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HomeMy WebLinkAbout2017.10.16 HHSC Minutes MINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION City Clerk Conference Room 3CC E. Superstition Blvd. , Apache Junction, AZ OCTOBER 16, 2017 - 4 : 00 P.M. COMMISSIONERS PRESENT: STAFF PRESENT: MARY ERICKSON KATHLEEN CONNELLY, CITY CLERK CAROL KAUSCHER JAN MASON, DEPUTY CITY CLERK DANA OSBORNE (arrived 4 : 08) CHAIRPERSON GEORGIANA ELIAS COMMISSIONERS ABSENT: OTHERS PRESENT: JUDY BOREY 1 . Call to Order/Attendance. Chairperson Elias called the meeting to order at 4 : 05 p.m. Deputy Ci-ty Clerk Jan Mason called the roll and there was a quorum present . 2 . Introduction and discussion on roles and responsibilities of commission members . City Clerk Kathleen Connelly handed out the city code section on the commission. It included their duties on applications and commenting on any incoming medical facilities, which has happened a few times over the years . Commissioner Erickson asked if there have been any hints of more coming into the community and how they would find out about that . She asked how that works . City Clerk Kathleen Connelly stated she has not heard of any new medical facilities coming in. People would go to development services for their building permits and to confirm zoning. They do a report and will let her know if something comes in. She has not seen anything since Banner Goldfield went in. There are individual medical offices but not big facilities . HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 1 OF 22 Commissioner Erickson asked if anyone is doing any feasibility study on how we would know what we need. City Clerk Kathleen Connelly stated she has not heard anything on medical facilities . Those are usually generated by the private sector. 3 . Approval of minutes of October 24, 2016 . Commissioner Osborne MOVED THAT WE APPROVE THE MINUTES OF OCTOBER 24 , 2016. Commissioner Kauscher SECONDED THE MOTION. VOTE: Unanimous. The motion carried. Commissioner Osborne commented as someone who does minutes for meetings, the meetings that this staff has to do are on a whole new level and she appreciated all the detail and how much work goes into it . City Clerk Kathleen Connelly stated they have tried to get away with abbreviated versions but people do not remember. 4 . Discussion on FY 2016-17 contracts and agencies and 5 . Discussion on FY 2017-18 funding applications and procedures for reviewing applications . City Clerk Kathleen Connelly stated she had a lot of feedback from the food bank. They are still trying to recover from the last former director leaving and the lady before that. None of the transitions have been good for them. All the payments for last year have been completed. Community Alliance Against Family Abuse was short because they used some out of city addresses so they were subtracted from their bottom line and that amounted to nearly $2, 000 . It was not a significant amount but if they had been more careful they could have used the money elsewhere. She has been assured they will be a lot more diligent this time around. The boys and girls club had no problems whatsoever. The food bank is devolving. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 2 OF 22 Commissioner Osborne commented it is the city code that states the money must be spent on only city residents . City Clerk Kathleen Connelly stated it is city code and it is actually state law. It is in the state constitution because it has to serve the residents of the community. If it is given to someone outside the community it is considered a gift . That is a violation of the state constitution. Commissioner Osborne asked if state law is really restrictive that every person served has to be a city resident . She understands the reason that the money is intended to benefit the people within the city. There is a huge administrative burden on you and on the organizations, but sometimes one or two may happen. She asked if there is any leeway to say it is 90% . She asked if there is a threshold outside of the 100% . She asked if it is open to interpretation. City Clerk Kathleen Connelly stated she would think the city attorney would say no. Some do get through. They say no post office boxes and no to non-city addresses but in most cases, particularly the food bank, their level of service is way up there. The funding they get from the city is way below that . They exceed the allocated funds. But she is still required to go through there and take out any of them that are non-city addresses. They have done a good job. At the end of the summer, going through their reports and doing most of their forms, there are still a few that sneak in. Commissioner Osborne commented it seems to her there ought to be a way to make it easier on all parties and reduce the administrative burden. City Clerk Kathleen Connelly stated it is very time consuming. Commissioner Osborne commented it is on both sides when talking about the services that are provided and the majority of the people that are here. She thinks it would be a great way to open up if there is any leeway in the interpretation. City Clerk Kathleen Connelly stated if they use the word leeway the city attorney would say no. There may be some other way of looking at it . She thanked her for thinking about it . HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 3 OF 22 Chairperson Elias asked if the food bank received any funds . City Clerk Kathleen Connelly stated they allocated funds in FY 15-16 for them and for half of the year she never received reports from them. They did not receive any funds for those two quarters . When that