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HomeMy WebLinkAbout2013.11.14 HHSC MinutesMINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION City Clerk Conference Center 300 E. Superstition Blvd., Apache Junction, AZ NOVEMBER 14, 2013 - 3:30 P.M. COMMISSIONERS PRESENT: ANDREW WHITENECK, CHAIRPERSON JODENE WEETER, VICE CHAIRPERSON JUDY BOREY GEORGIANA ELIAS RANDY MULLEN (arrived 4:10 p.m.) 1.Call to Order/Attendance. STAFF PRESENT: KATHLEEN CONNELLY, CITY CLERK JAN MASON, DEPUTY CITY CLERK JOEL STERN, CITY ATTORNEY Chairperson Whiteneck called the meeting to order at 3:30 p.m. Deputy City Clerk Jan Mason called the roll, advised Commissioner Mullen would be late and there was a quorum present. 2.Open meeting law/conflict of interest briefing with city attorney. City Clerk Kathleen Connelly stated she had talked with the city attorney and advised him Judy was going to seek him out about a possible conflict of interest.He offered at that time to come in and do a briefing on conflicts of interest and open meeting laws. City Attorney Joel Stern commented they have a long afternoon so he would not be too long.He was asked to talk about three areas of law.He gave them his business card so they could call him at any time regarding a conflict of interest or any other issue.They can call for an appointment or he might be there if they just stop in.He commented the whole point of the conflict of interest law is they cannot serve two people at the same time.They have been appointed by the mayor and council to assist in providing recommendations for fiscal issues.If they were an employee of one of the agencies and they are also recommending funding, because they would get a raise if they HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 1 OF 29 vote the funding, that is an obvious conflict of interest. Things like that do happen but not here.If they did not know that is a conflict, it is one.That is the worst possible conflict.It is a substantial interest.They are a recommending body which is a big deal as their voice goes to the council.They are not making the ultimate decision but the council considers their recommendation.They have a lot to consider here today.There are all sorts of things that can happen if they do not follow the conflict of interest law.It could be a misdemeanor, a felony and even a forfeiture of office.They could be kicked off the board by the attorney general's office or a judge.There could also be private lawsuits.That really applies when they are the ultimate body that decides the main issue.As a recommending body, if they can have that much influence, these other things could happen. A remote interest is when they may have a conflict but it is remote and therefore is not a conflict.There are ten remote interests and the most common is the tenth one.An example would be the city council has a church steeple item before them and two members of the council are members of the church.It is a zoning case and they have to make a recommendation regarding doubling the height of a church steeple.It is their way to God and that is how they speak to God.The members of the council believe the same thing and they are a member of the church. They do not have a conflict of interest if they are a member of 10 or more in class, meaning if the church has 3 members there is a conflict of interest.If there are 10 or more members there is no conflict.He does not know how they came up with the 10 or more members. Chairperson Whiteneck commented that is quite arbitrary. City Attorney Joel Stern stated he does not know where they got that from.It was probably another state.In situations where they think it would look odd to the public, like someone voting on it that is a deacon in the church, they are not getting any money, they will not get a higher position in the church, but if they feel it looks odd they can declare a conflict.They would not participate or talk to the other council members.They would leave the room and not put pressure on anyone.They cannot come to the podium to speak as a citizen as they are still putting pressure on the council.It could be a potential violation of the law.He added if a relative has a conflict, then they probably do, too.He commented they are here today HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 2 OF 29 because of the open meeting law.It provides for members to come in.The open meeting law applies when there is a quorum. There are 5 on this board so a quorum is when they have three or more. Commissioner Borey asked if there was less than a quorum would it be an illegal meeting. City Attorney Joel Stern commented there are four of them now and this would be a legal meeting.If they have less than three, they cannot even meet under the law.Roll call cannot be taken.There is no meeting in the eyes of the law.If they do meet it is a violation of the open meeting law.They have to have notice of the meeting. City Clerk Kathleen Connelly stated that is why we have the agenda and we post this so that gives the notice as well. City Attorney Joel Stern commented looking at the agenda one can see it is very specific.They have to have things on the agenda that tell the public what they are going to talk about.And they will not talk about anything else.If they catch the city council or planning and zoning commission doing that, then they are either not paying attention or they have disregarded his advice.He commented he would not get into executive session laws right now.They can read it and if they do not understand it they can give him a call. City Clerk Kathleen Connelly asked if two of them can go visit the application site and talk about it with a third. City Attorney Joel Stern stated they cannot. Commissioner Borey asked if they would all have to go together. City Attorney Joel Stern stated that would be even worse. City Clerk Kathleen Connelly stated then it would have to be posted as a meeting. City Attorney Joel Stern stated under the open meeting law they have to do everything in public.One can go or two can go together, but if either one speaks to a third one and tells them how they are going to vote, now the other members know how one HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 3 OF 29 is going to vote and that is a violation of the open meeting law.Even if they do it by email or by phone and leave a message.Email counts as a communication.If they use a city, home or business email to try to get votes for funding, he would ask for the email.He gave an example of what would happen if he asked for an email and was denied.The whole action of giving funding could be voided, which would be bad if it happened after contracts were signed.He briefed them on the public records law.Everything that is done here, including the agenda and all the attachments, are public records.The public has a right to the records.They have a right to look at it with some exceptions.They should care because if something were destroyed on purpose it could get into felony prosecution. He gave an example of someone refusing to give a public record being taken to court, and if the judge agrees with the plaintiff there could be an attorney fee that could