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HomeMy WebLinkAbout2016.04.12 HHSC MinutesMINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION City Clerk Conference Center 300 E. Superstition Blvd., Apache Junction, AZ APRIL 12, 2016 - 3:00 P.M. COMMISSIONERS PRESENT: ED BARKER GEORGIANA ELIAS CAROL KAUSCHER DANA OSBORNE (arrived 3:07 p.m.) STAFF PRESENT: KATHLEEN CONNELLY, CITY CLERK JAN MASON, DEPUTY CITY CLERK COMMISSIONERS ABSENT: JUDY BOREY 1.Call to Order/Attendance. Acting Chairperson Barker called the meeting to order at 3:00 p.m. Deputy City Clerk Jan Mason called the roll, advised Commissioners Borey and Osborne were not in attendance and there was a quorum present. 2.Approval of minutes of October 29, 2014/October 30, 2014. City Clerk Kathleen Connelly stated if they look at the back of their packets they will find sample motions on the yellow pages. They could use those instead of just winging it. Acting Chairperson Barker commented they have the minutes of October 29, 2014 and October 30, 2014.He asked if anyone had read those. Commissioner Elias commented she had read them. Acting Chairperson Barker called for a motion to approve them. Commissioner Elias MOVED TO APPROVE THE MINUTES OF OCTOBER 29, 2014/OCTOBER 30, 2014. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 1 OF 31 Commissioner Kauscher SECONDED THE MOTION. VOTE:Unanimous. The motion carried. 3.Election of chairperson and vice chairperson. City Clerk Kathleen Connelly stated she gave them copies of the city code dealing with the commission which states they must have a chair and vice chair.All the city boards and commissions follow Robert's Rules which require that somebody make a nomination, nominations are closed after being asked for further nominations three times and if there are no more nominations they can then vote on those nominated. Acting Chairperson Barker commented he would accept nominations for chairperson. Commissioner Kauscher nominated Georgiana Elias for chairperson. Acting Chairperson Barker called for any other nominations three times.He then closed the nominations.He called for a vote on Commissioner Elias for chairperson. VOTE:Unanimous. The motion carried. Chairperson Elias nominated Ed Barker for the vice chair.She called for any other nominations three times.She closed the nominations and called for a vote. VOTE:Unanimous. The motion carried. 4.Status report on applications for FY 2015-2016 city human services funding. City Clerk Kathleen Connelly stated she sent them the financial report from East Valley Adult Resources.She contacted them the next morning and had it by the end of the day.She asked the boys and girls club to bring their list of board members when HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 2 OF 31 they come today as that is something they had not included.She spoke to Myra Garcia last week about something else and she is one of the people who referred to this as a grant.Tracy from East Valley Adult Resources had heard a rumor that this group had decided not to fund East Valley Adult Resources because they had problems reporting. (Commissioner Dana Osborne arrived.) City Clerk Kathleen Connelly stated she got a report last week from East Valley Adult Resources and had to advise the new director at the senior center that they have no contract for this year and if they do get one they have to hand deliver the reports to her so that it can be date and time stamped.Email does not work for her.Should they be funded, they need to follow the contract.Based on the conversations she has had with everyone in the last two weeks, there is still a disconnect between the people who are actually doing the work and those who have seen the contract.There is no sharing of information. Vice Chairperson Barker commented to Commissioner Osborne that Georgiana had been elected chairperson. Commissioner Osborne apologized for being late. City Clerk Kathleen Connelly stated Commissioner Borey would not be here as her husband passed away a couple of hours ago.She added they have the table in their packet.Each applicant got a letter telling them when to be here and they would have ten minutes for their presentation and question and answer afterwards, or whatever they all need.Nobody called to confirm so she assumes they will all be here. Commissioner Osborne commented she wanted to clarify one thing. They are talking about contracts for the 2015-2016 fiscal year. These contracts would expire June 30. City Clerk Kathleen Connelly stated that is correct.Most of them have diligently sent in the quarterly reports. Commissioner Osborne commented we would go back and reimburse them for the funds they would have received earlier. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 3 OF 31 City Clerk Kathleen Connelly stated that is correct if their reports are consistent with the contracts.The one she got from the boys and girls club last quarter only had a two -page cover letter and none of the required documentation.That was in the middle of the hiring of the new director.What would happen in this instance, depending on what the award was and upon getting the signed contract back, is there would be one check request for the first, second and third quarters.They would get the fourth quarter sometime in June but the contract requires they have their reports here no later than the tenth day following the end of the quarter.This year she is going to ask the council to change that to ten working days after the end of the quarter because we are on 4-10s and it becomes a little difficult for them.It should help them as it will give them 3 or 4 more days to get them done. 5.Interview of selected applicants for city human services funding for FY 2015-16. The first applicant to be interviewed was the food bank, represented by Myra Garcia, Phillip Tremondy and Paula Sesmart. Chairperson Elias asked that they introduce themselves and tell them a little about their program.The commissioners may have some questions about it. Mr. Phillip Tremondy, vice president and treasurer of the organization, introduced himself.He stated Myra Garcia has been with them for almost a year now and is the chief of operations.Paula Sesmart is the new executive director.The food bank has been around for 32 years.He gave a brief history of the food banks in Arizona.They serviced 38,000 people this past year in the Apache Junction area.They are considered an emergency food bank; they can only give food out to them once a month.They give an average amount of 25 pounds of food per person in the family.They were just shy of giving out 1,000,000 pounds of food last year.They are anticipating a 5% increase this year or just above 40,000 people. Vice Chairperson Barker asked why they are anticipating an increase. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 4 OF 31 Mr. Phillip Tremondy stated primarily because of inflation and the increases they have been seeing.Last year they had a 5% increase; the year before that they had a 15% increase. Vice Chairperson Barker asked if that was a 5% increase in costs. Mr. Phillip Tremondy stated that was a 5% increase in the number of people served. Vice Chairperson Barker commented he said inflation. Mr. Phillip Tremondy stated he is talking about inflation affecting those who need food. Vice Chairperson Barker asked why there are more people needing food. Mr. Phillip Tremondy stated it would have to do with the overall economy.Income levels are dropping, resulting in more and more people needing food. Ms. Myra Garcia stated there are also food stamps.They are seeing more and more people. Vice Chairperson Barker asked if food stamps are being reduced. Ms. Myra Garcia stated they are.People are also losing their jobs. Mr. Phillip Tremondy stated they anticipate needing about 1,000,000 pounds of food.Of that food about 600,000 pounds comes from the grocery stores where they have to send trucks to collect the food six days a week.They break the food up and distribute it to the individuals.About 115,000 pounds comes from the churches and RV parks.Another 115,000 pounds comes from individual donations.They are budgeting 175,000 pounds for the food bank to buy to fulfill the need.With administrative and food costs they will have to raise about $300,000 this year.The administrative costs are 10% of their budget.They have been able to raise a little more than $100,000 in individual donations during a year and he anticipates the same this year.They are looking at getting foundation grants. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 5 OF 31 Vice Chairperson Barker asked what the food bank got from the city last year. Mr. Phillip Tremondy stated $32,000. Vice Chairperson Barker commented they are asking for the same amount this year. Mr. Phillip Tremondy stated he is hoping for more. City Clerk Kathleen Connelly stated the comparison table is at the bottom of the packet. Chairperson Elias commented she was looking through some information they sent out.She noticed in 2013 the food costs had gone down and in 2014 it went back up.She asked how that came to be. Mr. Phillip Tremondy stated it happened for two reasons.The food they were purchasing in 2014 ran about 90 cents a pound. The food they purchased in 2015 they were able to get down to 60 cents per pound.They are hoping to keep it there this coming year once they get their budget done. Ms. Myra Garcia stated they also need to understand they lost the provisions from St. Mary's Food Bank. Mr. Phillip Tremondy stated that was about 150,000 pounds of food. Ms. Myra Garcia stated they would see that as an increase in their having to purchase food since they no longer have that. Mr. Phillip Tremondy stated one of their biggest suppliers is Food City which closes at the end of this month.They will also have to supplement that somehow with either food from another location or buy some more food. Chairperson Elias asked if there are any other resources they normally would have gone to that will not be available besides the loss of St. Mary's and Food City. Mr. Phillip Tremondy stated there is not.They are trying to maximize what they are getting out of the other stores.Every HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 6 OF 31 so often they get a big load.Today they got a palette of ten pound bags of potatoes which is rare.They have to be careful on the amount of food they give to the homeless because they do not have a place to store it.They have to do a special package for them.They need to figure out the next step to get the entire community involved beyond just giving food away, such as teaching them how to fish.It would be nothing for them to spend money on.Something to unite all the services so they are all on the same mission.They will be needing a second truck which they will be funding themselves.They will get the donations to get that done.They are putting in IT systems right now that they really need. Commissioner Osborne asked who the person responsible for the quarterly reporting would be and what process they are putting in place to make sure they are complying with the contract. Ms. Myra Garcia stated that would be her.She has the report that she gives to Kathy quarterly.Presently they enter the data into St. Mary's database to get the numbers for them and she is able to run reports on a monthly basis, break down the demographics and provide Kathy with a report. City Clerk Kathleen Connelly stated they provide a summary page that is so thick.It lists all the people who come through on a monthly basis for the quarter. Ms. Myra Garcia stated she then incorporates the demographics, what type of individuals they are seeing such as single mothers, homeless or disabled individuals.She does that on a regular basis, not only because of the reporting requirements here but they try to help their clients with other services. Commissioner Osborne asked what their best plan is. Ms. Myra Garcia stated they have a new executive director that will be learning all the ropes and she can look things up when she is not there. Mr. Phillip Tremondy stated it is a computerized system.Every time someone comes to their front window they fill out the demographics on the individual.He commented on the deal they have for computers with MicroSoft for nonprofits. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 7 OF 31 City Clerk Kathleen Connelly stated they missed one quarterly report when Nancy left.Nancy contacted her shortly afterwards and advised she had missed the report.She received it two or three days later. Mr. Phillip Tremondy stated they are putting in a very solid accounting system.They look at how many pounds per person they give per month.They have 80 volunteers that work for them. They only have 5 paid personnel. The interview with the food bank was concluded. Vice Chairperson Barker commented they are asking for $32,000. City Clerk Kathleen Connelly stated that is the 2016-17 request. She met with Myra and Phil in early January and they asked about $50,000.She believes they are a little bit confused. Vice Chairperson Barker commented they did get $32,000 last year instead of $32,000 this year. City Clerk Kathleen Connelly stated that is correct. The next applicant to be interviewed was the Boys and Girls Club represented by Branch Executive Russell St. John, Area Director Mark Clavell and Finance Director Swazi West. Chairperson Elias called for a quick introduction by everyone and then they could make their presentation. Mr. Mark Clavell gave a brief job history on Russell St. John, the new branch executive. Mr. Russell St. John stated they are still running a lot of the programs they were doing when he was there earlier.He gave a brief description of the programs being offered. Mr. Mark Clavell stated the common goal they want their members to come out with is to be a good, productive citizen.High school is the stepping stone for the next chapter in their lives.He thanked them for their support and commented the city has always been there for them. