a lot of funding sources from his understanding.The other one that is interesting is Mountain Health and Wellness because of a large allocation for salary. Commissioner Mayo stated last year one of the concerns they had for Mountain Health and Wellness was the number of Apache Junction residents that were actually served.He wanted to know if the number had gone up or down. City Clerk Kathleen Connelly stated the number was about the same.They get funding from other sources.She does not know what kind of records they submit there.She asked Commissioner Rizzi if the Boys and Girls Club funds are handled locally because they send the check to the Tempe branch.She wanted to know if she had any idea who writes the checks. Commissioner Rizzi stated she could not answer that question. City Clerk Kathleen Connelly stated the check for the food bank goes across the street.She was not sure how the other transition takes place. Vice Chairperson Weeter stated she could see her questioning that.She felt it was a legitimate question. Commissioner Rizzi stated she thought it was extremely tapped by the organization.She felt the kids are not getting what they should be getting. Chairperson Whiteneck stated they know the food bank is critical to our system.We do not want to deprive anybody of food.The Boys and Girls Club has a lot of resources and does not have a big issue worrying about financing.They know what Community Alliance Against Family Abuse's issues are.They are very important services.East Valley Adult Resources is a huge function for the people in this area.He stated he does not HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 10 OF 20 understand the numbers Mountain Health and Wellness gave them. It makes him uncomfortable. Commissioner Rizzi stated they have a lot of funding resources as well.They are not misallocating money. Vice Chairperson Weeter stated she would like to talk about the food bank.She is very active in her church and one of the things she does on a weekly basis is take about 300 pounds of food over to the food bank.Recently she went over there at 10:00 a.m. and there was nobody there. It was all locked up. They were supposed to be there from 8:00 a.m. to 11:00 a.m. and then again from 2:00 p.m. until 5:00 p.m.They need a heads -up that they either need to take the posted hours down or somebody needs to be there at the hours posted.It was irritating.She left the food in their parking lot.She felt that was not right and should not be happening.She feels it is something they need to address one way or another. Commissioner Mullen stated they should be able to have someone that is paid be there. Deputy City Clerk Jan Mason stated they have just one and she thinks he is the one that drives the truck and stuff. Vice Chairperson Weeter asked if he replaced the guy that had been doing it very well for several years. Deputy City Clerk Jan Mason Stated he had retired and she thinks the new person works another job also. Vice Chairperson Weeter stated she thought they needed to address it one way or another.Last time she was there a woman was there that needed food.When she started taking food out of her car, she came over and asked her for items.She felt it needed to be more orderly. Chairperson Whiteneck stated they need more structure in the organization. Commissioner Mullen stated their management needs to take a look at what they should be doing versus what they are actually doing.That is the bottom line. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 11 OF 20 Chairperson Whiteneck stated they should submit the hours they are putting in and whether or not they are sticking to them. The hours they are actually open. City Clerk Kathleen Connelly stated it was too late for this funding cycle but she could make it part of their contract submittal for next year which is due the end of January. Chairperson Whiteneck stated it would be good to fix this one issue because we do not want to have food that is dumped there. He asked for their opinions on the applicants and how they would change things. Commissioner Mullen .stated he would like to see more numbers from Community Alliance Against Family Abuse.They still do not know if they will have a good finance person or not.He is a little concerned but wants to see what the numbers are like for next year so they can get a better idea of what Community Alliance Against Family Abuse will be like. Commissioner Mayo stated considering their reporting for the last couple years, they actually spent less than $12,000 both years of what they had been given. Vice Chairperson Weeter stated she had it written down that they had been given $11,000. Commissioner Rizzi stated she has a concern in cutting Community Alliance Against Family Abuse because of the need.They are almost essentially punishing the new ones coming into the organization for past mistakes.She feels it is evident there has been some number fudging.She is confident in the new management.She would be willing to give them one more chance without penalizing the organization because of the need. Comparing the services they provide to what they are asking and comparing it to what everybody else is asking, it is less. Commissioner Mayo asked if there was any way to make their funding contingent upon what their actually spending over the period of the year and if they have any control over that. Commissioner Mullen asked if they can readdress this if they do not do their reporting properly. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 12 OF 20 City Clerk Kathleen Connelly stated it is part of the agreement that the funding can be pulled for the next year and not for that immediate year, unless she has evidence of any illegal activity.It is intended to be a deterrent to them so that if they do not comply they lose funding the next cycle. Vice Chairperson Weeter stated they have to remember they had the same problem with them last year.She agrees with Commissioner Rizzi that the director is new, but the board is not, and the board should have been on top of some of this stuff. Chairperson Whiteneck stated they were all a little skeptical. He thinks she was voicing what all of them were thinking. Vice Chairperson Weeter stated she thinks, obviously, the board was not doing what they were supposed to be doing.They did send two powerful people to the meeting, but in the past they have not.They need to know the city lost $3,200 last year and that $3,200 could have gone to somebody else. Chairperson Whiteneck stated the way he understood it, it went to the director.He did not think the board got the final look to approve, intervene properly and tell them they were not following this report correctly.He does not think he can put a lot of blame on the board. City Clerk Kathleen Connelly stated she was told the board relied heavily upon the director and the finance director. Commissioner Rizzi stated they felt they had someone who they could trust and was reliable. Vice Chairperson Weeter stated there needs to be something in their letter or in their contract that lets them know that they are very aware that the micromanagement was not being done and that we think it should done. Chairperson Whiteneck stated maybe they could mention to them to have the board be copied on their reports that are submitted to the city so they will actually have one more step to oversee. Not the details of each of the clients, just the finances. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 13 OF 20 City Clerk Kathleen Connelly stated she hoped they would take on that responsibility.It would be really strange for the city to be intervening.They brought in somebody from the outside who was an attorney who did a thorough investigation.To the best of her knowledge, it is the first time any non-profit in the city has ever gone to that extreme. Commissioner Rizzi stated she was impressed with some of the facts the new Community Alliance Against Family Abuse director came to the meeting with, including what happened when she first came to the city such as who is answering down to whom. Vice Chairperson Weeter stated there was something about it that was gnawing at her.She felt like some of the people were dumping it on the new director.She has been there in the past herself. City Clerk Kathleen Connelly stated she could suggest that as part of their recommendations, instruct her if she sees any irregularities in their reporting and is not successful in getting them resolved with director, that she contact members of the board. Chairperson Whiteneck stated that was what he was thinking. City Clerk Kathleen Connelly stated that way we are not mailing things back and forth if they give her their permission to do that.She will not hesitate to contact the board if there are any problems. Commissioner Mullen stated as long as they are aware that if there are any problems this year the funding will be zero next year. Chairperson Whiteneck asked if that was okay with everybody. City Clerk Kathleen Connelly stated this way, if it is part of their recommendation, the director is put on notice if there is an irregularity there. Chairperson Whiteneck stated there needs to be a check and balance within the organization. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 14 OF 20 Vice Chairperson Weeter stated she felt it was really necessary to protect the children and the mothers that are there.They have three mothers and thirteen children.That is a lot of children and there is probably more that are not being served. Chairperson Whiteneck asked how they felt about the numbers otherwise. City Clerk Kathleen Connelly asked if Elizabeth Ditlevson Garmen mentioned developing a relationship with Mountain Health and Wellness. Chairperson Whiteneck stated they already had something in place with them. Commissioner Rizzi stated that made sense since they are not able to provide the counseling for their clients. Vice Chairperson Weeter stated anybody that is in an abusive situation needs counseling. Chairperson Whiteneck asked for a motion to accept the figures as presented. City Clerk Kathleen Connelly asked if they wanted to leave Community Alliance Against Family Abuse's funding open-ended so they are not seeing so much for this and so much for that. Commissioner Mayo stated he did not see anything that said they could not switch where funds were spent. City Clerk Kathleen Connelly stated it was what Community Alliance Against Family Abuse proposed.She said that is where they know their money is used. Commissioner Mayo stated they did not put any limitation on it. All they said was they would give them the $14,000 with the stipulation it be used for the different programs.They did not say how much for what program.They left it open.They could pretty much use the money however they needed it. Chairperson Whiteneck stated that for the last couple of years for Mountain Health and Wellness they have broken it out.They HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 15 OF 20 had stipulated that they just want it for the services, not for the prescriptions. Deputy City Clerk Jan Mason stated there was $3,000 for referrals. City Clerk Kathleen Connelly stated there was $3,000 for client needs and $20,000 for psychiatric and medical services.East Valley Adult Resources had requested $30,000.That was for a 50/50 split; half of it for congregate meals and half for meals on wheels.She asked if they wanted to tell them how to spend it. Chairperson Whiteneck stated he did not feel they needed to tell them how to spend it. Commissioner Mayo stated he did not feel they should have to tell how or where exactly they should spend their money. City Clerk Kathleen Connelly stated it makes it easier for her to add up with a calculator quarterly.They can just worry about the bottom line. Commissioner Mayo asked that it be written so it is clear we are not making any artificial limits on it. Commissioner Rizzi stated it appeared that the asking amount for the Boys and Girls Club is more generous than hers, but if the other board members are comfortable with that amount, then she is on board. Vice Chairperson Weeter asked if $10,000 was the asking amount. Chairperson Whiteneck stated it was the asking amount and that is what they had allocated versus their request. Commissioner Mayo stated they had upped the amount for the Boys and Girls Club $2,000 from last year and upped Mountain Health and Wellness and East Valley Adult Resources $1,000. Chairperson Whiteneck stated it is completely flexible.They can take a little off the Boys and Girls Club and go back to $8,000 for the Boys and Girls Club. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 16 OF 20 Vice Chairperson Weeter stated if they have the money they can spend it needs to be spent there.The Boys and Girls Club has so many other resources. Commissioner Rizzi stated the Boys and Girls Club had occupancy of $55,000 and programming of $28,000.They are not putting $28,000 into programming, not even close.The programs are already established and written.The staff running the programs are minimum wage staff, kept under 40 hours and have no benefits.These figures are extremely exaggerated.This is coming from somebody who has seen it. City Clerk Kathleen Connelly stated the programs could have been written for another boys and girls club and just applied here. Commissioner Rizzi stated it was possible. Chairperson Whiteneck asked if they wanted to make a motion to accept it. Vice Chairperson Weeter asked if they were saying they were going to give East Valley Adult Resources $26,000. Commissioner Mullen MOVED TO APPROVE. Commissioner Rizzi SECONDED THE MOTION. VOTE:Unanimous. City Clerk Kathleen Connelly stated she would put in the recommendations to the mayor and city council that they are requesting she notify the board members of Community Alliance Against Family Abuse in the event of any discrepancies in the report. Vice Chairperson Weeter stated this way they know they are really looking at the $3,200. City Clerk Kathleen Connelly stated they need to make sure the cover letter goes to them with their agreement in it. Vice Chairperson Weeter stated her figures come to $3,200 taken away from them. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 17 OF 20 City Clerk Kathleen Connelly stated she would spend that night and next morning doing the written report. She hoped to have it in the mail by the following Monday.This was either the first or second item on the Monday night work session agenda.It is scheduled for Tuesday for the council to vote on their recommendations.They do not have to be there Tuesday night. Commissioner Rizzi asked if they asked their chairperson or vice chairperson any questions Monday night. City Clerk Kathleen Connelly stated it is always better if the chairperson makes the presentations to the council Monday night. They were all welcome to be there Tuesday night. Commissioner Rizzi asked if it was an issue if they were all to show up as a quorum. City Clerk Kathy Connelly stated they could sit in the same room just not altogether. 6.Discussion on schedule for presenting recommendations to the city council. City Clerk Kathleen Connelly stated what the city manager asked for last year and it will probably be in the contracts this year is for it to either get distributed equally amongst the rest of the applicants or, at his discretion, go back into the general fund. 7.Election of chairperson and vice chairperson. Kathleen Connelly stated part of the city code is that annually they have to select their chairperson and vice chairperson. This is an opportunity to do so. Commissioner Rizzi NOMINATED ANDREW WHITENECK FOR CHAIRPERSON. Chairperson Whiteneck ACCEPTED. VOTE:Unanimous. The motion carried. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 18 OF 20 Commissioner Rizzi NOMINATED JODENE WEETER FOR VICE CHAIRPERSON. VOTE: Unanimous. The motion carried. 8.Selection of future meeting dates. City Clerk Kathleen Connelly stated there were no future meeting dates pending, but if things go really bad with Community Alliance Against Family Abuse she will call everyone back together. Vice Chairperson Weeter asked if they should do that for any of the ones they are funding.That way if there is somebody else that is giving the city clerk problems they can call us and we could have another meeting.That takes the problem away from the city clerk and puts it in their laps.They are not giving the Boys and Girls Club anywhere close to what they were asking for. City Clerk Kathleen Connelly stated it was already in the contract that if they do not comply this year it will disrupt their funding for next year.She asked if Commissioner Weeter was asking for something on an interim basis. Vice Chairperson Weeter stated she felt that way if something were to happen that needs to be called upon, they can stop the same problem they had with Community Alliance Against Family Abuse this year where there is $3,200 that is not being used in the appropriate year from happening again. Commissioner Rizzi asked if her reasoning was so they could stay on top of the issue before they meet again next year. Vice Chairperson Weeter stated money is short all over the country and it should have been used where it was supposed to be used. City Clerk Kathleen Connelly stated for them to keep in mind that the city manager did have it in the contract that any unused money would go back into the general fund.It is his HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 19 OF 20 call whether or not it can go back to the commission for reallocation or if it goes into the general fund. Commissioner Rizzi stated she had no problem if there gets to be big issues calling a meeting together. Vice Chairperson Weeter stated she has run a program and she knows how finances are supposed to go.She knows where the buck is supposed to stop and it does not have to be the city clerk and deputy city clerk. 9.Adjournment. Chairperson Whiteneck adjourned the meeting at 5:35 p.m. Andrew Whiteneck Chairperson Kathleen Connell City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 30, 2012 PAGE 20 OF 20