be astronomical, up to $1,000 a plea.It has happened. City Clerk Kathleen Connelly stated not to us. City Attorney Joel Stern commented it has happened to us once but it was not a council -involved settlement.It was an outside attorney who refused to give the document.He was wrong.He added he was about out of time.They can look at the stuff and call him. City Clerk Kathleen Connelly stated they can have Joel back at a future meeting if they want that. 5.Interview of selected applicants for city human services funding for FY 2013-14. The first applicant to be interviewed was the Apache Junction Reach Out Food Bank, represented by Board President Gerry Hundt, Manager Nancy Burgess and board member Lori Hlavin. Mr. Gerry Hundt asked if all they do is present and leave. City Clerk Kathleen Connelly stated they have five groups to interview this afternoon.After they do their presentation they will ask questions.It is an open meeting and they can stay and listen to the other presentations, but the room will get crowded real quick.The commission will not engage in their HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 4 OF 29 deliberations until everybody has been interviewed.The interviews will wrap up around 5 p.m. Mr. Gerry Hundt stated he has something else to do.The food bank has been around for 30 years.He started there four years ago as a volunteer.He has worked for non -profits his entire career and he thought he could bring something to the table.He was impressed as it is all volunteers.In 2011 they hired a part-time manager and January 2013 it went full time.They have also hired a part-time truck driver as they were unable to get volunteers for that position.In 2011 they did a study and their goals were to improve leadership, marketing, fundraising, data and recordkeeping and volunteer recruiting.This year they are estimating they will serve 1,000 more families than they did last year.They hired the manager because of the turnover of board members due to their not being able to handle the daily operations.They could not order food.It is a good relationship so everything gets done.They have a new donor database.Three years ago they had zero donors on the list. They now have 395 donors.These are people who have given in the last three years.They also have a client database instead of the old boxes of cards.They should be able to give more accurate reports in the future.The clients do not wait in line as long.It is helping them distribute their resources and catch people that are coming more often than they should, helping them to manage their resources better.They are able to give their volunteers some training.They also provide a place for people to come and visit.The volunteers find it is real rewarding to come and do something.Some of them are staying and becoming permanent volunteers.They are trying to raise more of their own funds.They had a golf event for the first time this year and raised $12,000.They do direct mail during the year and they now have a grant writer on board.They have a list of board members in their packet.When he came on there were 5 or 6 members and there are now 13.The bylaws call for 15 and he believes they will be full soon.This year's budget is projected to be $160,000.They are projecting the 2014 budget to be between $160,000 and $170,000.It will be approved at their December 2013 meeting.Their fiscal year is January to December.The numbers they have there are just Apache Junction residents.He asked Nancy how many people come in that are not Apache Junction as they do have a service area that is quite wide. HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 5 OF 29 City Clerk Kathleen Connelly commented she has seen their reports quite a bit. Mr. Gerry Hundt stated they go all the way to Ellsworth and quite a bit south.They probably serve about 5% to 10% beyond what they serve in Apache Junction.They are also including the homeless in those numbers.Regarding the economic impact, they are seeing things like the SNAP program funding being reduced to $11 for a single person and $36 for a family.They believe it will have some impact but they have no detail to prove it.They are getting less food.They have 10 stores that contribute to them that are really generous to them but in the summer it goes way down.He is hearing the managers are holding the food out until the winter visitors leave.There is less surplus in the summer.Vegetables that need to get out are the extras they give to people.They are not part of the basic package of canned food.Working families that do not make enough money need to find added food that will get them to the end of the month.They have been discussing if they should be open one night a week for those people that work since the working people cannot come during the day. City Clerk Kathleen Connelly asked about security. Mr. Gerry Hundt stated that is part of the discussion.He asked if there were any questions. Commissioner Borey asked if they still donate to any agencies. Mr. Gerry Hundt stated they do.They get help from St. Mary's and United.They have some restrictions as to who they can give to.They can give to other agencies if they are part of the United group. Ms. Nancy Burgess stated they might give to some church pantries. Mr. Gerry Hundt stated some of the churches are part of that group.He has a list of them but he did not bring it.There are 5 or 6 of them in East Mesa and Apache Junction.They give to them if they have an over abundance.They sometimes get so much bread they do not know what to do with it and produce on the weekend.They pick up on Saturdays but some of it will not HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 6 OF 29 make it to Monday afternoon.They want to try to get it out to somebody before it goes bad. Commissioner Elias asked if he is seeing an increase in food costs. Mr. Gerry Hundt stated they have made an effort to manage their food costs better.They have a donor newsletter that has a graph that shows their specific food costs and the vendors they buy their food from.They have not seen a huge increase in the cost. Commissioner Elias commented it looked like it had not increased through the information she had received.She just wanted to make sure she was reading it right. Mr. Gerry Hundt stated they are managing their inventory better. They had stuff that was being purchased at one place in bulk. They got rid of all that and they are buying stuff as they need it.So far this year, through September, they have spent $37,000 on food.They had budgeted for $50,000 so they think they are going to be a little under that.They are getting less food from St. Mary's.It depends on what they get that gets filtered down to Apache Junction.They spend $10,000 whenever they need to. Commissioner Elias asked if they have any percentage on things that expire. Ms. Nancy Burgess stated she does not think they have anything that expires.Their goal is get out whatever they get in.The canned goods they get in have a long expiration date and they will be used before they expire.The stuff they get from the stores goes out that day.They keep track of everything that comes in and goes out. Commissioner Borey