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HomeMy WebLinkAbout2016.03.29 HHSC MinutesMINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION City Clerk Conference Room 300 E. Superstition Blvd., Apache Junction, AZ March 29, 2016 - 3:00 P.M. COMMISSIONERS PRESENT: ED BARKER JUDY BOREY GEORGIANA ELIAS CAROL KAUSCHER DANA OSBORNE STAFF PRESENT: KATHLEEN CONNELLY, CITY CLERK JAN MASON, DEPUTY CITY CLERK COMMISSIONERS ABSENT:OTHERS PRESENT: 1.Call to Order/Attendance. City Clerk Kathleen Connelly called the meeting to order at 3:00 p.m. Deputy City Clerk Jan Mason called the roll and advised there was a quorum. 2.Introductions and discussion on roles and responsibilities of commission members. City Clerk Kathleen Connelly requested they introduce themselves as they have some new members.The commission members introduced themselves to each other. City Clerk Kathleen Connelly stated the circumstances are as such that we do not have a chair or vice chair.She asked for a volunteer to chair this meeting until the next time around when it will be on their agenda to select a chair and vice chair. Commissioner Barker commented they will be doing that the next time. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 1 OF 21 City Clerk Kathleen Connelly stated for the permanent one.They need somebody to chair the meeting today.She cannot do that as she is staff.One of them needs to do it for today. Commissioner Barker commented he would volunteer for today as he has been chairman before.He would prefer not to be the chair in the future.He asked if that was alright with everybody. The consensus was it was okay. City Clerk Kathleen Connelly stated the next thing on the agenda is roles and responsibilities.In the packet for this meeting they have the agenda for today.The next thing is the current board and commission list which gives their terms of office along with information on other active boards and commissions. They will see some of them are on other boards and commissions on the list.Some boards are less active than others and rarely meet, if at all.The next thing they have is their roles and responsibilities, Article 2-11 of the city code.It lays out the membership, how many members they have, how the membership can be from within and outside the city, staggered terms, no compensation, if they incur expenses related to the commission they are eligible to be reimbursed, and the officers of the commission and their duties under Article 2-11-5.This is their primary responsibility at this point in time.They shall review the applications they have in front of them for funding and make a recommendation to the mayor and council, who will approve the final contracts.At times this commission is asked to weigh in on some other things. Commissioner Osborne commented under Duties, letter A, it states they will conduct public hearings.She asked to what extent they actually conduct a public hearing. City Clerk Kathleen Connelly stated they usually do not.If a circumstance comes up where they might want to solicit input from the public on someone with health services coming into the city and they ask for the commission's assistance, they could do that.They are not able to do it on an independent basis. Commissioner Osborne commented it appears the bulk of their process is to review these applications. City Clerk Kathleen Connelly stated that is correct. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 2 OF 21 Acting Chairperson Barker commented and to hold interviews of the applicants. City Clerk Kathleen Connelly stated she thinks it was about two years ago the commission was asked for some input on a health facility, health contract or expansion of a facility. Deputy City Clerk Jan Mason stated she believed it involved Final County. City Clerk Kathleen Connelly stated it might have been.If they ever have any questions they can contact her.The next thing is Article 2-14 which goes back to 1988 or 1989.This is what spells out how an agency can apply for funding.It sets the time frame and what they have to do to apply.If they are successful, it spells out what they have to do to comply with the contract. Commissioner Borey commented they have zone of influence under membership for office.She asked if that also applies to the nonprofit funding, that they could be from outside the area. City Clerk Kathleen Connelly stated there are five members on the commission.Two can be from outside of the city and we have two from outside of the city. Commissioner Borey asked if that would be like Gold Canyon or farther. City Clerk Kathleen Connelly stated it could be Gold Canyon or East Mesa.She is not sure of San Tan Valley; that might be a reach.She stated an agency making a request can be from outside the city but they can only bill the city for services provided to city residents.They may provide services to other people but their contract specifies city residents only.That is based on the state constitution which allows us to spend money on health -related services.Anything beyond that would be considered a gift and the city would be in trouble.It is why they have contracts specify city residents only.She will talk about some of the problems she has been having later in the meeting.The agencies always get a letter in December at the end of one year telling them they have until the end of January in the following year to apply for funds.The applications in front of them today are the ones who made the deadline for the HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 3 OF 21 2015-16 fiscal year.She has another batch on her desk for fiscal year 2016-17 but we do not know what the mayor and council are budgeting.They cannot do anything with those just yet. Commissioner Borey asked if that is because it is happening in July. City Clerk Kathleen Connelly stated they are hoping to have the budget approved by the end of June.She stated if they have any questions to let her know.The letters that go out to the applicants letting them know the funding is available have bullet points telling them what they have to do.We send letters to many more agencies than we get applications for. 3.Status report on FY 2014-15 contracts and agencies. City Clerk Kathleen Connelly stated if they look towards the back of their packet all the way to the end they will find a couple of sets of minutes for the meetings that reflect what the commission did for the 2014-15 fiscal year, who they awarded it to and the amount.This will give them an idea on the process. These minutes have not yet been approved.They will be on the next agenda for approval.Even those individuals who were not here can approve them per the city attorney.It is just a formality.The agencies from the previous fiscal year have signed their agreements.There were some fairly significant problems with some of them, mainly because there were staffing changes.Some were staff members that turned everything upside down.She was faced with the choice of bringing these to the commission and letting them know they were not in compliance, in which case the effect would be they could not fund them for the next fiscal year or the other option that the city manager has of just taking the money back and putting it in the general fund.After talking to people, that was pretty much their reaction because all of these agencies have needs.If she had pushed this sooner, they would have been between a rock and a hard place in what they could have done.She waited and brought them into compliance with the last one being about three weeks ago.To give them an idea of what she was faced with, the person from Horizon Health, previously Mountain Health and Wellness, is leaving as of April 16.He will be a big loss to that agency.Nancy Burgess left the food bank last year and it took a while for her replacement.Myra Garcia has replaced HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 4 OF 21 Nancy.She saw a news advertisement for a position at the food bank but they are not replacing Myra, they have decided to split the job to a chief operating officer and an executive director. It will make a lot more sense.The current job description describes the executive director as doing everything from making sure things are operating correctly to driving the truck. Acting Chairperson Barker asked if she thinks the new way will be better. City Clerk Kathleen Connelly stated she thinks so. Commissioner Borey asked if Myra is leaving. City Clerk Kathleen Connelly stated Myra is staying.She originally thought she was leaving but she called her and found out they were splitting the responsibilities.She will be the administrator and someone else will be doing the nuts and bolts. It is really what they need.The one position required that person to be on call 24/7, drive the delivery truck, go to the United Food Bank and all those other things.Since Myra has come on board she has worked very hard on what they are doing. The food bank always provides a higher level of service.It does not even come close to what the city provides in funding. They are at least 4 times above and beyond what the city provides.They get funding and swapping agreements with United Food Bank and things like that.The chief executive officer left East Valley Adult Resources in May or June of last year and has not been replaced.They were supposed to have a consulting contract with him for a period of time and for whatever reason opted not to do that.They have someone in their temporarily and they are recruiting for a replacement.They also pulled the person they had in charge at the senior center in Apache Junction.All of the information she was able to get for recipient services was not quite what she needed.They are not out of the woods yet.They do have some new people in there who are working with her to fix some of their problems, such as having non -city addresses. Acting Chairperson Barker asked what agency she was talking about. City Clerk