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HomeMy WebLinkAbout2017.10.04 HHSC Minutes MINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION City Clerk Conference Room 300 E. Superstition Blvd. , Apache Junction, AZ October 4 , 2017 - 4 : 00 P.M. COMMISSIONERS PRESENT: STAFF PRESENT: GEORGIANA ELIAS KATHLEEN CONNELLY, CITY CLERK CAROL KAUSCHER JAN MASON, DEPUTY CITY CLERK MARY ERICKSON COMMISSIONERS ABSENT: OTHERS PRESENT: DANA OSBORNE JOELLE HURNS, REACH OUT FOOD BANK 1 . Call to Order/Attendance. Chairperson Elias called the meeting to order at 4 : 00 p.m. Deputy City Clerk Jan Mason called the roll and advised there was a quorum. 2 . Update on commission vacancies and appointments of commission members . Chairperson Elias requested an update on the item. City Clerk Kathleen Connelly stated last night the council finished their annual appointments and reappointments. They put Judy Borey in for one of the vacancies . She has been on this commission before for many, many years . The other person appointed was Sharleen Shields. They both cannot start until November 1, 2017 . 3. Discussion on FY 2016-17 contracts and agencies . City Clerk Kathleen Connelly gave them a copy of the comparison table from last year. She would fill in the blanks . Reach Out Food Bank requested $50, 000 last year and they were recommended for $32, 000 . The Boys and Girls Club requested $25, 000 and were recommended for $20, 000 . Community Action Human Resource Agency HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 4 , 2017 PAGE 1 OF 9 has not applied in years and she is going to eliminate them this year. Community Alliance Against Family Abuse requested $24, 000 and were allocated $20, 000 . The next two are for East Valley Adult Resources and they closed shop in Apache Junction. They made the request before they made the announcement they were leaving. The request is in there but they received zero. Junior Achievement has not applied in years so she will eliminate them as of this year. Mountain Health and Wellness, which is now Horizon, has not applied since FY 13-14 so she will take them off because if they apply it will have to be under the new name. The last one is United Way. Last year was the first year they applied and they requested $7, 735. They did not show up for their interview. They will have an update next time. Commissioner Erickson commented the East Valley Adult Resources $45, 000 request was zero but their $35, 000 request was questionable. City Clerk Kathleen Connelly stated they were both zero. She does not think she has had any contact with them since July or August of last year. They pretty much left . She stated the senior center functions are limping along with the assistance of parks and recreation. Regarding the 2016-17 contracts, some of it would be covered when they go through the 2017-18 contracts . There were some issues but most of them were from last year and she can fill them in as they go through the ones for this year. 4 . Discussion on FY 2017-18 funding applications and procedures for reviewing applications . City Clerk Kathleen Connelly gave them a summary of what was turned in this year. Apache Junction Food Bank is requesting $32, 000 for purchasing food items and for maintenance of the delivery truck. The Boys and Girls Club is requesting $30, 000 for the same type of after school academic activities. Community Alliance Against Family Abuse is requesting $25, 000 for the empowerment program. United Way of Final County is requesting $50, 000 split into three categories : Dolly Parton Library Program for $10, 000; life skill mentoring program for $30, 000 and a volunteer income tax assistance program for $10, 000 . The total for all of those is $137, 000 . There was $100, 000 put into the city clerk budget for the health and human services line item. During the budget process $28, 000 was already promised to parks and recreation to run the senior HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 4, 2017 PAGE 2 OF 9 program. That drops the monies down to $72, 000 . The $28, 000 was something this group recommended for East Valley Adult Resources in the FY 15-16. It might have been less than that in subsequent years . She will bring that to the city manager' s attention and also request that any money they plan to use for that program be removed from the clerk' s budget because it looks strange. The human services and clerk' s budget go through the process of someone filing an application and qualifying whereas this was pulled out of the normal process. They have $72, 000 to work with and have $137, 000 in requests. There is a $65, 000 gap. Chairperson Elias commented they need to review the applications for the coming year. City Clerk Kathleen Connelly stated she has given the applications to them and they can take them home to review them. She can give them a summary of the applications . United Way of Pinal County submitted a request last year for $7, 735 for a mentoring program. They have something similar to that this year with a request for $30, 000. Chairperson Elias asked if that was the life skills. City Clerk Kathleen Connelly stated that is correct . Financial stability life skill mentoring for $10, 000 . It talks about homeless and at-risk families, children and individuals . They have some numbering as if they are footnotes but there is no documentation attached as designated. They gave her a list of the footnotes but no text . They included Pinal County demographics and statistics . She would ask them to provide them if they wanted to see them. Commissioner Erickson commented it is too bad they did not have it included in the footnotes. City Clerk Kathleen Connelly stated she can give it to them next time but it is separate. It took her a while to figure what each meant . They broke down their various requests . She is not familiar with the Dolly Parton Imagination Library Program. She believes the life