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HomeMy WebLinkAbout2016.10.13 HHSC MinutesMINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION City Clerk Conference Room 300 E. Superstition Blvd., Apache Junction, AZ October 13, 2016 - 3:15 P.M. COMMISSIONERS PRESENT: ED BARKER JUDY BOREY GEORGIANA ELIAS CAROL KAUSCHER DANA OSBORNE COMMISSIONERS ABSENT: None 1.Call to Order/Attendance. STAFF PRESENT: KATHLEEN CONNELLY, CITY CLERK JAN MASON, DEPUTY CITY CLERK BRYANT POWELL, CITY MANAGER LIZ LANGENBACH, PARKS AND RECREATION DIRECTOR OTHERS PRESENT: None Chairperson Elias called the meeting to order at 3:15 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. Chairperson Elias commented they are here to discuss the funding requests for fiscal year 2016-2017.It looks like they have four or five organizations requesting funding this year for a total of $181,735.She asked what their target spending amount is this year. City Clerk Kathleen Connelly stated they have $100,000, but Bryant and Liz are here to talk to the commission about the status of the senior center program. 3.Discussion with City Manager Bryant Powell and Parks and Recreation Director Liz Langenbach on status of East Valley Adult Resources and city's plans to continue senior -related services and use of $28,000 in human services funding to provide these services. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 1 OF 20 5 City Manager Bryant Powell stated he would like to share with them what has happened to East Valley Adult Resources.They have been one of the regular contributors in requesting health and human resources funding.As is the process, the city council set aside $100,000 for health and human services funding last June for Fiscal Year 2016-2017.Nothing changed there. About four months into the fiscal year he and Kathy were asked to meet with East Valley Adult Resources.They thought they would be meeting their new chief executive officer.Instead, they met with the interim director who stated their board had directed her to notify the city of their final decision to cancel their contract.She made it clear that there would be no discussion about their decision.They were no longer going to provide services.This had been a 20 -year relationship.They designed the facility with the idea of it being a multi- generational facility.It would have a full service kitchen with them in mind to provide congregate meals, the meals on wheels program and transportation.They received funding from different sources, including a portion of it from Pinal Gila Area Agency on Aging.That is for Apache Junction residents. He asked the director when this closure would be happening. They said in 60 days.He looked in the contract and it said 90 days.They were able to get another 30 days. Parks and Recreation Director Liz Langenbach stated it was 90 days and the contract showed 120 days.The lease agreement was for the 120 days. Vice Chairperson Barker commented they would be staying 120 days. Parks and Recreation Director Liz Langenbach stated that was in July so we are nearing the end of the 120 days. City Manager Bryant Powell stated they basically said they would be providing for another 90 days.He was off 30 days.It will end on November 11.Since that time they have been hustling. They have been relying on parks and recreation although he does not know why other than they are awesome, super people and they happen to host the facility.They were asked to go talk to Pinal Gila Area Agency on Aging and find out how much was dedicated for the city and how to manage the senior center. They may prefer to go a different route than what East Valley Adult Resources did either through the city or through Pinal HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 2 OF 20 Gila Area Agency on Aging. Parks and Recreation Director Liz Langenbach stated they talked to the city council a couple of meetings ago and gave them the basic details, such as what it cost with East Valley Adult Resources and Pinal Gila to run these services.They looked at the most critical and needed services and those that were options.The city could decide to become a provider and hire staff such as cooks, kitchen staff and drivers.That could happen somewhere down the line but not by November.The city could also contract to another organization or partner with Pinal Gila or another similar to them.They could try to find someone else to come in and do the services.They researched every city in the valley and all cities in the Pinal Gila area. They visited many of the facilities to see what their models looked like.Senior services are very important and we should do everything in our power to try to find a solution to this. They do not want to close the doors to the senior center.They want to figure out a way to make it work.They do not have the budget for that money because we are in the middle of our fiscal year.Pinal Gila has been wonderful.They will be going to the council next Monday to share with them what Pinal Gila can do for the senior center and the services they can provide.It looks like they can do the meals with little difference.They might have to cater it in versus cooking it onsite.That is what we used to do prior to the multi -generational center being there.They will still be able to do home -delivered meals but they might have to go less days but still delivering the same amount of food previously delivered.They are finalizing some of those things.They are able to provide limited transportation to and from the facility.They will also continue to help with some of the outreach services such as legal aid and benefits.Staff will take on the programming for the fitness classes and recreational things.They will add a little bit more for existing staff to do.They will shift around a few resources so they can help with customer service and reporting and learn a little more.With every question they asked they learned some answers but had more