director left and the new director, Paula, came in she advised her there was still a window of opportunity to get those reports in but she was unable to find them. That is a little frightening to her that they are not keeping their documents . Commissioner Osborne commented they got none of the FY 15-16 and part of the FY 16-17 . City Clerk Kathleen Connelly stated they did not receive all of their funding for FY 15-16, which would have been at the end of July 2016. They are aware that other people looked for the reports but could not find them. Commissioner Erickson commented they get four quarters of payments but they only turned in reports for two of them and got paid for them. City Clerk Kathleen Connelly stated that is correct . In between that time is when they changed people and it went from whatever Nancy Burgess was doing to somebody else. She thinks that may have been the time when they switched to the United Food Bank way of doing things . Commissioner Erickson commented different software, different reporting systems and they do not always talk to each other at all . Commissioner Osborne asked if they are on track now. City Clerk Kathleen Connelly stated they are not . Commissioner Osborne commented that is what she thought . City Clerk Kathleen Connelly stated she gave them a bunch of handouts . The letter that is dated November 29, 2016, is that letter that goes out to all agencies, not just those that have applied, but to anyone that is on our list . They have requested we contact them the next time we have funding available. It HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 4 OF 22 includes a list of what they are required to turn in that is straight from the city code . It is their first reminder of what they need to turn in. Based on the commission' s recommendations, we do another letter which tells them what they are supposed to do. They have been awarded a contract and this is what they need to do. It also says whoever it is within their organization should be aware of the requirements . There are always a couple of organizations that when they sent back the signed contract, they also include the letter. Hopefully they kept a copy of it but there is a good chance they did not. That is the second time they are told what the requirements are . The contract itself also says what they have to do as far as city identification goes. They heard her say last time that the food bank was accepting things like a piece of mail with a return address on it, cell phone bills, cable tv bills and things like that . Those do not work. A utility is electric, gas, sewer or water. It is not a cell phone, cable or internet . Commissioner Osborne commented some people would interpret utility to mean those. She asked if they need to define utility somewhere. City Clerk Kathleen Connelly stated the city does not but state law does . The form of identification they were accepting for the city she believes is what they were allowed to accept for United Food Bank. That is where there is a divergence of interest . The longer form is what we send out to them along with the approved contract . It tells them the information the city needs . They can convert it into whatever software program they do. They can also add to it but it is the minimum of what the city needs . This year where things fell apart was in the last three columns; type of service, identification and information verification. She never knew what it was they might have used. The new director was in her office the Monday after the last meeting. She wanted to follow up on everything she had heard. It was a good meeting. Commissioner Osborne asked if the last column in the comparison chart is the request . City Clerk Kathleen Connelly stated that is correct . They have $137, 000 in requests but they only have $72, 000 to work with because $28, 000 of the $100, 000 has already been given to the senior program at the multi-gen center. She noticed when HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 5 OF 22 looking at the application for the food bank that they turned in their financial statement with a notation to please refer to accountant' s compilation in the report. She did not know what that was so she asked them if they could get it to her. They did drop off a copy and she passed it around. Commissioner Erickson commented this is not an audit . City Clerk Kathleen Connelly stated it is an accountant compilation report . She does not know if that is an accounting term. It does not say audit. Commissioner Osborne commented the first paragraph states they did not audit or review the financial statement . The contract of the city is not listed as a contract under revenues, gains and other support on the last page. There are grants and in- kind contributions and other income but nothing listing the city contract . She does not know how they are classifying that income at all . City Clerk Kathleen Connelly stated they just called it a grant . She had that conversation with them last week. Commissioner Osborne commented $56, 000 was budgeted, year-to- date, $6, 030 . She asked how much the city paid them for the twelve months ending December 31 . City Clerk Kathleen Connelly stated they might not have received money from us . The contracts were late last year. She might not have had time to get the contract out to that program. Commissioner Erickson commented their 2017 budget shows grants at $15, 000. City Clerk Kathleen Connelly stated she would think it would show on a projected budget . Commissioner Osborne commented she finds it disturbing that they have the request as a grant. They can say that but