asked if they were involved with the restaurants. Mr. Gerry Hundt stated they are not. City Clerk Kathleen Connelly commented starting Saturday there is a group coming into town called the Three Thousand Club/Market on the Move.They are bringing in a refrigerated HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 7 OF 29 truck filled with produce to Community Christian Church on Saturday morning.For a $10 donation they will provide 60 pounds of produce.She had no contact information.Constance can give them the contact information.They might consider partnering with them. Mr. Gerry Hundt stated some of their clients might want to go there. City Clerk Kathleen Connelly commented she asked if they put the stuff in boxes.They told her it is set up like a farmers' market where people can go and select what they want.They also provide information on how to cook different things. Ms. Nancy Burgess asked where it will be. City Clerk Kathleen Connelly stated it is Community Christian Church at Valley and Superstition.They will be there every third Saturday morning and again every time there is a fifth Saturday in a month. Mr. Gerry Hundt asked if they needed a copy of their budget. City Clerk Kathleen Connelly stated she will take it if they have it but they did give some budget information back in January. Mr. Gerry Hundt gave her the budget information he had from his board meeting.He added the city has been good to them over the years and it is a big piece of what they do.He would appreciate whatever they can do.They did not budget for any more money.They know there are other groups that need it. City Clerk Kathleen Connelly stated they have been given $85,000 total and there are five applicants. The interview ended and the Boys and Girls Club was the next applicant interview, represented by Branch Executive Laurie Armstrong, Area Director Mark Clavell and Director of Finance Swati Webb.Everyone introduced themselves. Ms. Laurie Armstrong stated they served over 700 children last year.The funding will be used specifically for their academic success programs, including the power hour tutoring, meth smart, HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 8 OF 29 smart moves and others.The brochures and fliers give complete descriptions of each of the programs.Every child that comes through the door goes through the academic success program. Power hour is a mandatory program.If they send the kids home without doing their homework it puts them in a more stressful environment.Most of them come from disadvantaged circumstances which allude to the issues of the parent not being able to help them or the child being abused from the stress.They want to send them home to enjoy an evening with their family and some quality time.Tutoring has become an important part as the math has changed yet again this year and parents do not know how to do this.They use volunteer tutors from the college.The homework information is emailed back and forth between the tutors and the teachers.Over the past 12 months the grades have come up an entire two points; if they were a D they are now a B.Most kids are in the upper Bs and As.Once every semester as an incentive they give the kids tickets based on their grades on their report cards.The large items like bicycles, Nintendo and such that are donated to the club for Christmas are raffled off for power hour; the better the grades the more chances to win. City Clerk Kathleen Connelly asked about the stalkers on the internet. Ms. Laurie Armstrong stated they have a mandatory class for all the kids on the computer so they know what to look for and so they do not go into those types of chat rooms.The county attorney is really big on the meth smart class.It is not like here.They do not tell the kids how to say no.They teach them how to get away from peer pressure.It is easy for someone to say you just say no, but they teach them with examples such as a best friend telling them to try something because it is really cool and how to get out of that situation.It is role playing done one-on-one. Commissioner Elias commented she mentioned that a lot of the children in this program have seen an increase in their academic success.She asked if she had any data on the percentages that have gone through this program and have graduated from high school. Ms. Laurie Armstrong stated they started tracking the graduation rate this last year and right now they have had 100% of all the HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 9 OF 29 students having graduated.This year they unfortunately have one that has dropped out due to pregnancy.She is still in the club and is trying to at least get her G.E.D. Mr. Mark Clavell stated their president and CEO challenged the club to institute a reading program.If a child does not have at least a third grade reading level they will be left behind. During the summertime they will have reading time.The high school kids will be reading for the young kids.They will be taking them to the local libraries and getting them their cards. Nowadays they can access the library through the Internet. Ms. Laurie Armstrong stated they already had some of those programs in place in Apache Junction and they will not have to do too many changes.They have already been doing field trips to the library but they will target specific areas in the future. Ms. Swati Webb stated they had been doing it through a program with the humane society which was similar.The teenagers learn from the instructors at the humane society about their programs. It was all about avoiding animal abuse and overpopulation.They ran it all summer and it was a wonderful educational program. They are talking about giving a state award for it. Commissioner Borey commented there have been past questions from other commissioners on how the money that has been raised in Apache Junction gets tracked. Ms. Swati Webb stated all of the money is in the bucket.Apache Junction is its own location.Any money that is funneled in goes towards their costs.That club is then tracked.They have the Apache Junction branch along with grant funding, contributions and special events.The branch is very lucky that it has different funding sources.Every grant, specifically city funding although they also receive state funding and national funding, is tracked.The Apache Junction city funded money is specifically funneled through the club.It helps fund the program itself mostly via salaries and any supplies the program may require.That is how it is coded. Ms. Laurie Armstrong stated it is 100% guaranteed.Every penny that they receive stays in Apache Junction.That is something that she hears quite a bit as she goes around from place to HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 10 OF 29 place.Every check, every nickel that comes in goes into a deposit slip.She has to account for that.Her deposit goes to the bank.It is immediately in the Apache Junction account. Commissioner Elias commented she has heard people say it goes to Tempe first and they take a share. Ms. Swati Webb stated that is something people just love to throw out there.She thinks that is because they see so many branches.Their budget alone for