questions.Not being the actual direct provider, a lot of them relied on their reporting.She hopes they can enter into some type of agreement with Pinal Gila.They have a certain amount of funding and they will have to look for other partners and additional money. Their hope is that Pinal Gila will get them through to the next fiscal year.This year with no budgeted funds they can get them HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 3 OF 20 through this and staff can learn a lot.It will give them more time to either find an additional partner or make decisions if those partners do not exist.There are several different options.They just need more time and they need to be able to look at this as a policy decision with the council for a permanent solution. City Manager Bryant Powell stated the temporary solution they are talking about is for the current Fiscal Year 2016-2017 and the gap that is around $28,000.That would go for this initial time period.In about two or three months he will be working on the 2017-2018 budget.They will have to figure out how much to set aside.They will start with the baseline of $100,000 but they will have to look at what they are going to do as a city. They will need to determine if they can still do $100,000 for health and human services funding or if they will have to do a formula on that. Vice Chairperson Barker asked how much of last year's money was set aside for Eat Valley Adult Resources and how much is left. City Clerk Kathleen Connelly stated they have not allocated anything yet. Vice Chairperson Barker commented we gave East Valley some money. City Clerk Kathleen Connelly stated they gave them $28,000. Vice Chairperson Barker asked how much of that is left. City Clerk Kathleen Connelly stated none because that is what took them up to June 30. City Manager Bryant Powell stated instead of it going to East Valley Adult Resources which is not there anymore, it is going to Pinal Gila.They have the other $72,000 left for the other service providers.He assumes East Valley was one of the five applicants but they will no longer be providing services. Commissioner Osborne commented she thinks she is hearing him say they thought they were going to have $100,000 to allocate but in reality they need to take $28,000 to be recommended to the city and the council will decide whether or not they are going to HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 4 OF 20 enter a service agreement with Pinal Gila for that $28,000. That takes $28,000 of the $100,000.They have $72,000 left for the commission to allocate amongst the requestors here.That is what they are saying. City Manager Bryant Powell stated that is correct. Commissioner Osborne commented East Valley has made a request but they do not have their packet. City Clerk Kathleen Connelly stated she purposely did not run it for them rather than waste the paper.She can give it to them. Commissioner Osborne commented they need to make a decision because technically they are a requestor. City Clerk Kathleen Connelly stated that is correct. Chairperson Elias asked if they also have ties to the Mesa center and if they severed that as well. City Manager Bryant Powell stated they are one and the same and they did not sever the ties at the Mesa center. Parks and Recreation Director Liz Langenbach stated they have three centers:two are in Mesa that are their original ones and one is their main facility.They also operate out of Red Mountain.•The third was here in Apache Junction. Commissioner Osborne commented it is unfortunate but everyone understands that funds are tight.As an organization they have to make hard decisions.It is unfortunate they came to the city with a done deal.It was their final decision versus coming and saying they have a huge budget crunch and they had to do some assessments and feel like they cannot continue this but see if they can explore. City Manager Bryant Powell stated that would have been really nice but that was not the approach.When he expressed that to them their response back was that Dan Taylor did not talk about these agreements right.He thought it was not like this.Dan Taylor's comments were that money was tight.The city was going through the recession, too. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 5 OF 20 Parks and Recreation Director Liz Langenbach stated if they had said they were leaving us or that they are $100,000 short and they would have to leave if they cannot find the funding, the city would have sat down at the table with them and figured something out. City Manager Bryant Powell stated there have been some changes and then they had his retirement and Terry left immediately. Ever since then there has been a huge knowledge gap. Commissioner Osborne commented this is the only recommendation he is putting in front of the council for this interim solution. Parks and Recreation Director Liz Langenbach stated that is correct.They will be sharing what services will be provided as a result of this. Commissioner Borey commented they will be subsequently coming back for the long term. City Manager Bryant Powell stated absolutely.They are giving them this but they could say they do not like it and they will have to do something else. Commissioner Osborne commented there is a significant service gap that needs to be followed through on starting November 11. City Manager Bryant Powell stated it will be closed for two days and will reopen the Monday after Veterans Day. Vice Chairperson Barker asked what they see as the best solution for this right now. Parks and Recreation Director Liz Langenbach asked if he meant in November. City Manager Bryant Powell asked if he meant July 1. Vice Chairperson Barker commented in order to carry on this kind of program at the center. Parks and Recreation Director Liz Langenbach stated they will have other partners.When you look at other cities, they all have senior centers.Many of them are like us where they just HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 6 OF 20 provide the facilities and utilities for free.Some also get supplemental income which is what the health and human services have given them.Their budget is about $300,000.They get their money from a lot of sources.Cities typically contribute in different ways.Most of them do like we do.They have a facility and they bring people in to provide service who are the money people.A few provide the services.They hire kitchen workers and drivers and things like that.They have about 3 or 4 staff.They cater the meal or half of them cook their meals in their kitchens.There are not many like that.Most of them contract with other agencies who come and provide the services. All cities are involved in these services so they are common. Ideally the city would like to coordinate those people coming into the facility.They are parks and recreation and it does not mean they cannot learn.It goes a little beyond their part of it.She thinks they would be very successful in coordinating with others who are the experts. Commissioner Osborne commented they need to figure out what their core competency is.Their core competency is not going to be cooking meals and meals on wheels.It should not be. Parks and Recreation Director Liz Langenbach stated there are other people who can do that. Commissioner Osborne commented they can deliver some of the programmatic recreational components of the senior program. That is before costs. Parks and Recreation Director Liz Langenbach stated they could do employee management and customer service, the over the counter kinds of stuff.They can probably take care of that. Pinal Gila is the agency that basically funds all the senior centers.For all the areas of aging agencies they fund probably two-thirds of everybody's budgets.They are the experts.They do not do the data work all the time but they are the experts on what all the other facilities are doing.They are the ones who will come in with the dollars to help us get through reporting and things like that.This temporary person is the very best, knowledgeable person to come in and have a seamless transition. It will not be perfect. City Manager Bryant Powell stated it will not be the same. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 7 OF 20 Parks and Recreation Director Liz Langenbach stated it will not be closing doors.They have been involving the seniors and have been meeting with them to get their input.That is their biggest worry.We want them to know that we care about them. 4.Discussion on FY 2015-16 contracts and agencies. City Clerk Kathleen Connelly stated they have $72,000 to work with.The agenda for next week does include the contract that Liz was talking about for the $28,000.It is the expectation that the council will approve it. Vice Chairperson Barker asked what about the rest of these. They do not normally do this until the spring. City Clerk Kathleen Connelly stated he is about right.They have been doing them a little later because we wanted to wait for home rule to see what happened with that and there were some vacations and other things. Vice Chairperson Barker commented this is what we normally do in March. City Clerk Kathleen Connelly stated that is correct. Commissioner Osborne asked if they need to have a motion because they do officially have a request from East Valley Adult Resources.She asked if they need to do something to take them out of consideration. City Clerk Kathleen Connelly stated it would be a good idea, that way if they call her she can tell them.Her expectation after the meeting where they told the city they were going to discontinue the programs out there was that even though they had an application in they had no expectation of being funded.That was the expectation of both Bryant and Liz.They all had the same conclusion.Just a few days ago she got reports from them for the first quarter for FY 2016-2017.First of all, they do not have a contract but they sent the reports anyway.She looked at them and thought maybe these people think they are getting money.It kind of puts them in a bind because they are down to $72,000.She wondered what they are going to do with that. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 8 OF 20 Commissioner Osborne commented the $72,000 is intended to cover FY 2016-2017, from July 1 to June 30.So it is possible East Valley has and will be serving Apache Junction residents from July 1 until they stop services on November 11. City Clerk Kathleen Connelly stated it is about four -and -a -half months. Commissioner Osborne commented they therefore should not take them out of the running given the fact they maybe should award them something for services they have provided. City Clerk Kathleen Connelly stated it is up to them.She does not know how to pare down the request. Commissioner Osborne asked how the members of the commission feel about that. Vice Chairperson Barker commented it does not appear they are going to be offering any services after November 11. Commissioner Osborne commented but they have been since July 1 to November 11.These contracts would have covered the July 1 to June 30 period. Vice Chairperson Barker commented that is correct. Commissioner Osborne commented so they are operational during a part of the year that would be included in this contract year. Vice Chairperson Barker asked if she is suggesting they should prorate. Commissioner Osborne commented she was ready to say to let her move to take them out of consideration.She is open to their thoughts. Commissioner Kauscher commented but they have provided service. Commissioner Osborne commented they have provided some service. Chairperson Elias commented her only thought is she is correct in that they have provided a service but she is stuck a little HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 9 OF 20 bit on the very short timeline that was given and the kind of now you have the ball and you have to figure this