skill mentoring program is something that is just starting. She believes they wanted to start it last year but she does not think it got off the ground. The last part states it will enable them to hire a part time resource HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 4, 2017 PAGE 3 OF 9 coordinator. The philosophy of this group has always been not to fund fledgling programs and not to fund staff. They can change that but it has always been the approach in the past . Commissioner Erickson commented she does not know if she should recuse herself. She has been attending some of their monthly meetings on homeless outreach. City Clerk Kathleen Connelly asked if she was sitting on any board. Commissioner Erickson stated she is not . She just pops in and out of meetings . City Clerk Kathleen Connelly stated that is fine . Commissioner Erickson commented she has not heard about the Dolly Parton Library. As an occupational therapist she knows a lot about life skills . She also knows this community is pretty short on life skill training programs . City Clerk Kathleen Connelly stated they also mention Pinal-Gila Headstart and you would have to ask them for the details . Commissioner Erickson asked if, as a member of the board, they can talk to them about it or should they wait . City Clerk Kathleen Connelly stated they should wait until the commission convenes . When they meet with the commission that is their opportunity to ask them. That way everyone will hear the same information. Commissioner Erickson commented they meet once a month and she is not going out of her way. City Clerk Kathleen Connelly stated she can go to any meetings as long as she is not an active member of the board, a staff member or a volunteer. She would like to answer their questions on this but she has the same knowledge as them. Commissioner Erickson commented she recalled the United Way did not show up last year for their interview. They got the timing mixed up. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 4 , 2017 PAGE 4 OF 9 City Clerk Kathleen Connelly stated they will make sure they get everything. The letter they sent this year has the correct contact information. There is a page in the packet that was sent by the city manager, not United Way. It talks about their volunteer income tax assistance program which is one of the things they listed for $10, 000 . She believes he sent it to her as there are 5 other locations where they do it . The question would be if they are asking for money for these other areas, also. Chairperson Elias commented she thought that looked a little odd. City Clerk Kathleen Connelly stated so did the city manager. Chairperson Elias commented she is not sure how that works . City Clerk Kathleen Connelly stated she does not know as it is a volunteer program. She does not know why they would have a $10, 000 expenditure. Commissioner Erickson commented they are using volunteers . It would have to be for materials to copy. That is an awful lot of copying. Chairperson Elias commented she was thinking that is an awful lot of money. City Clerk Kathleen Connelly stated she believes if you are in that particular income bracket you do not file deductions and their accompanying schedules . The rest of that is their documentation. They did a very good job of filing the reports that were required. Where they did not have the information requested, they supplied a sheet saying they did not receive funding and so on. They covered it . She then proceeded with Community Alliance Against Family Abuse. They either filed their updated reports or she already had things on file such as their IRS determination. United Way gave some additional documentation that had not been asked for such as their 2016-17 final budget and some information on other pending funding applications that they have. Community Alliance Against Family Abuse is requesting $25, 000 for their empowerment sessions, legal advocacy and general advocacy. They have moved to E. Superstition where MediaCom used to be. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 4 , 2017 PAGE 5 OF 9 Commissioner Erickson commented they are across from social security. City Clerk Kathleen Connelly stated they do have their documentation, their 2016-17 line item budget and pending funding applications . They filed their reports on time but at the end there were some non-city addresses which were lined out and subtracted from what was submitted. They wound up with less than what they were allocated. Commissioner Kauscher asked where the addresses were. City Clerk Kathleen Connelly stated they were people who do not live in the city, such as a county island, in Gold Canyon or San Tan Valley. Under state law, the city' s ability to provide this kind of funding is covered in the constitution. It has to be for health and mental health for city residents . Chairperson Elias asked what happens to those funds . City Clerk Kathleen Connelly stated they stay in the general fund. Commissioner Erickson asked if there was a percentage determined for their request . City Clerk Kathleen Connelly stated she did that . Commissioner Erickson asked if it was a significant amount or just a little. Some people do not know if it is an island or not . City Clerk Kathleen Connelly stated we provide maps . Commissioner Erickson commented so they should know. City Clerk Kathleen Connelly stated she always tells them if they are not sure to call her. There is GIS and there are other ways to go about this . Chairperson Elias asked if they have done that in the past before. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 4, 2017 PAGE 6 OF 9 City Clerk Kathleen Connelly stated they have . And they have lost some money but this is by far the worst year. In the past they lost the money because there were changes in staff. This year they did not have any of that. One of the things they were doing was using their own address in lieu of the person' s residence address . She advised them they could not do that . The person who had been doing the processing had thought it was okay. She has it in writing from Dorian that it will not happen again. It is unfortunate they spent the money in that area and the next person coming in might be a city resident and the balance is already zero. She stated the next applicant is the food bank and they have most of the stuff in there. She did not see the most recent audit report . There is something in there called a financial position report which does not qualify as an audit report . She recalls a discussion with someone that an audit report was pending and it would be received by her. She has not gotten it . This was submitted in January by the former executive director who stated they have not received food funding for the last four quarters due to the change in employees and client reports not being turned in. She eventually got two of them, maybe only one, but she did not get all of them. This was all from the FY 2015-16 contract . She is a little concerned when a nonprofit cannot locate their records in case the IRS asks for them. They do have all the other information requested. They did include their 2017 budget and any pending funding applications . Somewhere along the line they switched to a new software program that is used by United Food Bank which has different requirements than the city. The city has to have proof of city residency of a certain type of identification. The United Food Bank program does not require that . Recent reports have only shown a checkbox for verification of the identification but no description as to what it was . They were accepting current government issue identification but they were also accepting mail with a current address and that cannot be accepted. They were accepting utility bills which are fine but phone bills are not . Rent receipts for properties in the city are fine. She was seeing noncity addresses or the identification of residency or address was 575 N. Idaho which is the county complex. There were groups where Community Alliance Against Family Abuse would use the food bank to provide food for people who were reporting to us and again using the 185 N. Apache Trail address. She could not confirm where the person actually lived. She is hoping she will be given identification information in the future. She HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 4 , 2017 PAGE 7 OF 9 commented the boys and girls club was outstanding this year other than their taking six months to get the contract to her. The main office is in Mesa and she believes they had it there and did not send it to Russell here. As soon as he got it he brought it to her. They did submit everything. Their detailed expenditure statement is just a general report . It is not itemized but she thinks it serves the purpose. They were missing the list of the local board members. They have the bigger board for the entire East Valley. She will ask Russell for the local board information. She showed them the difference in the reports . The food bank report is missing the property identification check while the boys and girls club shows what identification was used and includes the initials of the person checking the identification. That is what she needs to see . It is written into the contracts that this must happen. It is on the sample form sent to the agencies . They can adjust the form to whatever their program is but the details must be there. It is also in the cover letter that goes out with the contract . Commissioner Erickson commented they all get the same report. City Clerk Kathleen Connelly stated that is correct . Last year they had asked her to meet with each of the agencies. Russell from the boys and girls club met with her right away and we had no problems. Paula, then director of the food bank, canceled both meetings they had scheduled due to illness . Community Alliance Against Family Abuse did not meet with her but she had constant emails and phone discussions . She spent most of her time talking to Dorian, the executive director. They lacked a little bit but she expects to see improvement . 5. Selection of future meeting dates . There was general discussion on the date availability of commissioners for the month of October. The consensus was Monday, October 16 at 4 : 00 p.m. for discussing the FY 17-18 applications and Tuesday, October 17 at 4 : 00 p.m. for the interviews followed by the recommendations . City Clerk Kathleen Connelly asked if they want to interview all four agencies . Chairperson Elias commented they typically have in the past . HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 4, 2017 PAGE 8 OF 9 City Clerk Kathleen Connelly stated what they have done in the past is 15 minutes for each one; ten minutes for their presentation and five minutes for questions and answers. The interviews will take them to 5 : 00 p.m. They must be done by 6: 00 p.m. as there is a water board meeting that day. Chairperson Elias commented they should be as they will have their discussion done the prior day and should have their numbers ready. City Clerk Kathleen Connelly stated they will have the four interviews at 4 p.m. She asked if they wanted to do the recommendations that day. The consensus of the commission was yes . City Clerk Kathleen Connelly asked if they wanted the additional information from United Way for the footnotes . Chairperson Elias commented they can ask them at the interview. Commissioner Erickson commented if they have the resource name she will look it up online and save a tree or two. City Clerk Kathleen Connelly stated they will email it to them. Some of them are books and they just reference page numbers. 6. Adjournment. Chairperson Elias adjourned the meeting at 4 : 40 p.m. - � Zf Ge r j�s Kath� -leen Connelly ve2! Cha rperson C City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 4, 2017 PAGE 9 OF 9