this last year has gone up to $360,000.You look at the fact of what the branch board has to raise or the club has to raise from the local resources, the city and the United Way.They are literally pinching every penny.Last year was the closest they have been to making their budget. Ms. Laurie Armstrong stated they were very close and that is where their corporate boards help out and assist.They do not want to turn anyone away.They are clear up into the 700 plus kids and they keep getting more and more.They are about to start a T -ball program that will get advertised in the schools. They will end up with at least another 100 kids interested in that.They are reaching the youth and it is a proven fact they are there.They are making a difference and that is all they ask for. Vice Chairperson Weeter asked if they have a guesstimate of how much it costs per kid for all of the services they are giving them. Ms. Swati Webb stated they calculated out that for each kid in the East Valley it is $500 per kid. Vice Chairperson Weeter asked if that is per year. Ms. Swati Webb stated that is correct. Ms. Laurie Armstrong stated they charge them $25.That is why they need the financial assistance.And they are still providing scholarships.Over 80% of the children are getting some kind of scholarship.The income levels of the parents are so low and they have had many that have lost their houses and jobs.Many grandparents are raising the children.They do not turn anybody away.They get those all the time.This year she HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 11 OF 29 had a grandmother that came to her and related her daughter was given a shot in a doctor's office where there was a reaction that made her brain dead.The grandmother now has the three little kids.She is divorced and has no income and could not pay.The scholarships cover the kids 100%.Their monies are going towards taking care of these kids.They are getting tutoring.They made it through the summer with them.They took the mother off of life support and she passed on her own.They had a couple of bad quarters but now they are fantastic.She concluded by thanking them for the funding they have already received and asking for their support this year. The next interview was with Community Alliance Against Family Abuse represented by Elizabeth Ditlevson Garman.Everyone introduced themselves. Ms. Elizabeth Ditlevson Garman stated they are celebrating their 15th year of service in the city.They have a variety of services for victims of domestic violence and sexual violence and their children.They have a 16 bed shelter in the city and the average stay is about 45 days.People can stay up to 120 days; that is women and their children.If they are full they have a relationship with a hotel in the community and they put people up there.Most of the people served come from their outreach office over by Best Hardware.They have legal offices to assist people with orders of protection, child support, dissolution of marriage and all the different kinds of legal issues that come in with domestic violence and sexual assault. They also provide basic needs support such as food boxes, clothes, diapers and toiletries.They have a weekly support group, one on one support by a license counselor, and general case management.They have a prevention program in several schools and in community groups.They have a quarterly network meeting for professionals and they train other professionals and adult groups. Chairperson Whiteneck asked how they have grown over the last year. Ms. Elizabeth Ditlevson Garman stated they have added sexual assault and sexual violence to their mission because of the needs of the community.Sexual violence services are something where services did not previously exist beyond law enforcement response.Their needs have changed to address the change in HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 12 OF 29 needs in the community.They are trying to build resources there.They have also begun responding 24/7 to the police department when they go on domestic violence or sexual assault calls.On 100% of the arrests they call their staff and they go out at any time of the day.Even if there is not an arrest and they are not sure about what is going on or feel like someone is being victimized but they do not have all the information to make an arrest, they still call them if they feel it will be helpful.Things have expanded that way.One of their previous needs and right now is the need is for a physical building.It is suffering some age issues. Commissioner Elias asked if they have volunteers that are part of the organization, if they have employees and what their ratio is of volunteers to employees. Ms. Elizabeth Ditlevson Garman stated they have 11 paid staff; 10 are full time and one is third time.They have volunteers but she did not bring with her the number of hours they serve. It has been increasing each quarter in the last year.The low part is in the summer.The volunteers serve in multiple capacities.One works in the office running organizational jobs, data entry and answering the phones.Others sort the many donations they get from the community and help with the food box program.Others intern, work at the shelter and provide transportation.Because of the nature of the services, it is important to have trained staff.The support of the volunteers helps them to do what they need to do. Commissioner Elias asked if all the volunteers are fingerprinted and social security checked. Ms. Elizabeth Ditlevson Garman stated if they are working directly with victims and survivors and their children they do. If they are working in office support that is not necessarily done.There are different levels of volunteering based on whether they want to go through the fingerprint clearance or they are people who get denied for some reason that, although it is part of their past, they do not feel they would be jeopardizing anyone volunteering for them.They can still help in the outreach office. Commissioner Borey commented they just had a major event in October. HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 13 OF 29 Ms. Elizabeth Ditlevson Garman stated they had Disco Fever at Dolce Vita and everyone had a great time.Approximately 160 people attended.They raised $10,000. Vice Chairperson Weeter commented she mentioned they offer food boxes.She asked when they are offered within their system. Ms. Elizabeth Ditlevson Garman stated they are used in two ways. It is how food is provided for women in the shelter that is frequently supplemented with gift cards to Fry's.If there is something not in the food box they need or there are dietary concerns or cultural foods, that can be supplemented with a food box.They also serve people in the community.People can come once a week.Because they are a project of the United Food Bank, their target audience is domestic and sexual violence victims but they serve anyone in the community who needs food. Sometimes people get referred to them for domestic violence or sexual violence but they are afraid to come in.They will come in for food and diapers and over time people have become participants in the program.They started