out piece. Vice Chairperson Barker commented it did turn out to be 120 days. City Clerk Kathleen Connelly stated only because the city attorney pushed the issue. Commissioner Borey commented they would have known before July 1 that they would stop. Commissioner Osborne commented yes, they would have known before July 1 because of when they notified the city. Commissioner Borey commented they made their decision. Chairperson Elias commented she is having a little bit of a hard time wrapping her head around their inability to communicate that clearly. City Clerk Kathleen Connelly stated she thinks they delivered this to her because they are used to delivering it to her.She does not know who to call anymore because all the people who were there are gone. Commissioner Kauscher commented she agreed as the approach they had made was barely there. Vice Chairperson Barker asked if they should ask them to submit something after they close on what they think we owe them and the commission will take it into consideration. City Clerk Kathleen Connelly stated by the time they close she would hope they have made their decision on the contracts being brought to the mayor and council. Vice Chairperson Barker commented he meant it would be taken into consideration for next year. City Clerk Kathleen Connelly stated under the ordinance they would have to re -apply. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 10 OF 20 5.Discussion on FY 2016-17 funding applications and procedures for reviewing the applications. Commissioner Osborne stated they are awarding money for the upcoming year.She thinks they need to say if it is important enough for the commission to say that out of good graces they consider them for this year because they have been delivering services.She is leaning towards no.They will find a way to pay for it.It is not like they will come back and bill us. Vice Chairperson Barker commented he does not have a problem with that, either.He moved they not consider East Valley Adult Resources for funding because they will no longer exist after November 11. Commissioner Osborne seconded the motion. The other commission members agreed. City Clerk Kathleen Connelly stated the agenda does not give you a chance to vote on this.At the next meeting when they go over the contracts they can. Vice Chairperson Barker commented he will make the motion then. City Clerk Kathleen Connelly stated she had met with Traci who used to work with East Valley Adult Resources but now she is gone.She met with her in March or April.One of the things they talked about was some of the addresses and one of the repetitive addresses was 2012 W. Southern Avenue which is the Apache Junction Health Center.It is a nursery home/convalescent home.She was going to look at it because we had one individual who is there but took 115 trips in the transportation program.Another person also at that address took 40 trips.They show up again in the congregate meals. Vice Chairperson Barker asked if it was the same people. City Clerk Kathleen Connelly stated same people with 52 meals for one person and 25 meals for the other one. Vice Chairperson Barker commented he was under the impression the facility provided their meals. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 11 OF 20 City Clerk Kathleen Connelly stated that is the question she had.She was going to check on that for her and never got back. This is why when she talked about it this morning that she was going to bring it to the attention of Pinal Gila.They are already paying for that for where they are staying and/or they have Medicare or Medicaid or whatever that could be providing additional funding.They were going to check on that.It showed up on this report.She stated she could run their packet for them for the next meeting. The consensus of the commission was they did not want the packet. Commissioner Borey asked if the motion has to be that it will go on the agenda for the next meeting. City Clerk Kathleen Connelly stated it will automatically be. Whenever they pick their date for their next meeting, that will be part of their recommendation. Commissioner Osborne commented they are not really making decisions today.They are talking about the process and the next time they meet.The agenda next time would be to actually make the decisions for recommendations that goes to the council. City Clerk Kathleen Connelly stated that is correct.They will also have to let her know today who they want to meet with. Vice Chairperson Barker commented they have no new applicants. City Clerk Kathleen Connelly stated they have the United Way. Vice Chairperson Barker commented he did not see that. City Clerk Kathleen Connelly stated United Way is new. Vice Chairperson Barker asked if that is United Way of Pinal County. City Clerk Kathleen Connelly stated that is correct. Chairperson Elias commented they have a thick packet. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 12 OF 20 City Clerk Kathleen Connelly stated they do and they may have done more than is normally done because they are new and they provided tax returns.It is unusual.It does include a lot of their funding information. Commissioner Osborne stated they are asking for funding for training. City Clerk Kathleen Connelly stated they are not providing a specific directly to city residents.They are requesting money to provide training materials for a group of roughly 30 people to train them how to interact with services and organize services.She had a discussion with Manni Bowler from United Way and she tried to explain to her that the services have to be for city residents.She stated that the people invited to the training will be city residents but they never got into confirming addresses.They did not get that far. Chairperson Elias commented they are to train the people who will work with the city. City Clerk Kathleen Connelly stated in reading this it is really not United Way that is providing the training.It is the Empowerment Group. Commissioner Osborne commented this training is for Apache Junction social service providers, faith -based and non -faith- based, on the Bridges of Poverty model.She listed the areas of training. Commissioner Borey commented she thought their mission was to provide actual services to the individual. City Clerk Kathleen Connelly stated the commission has the policy of providing only direct services. Commissioner Osborne commented it is allowable with funds but it is as if they had not made the decision. City Clerk Kathleen Connelly stated she thinks over the years that the commission felt since they had limited funds they would get a better return on direct services funding. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 13 OF 20 Commissioner Osborne commented the question before them is how to move forward, who they want to meet with and when they want to meet next. There was general discussion as to what time of the day and day would be best for all of them and who they wanted to interview. Commissioner Osborne commented she is assuming there could be some differences but they could all feel familiar with them unless they are proposing something really different. City Clerk Kathleen Connelly stated the boys and girls club are calling their after school program the Academic Success Program. She thinks it is the same thing. Commissioner Borey commented it is the same thing but they are pushing it more. City Clerk Kathleen Connelly stated the boys and girls club has been her most difficult account this year.There were staffing changes.She would speak with people at their headquarters and explain what she needed and she still has not gotten what she needed.The organizations are supposed to give her something similar to a form that she showed them.This requirement is actually in the contract.It has to have the name, address, form of identification accepted and quantity.She needs to know if they were there from time to time or frequently.All she is getting from the board is a list of their active participants. She has looked through it and there is a bunch that is not even in the city. Vice Chairperson Barker commented they have always had problems that way. City Clerk Kathleen Connelly stated this report shows 175 participants.Twenty-two of them are not in the city. Commissioner Borey commented not all of them because they did follow the criteria.She was there. City Clerk Kathleen Connelly stated that is correct.This has been in the last two years.That has been another ongoing problem.She never knows who she is going to talk to.The contract requires they tell her who she needs to talk to.When HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 14 OF 20 somebody leaves there is no coordination within the agencies between the people who are responsible for the contract, the ones who sign it, and those who carry out the daily responsibilities.After this is all done, she is going to ask them to recommend to the council that it be mandatory for them to come in together and meet with her and train. Commissioner Osborne commented that is a great idea. Vice Chairperson Barker commented it would be nice to talk to the people from the boys and girls club and from Community Alliance Against Family Abuse.He is not sure they need to talk to the food bank.He does not see any reason to take up the time of the United Way if they are not going to fund them. Chairperson Elias commented she is leaning away from United Way because of looking at their limited funds and doing the most things for your buck.She sees the value of the training but she does not know if it is useful considering the funds. Commissioner Borey commented she would like to put something into adult services, whatever they become.She asked if they could fund them if it is not East Valley Adult Resources. City Clerk Kathleen Connelly stated we do not have an application.Bryant explained that the $28,000, which is what East Valley Adult Resources got this past year, he is working to transfer that into parks and recreation where it will then be contracted to Final Gila. Vice Chairperson Barker asked if that still leaves the $100,000 for funding. City Clerk Kathleen Connelly stated it comes out of the $100,000. Commissioner Osborne commented they have $72,000 to allocate and they have four requesters:Boys and Girls Club, Community Alliance Against Family Abuse, food bank and United Way. Vice Chairperson Barker commented he recommends they talk to the Boys and Girls Club and Community Alliance Against Family Abuse. He does not think they need to talk to the food bank. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 15 OF 20 Commissioner Borey commented they have new people there. Vice Chairperson Barker asked how their reporting is. City Clerk Kathleen Connelly showed them what their reports look like.They are really good at that. Vice Chairperson Barker asked what the other members thought. Chairperson Elias asked if there was anything missing from Community Alliance Against Family Abuse. City Clerk Kathleen Connelly stated there is still some confusion over addresses.Tanya, who had been there, had left during mid -contract but no one ever told her that. Commissioner Osborne commented they have a new executive director and it would be great if she could come in.She has met her and she is very impressed with her so far.She almost feels like if they are going to have anybody they should have them all. City Clerk Kathleen Connelly stated they still have $106,735 in requests and they have $72,000 to allocate. Chairperson Elias asked if they were thinking they would like to bring United Way in just for equal footing. Commissioner Osborne commented they have already had a discussion on direct services versus not direct services.To be 100% fair, if they are going to listen to anybody they have to listen to all of them. Vice Chairperson Barker asked if she also meant the food bank. Commissioner Osborne commented