Kathleen Connelly stated it is East Valley Adult Resources.They provide primarily the congregate meals at the HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 5 OF 21 senior center and the home delivered meals.She passed out a copy of one of their quarterly reports.After a meeting with Tracy, Tracy blacked out certain addresses and sent the report back to her. Acting Chairperson Barker stated it would help him if she would give the agencies a grade and why they received that grade. City Clerk Kathleen Connelly declined to do that.She would have to say that none of them would have gotten a grade above a C for a number of reasons. Acting Chairperson Barker commented there was a day when they had As and Bs in here. City Clerk Kathleen Connelly stated she could not recall that. It might have been under a different process.She would not give any of them any higher than a C.Some of them are okay now but it took 8 to 10 months to get there. Commissioner Borey commented it was the learning curve. City Clerk Kathleen Connelly agreed.There is still one agency whose director she spoke to three weeks ago who did not know they had to do that.There is also a lack of communication between the person who is doing the work and the person who is making sure the contract is being followed.It is something they need to work out.One of the agencies gave her post office boxes which equated to about $4,000 worth of charges to the city.She had to tell them she cannot take post office boxes; it actually says that in the contract.She needs the actual address.They then stated it is such and such.She again told them they need to give her the address.When she finally gave her the addresses, two were okay but one was not in the city. It is a learning process.They give them maps with each contract signed.There are county islands, shown in yellow on the city aerial map on the wall.There is a small piece west of Meridian.They share the same zip code and have an Apache Junction mailing address.On election day they come and want to vote in the city elections but they are not eligible.That is part of the confusion.She has offered to meet with the agency representatives but only one person has done so. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 6 OF 21 Commissioner Osborne commented she has gone out of her way to coach them on what they need to do.Clearly when running a nonprofit they know there are rules to follow for all the funding streams.They all need to get their ducks in a row. There are different rules for different funding streams. Anybody who does that for a business needs to know that. City Clerk Kathleen Connelly stated she captured it.She has repeatedly heard them saying it is a city grant.She has to remind them it is not a grant, it is a contract for services. They do not get a check for the full amount.It is a quarterly allocation and they have to file reports in order to meet the contract requirements to continue to receive the funding.Tracy caught some of the addresses and blacked them out.The ones she highlighted in yellow are the ones Tracy did not catch.If they look at the numbers on the right hand side of the page, some of those are significant instances.They are talking about 50 or 60 home delivered meals or congregate meals.That is okay, but not with city funding. Acting Chairperson Barker asked how much money they have this year. City Clerk Kathleen Connelly stated they have $100,000. Commissioner Osborne commented they have $147,000 in requests. City Clerk Kathleen Connelly stated they actually have a little less than that in requests.One of them was handled through another process.They were not the only agency.She also had issues with Community Alliance Against Family Abuse and the food bank to a lesser degree.She gets a very thick quarterly report from them and the number of residents they provide services to far exceeds any dollars received from the city.They were late one time during Nancy's transition.She very quickly got it to the city.The boys and girls club has been a significant problem.The previous director did not get the contracts back to her until June and the fiscal year ended in July.She had to go to a board member to get that.Shortly afterward he was gone.The new director sent her some reports and she said he has to read the contract.She will have to sit down with him and go over it.In addition to the fact they do not realize it is not a grant, they have an expectation that this is an HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 7 OF 21 entitlement; that they are just going to get it. She started getting reports when they did not even have contracts. Commissioner Borey commented some of the people may be confused, especially if they did not take over at that time so they kept sending in reports thinking they will somehow catch up. City Clerk Kathleen Connelly stated that is fine as she has some reports but not all.She has those ready to go should there be a funding recommendation for those particular agencies.It is just a matter of attaching the checks and getting it moving. Commissioner Kauscher commented she knows how long it took her to get with this as this is all brand new to her. City Clerk Kathleen Connelly stated it is not grant money.With grants, you apply for it, get it okayed, get a check and report after the fact.We are a little different.They do not get the check until they have reported. Commissioner Borey commented she had post office boxes the kids would give her as addresses. City Clerk Kathleen Connelly stated that is fine but they usually can provide an address.Utility bills are okay. Commissioner Borey commented the important thing to know is they are all at risk. City Clerk Kathleen Connelly stated she is hoping that the transition and the leadership in the organizations will help them do better. Commissioner Kauscher asked if she had considered bringing them all in together at once to go over the requirements. City Clerk Kathleen Connelly stated she had considered it but she is not sure how some of the groups would be together. Commissioner Borey commented they all have to play in the same sandbox. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 8 OF 21 City Clerk Kathleen Connelly stated she had most of this year's reports and she will sit down with him.She does not know when East Valley Adult Resources will have somebody. Acting Chairperson Barker commented the community needs all of these organizations. City Clerk Kathleen Connelly stated that is why she hesitated because she was fearful the money would be taken back into the general fund.This year it will depend on how much the council wants to do. Acting Chairperson Barker commented they have an obligation to the taxpayers to fund these.He would hate to see the city have to do without any of these programs. City Clerk Kathleen Connelly stated they do wonderful things in the community and she does not want to see them ending up losing the money.She is hoping those who have not yet caught up will do so.She believes with the food bank the addition of the other position will be really helpful. Acting Chairperson Barker commented he understands she is not comfortable with grading these people, but he was not asking so they could fail them and not give them any money.He is hoping it would spur them on to bigger and better things. City Clerk Kathleen Connelly stated they tell them every year it is not money they should expect forever. Acting Chairperson Barker commented apparently they have not been listening. City Clerk Kathleen Connelly stated part of the problem is that the people they meet with are not the ones who do this.They are either in transition or assigned to somebody. Commissioner Borey commented it might be better to have the executive director and the person who will be actually turning in the reports attend. Acting Chairperson Barker commented the person we meet here may be the executive director but may not be the executive director three months later. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 9 OF 21 Commissioner Borey commented at the least they need to have the secretary or whoever will be handling the funding for the grant. Commissioner Osborne commented they can show them their process they have put in place to make sure if they have a change in staff they can still follow the operating procedures. City Clerk Kathleen Connelly stated the contract requires they let her know who is going to be doing that and any changes.She found out by accident that Terri Crawford was no longer at the senior center.Again, the person over here doing this part of the job is different from the person over here who signs the agreement.At the bottom they have East Valley Adult Resources, $30,000, that is for their van transportation program.They were able to get a grant from Gila River Indian Community in the amount of $38,240.That is for calendar year 2016.They can scratch that off and they are down to $117,000 in requests.In this case it was a grant from Gila River so they have a check. They were so used to this process through her, she started getting quarterly reports for the grant.She looked at them and realized there were only city people on here.When she checked with Heather Patel next door she found out it is supposed to be the city and surrounding area.There is confusion depending on the source of funding.That leaves you with $117,000 in requests with $100,000 to spend. Commissioner Kauscher asked how many less people were there when she marked off the out of city residents. City Clerk Kathleen Connelly stated it was not necessarily a lot of people because some of those people went a lot of times. Acting Chairperson Barker commented so many people do not know if they live in the city.You can ask them and they think they do because they get their mail here.There are people on the city council that do not know. City Clerk Kathleen Connelly stated one of the things she noticed on the reports from East Valley Adult Resources is the address of 2012 E. Southern Avenue.It is in the city but it is the Apache Junction Medical Center.It is where they have a nursing home.She pointed out to them that it is a duplication of services.The person is already receiving meals as part of what they are paying to the nursing home. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 10 OF 21 Acting Chairperson Barker commented that is a good question.He asked if she got answers. City Clerk Kathleen Connelly stated she did not get an answer on that one as of yet. Acting Chairperson Barker commented they could technically feed everybody in there because they are living there. City Clerk Kathleen Connelly stated she at least hopes they are looking at it.That one was 36 or 63, something like that.It is a significant number of meals that might have been provided to someone else.It is part of the meals on wheels program. Commissioner Osborne asked what type of risk does the city have to provide funding to a service that does not keep very good records. City Clerk Kathleen Connelly stated she means the facility. Commissioner Osborne commented that is correct.She asked if there is a risk of somebody coming back and saying the city should have done this. City Clerk Kathleen Connelly stated that possibility always exists and the attorneys usually look at if the city actually has a role in it and then they file something in court to drop the city out of the lawsuit. Commissioner Elias asked if it would be a lawsuit or somebody just trying to recoup some funds.If they are getting state funds that go to the city it is the issue where they get audited and the state says no, they were given money to do it one way and it was done another way. City Clerk Kathleen Connelly stated this is all general fund money.It is not restricted.If it were Highway User Funds it would have to be used on streets and roads. Acting Chairperson Barker commented they do not get much money. City Clerk Kathleen Connelly stated this is for one year.It is one of the requirements under state law from the gambling that you have to give back to the community.They actually have to HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 11 OF 21 apply through the city and it is passed through to a particular agency. Commissioner Elias commented all of that was really discussion on the 2014-15 contracts. City Clerk Kathleen Connelly stated the 2014-15 contracts is correct.She gave them the background of why we are where we are at today.That now brings us up to the 2015-16 contracts. 4.Discussion on FY 2015-16 funding applications and procedures for reviewing applications. City Clerk Kathleen Connelly stated there are four applications. At the back of the packet there is a comparison table for what has happened in the past.There are many agencies that have not applied for a while so they have been dropped off, such as Junior Achievement and the United Food Bank.Superstition Mountain Mental Health, Mountain Health and Wellness and now Horizon Health and Wellness has not applied for a couple of years.They had been considering doing it for the FY 2015-16 cycle but never applied.They have the food bank, the boys and girls club, Community Alliance Against Family Abuse which is CAAFA and East Valley Adult Resources. Acting Chairperson Barker asked what the total was for the senior center. City Clerk Kathleen Connelly stated after they strike the request for the van transportation they are asking for a split of $18,000 for the congregate meals and $18,000 for the home- delivered meals. Acting Chairperson Barker asked if the grant is for transportation only. City Clerk Kathleen Connelly stated that is correct. Acting Chairperson Barker commented they have that covered. City Clerk Kathleen Connelly stated they have that a little bit more than covered.When Gila River funds they do very broad projects.That is why they had to exclude the surrounding area for the van transportation program.It is isolated to Apache HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 12 OF 21 Junction.They are the one Indian tribe that gives regularly to the city.They also gave to the police department which she believes was some kind of electronic reporting devices.They also gave medical equipment to the fire district.They regularly assist and the mayor has a good relationship with their president and board.He has invited them to be at the next Veterans Day Parade.The food bank is probably the best reporting agency.She did not have any issues with them except the one glitch when Nancy Burgess left.She was late filing the one report.Myra has been very diligent and she sees no reason why their records are not going to improve.She has every confidence in Myra and the board that they are going to meet the contract's requirements.They are asking for $32,000.The cover letter explains their level of service and the $32,000 will be used to supplement the food boxes, the things they do not get from United Food Bank or in the form of other donations. It is also to pay for the utilities to preserve the food.They can take these home to look at them and at the end of the meeting they will decide what their next step will be.She did not want to run the three sections that she has on file such as the bylaws and everything because some of them are very long. She does have client services information from the food bank and every quarter it is about the same.At the bottom of the top form there is a section about additional information.As they go through the applications, if they find anything missing or that they want to see, let her know and she will send them a letter saying they need to provide the following information. The boys and girls club had a series of issues.Unfortunately their one director was victim of a murder/suicide.They did have somebody replace her but there were issues. Commissioner Borey commented she was there for about six months. City Clerk Kathleen Connelly stated she was there for a while. Things did not work out with him.The person they have there now actually worked there before so she thinks once he gets back into the groove of doing things they will be okay.There is still a lot of confusion as to what is in the city and what is not.It does not matter who it is.A lot of the kids do not know. Commissioner Borey commented she would be glad to sit down with some of them and go over the maps.She thinks it is the way they are reading the maps. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 13 OF 21 City Clerk Kathleen Connelly stated engineering has made up some really nice, new maps that really delineate the county lines. Commissioner Borey commented she had to come in and talk to Kathy about the boundaries. City Clerk Kathleen Connelly stated the boys and girls club does not include the list of current board members and they filed their 2013-2014 financial statement.At the time they filed this that was probably the most recent one they had.She would think by now they would have the one for 2015.The boys and girls club is part of a much bigger organization.They have to wait for the entire east valley organization to generate their reports before they can get something.She has heard they are looking at not being called the Apache Junction branch any more. They may want to ask them about that. Commissioner Borey commented she thinks it might be Superstition Region or something like that. City Clerk Kathleen Connelly stated she has been told that the reason for this is with the school district going to four tens, a lot of the kids that attend Apache Junction schools and even cross the county line in Mesa are now using the services on Fridays because they do not know what to do.It will still have an Apache Junction mailing address.If there is something not in the packets they want to see just let her know. Commissioner Borey commented she thinks they wanted to change the name because they are also getting kids from Superstition Mountain and Gold Canyon.They want to be able to draw those parents in for funding. City Clerk Kathleen Connelly stated she does not see a lot of addresses from Gold Canyon.The reports they are giving her are very broad.They send her the broader report and there are not too many from there.There is some.The last report from Community Alliance Against Family Abuse she received was cleared up.They have their most current budget and they also included other pending applications they had out there.No one was required to do that, they just did it voluntarily.Their reports have been on time but still some address issues, such as the use of post office boxes.However, whenever she calls them about something they are very fast to resolve it.She thinks HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 14 OF 21 with a little more fine tuning they will be fine.They are asking for $24,000 to continue their existing programs which are counseling for victims of domestic violence, training the victims to be able to go out in the work force and some legal advocacy services including going to court with them.If there is anything the commission wants, let her know.Because of the nature of their business they do have a certain level of confidentiality. Commissioner Borey commented they are not really going by the area they live in. City Clerk Kathleen Connelly stated they are.She sees the reports.If they wanted to see the reports she will have to black out the addresses.They come to her and she checks them. It is when she sees the post office boxes she needs to know what was attributable to that post office box.If someone tells her the 2900 block of South Maricopa she knows it is not in the city.The 2500 block is.That is where it becomes an issue. One side of the street might be in the city and the other side is not. There was general discussion on streets on boundary lines. Acting Chairperson Barker commented East Valley Adult Resources is asking for $36,000. City Clerk Kathleen Connelly stated East Valley Adult Resources has one concern.The big concern she had about them is they only gave them the 2012-2013 audit reports and financial statements.They should have at least had the 2013-2014. Commissioner Osborne commented they did not comply with the application requirements.She asked if she reached out and said she needed something. City Clerk Kathleen Connelly stated she has not contacted them yet.She wanted them to see it all first and see if it was a problem.It is not her decision to say it is a disqualifier. Acting Chairperson Barker commented he thought it would be nice if they met the requirements. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 15 OF 21 Commissioner Elias agreed and added she does not see how they can consider them.She thinks they should give them a certain amount of time after advising they received a partial application, they have not complied, and they have until this date. Acting Chairperson Barker commented especially since we are $17,000 short. Commissioner Osborne commented it is too bad. City Clerk Kathleen Connelly stated it is a portion of our population that really needs those funds. Acting Chairperson Barker asked if she thought they could meet the requirements in time. City Clerk Kathleen Connelly stated she thinks they have it. Her guess is whoever threw this together missed it. Commissioner Osborne commented they are a nonprofit.They would have to have it. Commissioner Elias commented they need certain things to qualify to be a nonprofit.They have to have it. Acting Chairperson Barker asked what kind of timetable they are looking at. City Clerk Kathleen Connelly stated it is up to them. Acting Chairperson Barker asked when the council wants the recommendation. City Clerk Kathleen Connelly stated the council will take it whenever they are ready to give it to them. There was general discussion on when the recommendation would need to be made. Commissioner Kauscher commented on the financial statement for Adult Resources. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 16 OF 21 City Clerk Kathleen Connelly stated she thinks they have it. She thinks because they were in such a state of transition or it could be at the time they filed they did not have it because the chief executive officer was leaving and it was not complete. Commissioner Elias commented they should have had 2014 by January 31 of 2015. Commissioner Kauscher commented there may be something with the taxes. City Clerk Kathleen Connelly stated if they are a nonprofit they are exempt. Commissioner Kauscher commented you cannot play with the federal government. City Clerk Kathleen Connelly stated they have other agencies that fund them and they have similar kinds of reporting required. There was general discussion on how much time the applicants would need to comply with missing documentation.The consensus was to give them until April 5. Commissioner Osborne commented they need to have the missing documents filed. City Clerk Kathleen Connelly stated that was the only glaring oversight in all of these.They have to have it or they could not do business without it.That leaves them with four applicants requesting $117,000 and they have to make a recommendation to the council. Acting Chairperson Barker commented in the past they schedule the applicant interviews for 15 minutes.This is after Kathy has gone through all the paperwork.We talk to them and ask them any questions we have.They can come up with their own chart.They do not have to do it that way.We can do new stuff. City Clerk Kathleen Connelly stated they can have a second meeting to accept the applications or they can meet earlier that HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 17 OF 21 same day to accept the applications and interview them.It can happen several different ways. Acting Chairperson Barker commented in the past they have interviewed them, gone home to think it over, look pver their notes and then meet a day or so later and come up with a recommendation for the council.They will have a chairman by that time and usually the chairman goes before the council and makes the recommendation.The council has always approved the recommendation. Commissioner Osborne commented the people coming in for the interviews will be trying to sell their organizations.She asked if they need to do something during the interview to get them to focus on what needs to be funded as they do not have enough money to fund everything. Acting Chairperson Barker commented that is exactly right. Commissioner Elias commented and on their need to comply. Acting Chairperson Barker commented exactly. Commissioner Osborne commented they could ask them what their procedures will be to make sure this does not happen again. Acting Chairperson Barker commented they try to stress what is important, to do what is asked of them, keep Kathy informed and keep records because they may find themselves not funded next year.He does not know if they ever cut anybody out completely; he does not recall. City Clerk Kathleen Connelly stated Junior Achievement did not get funded.She believed they could not assure that it would be city residents only. Acting Chairperson Barker commented he was speaking about organizations that have been funded in the past. City Clerk Kathleen Connelly asked if he meant funded and cut. Acting Chairperson Barker commented he could not remember one. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 18 OF 21 City Clerk Kathleen Connelly stated not somebody that was ever cut completely.They still funded them. Acting Chairperson Barker commented they have reduced spending considerably on some.They did not like it but it was important that they comply.There had to be cuts somewhere and they were the one they cut. City Clerk Kathleen Connelly stated every single organization this year had staff changes.In some cases they knew someone was going to leave but she does not know what happened on the other end.In other cases people just said goodbye. 5.Selection of future meeting dates. Acting Chairperson Barker asked what procedure they would like to do for the discussion and funding; if they would like to meet them for 15 minutes at a time, meet the following night or a week later or something else. Commissioner Borey commented the soonest they can get it done. This has been going on for quite a while. Commissioner Barker commented they could do it that same night. They have four people, at fifteen minutes that is an hour.They could stay an extra hour afterwards.He asked for their thoughts. City Clerk Kathleen Connelly stated it works for her.They want to interview them all.She will get the additional information from East Valley Adult Resources.They need to have enough time to send letters to these groups telling them to show up on such and such a date.The schedule that she gives them is done alphabetically.They are not picking any favorites or putting one before the other.They have been told before that if they cannot make that time it is up to them to work with the other groups.We are not going to be shuffling people around. Commissioner Osborne asked what the soonest date would be where they could meet. City Clerk Kathleen Connelly stated they will be giving East Valley Adult Resources until next Tuesday to comply.They would have to send the letters.She would not want to send their HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 19 OF 21 letter until she had received their information.They may eliminate themselves.She estimated April 12 would be the earliest day. There was general discussion as to the day of the week, the council meeting dates and the time of the next commission meeting.The consensus was April 12 at 3:00 p.m. as it worked for everyone. City Clerk Kathleen Connelly stated they should not hesitate to ask hard questions.She does not believe they will have the people here that will really be doing the forms. Acting Chairperson Barker commented if they do not get hard questions they think they are doing fine.He is sure all of them have been in a position of authority here or there, and oftentimes we think things are going fine and it is not, but we do not know it. City Clerk Kathleen Connelly stated she has noticed a separation between the person who is doing this and the people who are sitting on the board or even the directors. Commissioner Osborne commented especially when it is someone new, a new director.This is different than a grant and they need to know there is some risk here.They are seeing a track record from that organization that there is risk.City staff has gone out of their way to try to proactively get information at some point in time. City Clerk Kathleen Connelly stated the other thing they will have on their agenda next time is the election of the chairman and vice chairman. Acting Chairperson Barker commented be thinking about who you want to nominate. Deputy City Clerk stated they would also have the minutes. Commissioner Osborne commented they will be meeting on April 12. She asked if they would be done until the 2016-2017 round. City Clerk Kathleen Connelly stated the 2016-2017 will be in the fall because they start seeing people get their reports in.She HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 20 OF 21 already has the first quarter.In looking at some of those, some of them are okay and some are far from being okay. City Clerk Kathleen Connelly stated when they meet with these agencies the next time she will have to let them know that should home rule not pass the funding will be in jeopardy.And it would start in 2017. Acting Chairperson Barker commented they are meeting on April 12. City Clerk Kathleen Connelly stated April 12 at 3:00 p.m.They will get copies of the agenda in the mail. 5.Adjournment. Acting Chairperson Barker adjourned the meeting at 4:13 p.m. Ed Barker Kathleen Connelly Acting Chairperson City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 21 OF 21 MINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION City Clerk Conference Room 300 E. Superstition Blvd., Apache Junction, AZ March 29, 2016 - 3:00 P.M. COMMISSIONERS PRESENT: ED BARKER JUDY BOREY GEORGIANA ELIAS CAROL KAUSCHER DANA OSBORNE STAFF PRESENT: KATHLEEN CONNELLY, CITY CLERK JAN MASON, DEPUTY CITY CLERK COMMISSIONERS ABSENT:OTHERS PRESENT: 1.Call to Order/Attendance. City Clerk Kathleen Connelly called the meeting to order at 3:00 p.m. Deputy City Clerk Jan Mason called the roll and advised there was a quorum. 