we know that it is not . City Clerk Kathleen Connelly stated she spoke to the city attorney about this and he stated it is a commission decision if they want to accept this in lieu of a regular audit . HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 6 OF 22 Commissioner Erickson commented she would not . It says it has not been audited. City Clerk Kathleen Connelly stated he also suggested that if they do give them the benefit of the doubt they might want to put a very specific provision in the contract that says it will be forthcoming. Commissioner Erickson commented it would be within a certain time period. City Clerk Kathleen Connelly stated it would have to be provided by this time or the funds would be forfeited. Commissioner Kauscher commented it appears from the email she was reading that they did not want to do an audit . City Clerk Kathleen Connelly stated they were saying it was too costly. It is between $7, 000 and $10, 000 . She has heard that from other organizations but she is not sure if they are repeating it . Commissioner Erickson commented it is expensive. It would have to come out of the $32, 000 they are asking for. Actually, they would have to have the funds before they could receive this . She asked if they even have the funds to do the audit . City Clerk Kathleen Connelly stated she did not know. That is a good question for them tomorrow. Commissioner Osborne commented there is no question that the community has food needs. She wanted to classify her remarks in saying it has nothing to do with the need because there is a need. Everything she has heard is they do a good job of putting food in peoples' hands . However, this is two years in a row they have been contractually noncompliant, for the two years she has been a commissioner. There are lots of excuses but they are noncompliant . If this were any normal business she does not think the city would want to continue to do business with noncompliant contracts . At some point it feels sad to say you are not going to do something for a food bank but she thinks they need to think about their being good stewards of public funds . Part of being good stewards of public funds is to make sure they go to places where things are well-managed. They are HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 7 OF 22 never going to have enough money to meet all the needs . That is her concern about the food bank. Chairperson Elias agreed. They talked about this the last time and this whole bit about their finances . She understands they have a lot of volunteers, however, they do have to have a sense of what they are doing with their funds . She is thinking that she hopes they never get audited because it will be a nightmare for them. She does have concerns about giving them money. There is a finite amount of dollars they have to give to them. She struggles with that because she feels like a lot of their role is to assist these organizations . This is really vital to the community but it is really concerning to her that they are continuing to have these challenges around their funding and where the money is going. Commissioner Kauscher commented they had more turnover. It is difficult to maintain that when you have changes . But it is critical . They have rules because they are necessary. Commissioner Erickson commented they have the information. Kathy has been very diligent in sending them the information and all that is required. It is pretty clear to her what the requirements are. They are struggling with that . Commissioner Osborne asked when does it get fixed. When they say there is leadership in year one and then year two. If the last six months had been perfect you might say okay. It would be different . There has been a change of a leader and they should get six months. The last half was a mess, they come in and assess what the problems are and get things under control to meet the business requirements . Just because it is a nonprofit serving the community does not mean they do not have to fulfill certain business requirements. She would love to find leeway to say there is a way to get out of a certain requirement . City Clerk Kathleen Connelly stated the residency is one thing. Commissioner Osborne commented it is more than half. City Clerk Kathleen Connelly stated the city gives them money. When she met with JoElle last week she had to explain to her the United Food Bank has a lot of donations and a bunch of private sources. The city' s money is public money so it has to be HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 8 OF 22 managed differently. By coincidence, our auditors were here last week going through the city' s books for confirmation on things. It is what we have to go through because of public dollars . For many, many years they were fine. The lady who had been doing their audits passed away. She thinks that is when things started to slide and go backwards. Then they had a series of management changes and some significant board changes . The lady she worked with during the summer who was a board member has since resigned. There is some turmoil on the board. Joan Clair had stepped down from the board but now she is back involved. Ms. Judy Borey asked if there is anybody in the city or an auditor that would mentor them. City Clerk Kathleen Connelly stated the city cannot do that. She can go over it with them. Ms . Judy Borey suggested they could maybe find someone that could. City Clerk Kathleen Connelly stated not in the city organization. Ms. Judy Borey stated not in the city organization. A private individual . City Clerk Kathleen Connelly stated she would think that this company here, she is not sure if it is Jodi Ehrlich' s company or who this is, but she would think they could sit down with this group and get some of this done. Or maybe someone at the college. Ms . Judy Borey suggested the Small Business Administration. Commissioner Erickson commented other states do have small business mentorship programs . Universities provide that service to them. Commissioner Osborne commented Arizona does . Commissioner Erickson commented that could be some stipulation for them. They would definitely have to prove their intent to change their ways. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 9 OF 22 City Clerk Kathleen Connelly stated that was the suggestion of the city attorney that if they are inclined to fund them in any way, shape or form, that you credit back performance measures in the contract . Things have to be done by this time, by this time and so on. Commissioner Osborne commented she knows they are not making decisions today and they have an opportunity to talk to this organization tomorrow and they can put all kinds of performance guarantees in a contract. They are already not living up to a contract . If there is a decision not to do something they have to live with the bad press and how that will feel . Today she is not feeling very happy. City Clerk Kathleen Connelly stated the city council can always change their recommendations. They have never done that but they can do so. This morning she got an invitation for a meeting in the city manager' s office to meet with the food bank people on October 26. it was originally supposed to be this morning and she told them could not as their application is pending before the commission. It would be inappropriate so it was rescheduled. She mentioned it to the city attorney and he told her she could not that . When she asked why not, he stated it is a conflict of interest. She is the administrator of the contract . Unless she is meeting with all of the entities she should not be meeting with one. She had to call the manager' s office and sort that out . Commissioner Osborne commented she will be asking them tomorrow what their impact would be if they do not get $32, 000 this year. She wants to understand that . City Clerk Kathleen Connelly stated she has been told the city is their single biggest funding source as far as money goes . They get donations and they have a golf tournament . They get money that way. Commissioner Erickson commented they received $71, 899 from individuals. Commissioner Osborne commented she would think if the city is that big a part of their revenue stream then they would get the basic reporting done. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 10 OF 22 City Clerk Kathleen Connelly stated she could not disagree with her. That is why the new director was given 90 days to get this to her. When she met with her last week she did not have any of the information they had been given. She had not seen it and there was nothing in their file. While she was here she asked for copies. Commissioner Osborne commented this was the person we met with last year. City Clerk Kathleen Connelly stated she is gone. Commissioner Osborne commented this is yet another person. City Clerk Kathleen Connelly stated the person that was there last year, Paula, she had set up two meetings with her to go over all of this . She canceled both meetings. It was not too long after that she heard she was no longer with the food bank. Chairperson Elias commented they clearly do not have a process in place to manage this . One could expect a little bumpiness if you have something set in place but they should not be reinventing the wheel every time they have a leader replaced. Ms . Judy Borey stated there has to be a transition. City Clerk Kathleen Connelly stated that is a good word. When she showed it to her she said she had not seen this stuff. She commented there was no grant application. She told her that it is not a grant nor is it an application. The request is submitted on a cover letter. She showed her the previous cover letter and she advised she had not seen it before. Commissioner Erickson commented she is not sure what kind of filing system they have . Commissioner Osborne commented if they do not put their foot down somewhere, it will just continue. Commissioner Kauscher commented it has to be hard sometimes . Ms . Judy Borey stated before it was a small business but now it is not . It is a big business and you have to treat it as one. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 11 OF 22 Commissioner Kauscher commented that is a lot of money they are asking for considering how little we have. City Clerk Kathleen Connelly stated they have significantly less this year. Commissioner Erickson commented this will be for discussion tomorrow. City Clerk Kathleen Connelly stated she does not know who will show up tomorrow. They are aware each has ten minutes and then the commission has five minutes for questions. Commissioner Erickson asked how long the new person has been there. Deputy City Clerk Jan Mason stated she believed it said in the paper she was hired in June. City Clerk Kathleen Connelly stated she might have been hired in June but she did not know about her until August . When she met with her she had a sense of what should and should not be there. Commissioner Osborne asked if we have her name. City Clerk Kathleen Connelly stated her name is JoElle Hurns . She did come to the commission meeting last week and she is very much interested in any discussion on the food bank and what we want them to do. She is responsible. Chairperson Elias commented that is the first time she has ever seen anyone come. City Clerk Kathleen Connelly stated it is an open meeting. It is a public meeting and anyone is welcome to be there. They cannot really talk because it is an open meeting but they can be there. One of the other questions they might want to ask them is what is the status of their board. She is not sure of the continuity there as well . The boys and girls club is constant . Community Alliance Against Family Abuse is constant . There may be some local business or local retired accountant that would be willing to step up and help them. She thinks some of the programs are available at the library. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 12 OF 22 Commissioner Osborne commented she thought Kathy had talked to them about the other applicants' performance. City Clerk Kathleen Connelly stated the boys and girls club brought the stuff in and met with her. The only delay there was the main office was slow in returning the contract . It was better than the year before. As soon as she told Russell he got it to her within two days . There have been no issues with the reporting. Commissioner Osborne commented there is a no under the detailed expenditure statement . It states a general report only. She asked if she had any concerns on that . City Clerk Kathleen Connelly stated she does not . She showed them a copy of what was turned in to her and it has the kids listed front and back that go there. They give her an additional accounting of the programs that are covered, a breakdown of the costs, they list the form of identification and the person who accepted it . Commissioner Erickson commented they do give a breakdown as to how much is for the power hour and other programs. City Clerk Kathleen Connelly stated they do. Commissioner Erickson commented there are three programs that they do. City Clerk Kathleen Connelly stated that is correct . They can ask them about that . Commissioner Osborne asked if she had any areas of improvement she would like to see from them. City Clerk Kathleen Connelly stated Russell is very, very quick to respond. Commissioner Osborne commented she has already talked about Community Alliance Against Family Abuse having to correct the area on the addresses . City Clerk Kathleen Connelly stated she spoke with Dorian today and told her to be prepared to address using their address for HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 13 OF 22 clients . It is not a city residence address and not a valid substitute for a residential address. Commissioner Osborne asked if they could use the shelter address if they were in the shelter. City Clerk Kathleen Connelly stated they cannot . They give it to her but it is protected information. If anyone were to request that information they would get a redacted page . Commissioner Osborne asked if they had someone living in the shelter would they be counted as an Apache Junction resident. City Clerk Kathleen Connelly stated not unless the person came from Apache Junction. Commissioner Osborne commented they need to know their prior residence if they are living in the shelter. City Clerk Kathleen Connelly stated when it is too close to home they have agreements with other shelters where they will take someone from Apache Junction and send them to Casa Grande or Florence and then the reverse is true. Commissioner Erickson commented that is why she saw on there that they were seeking some support from Chandler. She is wondering if there are a number of Apache Junction residents that actually go to Chandler, making it an exchange program. Commissioner Osborne stated they pick up a lot of the East Valley and a lot of Pinal County. City Clerk Kathleen Connelly stated they do. She sees their reports and some of it is in shelter services . It is a lot of legal advocacy where they will go to court with the individual . Some is the mentoring which deals with self-esteem issues . It is a pretty well-rounded program. Commissioner Erickson commented she looked at how many units and how much per person the different things were they received and it came out to $19, 390 total. The request is for $25, 000. City Clerk Kathleen Connelly stated people are learning about it a lot more and they try to be fair. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 14 OF 22 Commissioner Erickson commented of all the reports this is by far the most complete. City Clerk Kathleen Connelly stated they have moved. They used to be at 185 N. Apache Trail . Now they are on Superstition. They outgrew their facility and needed a place with more parking. Commissioner Osborne commented they are able to do some more onsite work with people now. They have some space to have meetings . Commissioner Kauscher asked about the United Way funds . City Clerk Kathleen Connelly stated they are covering three different programs . Commissioner Erickson commented the $30, 000 for financial stability might help. She asked if they are putting a value on the contact. The letter itself was requesting the funds to pay for mapping and that they certainly cannot do. They need to be able to explain to her that so much is for sessions and the value of each session. She asked how they are coming up with $30, 000 . City Clerk Kathleen Connelly stated one thing she is curious about is how the $30, 000 translates into direct services . Commissioner Erickson commented another question is the Dolly Parton Books are $30 per kid. She looked at the cost calculator but it confused her. Commissioner Osborne asked if she thought $30 per kid was low or high. Commissioner Erickson commented she does not know how many books per kid per