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 8 OF 31 Vice Chairperson Barker stated he and his wife were at the fundraiser the other night and they announced their name change to the East Valley Branch.He congratulated them. Mr. Russell St. John stated they hope to be able to include more people in the community and get people into the community. People come from Gold Canyon to pick up their kids and stop at Fry's to shop for groceries.They hope to be adding visitors as well. Chairperson Elias asked what the new name is. Mr. Russell St. John stated it is the Superstition Mountain Branch. Vice Chairperson Barker asked how many kids they have coming to the clubhouse on a fairly regular basis. Mr. Russell St. John stated they have about 100 to 110 per day on a regular basis.It started building up when he cathe in January.They were about 80 then.They have about 40 new members coming often but not on a daily basis.They will be getting back out in the community and schools to let people know they are here. Ms. Swazi West stated the change of hours in the school district had a big effect on them.When they were talking about attendance, they track average daily attendance of their kids. The national chapter has found that if children come in 52 times a year, they have changed their lives.That is what they strive for. Mr. Mark Clavell stated the school district has gone to four days a week.They have their regular hours Monday through Thursday and open it up on Fridays from 7 a.m. to 6 p.m.They are there for the parents that need them. Vice Chairperson Barker asked if they partner up with the parks and recreation department. Mr. Russell St. John stated he has had meetings with Jamie. They are trying to get together for something in the summer. They do not have a climbing wall or a gym.He would like for them to be able to burn off their energy during the summer. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 9 OF 31 Chairperson Elias commented they said they aim for 52 visits a year.She asked what their average is for this year. Ms. Swazi West stated all of their clubs average 180 visits a year. Mr. Russell St. John stated they are right at 100 to 110 kids per day.Fridays are a bit lower with school not being in. They have about 50 on Friday.They are working to expand that. Commissioner Osborne commented the kids that come are coming on average 100 times a year, which is twice a week. Mr. Russell St. John stated twice a week at least. Commissioner Osborne commented they also have them on those off Fridays. Mr. Russell St. John stated that is correct.They still have the child school programs five days a week at 3:00 p.m.They also have the charter schools.They pick them up from all the schools, including Sousa. Vice Chairperson Barker asked if they get donations from Avalon and places like that. Mr. Russell St. John stated he is not aware of any. Mr. Mark Clavell stated not yet. Mr. Russell St. John stated they are working with the school. He is starting to send them a lot of their stuff and the school is sending them their schedules.He is hoping to open up a pretty good partnership with Avalon and others as he goes along. Mr. Mark Clavell stated they are working with the charter schools, such as Leading Edge Academy which serves the Apache Junction area.They have put up a bus stop for them.Parents can drop kids off there for the bus.They also have a before school program.They can pick the kids up there and then drop them off. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 10 OF 31 Chairperson Elias asked if he has any idea how many of the children in these programs graduate and if any go on to higher education. Mr. Russell St. John stated they are at a 91% graduation rate for club members. Ms. Swazi West stated 63% is the national average graduation rate.Studies have shown boys and girls club members are definitely higher than that. Chairperson Elias asked who the person is who would be responsible for the quarterly reports required by the contract. Mr. Russell St. John stated he will be.Previously Nicole, one of their administrators, had been taking care of the reports. He will be taking them over. Chairperson Elias asked if Nicole will be the back up. Mr. Russell St. John stated that is correct. Commissioner Kauscher asked if they are expecting to have any issues with places they get funding from or if they have new places of funding. Ms. Swazi West stated they receive funding from United Way which she believes will stay the same.They also receive contributions, grants and have fundraisers.This board does a tremendous job of fundraising.They do struggle getting federal funding.They are getting state funding this year and part of next year through a grant. City Clerk Kathleen Connelly asked what state office it is coming from. Ms. Swazi West stated it is from the attorney general's office. Vice Chairperson Barker asked how many board members they have and who they are. Mr. Russell St. John stated they have six right now.They have Connie, Don Smith, Sandie Smith, Renee Moore, Tess Nesser and Mark Rush. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 11 OF 31 City Clerk Kathleen Connelly stated she had asked them to bring a list of their board members.She asked if he brought it. Mr. Russell St. John stated he did. Ms. Swazi West stated there is no other funding they are expecting.Luckily they are in Pinal United Way as the rest of the East Valley is really getting hit hard as Valley of the Sun United Way is going to drop those portions of town.It is because Intel pulled out.It will be a struggle for them. City Clerk Kathleen Connelly asked why they pulled out. Ms. Swazi West stated Intel wanted to do it on their own. Chairperson Elias commented she noticed the information on Mesa Arts Academy they provided.She does not remember seeing that before and asked if it is something new. Mr. Mark Clavell stated they have been there for a while.It is a private school in the East Valley.It shares the land with our Mesa branch on 6th Street off of Country Club.He thanked the city for all their support over the years and they will be in touch with them later. The interview with the boys and girls club was concluded. City Clerk Kathleen Connelly stated the previous director of the boys and girls club was not very good at reporting.She believes she will see a big change with Russell.He is a lot more conscientious and he, at least, calls if something is going to happen.The boys and girls club was the one in the last cycle where she did not get the contract back until June, which is the end of the year.She had to approach a board member to get it going. Vice Chairperson Barker asked what Community Alliance Against Family Abuse got the last time. City Clerk Kathleen Connelly stated they got $18,000, a $4,000 increase from the previous year.They also received a grant that the city arranged for to build a new facility or modify it. There are still some address issues with their reporting but other than that they are good. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 12 OF 31 The next applicant to be interviewed was Community Alliance Against Family Abuse represented by Ginger Butcher, director of programs, and Elizabeth Detlivsen Garner, the former director who is now involved in grants and helps out with some other things. Chairperson Elias commented they will do a quick introduction and then they can share their information with the commission. Introductions were made around the room. Ms. Ginger Butcher stated they are a nonprofit organization serving individuals that are impacted by domestic violence and sexual assault.The economic recession did impact the individual donations and as of yet they have not risen back to pre -recession levels.The community members served also experienced economic hardship with some at or below poverty level.They offer programs for entitlement, have an encounter guide and meet with clients individually to determine if they need support groups, one-on-one empowerment sessions or a combination of both.They have two legal advocates available to help participants with any family issues.They are not attorneys and cannot give legal advice.They can go to court with them as support but cannot represent them.They provide food boxes to anyone in the community.They have case management and a crisis line.They have a database system which shows anytime any of their advocates provide service and the services provided.They make sure they are only asking for reimbursement for members of the Apache Junction community by gathering some type of identification.They have two major fundraisers each year and the two raised about $13,000 last year.They have grants through the Department of Economic Security, Department of Health Services, United Way of Pinal County and actively pursue corporation funding and grants.They also get individual and group donations.The services they provide to the community do exceed the amount of the grant received from the city.There is a great need here.She provided the numbers for the past fiscal year. Vice Chairperson Barker asked if those were total numbers or just Apache Junction numbers. Ms. Ginger Butcher stated these are for Apache Junction residents only. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 13 OF 31 City Clerk Kathleen Connelly asked if those had been reports at one time. Ms. Ginger Butcher stated that is correct. City Clerk Kathleen Connelly stated this is not a grant and right now she has not received a contract for this year.Some of the other agencies were having issues with their reporting. She asked if they check the identification, such as the driver's license, against the map the city provided. Ms. Ginger Butcher stated they do. City Clerk Kathleen Connelly stated she has found errors.She is not sure if she ever talked with Carol about one of the most recent ones.It was regarding the use of a post office box which is prohibited by the contract.Post office boxes were accepted three times; two were in the city and one was not.If she ever looks at the map, there are county islands.She commented on an aerial map in the conference room with the county islands linked in yellow.Most of the addressing errors occur there or they are in Gold Canyon or the other way.They have an Apache Junction mailing address but they are not in the city.She is not the only one doing it. Vice Chairperson Barker commented it is a common mistake. Ms. Elizabeth Detlivsen Garner stated that report was correct. The prior person was on her way out and was trying to get everything in. City Clerk Kathleen Connelly asked who that was. Ms. Elizabeth Detlivsen Garner stated it was Tanya Green.She knows that Carol has worked with her already and passed it on to Ginger when she was trained. Vice Chairperson Barker commented unfortunately the people themselves rarely know if they live in the city. Ms. Ginger Butcher stated she can see why it is a little confusing. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 14 OF 31 Vice Chairperson Barker commented unless you vote you probably would not know.Or pay taxes. City Clerk Kathleen Connelly stated they do show up to vote and they have to be told they do not live in the city. Commissioner Osborne commented she had given them information on the totals for the first and second quarters.She asked if they had the information on the third quarter. Ms. Ginger Butcher stated they are still working on it. Ms. Elizabeth Detlivsen Garner stated they may have received empowerment, used legal advocacy, called the crisis line or been in the shelter. City Clerk Kathleen Connelly stated the reports are a different kind of case management.It is more in depth and detailed.It does not show food boxes but there is a lot of legal advocacy. Vice Chairperson Barker asked if the numbers given in the first two quarters are typical, such as between 30 and 50 each quarter. Ms. Ginger Butcher stated these numbers are a little bit down from the previous year.The reason for that is they have had staff turnover.They were working on getting the positions filled and they are now getting people trained.They need to learn to get the documentation so that they can submit for reimbursement. Vice Chairperson Barker asked what the average stay is. Ms. Ginger Butcher stated they can stay up to 120 days in the shelter.A lot of them utilize that.That is their time. Ms. Elizabeth Detlivsen Garner stated the average is about 44 days.It is so low because some people come for a night or two. They are using it as an emergency respite to get away from the abusive partner before they move on.The 44 days is higher than some of the other shelters in the Maricopa County area because some shelters have more punitive rules than Community Alliance Against Family Abuse.They work with people as long as they possibly can. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 15 OF 31 Ms. Ginger Butcher stated a lot of the Apache Junction residents use it for an emergency respite but they also want to get out of the area.It is a small community and if their abuser is here they will want to be a little farther away. Chairperson Elias asked if they partner with other groups in the community in the programs she mentioned insofar as working with people to prevent them from getting into this position.She asked if they do anything with the schools or younger people. Ms. Ginger Butcher stated they receive quite a few requests to teach.The last quarter they went to the boys and girls club and talked to them about dating.They go to the churches and other agencies.They also participate in resource areas to get their information out there. Ms. Elizabeth Detlivsen Garner stated one of the resource strategies is interrupting the cycle for domestic violence.The shelter fulfills that purpose for kids who are close enough to domestic violence and that environment.Half of the people they shelter are children with their adult parents.Ginger will tell them more about some services they have added for children. Ms. Ginger Butcher stated they have funding for a child and family services specialist.She is working on getting her counseling license.She will be licensed by July.She will work with the family units on whatever their needs are, supporting them and assisting them in recovering from trauma they may have experienced. City Clerk Kathleen Connelly stated the city council approved their proposal for a grant to build something. Ms. Elizabeth Detlivsen Garner stated the Apache Junction Community Development Block Grant was awarded to them and it was completed on June 30, 2015.It was to rehabilitate the existing structure on the property.It was not for any services and it was very needed.They had previously had no offices to hold one-on-one conversations with crisis clients. Chairperson Elias commented their letter stated they were anticipating $30,000 in services.They are asking for less than that.She asked why they did not ask for more. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 16 OF 31 Ms. Elizabeth Detlivsen Garner stated they always have more services than they can bill.That is how they like to keep it. Ms. Ginger Butcher stated they do not want to have fewer services than the contract allows.It is an estimate based on previous services.They do not know who will call.Their current client population is about one-third Apache Junction, a third greater Pinal County and a third Maricopa County but it does fluctuate year to year.They ask for less because they want to make sure they can bill according to the contract.They billed a little less this year than anticipated.If they are awarded the contract they are confident the $24,000 is achievable. Chairperson Elias asked if they have an executive director. Ms. Ginger Butcher stated Carol Minisee is still the interim executive director but they are actively seeking a permanent director. The commission thanked them for coming in for the interview and the interview was concluded. Vice Chairperson Barker asked if they were going to stay afterwards and make their recommendations. Chairperson Elias commented they left that open, but it was mentioned it would be ideal if they could make the recommendations today. The final applicant to be interviewed was East Valley Adult Resources represented by Traci Gruenberger, chief operating officer and Kim Brooks, one of their directors. Chairperson Elias commented they will do a roundtable introduction, then they can tell them about their organization and they will ask their questions afterward. Chairperson Elias asked them to tell them about their programs. Ms. Traci Gruenberger thanked the city and commission for their support over the years.They appreciate the partnership to meet the needs of older adults.They are located at the multi- generational center.They operate the active adult center for HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 17 OF 31 older adults and the meals on wheels program.At the center they have a daily lunch program for adults 60 and over and younger people if they have disabilities. Vice Chairperson Barker asked if the general public can come in and pay for a lunch. Ms. Traci Gruenberger stated they can.It is also available for people under the age of 60.They ask for a suggested donation of $3.50 to help offset the cost of the meal.Some pay that, others pay a portion and others pay nothing if they cannot afford it.No one knows who pays what for their meal. Socialization is an added benefit.People have friendships and care for each other at the center.They have a number of activities like bingo, line dancing and others.Lunches can be pre -ordered.They also provide transportation services for bringing people to the center for lunch or other activities. They also provide shopping trips which gives them some independence.They take people to medical appointments.The meals on wheels is based at the center and they deliver meals throughout the city.They provide frozen meals for the weekend. The drivers do wellness and safety checks. Ms. Kim Brooks gave some examples on drivers delivering meals and their programs providing transportation. Commissioner Osborne asked on average how many meals on wheels are delivered every day and how many congregate meals are served. Ms. Traci Gruenberger stated they had 561 people come for lunch since July 1 and they served 11,614 meals.An average day would be 60 people but it fluctuates.In the winter it will be over 100 people in for lunch.Meals on wheels has 108 individuals in the program and they deliver about 80 meals every day. Commissioner Osborne commented that probably does not fluctuate as much. Ms. Traci Gruenberger stated it is very steady as they are year round people that are homebound needing the meal support.They have provided 8,368 rides thus far this year and the number continues to grow. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 18 OF 31 Chairperson Elias asked how they capture the number of Apache Junction residents that are served. Ms. Traci Gruenberger stated she has had a one-on-one tutorial with Kathy earlier this year to help her understand.They have a database where they enter all the information on everyone they serve.They can run a report with the name and address, what identification was used, what meals or transportation assistance they received and then she.checks the map to find out where the county islands are.They redact the names that are out of the city. Commissioner Osborne asked who the primary person is for the report. Ms. Traci Gruenberger stated she and Kim work together.She has trained Kim after Kathy trained her. City Clerk Kathleen Connelly asked if they were talking about fiscal year 2015/2016 on the transportation program. Ms. Traci Gruenberger stated that is correct. City Clerk Kathleen Connelly stated they did receive a grant with Gila River Indian Community for more than the $30,000.It was $38,000 plus.For 2015/2016 they had requested $30,000 from the city.It appears they are covered for the 2015/2016 fiscal year. Ms. Traci Gruenberger stated that is correct. City Clerk Kathleen Connelly stated when she talked to Heather she was told it runs from last October to this October. Ms. Traci Gruenberger stated that is correct.They would then have a final report.She went on to list a number of special activities they put on for the seniors. City Clerk Kathleen Connelly stated one of the addresses that surfaced in the report was the medical center on Southern.She asked if that person was being provided meals while staying at the medical center plus they were receiving another meal. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 19 OF 31 Ms. Traci Gruenberger stated she would have to speak to staff about that one.She would have to do some research. City Clerk Kathleen Connelly stated one of the things she is going to ask the council to do is to change the date of the report to ten working days after the end of the quarter.That will give them more time. Ms. Traci Gruenberger stated she would get in touch with her and get the reports in. The interviews were now concluded. 6.Consideration and action on recommendations for human services funding for FY 2015-2016. Chairperson Elias asked if they wanted to talk about the dollar amounts this evening. Vice Chairperson Barker commented it would be up to the panel. Commissioner Osborne commented there are four needy agencies and they clearly do not have enough money to fund them all at their requested amounts.She asked what process -they have used in the past in this situation.She has one potential suggestion. Vice Chairperson Barker asked what her suggestion is. Commissioner Osborne commented to reduce everybody equally by the percentage of funding that is available.They have $100,000 with $116,000 in requests.They could apply that percentage across the board and treat everybody equally.However, other people may have other ideas based on past performance or a perceived need. Vice Chairperson Barker commented it has not been cut equally across the board in the past because some places have more access to other services and resources and some do not.In this case we have four agencies that pretty much have access to the same resources. Commissioner Osborne commented it is not really clear to her. She looked quickly through it and did not see any unique funding sources.Every agency is depending on individuals and certain HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 20 OF 31 kinds of sponsorships.She does not think the boys and girls club got federal funding. Vice Chairperson Barker commented he did not mean big pockets of funding.He meant they pretty much have the same access to the same funding.The only one that is asking for a raise is Community Alliance Against Family Abuse. Commissioner Osborne commented East Valley Adult Resources has increased it by $6,000.The food bank is asking for $2,000 more.The boys and girls club is the only one that is not asking for a funding increase. Vice Chairperson Barker commented they could consider doing the same amount of funding they did last year. Chairperson Elias asked if it is $100,000 for sure this year. City Clerk Kathleen Connelly stated it is. Vice Chairperson Barker asked if they did the same amount of funding as last year it would be $100,000, even for these four. City Clerk Kathleen Connelly stated it would. Vice Chairperson Barker commented the food bank got $32,000 last year. Chairperson Elias commented they did give them more last year because of their not being able to get food from St. Mary's. Commissioner Osborne commented the bottom number on the table is what we gave them. City Clerk Kathleen Connelly stated that is correct. Commissioner Osborne commented the boys and girls club asked for $25,000 and they were given $20,000. City Clerk Kathleen Connelly stated that is correct. Commissioner Osborne commented they are asking for $25,000 again this year.Community Alliance Against Family Abuse asked for HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 21 OF 31 $18,000 and we gave them $18,000.East Valley Adult Resources asked for $30,000 and got $30,000. City Clerk Kathleen Connelly stated they also asked for $40,000 for the van transportation program.The city was able to transfer funds from the Ride Choice Program and worked it out that way.The one thing that caught her curiosity is they said they were going back to a neighborhood ride -sharing thing.When the former director came to the mayor and council and asked to take the remaining funds from the Ride Choice Program to put it into the van transportation program the council agreed to that but the condition was that by doing that it did not affect the Ride Choice Program participants.When she first met Traci she asked her if she had any specifics on that and she was not at all familiar with it.They were not tracking that to see if doing this thing over here affected the other one.The Ride Choice works by someone arranging to have a neighbor drive them to a doctor appointment and that neighbor would be reimbursed at a set mileage rate.It was very heavy on the administrative details. Vice Chairperson Barker stated the food bank got $30,000 last year. City Clerk Kathleen Connelly stated they got $32,000 last year. Chairperson Elias commented they gave them $2,000 more than they had asked for. Vice Chairperson Barker commented the boys and girls club got $20,000, Community Alliance Against Family Abuse got $18,000 and East Valley got $30,000.That comes out to $100,000. Chairperson Elias commented she is hearing the proposal is to stay the course as they did last year. Vice Chairperson Barker commented it is a suggestion.Apache Junction Food Bank has a tough time raising funds other than what the city gives them and the persons they presently have. The boys and girls club has it a little bit easier as they have the golf tournament and other fund raisers.Community Alliance Against Family Abuse could probably use some pointers on fundraising.It is difficult for them because they have to be careful about going too public with the kind clientele they HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 22 OF 31 serve.They cannot get too well known as people who use this facility are very afraid and deservedly so.It is his way of saying some organizations have a better chance of raising outside funds than others.That is why he does not feel too bad about the disparity between the food bank and the boys and girls club. Chairperson Elias commented as far as potential losses the food bank, besides the St. Mary's issue which still continues, there is also the loss from Food City. City Clerk Kathleen Connelly stated Food City is part of Basha's.This is a very low -producing store.They decided a couple of months ago to close it. Deputy City Clerk Jan Mason stated there is also the food stamps going down. Vice Chairperson Barker commented there is the new Fry's coming in. City Clerk Kathleen Connelly stated they are a part of Kroger and they are notoriously tight. Commissioner Osborne commented her concern about funding the same as last year is when they look at the differences in requests.When you look at Community Alliance Against Family Abuse, their request was $18,000 last year and that is what they were awarded.They asked for $6,000 more and she should have asked why.That is a significant difference.If they only fund them at the $18,000 it is only three-quarters of what they asked for.She does not know if they did a good job on picking up what the increase is for. Vice Chairperson Barker commented they had a $4,000 increase the year before that. Commissioner Osborne commented but that is what they requested. Chairperson Elias commented she got the sense that they were struggling a little bit with their recordkeeping and understanding the requirements.That is sitting in her mind and she is questioning if they really need that much.She is not really sure. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 23 OF 31 Vice Chairperson Barker asked if she meant Community Alliance Against Family Abuse. Chairperson Elias commented she does.She wondered because in their letter they state they anticipated the staff hours but they were asking for 24 and they wanted to be able to meet the contract requirements. Commissioner Osborne commented the hard part is the kind of services they provide.If they think about the boys and girls club and the East Valley Adult Resources, it is easy to say there are a lot of repeat customers.It is not a knock against the program if they have a lot of repeat customers, but when they think about Community Alliance Against Family Abuse services, if things are going right they do not have repeat customers.It is hard to predict where their population is going to come from.She agrees there may be some struggle on how much they are going to predict, but at the same time the nature of their business means they do not want cyclical repeats.The model for the boys and girls club is for kids to come back over and over again in order to lead to further success.The fact that someone comes to get communal meals consistently is probably a safety mechanism. Vice Chairperson Barker commented those are good points. Commissioner Osborne commented they are a little bit different. She thinks they are struggling and she has a guestimate that they clearly have some leadership turnover whether or not that makes them indifferent in the decision that we want to make. She just ran some numbers.If they think they have $100,000 to give with $117,000 requested, they are basically at 85% of the dollars for funding.It feels a little less subjective to just run that 85% against every request. Vice Chairperson Barker commented but that is why they are here, to be subjective.Otherwise the council could do this.She brought up an excellent point but he would like to go back to the one he tried to make and apparently did not do a very good job.Some of these entities have a little bit easier time raising money than others.He thinks Community Alliance Against Family Abuse is one of those that has a tougher time raising money.That may bolster her argument for spreading it out equally, or maybe it will bolster his argument for giving them a HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 24 OF 31 little bit more than we give East Valley Adult Resources.There is no one on here who is not deserving. Commissioner Kauscher commented she would agree with him that there is concern about Community Alliance Against Family Abuse getting information out to the community.She presented at the leadership training she attended and shared a lot of information with them but still had to hold back on things.She would not respond to some of the questions.It was because of safety and security.She obviously has to be very careful. Vice Chairperson Barker commented he wished they had more money and they could give each one of them what they asked for.There is nothing wrong with Dana's suggestion and in 99% of the cases it would be the proper thing to do.This is a subjective decision because of the nature of the beast. Commissioner Osborne commented her challenge is to award from last year but that does not really account for the increased requests from both Community Alliance Against Family Abuse and the adult center.Possibly they increased it just because they knew they were not going to get that.It is hard to know if that increase request really reflects hard perceived need or not from either one of them. Chairperson Elias commented another thing is the adult center did get their van funding plus another $8,000.That was the other thing she was thinking of. City Clerk Kathleen Connelly stated that money came from the contract with Gila River. Chairperson Elias commented then it would not apply to this. City Clerk Kathleen Connelly stated she does not know if that frees up other money. Chairperson Elias commented she was looking at what they did last year.The food bank is struggling and they should keep it the same amount at $32,000.If they decrease the boys and girls club to $20,000 they could increase Community Alliance Against Family Abuse from last year to $20,000 but it is still $4,000 less than what they are asking.They then could do East Valley HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 25 OF 31 at $28,000 but she does not know what monies they have available for what. Vice Chairperson Barker commented each of these services are an important part of the community.He asked if they would like to think this over and come back and do it again or set here and do this tonight.He is okay with either one. The consensus was to take a short break. The meeting reconvened. Chairperson Elias commented Dana supposedly wanted to do an equal amount.However, she is okay in not doing an equal amount.She asked if that was troublesome to anyone. Commissioner Osborne commented it is not troublesome to her. Hers was just an idea as she did not know what they had done in the past. Vice Chairperson Barker commented it is not troublesome to him to do an equal amount. Commissioner Osborne commented what is concerning to her is the gap if they look at what everybody was awarded last year versus what they are doing this year.There is a big gap if they only give them what they were awarded last year.It does not hit the food bank or the boys and girls club but makes a pretty big difference to Community Alliance Against Family Abuse and the adult center.But she likes his idea that they fund the first two the same as last year and then bump up the bottom two some. Vice Chairperson Barker asked what she meant. Commissioner Osborne commented Georgy said to do the food bank at $32,000 and the boys and girls club at $20,000 and that would be $52,000 leaving $48,000 to be divided between the other two. Vice Chairperson Barker commented they could do $20,000 and $28,000. Commissioner Osborne commented they could increase what they got from last year in some way. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 26 OF 31 Vice Chairperson Barker commented they could do $20,000 for Community Alliance Against Family Abuse and $28,000 for adult services. Commissioner Osborne commented that would be a decrease in funding for them.They would be the one agency that has the decrease. Vice Chairperson Barker commented that would be the only agency. It makes a lot of sense. Commissioner Osborne commented the other thing about that is even though all of them had problems this past year it seems like the active adult center seems to be the one that has had the biggest challenge and difficulty in staying in compliance. City Clerk Kathleen Connelly stated their executive director, Dan Taylor, left and still has not been replaced as of yet.Not too long ago the director for the center here, Terri Crawford, left. Vice Chairperson Barker asked Carol what she thought of the funding split. Commissioner Kauscher commented that she agreed. Commissioner Osborne commented this will be a very easy thing to do.She asked if the council will come back and ask them what logic they used when this gets recommended to the council. City Clerk Kathleen Connelly stated they sometimes do.She is going to ask that one or two of them be at the council work session where this is on the agenda and explain their recommendation and see if they ask any questions.Generally they do not ask questions. Chairperson Elias commented Judy and she went last year and they briefly explained who agencies were, they requested "x" amount and they awarded "x" amount due to the loss of St. Mary's and so on. City Clerk Kathleen Connelly stated and the explanation for the reduction for East Valley Adult Resources because they received the $38,000 grant.Looking at the way the city does things, if HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 27 OF 31 they receive funds here that might be restricted, but that means they are not using general funds to bolster that. Vice Chairperson Barker commented he was ready to make a motion. He MOVED THAT THE HEALTH AND HUMAN SERVICES COMMISSION RECOMMEND FUNDING FOR THE 2015-2016 FISCAL YEAR TO THE APACHE JUNCTION CITY COUNCIL OF $32,000 FOR THE APACHE JUNCTION FOOD BANK, $20,000 FOR THE BOYS AND GIRLS CLUB SUPERSTITION MOUNTAIN BRANCH, $20,000 FOR COMMUNITY ALLIANCE AGAINST FAMILY ABUSE AND $28,000 FOR THE EAST VALLEY ADULT RESOURCES/SENIOR CENTER. Commissioner Kauscher SECONDED THE MOTION. City Clerk Kathleen Connelly asked that he add the rest of the motion. Vice Chairperson Barker FURTHER MOVED THAT IF SPENDING IS DENIED DUE TO NONCOMPLIANCE TO ANY OF THESE AGENCIES PREVIOUS TO THE FOURTH QUARTER, THAT THE HEALTH AND HUMAN SERVICES COMMISSION BE ALLOWED TO RECONVENE AT THAT TIME AND MAKE A RECOMMENDATION FOR DISBURSEMENT OF THOSE AVAILABLE FUNDS. Commissioner Kauscher SECONDED THE MOTION. VOTE:Unanimous. The motion carried. City Clerk Kathleen Connelly asked if they were okay with her asking the council to change the deadline from 10 calendar days to 10 working days. The consensus was it is a good idea. City Clerk Kathleen Connelly stated the tenth day fell on a Friday one time and we were closed. 7.Discussion on schedule for presenting recommendations to the city council. City Clerk Kathleen Connelly stated she gave them a calendar. She will prepare as it is already mail them a copy this to go on the council work session of May 2 too late for next week's meeting.She will of her memo.It would be great if one or more HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 28 OF 31 of them could come to the work session on May 2 to present to the mayor and council.They will give direction to her the next night to prepare the contracts and they would then vote on the contracts on the consent agenda on May 17, which is two weeks later. Commissioner Osborne commented they need to be there on May 2, May 3 and May 17. City Clerk Kathleen Connelly stated May 2 would be the critical one.For May 3, the council has never not agreed on their recommendation.When it comes back on May 17 it will be on the consent agenda and she cannot imagine anyone moving it off the consent agenda. There was general discussion on who would be able to attend the meeting.The commission agreed to all be there. 8.Discussion on applications for FY 2016-2017 human services funding. City Clerk Kathleen Connelly stated she has the applications for FY 2016-2017.She did not give the applications to them today as she thought they had enough paper to take home with them. She asked if they wanted her to get them ready and call them to let them know when they are ready or how they would want to do the next funding cycle.The budget will not be adopted until the end of June.That is the soonest they would know how much is available.One of the other things that is hanging out there is home rule, which is on the ballot at the end of August.That would affect Fiscal Year 2017-2018.Should home rule not pass the city will virtually not have a budget. Vice Chairperson Barker requested they please work for the passage of home rule. City Clerk Kathleen Connelly stated they would have to cut $14 million from the city budget. Chairperson Elias commented she cannot vote. Vice Chairperson Barker commented that everyone they know that can vote should be encouraged to vote for home rule.It keeps HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 29 OF 31 us from spending but not from taxing.We still get to collect the tax but we cannot spend it. Commissioner Osborne commented she does not think it makes sense for them to meet until the budget has been passed.They could then meet and decide on potential distribution and decide whether or not they need to interview them again. City Clerk Kathleen Connelly stated they are talking July or August. Commissioner Osborne commented if she gave her the applications they would just sit at her house and collect dust. Vice Chairperson Barker commented that is a busy time for him with the elections and all. City Clerk Kathleen Connelly stated it is also kind of busy for the city.She asked if they want to put it off until September. The consensus was to put it off until September. City Clerk Kathleen Connelly stated they are hoping that the city election will wrap up in the primary in August but there is always the potential we could have candidates running in the general. Commissioner Osborne commented they need to keep in mind that an agency has put in for a funding request and it could be hard for them to operate too many quarters without knowing whether they would get the request.It would be great if they could get it done in August or September. City Clerk Kathleen Connelly stated she is going to offer the training to them again because there are so many new faces. Traci and Myra both sat down with her and talked about what they need to do to get the report done correctly. Chairperson Elias commented she wondered if they really have an appreciation for the work she has done.She really could have just put the money into the general fund. City Clerk Kathleen Connelly stated it would not have served the community well to do that. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 30 OF 31 9.Selection of future meeting dates. None. 10.Discussion on Alternative Expenditure Limitation (Home Rule Option). None. 11.Adjournment. Commissioner Osborne MOVED TO ADJOURN. Vice Chairperson Barker SECONDED THE MOTION. VOTE:Unanimous. Chairperson Elias adjourned the meeting at 6:03 p.m. 2 Georgiana Elias Kathleen Connelly Chairperson City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 12, 2016 PAGE 31 OF 31