2.Introductions and discussion on roles and responsibilities of commission members. City Clerk Kathleen Connelly requested they introduce themselves as they have some new members.The commission members introduced themselves to each other. City Clerk Kathleen Connelly stated the circumstances are as such that we do not have a chair or vice chair.She asked for a volunteer to chair this meeting until the next time around when it will be on their agenda to select a chair and vice chair. Commissioner Barker commented they will be doing that the next time. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 1 OF 21 City Clerk Kathleen Connelly stated for the permanent one.They need somebody to chair the meeting today.She cannot do that as she is staff.One of them needs to do it for today. Commissioner Barker commented he would volunteer for today as he has been chairman before.He would prefer not to be the chair in the future.He asked if that was alright with everybody. The consensus was it was okay. City Clerk Kathleen Connelly stated the next thing on the agenda is roles and responsibilities.In the packet for this meeting they have the agenda for today.The next thing is the current board and commission list which gives their terms of office along with information on other active boards and commissions. They will see some of them are on other boards and commissions on the list.Some boards are less active than others and rarely meet, if at all.The next thing they have is their roles and responsibilities, Article 2-11 of the city code.It lays out the membership, how many members they have, how the membership can be from within and outside the city, staggered terms, no compensation, if they incur expenses related to the commission they are eligible to be reimbursed, and the officers of the commission and their duties under Article 2-11-5.This is their primary responsibility at this point in time.They shall review the applications they have in front of them for funding and make a recommendation to the mayor and council, who will approve the final contracts.At times this commission is asked to weigh in on some other things. Commissioner Osborne commented under Duties, letter A, it states they will conduct public hearings.She asked to what extent they actually conduct a public hearing. City Clerk Kathleen Connelly stated they usually do not.If a circumstance comes up where they might want to solicit input from the public on someone with health services coming into the city and they ask for the commission's assistance, they could do that.They are not able to do it on an independent basis. Commissioner Osborne commented it appears the bulk of their process is to review these applications. City Clerk Kathleen Connelly stated that is correct. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 2 OF 21 Acting Chairperson Barker commented and to hold interviews of the applicants. City Clerk Kathleen Connelly stated she thinks it was about two years ago the commission was asked for some input on a health facility, health contract or expansion of a facility. Deputy City Clerk Jan Mason stated she believed it involved Pinal County. City Clerk Kathleen Connelly stated it might have been.If they ever have any questions they can contact her.The next thing is Article 2-14 which goes back to 1988 or 1989.This is what spells out how an agency can apply for funding.It sets the time frame and what they have to do to apply.If they are successful, it spells out what they have to do to comply with the contract. Commissioner Borey commented they have zone of influence under membership for office.She asked if that also applies to the nonprofit funding, that they could be from outside the area. City Clerk Kathleen Connelly stated there are five members on the commission.Two can be from outside of the city and we have two from outside of the city. Commissioner Borey asked if that would be like Gold Canyon or farther. City Clerk Kathleen Connelly stated it could be Gold Canyon or East Mesa.She is not sure of San Tan Valley; that might be a reach.She stated an agency making a request can be from outside the city but they can only bill the city for services provided to city residents.They may provide services to other people but their contract specifies city residents only.That is based on the state constitution which allows us to spend money on health -related services.Anything beyond that would be considered a gift and the city would be in trouble.It is why they have contracts specify city residents only.She will talk about some of the problems she has been having later in the meeting.The agencies always get a letter in December at the end of one year telling them they have until the end of January in the following year to apply for funds.The applications in front of them today are the ones who made the deadline for the HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 3 OF 21 2015-16 fiscal year.She has another batch on her desk for fiscal year 2016-17 but we do not know what the mayor and council are budgeting.They cannot do anything with those just yet. Commissioner Borey asked if that is because it is happening in July. City Clerk Kathleen Connelly stated they are hoping to have the budget approved by the end of June.She stated if they have any questions to let her know.The letters that go out to the applicants letting them know the funding is available have bullet points telling -them what they have to do.We send letters to many more agencies than we get applications for. 3.Status report on FY 2014-15 contracts and agencies. City Clerk Kathleen Connelly stated if they look towards the back of their packet all the way to the end they will find a couple of sets of minutes for the meetings that reflect what the commission did for the 2014-15 fiscal year, who they awarded it to and the amount.This will give them an idea on the process. These minutes have not yet been approved.They will be on the next agenda for approval.Even those individuals who were not here can approve them per the city attorney.It is just a formality.The agencies from the previous fiscal year have signed their agreements.There were some fairly significant problems with some of them, mainly because there were staffing changes.Some were staff members that turned everything upside down.She was faced with the choice of bringing these to the commission and letting them know they were not in compliance, in which case the effect would be they could not fund them for the next fiscal year or the other option that the city manager has of just taking the money back and putting it in the general fund.After talking to people, that was pretty much their reaction because all of these agencies have needs.If she had pushed this sooner, they would have been between a rock and a hard place in what they could have done.She waited and brought them into compliance with the last one being about three weeks ago.To give them an idea of what she was faced with, the person from Horizon Health, previously Mountain Health and Wellness, is leaving as of April 16.He will be a big loss to that agency.Nancy Burgess left the food bank last year and it took a while for her replacement.Myra Garcia has replaced HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 4 OF 21 Nancy.She saw a news advertisement for a position at the food bank but they are not replacing Myra, they have decided to split the job to a chief operating officer and an executive director. It will make a lot more sense.The current job description describes the executive director as doing everything from making sure things are operating correctly to driving the truck. Acting Chairperson Barker asked if she thinks the new way will be better. City Clerk Kathleen Connelly stated she thinks so. Commissioner Borey asked if Myra is leaving. City Clerk Kathleen Connelly stated Myra is staying.She originally thought she was leaving but she called her and found out they were splitting the responsibilities.She will be the administrator and someone else will be doing the nuts and bolts. It is really what they need.The one position required that person to be on call 24/7, drive the delivery truck, go to the United Food Bank and all those other things.Since Myra has come on board she has worked very hard on what they are doing. The food bank always provides a higher level of service.It does not even come close to what the city provides in funding. They are at least 4 times above and beyond what the city provides.They get funding and swapping agreements with United Food Bank and things like that.The chief executive officer left East Valley Adult Resources in May or June of last year and has not been replaced.They were supposed to have a consulting contract with him for a period of time and for whatever reason opted not to do that.They have someone in their temporarily and they are recruiting for a replacement.They also pulled the person they had in charge at the senior center in Apache Junction.All of the information she was able to get for recipient services was not quite what she needed.They are not out of the woods yet.They do have some new people in there who are working with her to fix some of their problems, such as having non -city addresses. Acting Chairperson Barker asked what agency she was talking about. City Clerk Kathleen Connelly stated it is East Valley Adult Resources.They