month per year. Commissioner Osborne commented it says one book per kid per month per year. Commissioner Erickson commented then it adds up. She was involved in another read program and any kind of early reading HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 15 OF 22 program is worth its weight in gold. She will have to ask questions on the financial stability life skills . City Clerk Kathleen Connelly stated she is not sure about the financial stability life skills mentoring program. It had started out working with Heather Patel in development services with something else. When she mentioned it to her she stated that is not what she expected it to be. Commissioner Erickson commented they mentioned working with some of the other agencies as well . There are not a lot of life skills programs that have some of the job acquisition skills . She is specifically talking about financial stability. Ms. Judy Borey commented they are talking about homeless, too. Commissioner Erickson commented she thought it would be working with Genesis. City Clerk Kathleen Connelly stated they are looking to hire a part-time resource person and all the things that go along with that need. Chairperson Elias commented it appears to her they would be paying someone' s salary. She is not sure that can be done. Commissioner Osborne commented it would be a good thing to ask about tomorrow. Chairperson Elias commented she has been struggling with the voluntary income tax assistance program, too. She wondered if they are paying to train people but they are saying it is volunteers . The training is to help participants understand. There is a training program they want to have available for leaders in the community. Commissioner Erickson commented they did the simulations this year. She is wondering if they were going to expand that training. It was good training by giving more awareness of what poverty is all about to leaders in the community. She is not sure if they are doing what they already did or if they want to expand it . HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 16 OF 22 City Clerk Kathleen Connelly stated the handout she gave them was what the city manager passed on to her. It is uncertain if they are asking for funding from these other places where they provide the program. Commissioner Erickson commented getting back to the volunteer income tax program, there is a statement saying they have made considerable efforts to coordinate volunteers for a local site. She is wondering if that happened, if they have clients and how many. Commissioner Osborne commented she is looking for the specific language where it says what contract funds can used for. They need to be able to cite where it shows they cannot use the funds for staffing. She does not see the language. City Clerk Kathleen Connelly stated she believes it is in the policies. It may be in the cover letter. Commissioner Osborne commented last year when they talked there was a preference that we gave to organizations that were providing direct service versus United Way that was not a direct service. She does not remember the specific language saying it is prohibited. She does not remember they cannot pay for a position anywhere. She wants to make sure what the requirements are for the money to be used for. City Clerk Kathleen Connelly stated she knows she has seen it . Commissioner Osborne commented she feels like they need to have that . City Clerk Kathleen Connelly stated she will look it up. Commissioner Osborne commented she is seeing things about reporting and things like that but not the details about what the money can and cannot be used for. She was looking at the city code, paragraph C. 1 on the first page. It is loose as it says the written contract shall be based on the services to be provided or the work to be performed on behalf of the city and its residents in compliance with Arizona Revised Statutes regarding the use of public funds. The latter might help them. Given the nature of the United Way request, they need to understand that . HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 17 OF 22 City Clerk Kathleen Connelly stated the only thing that jumps out at her regarding the United Way is it appears the Dolly Parton Library program serves two counties as it mentions Pinal- Gila. It has to be city residents. One of the problems that has surfaced in the past was that the Junior Chamber of Commerce provided proposals . They were talking city with school district boundaries and not what was within the city. They like the mentoring program but they would have to tell you how they would connect to that to provide services on behalf of city residents . Commissioner Osborne commented the library program seems pretty easy as it states they are mailing the books monthly to the homes of enrolled children. City Clerk Kathleen Connelly stated they would have to be enrolled inside the city limits, not enrolled and attending the school district. Those are two different things . Commissioner Osborne stated it is mailed to the homes so they should be able to look at the addresses of the homes of the kids. City Clerk Kathleen Connelly stated you would think so but the problem the commission ran into years ago was that the school district would not share the addresses . Commissioner Osborne commented that would be a problem. They would want the connection that they are mailing a book to a certain location which means that the kids are living at that place. She asked if it is a free program to participate and is it okay to fund a part-time resource. They have to serve people that are city residents . She did not remember