to see it as a friendly place where they would not be judged for using the other services. Commissioner Borey asked if they also refer them to the food bank. Ms. Elizabeth Ditlevson Garman stated if they need more food they refer them to the food bank.They initially started their food program to supply food for the shelter.It has grown over time.They partner with the food bank and certainly do not meet the needs of the broader community.They focus on victims of domestic and sexual violence. Commissioner Elias asked if she is seeing growth in the number of people that are staying in the shelter over the last couple of years or the food services.She asked if there are particular areas that she has seen growth in. Ms. Elizabeth Ditlevson Garman stated she has seen growth in the average length of stay.It is about 45 days and it has grown over the last few years from 30 days.It is a national trend. One of the biggest reasons they have seen is because they have become more advocacy -based.Their services are good rule -based. Previously people might have been asked to leave because of lack HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 14 OF 29 of chores or other things.They looked at their mission and said they were here to provide safety and that did not make sense.People are in crisis.They now work with people individually.Because they are not asking people to leave unless something very serious happens, like drugs inside or violence, they are staying longer.It means longer stays and less people served; it is still a success. Commissioner Elias asked if they help them get housing. Ms. Elizabeth Ditlevson Garman stated they help people get housing through a variety of ways.Some people come and stay for a few days as a respite because the violence has gotten so bad and they are not ready to leave yet.Other people stay for the full four months.For people who are moving towards independence, they help them get into transitional housing in other parts of the community and valley.They also work with the Pinal Public Housing Authority to get people housing throughout the area.Sometimes folks make arrangements with family or friends and they do have case managers to help people to find housing.They also help to furnish their apartments when they have been living in the shelter as they typically have very little. Commissioner Borey commented last year their allocation was $12,000. Ms. Elizabeth Ditlevson Garman stated it was $14,000.They are requesting $14,000 again.The reports from last year show that they sometimes had more than what could be paid out and sometimes less, but it balances out.They tend to serve more of the Apache Junction residents in their community -based services than in shelter.That is often because if people come to us from Apache Junction and stay at the shelter, they do not stay for a very long time as it is not safe.They move to other shelters they are partnered with to help them move to somewhere that would be safer.People know where their shelter is even though they are a confidential location.They do have safety issues fairly frequently because of people figuring out where they are located.That requires them to work with a person to relocate. Commissioner Borey commented especially if there are kids involved. HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 15 OF 29 Ms. Elizabeth Ditlevson Garman stated it is a risk factor.It has been proven to elevate violence if the person who is abusive has access to the children and knows where the partner is staying.Sometimes it is not an issue but most times it is.So they work with them to find some place safe. City Clerk Kathleen Connelly called for any other questions. There were none. Ms. Elizabeth Ditlevson Garman thanked them for their time.She knows they are all volunteers looking at this.She asked what they are looking for in this process. City Clerk Kathleen Connelly stated they have been budgeted $85,000.There are 5 agencies that have applied for the $85,000.They will hopefully have some recommendations by the end of the day. Chairperson Whiteneck commented they are getting the information today to help the process. Ms. Elizabeth Ditlevson Garman commented a lot of people know about their shelter services but less about the supportive services.She brought their legal advocacy brochure so they can learn about some other services that they provide. Vice Chairperson Weeter asked if they have an attorney on board with them. Ms. Elizabeth Ditlevson Garman stated they do not have an attorney on board.Legal advocacy is something very common in domestic violence services.It is a lay person, not a trained attorney, providing information and helping people navigate through the system. Commissioner Elias asked if it is a paralegal or something. Ms. Elizabeth Ditlevson Garman stated it is sometimes a paralegal.It is someone providing assistance regarding the legal system and what their different options are.Oftentimes they may have a criminal case, a civil order of protection and family support matters.They may have just lost their home and they have no idea who is coming or going.The legal advocates are almost like tour guides to help people through the system. HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 16 OF 29 They will separate the paperwork into piles to make sense of it. They also accompany them to court to provide moral support and explain what is going to happen.If the judge states something they will afterwards explain what that means.It is a common service as well as the domestic violence.She thanked them for their time. The next interview was with East Valley Adult Resources, represented by Chief Executive Officer Dan Taylor and Center Director Terry Crawford of the Apache Junction senior center. Everyone introduced themselves. Mr. Dan Taylor stated they are a non-profit organization that has been in the area for 34 years.They have been out in Apache Junction for 17 years.They originally had one big room in the old library with a small kitchen and still provided a lot of services.They assisted in the design of the multi -generational center for the senior center area and kitchen and the other amenities.They have centers here, in East Mesa and one in downtown Mesa.They have a senior housing complex in East Mesa and they are getting ready to open another in downtown Mesa. City Clerk Kathleen Connelly asked where the one is in East Mesa. Mr. Dan Taylor stated it is at Main and Recker.It is on a little street just south called Arbor.It is called Discovery Point.It is three stories.They have been involved in that for fifteen years.They have two meals a day, light housekeeping and the average age in there is 85.They have one opening up tomorrow in downtown Mesa and it has no amenities. It is a tax credit project for low and moderate incomes.It is a five story building with 81 units.It is the first time Mesa has had any residential buildings built downtown in 25 years. As far as other programs, they do a lot of programs in the home. They have volunteers that go to peoples' homes, meals on wheels, outreach services and even home care.They are doing home care in Pinal County.They picked up that contract with