provide primarily the congregate meals at the HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 5 OF 21 senior center and the home delivered meals.She passed out a copy of one of their quarterly reports.After a meeting with Tracy, Tracy blacked out certain addresses and sent the report back to her. Acting Chairperson Barker stated it would help him if she would give the agencies a grade and why they received that grade. City Clerk Kathleen Connelly declined to do that.She would have to say that none of them would have gotten a grade above a C for a number of reasons. Acting Chairperson Barker commented there was a day when they had As and Bs in here. City Clerk Kathleen Connelly stated she could not recall that. It might have been under a different process.She would not give any of them any higher than a C.Some of them are okay now but it took 8 to 10 months to get there. Commissioner Borey commented it was the learning curve. City Clerk Kathleen Connelly agreed.There is still one agency whose director she spoke to three weeks ago who did not know they had to do that.There is also a lack of communication between the person who is doing the work and the person who is making sure the contract is being followed.It is something they need to work out.One of the agencies gave her post office boxes which equated to about $4,000 worth of charges to the city.She had to tell them she cannot take post office boxes; it actually says that in the contract.She needs the actual address.They then stated it is such and such.She again told them they need to give her the address.When she finally gave her the addresses, two were okay but one was not in the city. It is a learning process.They give them maps with each contract signed.There are county islands, shown in yellow on the city aerial map on the wall.There is a small piece west of Meridian.They share the same zip code and have an Apache Junction mailing address.On election day they come and want to vote in the city elections but they are not eligible.That is part of the confusion.She has offered to meet with the agency representatives but only one person has done so. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 6 OF 21 Commissioner Osborne commented she has gone out of her way to coach them on what they need to do.Clearly when running a nonprofit they know there are rules to follow for all the funding streams.They all need to get their ducks in a row. There are different rules for different funding streams. Anybody who does that for a business needs to know that. City Clerk Kathleen Connelly stated she captured it.She has repeatedly heard them saying it is a city grant.She has to remind them it is not a grant, it is a contract for services. They do not get a check for the full amount.It is a quarterly allocation and they have to file reports in order to meet the contract requirements to continue to receive the funding.Tracy caught some of the addresses and blacked them out.The ones she highlighted in yellow are the ones Tracy did not catch.If they look at the numbers on the right hand side of the page, some of those are significant instances.They are talking about 50 or 60 home delivered meals or congregate meals.That is okay, but not with city funding. Acting Chairperson Barker asked how much money they have this year. City Clerk Kathleen Connelly stated they have $100,000. Commissioner Osborne commented they have $147,000 in requests. City Clerk Kathleen Connelly stated they actually have a little less than that in requests.One of them was handled through another process.They were not the only agency.She also had issues with Community Alliance Against Family Abuse and the food bank to a lesser degree.She gets a very thick quarterly report from them and the number of residents they provide services to far exceeds any dollars received from the city.They were late one time during Nancy's transition.She very quickly got it to the city.The boys and girls club has been a significant problem.The previous director did not get the contracts back to her until June and the fiscal year ended in July.She had to go to a board member to get that.Shortly afterward he was gone.The new director sent her some reports and she said he has to read the contract.She will have to sit down with him and go over it.In addition to the fact they do not realize it is not a grant, they have an expectation that this is an HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 7 OF 21 entitlement; that they are just going to get it. She started getting reports when they did not even have contracts. Commissioner Borey commented some of the people may be confused, especially if they did not take over at that time so they kept sending in reports thinking they will somehow catch up. City Clerk Kathleen Connelly stated that is fine as she has some reports but not all.She has those ready to go should there be a funding recommendation for those particular agencies.It is just a matter of attaching the checks and getting it moving. Commissioner Kauscher commented she knows how long it took her to get with this as this is all brand new to her. City Clerk Kathleen Connelly stated it is not grant money.With grants, you apply for it, get it okayed, get a check and report after the fact.We are a little different.They do not get the check until they have reported. Commissioner Borey commented she had post office boxes the kids would give her as addresses. City Clerk Kathleen Connelly stated that is fine but they usually can provide an address.Utility bills are okay. Commissioner Borey commented the important thing to know is they are all at risk. City Clerk Kathleen Connelly stated she is hoping that the transition and the leadership in the organizations will help them do better. Commissioner Kauscher asked if she had considered bringing them all in together at once to go over the requirements. City Clerk Kathleen Connelly stated she had considered it but she is not sure how some of the groups would be together. Commissioner Borey commented they all have to play in the same sandbox. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 8 OF 21 City Clerk Kathleen Connelly stated she had most of this year's reports and she will sit down with him.She does not know when East Valley Adult Resources will have somebody. Acting Chairperson Barker commented the community needs all of these organizations. City Clerk Kathleen Connelly stated that is why she hesitated because she was fearful the money would be taken back into the general fund.This year it will depend on how much the council wants to do. Acting Chairperson Barker commented they have an obligation to the taxpayers to fund these.He would hate to see the city have to do without any of these programs. City Clerk Kathleen Connelly stated they do wonderful things in the community and she does not want to see them ending up losing the money.She is hoping those who have not yet caught up will do so.She believes with the food bank the addition of the other position will be really helpful. Acting Chairperson Barker commented he understands she is not comfortable with grading these people, but he was not asking so they could fail them and not give them any money.He is hoping it would spur them on to bigger and better things. City Clerk Kathleen Connelly stated they tell them every year it is not money they should expect forever. Acting Chairperson Barker commented apparently they have not been listening. City Clerk Kathleen Connelly stated part of the problem is that the people they meet with are not the ones who do this.They are either in transition or assigned to somebody. Commissioner Borey commented it might be better to have the executive director and the person who will be actually turning in the reports attend. Acting Chairperson Barker commented the person we meet here may be the executive director but may not be the executive director three months later. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 9 OF 21 Commissioner Borey commented at the least they need to have the secretary or whoever will be handling the funding for the grant. Commissioner Osborne commented they can show them their process they have put in place to make sure if they have a change in staff they can still follow the operating procedures. City Clerk Kathleen Connelly stated the contract requires they let her know who is going to be doing that and any changes.She found out by accident that Terri Crawford was no longer at the senior center.Again, the person over here doing this part of the job is different from the person over here who signs the agreement.At the bottom they have East Valley Adult Resources, $30,000, that is for their van transportation program.They were able to get a grant from Gila River Indian Community in the amount of $38,240.That is for calendar year 2016.They can scratch that off and they are down to $117,000 in requests.In this case it was a grant from Gila River so they have a check. They were so used to this process through her, she started getting quarterly reports for the grant.She looked at them and realized there were only city people on here.When she checked with Heather Patel next door she found out it is supposed to be the city and surrounding area.There is confusion depending on the source of funding.That leaves you with $117,000 in requests with $100,000 to spend. Commissioner Kauscher asked how many less people were there when she marked off the out of city residents. City Clerk Kathleen Connelly stated it was not necessarily a lot of people because some of those people went a lot of times. Acting Chairperson Barker commented so many people do not know if they live in the city.You can ask them and they think they do because they get their mail here.There are people on the city council that do not know. City Clerk Kathleen Connelly stated one of the things she noticed on the reports from East Valley Adult Resources is the address of 2012 E. Southern Avenue.It is in the city but it is the Apache Junction Medical Center.It is where they have a nursing home.She pointed out to them that it is a duplication of services.The person is already receiving meals as part of what they are paying to the nursing home. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 10 OF 21 Acting Chairperson Barker commented that is a good question.He asked if she got answers. City Clerk Kathleen Connelly stated she did not get an answer on that one as of yet. Acting Chairperson Barker commented they could technically feed everybody in there because they are living there. City Clerk Kathleen Connelly stated she at least hopes they are looking at it.That one was 36 or 63, something like that.It is a significant number of meals that might have been provided to someone else.It is part of the meals on wheels program. Commissioner Osborne asked what type of risk does the city have to provide funding to a service that does not keep very good records. City Clerk Kathleen Connelly stated she means the facility. Commissioner Osborne commented that is correct.She asked if there is a risk of somebody coming back and saying the city should have done this. City Clerk Kathleen Connelly stated that possibility always exists and the attorneys usually look at if the city actually has a role in it and then they file something in court to drop the city out of the lawsuit. Commissioner Elias asked if it would be a lawsuit or somebody just trying to recoup some funds.If they are getting state funds that go to the city it is the issue where they get audited and the state says no, they were given money to do it one way and it was done another way. City Clerk Kathleen Connelly stated this is all general fund money.It is not restricted.If it were Highway User Funds it would have to be used on streets and roads. Acting Chairperson Barker commented they do not get much money. City Clerk Kathleen Connelly stated this is for one year.It is one of the requirements under state law from the gambling that you have to give back to the community.They actually have to HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 11 OF 21 apply through the city and it is passed through to a particular agency. Commissioner Elias commented all of that was really discussion on the 2014-15 contracts. City Clerk Kathleen Connelly stated the 2014-15 contracts is correct.She gave them the background of why we are where we are at today.That now brings us up to the 2015-16 contracts. 4.Discussion on FY 2015-16 funding applications and procedures for reviewing applications. City Clerk Kathleen Connelly stated there are four applications. At the back of the packet there is a comparison table for what has happened in the past.There are many agencies that have not applied for a while so they have been dropped off, such as Junior Achievement and the United Food Bank.Superstition Mountain Mental Health, Mountain Health and Wellness and now Horizon Health and Wellness has not applied for a couple of years.They had been considering doing it for the FY 2015-16 cycle but never applied.They have the food bank, the boys and girls club, Community Alliance Against Family Abuse which is CAAFA and East Valley Adult Resources. Acting Chairperson Barker asked what the total was for the senior center. City Clerk Kathleen Connelly stated after they strike the request for the van transportation they are asking for a split of $18,000 for the congregate meals and $18,000 for the home- delivered meals. Acting Chairperson Barker asked if the grant is for transportation only. City Clerk Kathleen Connelly stated that is correct. Acting Chairperson Barker commented they have that covered. City Clerk Kathleen Connelly stated they have that a little bit more than covered.When Gila River funds they do very broad projects.That is why they had to exclude the surrounding area for the van transportation program.It is isolated to Apache HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 12 OF 21 Junction.They are the one Indian tribe that gives regularly to the city.They also gave to the police department which she believes was some kind of electronic reporting devices.They also gave medical equipment to the fire district.They regularly assist and the mayor their president and board.He next Veterans Day Parade.The reporting agency.She did not has a good relationship with has invited them to be at the food bank is probably the best have any issues with them except the one glitch when Nancy Burgess left.She was late filing the one report.Myra has been very diligent and she sees no reason why their records are not going to improve.She has every confidence in Myra and the board that they are going to meet the contract's requirements.They are asking for $32,000.The cover letter explains their level of service and the $32,000 will be used to supplement the food boxes, the things they do not get from United Food Bank or in the form of other donations. It is also to pay for the utilities to preserve the food.They can take these home to look at them and at the end of the meeting they will decide what their next step will be.She did not want to run the three sections that she has on file such as the bylaws and everything because some of them are very long. She does have client services information from the food bank and every quarter it is about the same.At the bottom of the top form there is a section about additional information.As they go through the applications, if they find anything missing or that they want to see, let her know and she will send them a letter saying they need to provide the following information. The boys and girls club had a series of issues.Unfortunately their one director was victim of a murder/suicide.They did have somebody replace her but there were issues. Commissioner Borey commented she was there for about six months. City Clerk Kathleen Connelly stated she was there for a while. Things did not work out with him.The person they have there now actually worked there before so she thinks once he gets back into the groove of doing things they will be okay.There is still a lot of confusion as to what is in the city and what is not.It does not matter who it is.A lot of the kids do not know. Commissioner Borey commented she would be glad to sit down with some of them and go over the maps.She thinks it is the way they are reading the maps. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 13 OF 21 'a City Clerk Kathleen Connelly stated engineering has made up some really nice, new maps that really delineate the county lines. Commissioner Borey commented she had to come in and talk to Kathy about the boundaries. City Clerk Kathleen Connelly stated the boys and girls club does not include the list of current board members and they filed their 2013-2014 financial statement.At the time they filed this that was probably the most recent one they had.She would think by now they would have the one for 2015.The boys and girls club is part of a much bigger organization.They have to wait for the entire east valley organization to generate their reports before they can get something.She has heard they are looking at not being called the Apache Junction branch any more. They may want to ask them about that. Commissioner Borey commented she thinks it might be Superstition Region or something like that. City Clerk Kathleen Connelly stated she has been told that the reason for this is with the school district going to four tens, a lot of the kids that attend Apache Junction schools and even cross the county line in Mesa are now using the services on Fridays because they do not know what to do.It will still have an Apache Junction mailing address.If there is something not in the packets they want to see just let her know. Commissioner Borey commented she thinks they wanted to change the name because they are also getting kids from Superstition Mountain and Gold Canyon.They want to be able to draw those parents in for funding. City Clerk Kathleen Connelly stated she does not see a lot of addresses from Gold Canyon.The reports they are giving her are very broad.They send her the broader report and there are not too many from there.There is some.The last report from Community Alliance Against Family Abuse she received was cleared up.They have their most current budget and they also included other pending applications they had out there.No one was required to do that, they just did it voluntarily.Their reports have been on time but still some address issues, such as the use of post office boxes.However, whenever she calls them about something they are very fast to resolve it.She thinks HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 14 OF 21 with a little more fine tuning they will be fine.They are asking for $24,000 to continue their existing programs which are counseling for victims of domestic violence, training the victims to be able to go out in the work force and some legal advocacy services including going to court with them.If there is anything the commission wants, let her know.Because of the nature of their business they do have a certain level of confidentiality. Commissioner Borey commented they are not really going by the area they live in. City Clerk Kathleen Connelly stated they are.She sees the reports.If they wanted to see the reports she will have to black out the addresses.They come to her and she checks them. It is when she sees the post office boxes she needs to know what was attributable to that post office box.If someone tells her the 2900 block of South Maricopa she knows it is not in the city.The 2500 block is.That is where it becomes an issue. One side of the street might be in the city and the other side is not. There was general discussion on streets on boundary lines. Acting Chairperson Barker commented East Valley Adult Resources is asking for $36,000. City Clerk Kathleen Connelly stated East Valley Adult Resources has one concern.The big concern she had about them is they only gave them the 2012-2013 audit reports and financial statements.They should have at least had the 2013-2014. Commissioner Osborne commented they did not comply with the application requirements.She asked if she reached out and said she needed something. City Clerk Kathleen Connelly stated she has not contacted them yet.She wanted them to see it all first and see if it was a problem.It is not her decision to say it is a disqualifier. Acting Chairperson Barker commented he thought it would be nice if they met the requirements. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 15 OF 21 %I Commissioner Elias agreed and added she does not see how they can consider them.She thinks they should give them a certain amount of time after advising they received a partial application, they have not complied, and they have until this date. Acting Chairperson Barker commented especially since we are $17,000 short. Commissioner Osborne commented it is too bad. City Clerk Kathleen Connelly stated it is a portion of our population that really needs those funds. Acting Chairperson Barker asked if she thought they could meet the requirements in time. City Clerk Kathleen Connelly stated she thinks they have it. Her guess is whoever threw this together missed it. Commissioner Osborne commented they are a nonprofit.They would have to have it. Commissioner Elias commented they need certain things to qualify to be a nonprofit.They have to have it. Acting Chairperson Barker asked what kind of timetable they are looking at. City Clerk Kathleen Connelly stated it is up to them. Acting Chairperson Barker asked when the council wants the recommendation. City Clerk Kathleen Connelly stated the council will take it whenever they are ready to give it to them. There was general discussion on when the recommendation would need to be made. Commissioner Kauscher commented on the financial statement for Adult Resources. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 16 OF 21 City Clerk Kathleen Connelly stated she thinks they have it. She thinks because they were in such a state of transition or it could be at the time they filed they did not have it because the chief executive officer was leaving and it was not complete. Commissioner Elias commented they should have had 2014 by January 31 of 2015. Commissioner Kauscher commented there may be something with the taxes. City Clerk Kathleen Connelly stated if they are a nonprofit they are exempt. Commissioner Kauscher commented you cannot play with the federal government. City Clerk Kathleen Connelly stated they have other agencies that fund them and they have similar kinds of reporting required. There was general discussion on how much time the applicants would need to comply with missing documentation.The consensus was to give them until April 5. Commissioner Osborne commented they need to have the missing documents filed. City Clerk Kathleen Connelly stated that was the only glaring oversight in all of these.They have to have it or they could not do business without it.That leaves them with four applicants requesting $117,000 and they have to make a recommendation to the council. Acting Chairperson Barker commented in the past they schedule the applicant interviews for 15 minutes.This is after Kathy has gone through all the paperwork.We talk to them and ask them any questions we have.They can come up with their own chart.They do not have to do it that way.We can do new stuff. City Clerk Kathleen Connelly stated they can have a second meeting to accept the applications or they can meet earlier that HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 17 OF 21 ti same day to accept the applications and interview them.It can happen several different ways. Acting Chairperson Barker commented in the past they have interviewed them, gone home to think it over, look over their notes and then meet a day or so later and come up with a recommendation for the council.They will have a chairman by that time and usually the chairman goes before the council and makes the recommendation.The council has always approved the recommendation. Commissioner Osborne commented the people coming in for the interviews will be trying to sell their organizations.She asked if they need to do something during the interview to get them to focus on what needs to be funded as they do not have enough money to fund everything. Acting Chairperson Barker commented that is exactly right. Commissioner Elias commented and on their need to comply. Acting Chairperson Barker commented exactly. Commissioner Osborne commented they could ask them what their procedures will be to make sure this does not happen again. Acting Chairperson Barker commented they try to stress what is important, to do what is asked of them, keep Kathy informed and keep records because they may find themselves not funded next year.He does not know if they ever cut anybody out completely; he does not recall. City Clerk Kathleen Connelly stated Junior Achievement did not get funded.She believed they could not assure that it would be city residents only. Acting Chairperson Barker commented he was speaking about organizations that have been funded in the past. City Clerk Kathleen Connelly asked if he meant funded and cut. Acting Chairperson Barker commented he could not remember one. HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 18 OF 21 City Clerk Kathleen Connelly stated not somebody that was ever cut completely.They still funded them. Acting Chairperson Barker commented they have reduced spending considerably on some.They did not like it but it was important that they comply.There had to be cuts somewhere and they were the one they cut.. City Clerk Kathleen Connelly stated every single organization this year had staff changes.In some cases they knew someone was going to leave but she does not know what happened on the other end.In other cases people just said goodbye. 5.Selection of future meeting dates. Acting Chairperson Barker asked what procedure they would like to do for the discussion and funding; if they would like to meet them for 15 minutes at a time, meet the following night or a week later or something else. Commissioner Borey commented the soonest they can get it done. This has been going on for quite a while. Commissioner Barker commented they could do it that same night. They have four people, at fifteen minutes that is an hour.They could stay an extra hour afterwards.He asked for their thoughts. City Clerk Kathleen Connelly stated it works for her.They want to interview them all.She will get the additional information from East Valley Adult Resources.They need to have enough time to send letters to these groups telling them to show up on such and such a date.The schedule that she gives them is done alphabetically.They are not picking any favorites or putting one before the other.They have been told before that if they cannot make that time it is up to them to work with the other groups.We are not going to be shuffling people around. Commissioner Osborne asked what the soonest date would be where they could meet. City Clerk Kathleen Connelly stated they will be giving East Valley Adult Resources until next Tuesday to comply.They would have to send the letters.She would not want to send their HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 19 OF 21 letter until she had received their information.They may eliminate themselves.She estimated April 12 would be the earliest day. There was general discussion as to the day of the week, the council meeting dates and the time of the next commission meeting.The consensus was April 12 at 3:00 p.m. as it worked for everyone. City Clerk Kathleen Connelly stated they should not hesitate to ask hard questions.She does not believe they will have the people here that will really be doing the forms. Acting Chairperson Barker commented if they do not get hard questions they think they are doing fine.He is sure all of them have been in a position of authority here or there, and oftentimes we think things are going fine and it is not, but we do not know it. City Clerk Kathleen Connelly stated she has noticed a separation between the person who is doing this and the people who are sitting on the board or even the directors. Commissioner Osborne commented especially when it is someone new, a new director.This is different than a grant and they need to know there is some risk here.They are seeing a track record from that organization that there is risk.City staff has gone out of their way to try to proactively get information at some point in time. City Clerk Kathleen Connelly stated the other thing they will have on their agenda next time is the election of the chairman and vice chairman. Acting Chairperson Barker commented be thinking about who you want to nominate. Deputy City Clerk stated they would also have the minutes. Commissioner Osborne commented they will be meeting on April 12. She asked if they would be done until the 2016-2017 round. City Clerk Kathleen Connelly stated the 2016-2017 will be in the fall because they start seeing people get their reports in.She HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 20 OF 21 already has the first quarter.In looking at some of those, some of them are okay and some are far from being okay. City Clerk Kathleen Connelly stated when they meet with these agencies the next time she will have to let them know that should home rule not pass the funding will be in jeopardy.And it would start in 2017. Acting Chairperson Barker commented they are meeting on April 12. City Clerk Kathleen Connelly stated April 12 at 3:00 p.m.They will get copies of the agenda in the mail. 5.Adjournment. Acting Chairperson Barker adjourned the meeting at 4:13 p.m. Ed Barker Kathleen Connelly Acting Chairperson City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING MARCH 29, 2016 PAGE 21 OF 21