they could not pay for staff. Ms. Judy Borey stated she remembered seeing that . City Clerk Kathleen Connelly stated she will have to look that up. She is thinking it might be in the agreement . Ms . Judy Borey stated she remembered trying to do something in the past and she was told no. It had to be direct services for the kids in the city, not the county areas . HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 18 OF 22 City Clerk Kathleen Connelly stated they will have their four interviews tomorrow. They will start at 4 p.m. She has to be out of here at 5: 45 p.m. as she has a water board meeting at 6: 00 p.m. Commissioner Osborne commented it sounds like they will not have time to make a decision tomorrow, which is what we did last year. City Clerk Kathleen Connelly stated it is on your agenda to do that if you have time. Commissioner Osborne commented she would question whether or not they would. She does not know what the other commissioners think. Commissioner Erickson commented they may be hard-pressed to be able to do that . It depends upon what they are told by people. If the questions are satisfied to be able to make that decision, they could with a lot of discussion. City Clerk Kathleen Connelly stated they might receive brand new information on the requests . Commissioner Osborne commented she could not find the agenda for tomorrow' s meeting. City Clerk Kathleen Connelly stated it says consideration and action on recommendations for human services funding for FY 17- 18 . The next item is discussion on schedule for presenting recommendations to the city council . Deputy City Clerk Jan Mason stated in the past some of them have come in with preconceived ideas on what they want to give and have been done getting their recommendations in 20 minutes . It just depends . City Clerk Kathleen Connelly stated there might be some brand new information which will have to be weighed and balanced. Commissioner Osborne commented she does not have a decision in mind. She has a high, skepticism level for those that have not been in compliance. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 19 OF 22 Chairperson Elias commented out of the four, there are two of them that she would have to think about. The other two are pretty straightforward. She has some questions for United Way. Commissioner Erickson asked what everyone else' s schedule looks like if they have to have another meeting. Commissioner Kauscher commented she is flexible. City Clerk Kathleen Connelly stated Jan is on vacation next week. Deputy City Clerk Jan Mason stated she would not be back until October 31 . City Clerk Kathleen Connelly stated there is a retirement board meeting on November 1 . Commissioner Osborne commented her work schedule is pretty complex. Getting a meeting with just a couple of days notice is rough for her. Commissioner Erickson commented she would be out of the area from November 2 to November 5 and leaving again on November 8 . Commissioner Osborne commented it seems they need to arrive at a decision tomorrow and be adjourned by 5 : 45 p.m. City Clerk Kathleen Connelly stated Georgie' s term ends on October 31 . There was general discussion over what commissioners would be available for the rest of the week. City Clerk Kathleen Connelly stated under the open meeting law they would have to provide notice. The earliest they could have a meeting is Thursday. Ms . Judy Sorey stated the city is closed on Fridays . Chairperson Elias commented they have to ask their questions, get the answers and make a decision. Two of them are fairly straightforward in her mind. She needs to get some questions answered from the food bank on what is their opportunity for HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 20 OF 22 success to meet the requirements on reporting and find out what the United Way is asking for. City Clerk Kathleen Connelly stated they need to find out if they have a preference for any of the three programs they are asking for. She does not have enough information from what they have turned in to have a good idea . Chairperson Elias commented they will all be back tomorrow with the interviews . City Clerk Kathleen Connelly stated the first interview is at 4 p.m. with the food bank. They have all been told they have ten minutes to present . Hopefully they will shorten it to ten minutes . Commissioner Kauscher commented they do not need a bunch of presentations going overtime. City Clerk Kathleen Connelly stated she does not know who will be here from their staff. She knows JoElle will be here but she does now know who is coming with her. Chairperson Elias asked if there are any large concerns between the boys and girls club and Community Alliance Against Family Abuse. City Clerk Kathleen Connelly stated on Community Alliance Against Family Abuse they need to explain how they are no longer going to use their office address as a substitute. She added there is a gentleman next door who is working on a GIS system that, once it is up and running, anyone should be able to go on the city website and put in an address and see if it is in the city instead of one of the peculiar county islands . 6. Selection of future meeting dates. Commissioner Osborne asked if they really need to talk about future meeting dates. City Clerk Kathleen Connelly stated they have one tomorrow and then they can determine from there. 7 . Adjournment. HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 21 OF 22 Chairperson Elias adjourned the meeting at 5 : 10 p.m. s Kathleen Conner Chairperson( e-2", City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING OCTOBER 16, 2017 PAGE 22 OF 22