the funding source in July. Ms. Terry Crawford stated she has been with the organization for 16 years in January.They were very creative when they were in the library.They turned a couple of closets into office space. When the attorney general's office called, they put them in the HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 17 OF 29 smallest office.Her office was a broom closet.They love the new building they are in now; it functions beautifully.The recreational staff is wonderful to work with.She supplied the commission with a copy of the outreach brochure.They have someone who goes out to the home to check for problems and advises them on insurance programs, home alone safe alone, and the frozen meals or hot meals, whichever works best for the client.They put out a calendar once a month with the membership activities.They are allowed to use the walking track Monday through Friday.They have to have monitors up there to make sure nothing happens.About 4 years ago they had a gentleman that had a heart attack and they did not have their monitors at that time.Tuesdays and Thursdays they have a stretching and toning class, doing aerobics for an hour.On Wednesdays they can go upstairs and use the bikes and treadmills, or they can use the walking track.There will be a Senior Expo in downtown Mesa next month with a lot of vendors coming in.They will bring in some seniors from Apache Junction for that.They have about 65 clients for home -delivered meals. They do in-house congregate meals.The meals change day-to-day. They have about 80 people in for lunch. Mr. Dan Taylor stated they do a chef's choice on Wednesdays so they can clean out the refrigerator from prior meals.They open up a case and only have 30 meals left.They are over 150 meals for that kitchen alone.They therefore keep the rotation going and offer new options.When they first started the chef's choice everyone wanted to know what it was.They announce what it will be a week before so that people will know what is in the kitchen.That is what this group has funded in the past:the congregate meals and the meals on wheels.They are two very important programs for them in terms of nutritional side effects. Ms. Terry Crawford stated one of the other programs is the transportation for participants to the senior center every day for lunch for those people who cannot drive.On Monday, Wednesday and Friday afternoons they provide transportation to medical appointments.They go as far west as Higley Road.They try to keep it within a certain area.A lot of people with their insurance companies only have certain doctors.Tuesdays they take participants grocery shopping.Wednesdays they go to Bashas'. HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 18 OF 29 Mr. Dan Taylor stated they also take veterans. Ms. Terry Crawford stated on Tuesday mornings they take veterans to the VA clinic and they catch the bus to the hospital.They go back after lunch to pick them up.They call and let them know when they are leaving. Mr. Dan Taylor stated the transportation program is one of the programs they are challenged with right now for funding.He and Kathy have had a discussion.It is actually in their request but the meal program is the top priority.If there is funding left they would love to have some transportation money, too. That is their van transportation and they have at least 3 vehicles on the road every day.They are looking for other funds because the funds the city was providing were taken away by the State of Arizona. City Clerk Kathleen Connelly stated it was redirected. Mr. Dan Taylor stated she is very diplomatic.They do have some state funds but not enough for what they need.It is one of his jobs to scout around so that it does not either get reduced or have any problems. City Clerk Kathleen Connelly stated they have a portion coming from the Indians from the gambling grants. Commissioner Borey asked if there is some kind of Arizona Automobile grant.The boys and girls club has gotten vans from them in the past. Mr. Dan Taylor stated they can get vans but they do not provide the operational costs.What they need are the operational costs:the maintenance and the gas.These vans are often stopping every one or two miles as they are being driven and they have to be left on, causing the vehicles to get only about five miles per gallon.There are two air conditioners in each van plus there is a lift in each van.They are making those stops 20 times twice a day.It puts some wear and tear on those vehicles when it comes to tires and brakes.They go out quite a bit quicker than they do on private vehicles.He asked for any questions. HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 19 OF 29 Comissioner Elias asked if they are under the umbrella of East Valley Adult Resources. Mr. Dan Taylor stated that is correct.It is the way they have done it for some time.They keep the money separate as this is another county.A lot of nonprofits will not go into a separate county.They set up their books so that all the funds for out here are totally separate than any of their other funds.They know exactly what will happen with those funds.They have been fortunate that the United Way of Pinal County has been very supportive of the organization.The city and the federal money from the Pinal-Gila Council for Senior Citizens are blended together and go to local organizations.They cannot give enough for them to do everything.They try to do some fundraising, too. Commissioner Borey asked how they do that. Ms. Terry Crawford stated they do bake sales, they resell items from people cleaning out their closets and they have fashion shows.They have a fashion show every August and they have a good time modeling the clothes.They paint, raffle baskets and a Mother's Day tea in May with all food items donated.They have other items donated and do silent auctions. Commissioner Elias asked what area they have seen the most growth in. Ms. Terry Crawford stated she believes their congregate meals have picked up a little more than the meals on wheels as they can only put so many people on home delivery. Mr. Dan Taylor stated moving into the future they see a great many people wanting to stay in their own homes who are basically homebound.Those services will continue to be a great need for meals on wheels and meals while you heal which is a service they provide for those that just got out of the hospital.They will send out a week or two of frozen meals with no strings attached and no questions asked.They need it right then.They see those kinds of programs as well as their volunteer programs and helping people in their homes.They see that as an area of future growth.People are living longer and want to stay in their own homes.It is not unusual to see someone in their mid- 90's in their own homes.It might be transportation, meals or HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 20 OF 29 whatever that they need.They want to be sure they are working on that side of things, too.They work with the fit to the frail.They cover all the way through home care now.If people need just a little bit of service, he hates to see them go into an extended care facility or assisted living or