United Way, food bank, Community Alliance Against Family Abuse and Boys and Girls Club. Vice Chairperson Barker commented he was under the impression they were not going to fund United Way. Commissioner Osborne commented she did not think they had made that decision.She does not want them to be sour grapes and say the commission did not even get to hear them.Personally, she HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 16 OF 20 would be very comfortable with reviewing these packets and making a recommendation on just that review.If they are going to have interviews then they ought to interview all of them.It is just unfair.They talk to all of them or none of them. Chairperson Elias commented she has questions for the Boys and Girls Club and for Community Alliance Against Family Abuse. They may not have so many questions for the other ones but she does agree it lends a little more fairness to interview them all. Vice Chairperson Barker commented he wanted to get this straight in his head.East Valley Adult Services, although they are not providing after November 11, 2016, they still want to talk to them. Commissioner Osborne commented she does not want to talk to them.Just the four. 6.Selection of future meeting dates. There was general discussion on the date of the next meeting. The consensus was Monday, October 24 at 3:00 p.m. City Clerk Kathleen Connelly stated the format they have used before is to allocate 15 minutes to each one, ten minutes for their presentation and five minutes for questions and answers. They are done alphabetically.If any one of them cannot fit into their slot it is their responsibility to make arrangements with the others.They want to start at 3:00 p.m.She asked if they want to do their recommendations that day. Commissioner Osborne commented they are seeing four applicants so that would go to about 4 p.m. with the interviews. Chairperson Elias commented it should not take too long afterward as it would all be fresh in their minds. City Clerk Kathleen Connelly stated they have less money this time. Chairperson Elias commented they are more familiar with them on top of that. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 17 OF 20 Commissioner Osborne commented she thinks they should be able to make the recommendations on the same day.The hallmark is to read their packets and be prepared for questions. City Clerk Kathleen Connelly stated in the proposal from United Way, they are making the proposal but they will be contracting somebody else to provide the training.It is the Empowerment Group on Ocotillo. Commissioner Kauscher asked how Hope for Women would be able to apply. City Clerk Kathleen Connelly stated that is one of the groups we send letters to every year and they have never replied.She asked how many letters normally go out. Deputy City Clerk Jan Mason stated it used to be seventeen but it might be down to twelve now. City Clerk Kathleen Connelly stated what they are looking at is what they get in response.United Way asked for a letter last year which they did get.Another group is the Genesis group. They ask every year, they get the letter and then they do not apply.She thinks in that instance, because of the types of programs, they are unable to tell us if they are providing services to city residents.They take whoever comes in the door. Commissioner Borey commented they provide for the homeless. City Clerk Kathleen Connelly stated we have an extensive list but most people do not apply. Commissioner Kauscher commented she wondered if it is going to the right party.She asked if there is a certain month it is sent out. City Clerk Kathleen Connelly stated it goes out in December and the deadline is the end of January. Commissioner Kauscher commented there seemed to be interest there but she did not know the details. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 18 OF 20 City Clerk Kathleen Connelly stated they have called a couple of times before but they look at it and say they do not want to do all that stuff. Commissioner Borey commented they need somebody dedicated that will be responsible. Chairperson Elias commented they will plan on interviews and make their final determinations on October 24. Commissioner Osborne asked how soon the council would have to have the recommendations. City Clerk Kathleen Connelly stated they will not make it for the first meeting in November.It will be on the agenda for the second meeting in November. Deputy City Clerk Jan Mason stated November 14 is the work session. City Clerk Kathleen Connelly stated they will do a discussion at the work session and a direction to staff the next night on what to do with the contracts.They will come back the first meeting in December for approval of the contracts.That is cutting it close because the mayor has cancelled the last set of meetings in December.They will just make it. Commissioner Osborne commented they really do need to make the decision on October 24. Commissioner Borey commented the further behind they get the harder it is for them.They are probably doing their reporting even though they are not getting funds. City Clerk Kathleen Connelly stated she thought some of them coming off this summer would be short on funds, but they are actually stronger monetarily at this time of year then later on because the demands for services is lower. Commissioner Osborne commented she does not know when their fiscal year starts but if their fiscal year starts in July as well, they are early in their year. Commissioner Borey commented this will be her last meeting. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 19 OF 20 City Clerk Kathleen Connelly stated the next one will be her last meeting. There was general discussion on her status and the new person appointed. 7.Adjournment. Chairperson Elias adjourned the meeting at 4:06 p.m. G/ofg-i- Chairperson Kathleen Connelly City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 13, 2016 PAGE 20 OF 20