a nursing home if they only need one or two things.If they cannot provide them they often know who they can go to and be provided by someone else.Terry does a real good job of getting to know the businesses in the area and how they can work with us to provide a resource. Commissioner Mullen commented they have had a wait list in prior years.He asked if they currently have a wait list. Mr. Dan Taylor stated it is a yes and no kind of answer. Sometimes they do and sometimes they do not.Some of it is out of their control.They have to receive a case manager assessment and because of reduced funding from the state there are fewer case managers.Sometimes they have referrals but they do have the ability to put people on if they can afford to pay. They have a small, private pay component of $6.00 per day for a hot meal to be delivered to the home.They are able to incorporate it within their route so if someone can afford that they can put them on tomorrow.For the others they have to wait for the referrals to come in.They are frustrated as they can take a few more people right now but they currently have no referrals. Ms. Terry Crawford stated they have called in but they cannot get it to the case manager. Mr. Dan Taylor stated it is frustrating for them.There should be a way around the system but they have not found it yet.They push them hard to give them the people.If they do not get a meal soon after they need it, they may not be around for a meal when they do have the go ahead.It is disappointing for them. Commissioner Borey commented they then end up back in the hospital. Mr. Dan Taylor stated that is correct. Commissioner Borey commented they talk about bringing in younger people.She went and she was the youngest one there. HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 21 OF 29 Ms. Terry Crawford stated one day a week they offer a soup and salad bar.They can eat at 11:00 a.m. and then leave.They do not have to wait until they actually serve lunch.It is an option they have given to them.There are very great choices on there.Next week they are having bacon potato soup, pea soup and chicken festive salad.They can pick from three others such as cottage cheese and two different ones.There is always a lettuce salad, tomatoes and all the toppings.The plates can be stacked quite high.It comes with milk, grits, dessert and coffee. Mr. Dan Taylor stated if someone is over 60 it is a $3.50 donation. Ms. Terry Crawford stated if they would like to come in and take a meal to go they could have it available after 11:45 a.m.To go with soup and salad is $4.00. Mr. Dan Taylor commented when they put that out, they want to make sure they use all of it that day.If they see they will have a little bit left, that is how they handle it. Ms. Terry Crawford stated last week they had navy bean soup and egg salad, a black bean and avocado salad, a pasta salad and cottage cheese and all of the afternoon meal with it.There are very good choices and they make a nice meal. Mr. Dan Taylor thanked them for taking the time to check with them today. The final applicant was Mountain Health and Wellness.No representatives arrived for the interview. City Clerk Kathleen Connelly stated she had talked to Gustavo earlier that day and told him they were the last interview for the day and someone needs to be here.He said he would go back and tell them.That was about 12:30 p.m. 3.Approval of minutes of October 30, 2012 and October 29, 2013. Chairperson Whiteneck called for a motion. Vice Chairperson Weeter MOVED THAT THE MINUTES OF THE MEETINGS OF OCTOBER 30, 2012 AND OCTOBER 29, 2013, BE APPROVED. HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 22 OF 29 Chairperson Whiteneck SECONDED THE MOTION. VOTE:Unanimous. The motion carried. 4.Status report on applications for city human services funding for FY 2013-2014. City Clerk Kathleen Connelly stated the other she gave them was an updated email stating the Boys and Girls Club had cancelled their post office box.They would like all the information scanned and sent to them.Also, there was a change in the board for the food bank. Deputy City Clerk Jan Mason stated that is correct.Gerry Hundt is now the president and he was here today. 6.Consideration and action on recommendations for human services funding for FY 2013-14. Chairperson Whiteneck posted on the board what his funding recommendations were.He commented it is pretty easy this year because they have $85,000 allotted to them and only five agencies. City Clerk Kathleen Connelly stated the original total was $109,000 plus there is an additional $45,000 for the van transportation, making a total of $154,000. Chairperson Whiteneck commented the logic being, as usual, what is a real need versus what is a nice deal, the things that are a real need for people that do not have it.We need the services of Community Alliance Against Family Abuse as it prevents a lot of different things.To a certain and lesser extent there is mental health and Mountain Health and Wellness and the senior support as there are lots of critical things that happen to seniors.The Boys and Girls Club actually charges the boys and girls an annual fee and they got over $300,000 for their budget. They are not really a critical item; they are more of a luxury item.He asked for anyone to comment on the numbers he threw up there. HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 23 OF 29 Commissioner Mullen commented they think alike.He thinks the food bank has temporary funding.Twenty—percent of what they need comes from the city.He thinks they should get the $30,000 but they need to say at some point that they need to find other sources of income.They went from $14,400 to $20,000 to $25,000 to $30,000. Chairperson Whiteneck commented they did not address that during the meeting.He recalled Commissioner Mullen missed that part of the meeting.He commented they made $12,000 from the golf tournament as one of the alternative sources of revenue they have been working on. Commissioner Mullen commented they are taking almost half of our budget now.He added Mountain Health and Wellness did not show up and they did not use all the money given to them last year. Chairperson Whiteneck commented they left enough last year. Commissioner Mullen commented the number of Apache Junction residents they actually help is very small compared to some of the other ones. Chairperson Whiteneck commented it is.He is not real confident in them and their diligence speaks loudly by their not being here today.He does not really feel like they should fund them this year, if for no other reason than to make a statement that we need their cooperation.It is not a one-sided effort. Commissioner Mullen commented he would like to give as much as they can to the senior center.They asked for $30,000. Commissioner Borey commented plus $45,000 for the transportation program. Commissioner Elias commented she has reservations about Mountain Health and Wellness for the reason that they did not show and they were late with paperwork.It is a little disconcerting because she is wondering how organized they are and what is happening over there. City Clerk Kathleen Connelly commented they lost their director. Rob Evans passed away.They have been in a state of transition. But she showed them the email that she got from the gentleman HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 24 OF 29 and to this day she has not had a response from them.She reminded them earlier this afternoon and nobody came. Commissioner Borey commented she has to differ with them on the Boys and Girls Club because that is the working poor.That is the criteria for the Boys and Girls Club.She likes the fact they have the food bank on there and the senior center.It looks like they are doing the whole spectrum, with kids, with the food bank, with seniors and women that are sexually abused. She thinks those four are great. Commissioner Mullen stated they can ding Mountain Health and Wellness.Their sources of income are quite a bit. Commissioner Elias asked if they were getting federal funds or will be. Vice Chairperson Weeter commented she thinks they just said that since they were not here we had determined they did not need the funding and not give them anything.Put the 4% back up on the board. Commissioner Mullen agreed with her and added they did not spend all the money last year. Chairperson Whiteneck asked if they did say they were going to show up. City Clerk Kathleen Connelly stated she saw Gustavo early this afternoon and he stated he would go back over there and remind them to be here.She does not know what happened. Commissioner Mullen commented they should have given some type of response even if it was to say they were sorry and could not make it. Vice Chairperson Weeter commented she liked his attitude. Commissioner Borey agreed. Commissioner Elias stated she completely agreed.She thinks they have been given a lot of appropriate notice.It lends one to believe they do not really need the funding.There are other places that can utilize it. HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 25 OF 29 Chairperson Whiteneck commented this might be a good way to motivate them.It could antagonize them but it is the best thing to do, too. Commissioner Mullen stated if they did not want any funding at all they would not have applied. Chairperson Whiteneck commented it would make their job easier. Vice Chairperson Weeter asked who was doing what. Chairperson Whiteneck stated he will make the changes from what was suggested. Commissioner Mullen stated he liked it. There was general discussion as to whether a motion had been made. City Clerk Kathleen Connelly requested they read the motion and insert the dollar amount. Commissioner Mullen MOVED THAT THE RECOMMENDATION FOR HEALTH AND HUMAN SERVICES FUNDING FOR FISCAL YEAR 2013-2014 BE AS FOLLOWS: APACHE JUNCTION REACH OUT FOOD BANK IN THE AMOUNT OF $30,000; BOYS AND GIRLS CLUB IN THE AMOUNT OF $11,000; COMMUNITY ALLIANCE AGAINST FAMILY ABUSE IN THE AMOUNT OF $14,000; EAST VALLEY ADULT RESOURCES IN THE AMOUNT OF $30,000 AND MOUNTAIN HEALTH AND WELLNESS IN THE AMOUNT OF ZERO FOR A TOTAL OF $85,000. Deputy City Clerk Jan Mason asked if they wanted to do the part starting "I further". City Clerk Kathleen Connelly stated right after that is another part of the motion that you asked for last year.It actually became part of the contract, that if these agencies do not comply they can reconvene and reassign the dollars.They can do that again provided they screw up earlier. Vice Chairperson Weeter commented they really worked on that last year so they need to do that. City Clerk Kathleen Connelly commented if he could just read that as part of the motion. HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 26 OF 29 Commissioner Mullen FURTHER MOVED THAT IF FUNDING IS DENIED DUE TO NONCOMPLIANCE BY ANY OF THESE AGENCIES PREVIOUS TO THE FOURTH QUARTER, THAT THE HEALTH AND HUMAN SERVICES COMMISSION BE ALLOWED TO RECONVENE AND MAKE A RECOMMENDATION FOR THE DISBURSEMENT OF THOSE AVAILABLE FUNDS. Commissioner Borey SECONDED THE MOTION. VOTE:Unanimous. The motion carried. 7.Discussion on schedule for presenting recommendations to the city council. City Clerk Kathleen Connelly stated the council meeting is next Monday and Tuesday and it is too late to get it on those agendas as those packets have already been prepared.The next meeting is December 2, the work session.She will have the memo ready that sets the presentation, describes how you met, discussed and that these are your recommendations.All of you will be getting a copy of the memo.The recommendations will be on the council work session on December 2. Chairperson Whiteneck asked what time. City Clerk Kathleen Connelly stated at 7:00 p.m.At least one of you should be there. Vice Chairperson Weeter asked what day it is. City Clerk Kathleen Connelly stated it is Monday, December 2. It will be their opportunity to speak to the mayor and council. The next night, December 3, she will put an item on their regular meeting to direct her to prepare the contracts based on their recommendations.They do not need to be there for that as they will not have the opportunity to speak.On December 17 they will vote on the contracts.They do not have to be there for that as it will be on the consent agenda. Chairperson Whiteneck stated he has got it down to be there on December 2 at 7:00 p.m. HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 27 OF 29 City Clerk Kathleen Connelly stated she will ask for it to be one of the first items on the agenda so they do not have to be there late. Chairperson Whiteneck asked if it is a Monday or Tuesday. City Clerk Kathleen Connelly stated it is a Monday. Chairperson Whiteneck stated that would be much better for him. 8.Election of chairperson and vice chairperson. Chairperson Whiteneck opened the nominations for chairperson. Vice Chairperson Weeter NOMINATED RANDY MULLEN FOR CHAIRPERSON. Deputy City Clerk Jan Mason advised they do not have to second the nomination. City Clerk Kathleen Connelly stated under Robert's Rules they do not have to second a nominaton. Deputy City Clerk Jan Mason stated he has to ask if there are any more nominations three times before they can vote on the one nomination. Chairperson Whiteneck asked three times if there was anyone else who would like to nominate someone for chairperson. Deputy City Clerk Jan Mason stated this would be a vote for Randy Mullen as chairperson. VOTE:Unanimous. The motion carried. Deputy City Clerk Jan Mason stated Randy is the new chairperson. She advised to do the same thing for the vice chair. Chairperson Whiteneck asked if there were any nominations for vice chairperson. Commissioner Mullen NOMINATED ANDREW WHITENECK AS VICE CHAIRPERSON. HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 28 OF 29 Chairperson Whiteneck asked three times for any more nominations. Vice Chairperson Weeter commented for a while they used to change back and forth. Deputy City Clerk Jan Mason advised this would be a vote for Andrew Whiteneck for vice chairperson. VOTE:Unanimous. The motion carried. 9.Selection of future meeting dates. None. 10.Adjournment. Chairperson Whiteneck adjourned the meeting at 5:15 p.m. Andrew Whiteneck Kathleen Connelly Chairperson City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING NOVEMBER 14, 2013 PAGE 29 OF 29