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HomeMy WebLinkAbout2018.04.04 HHSC Minutes MINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION City Clerk Conference Room 300 E. Superstition Blvd. , Apache Junction, AZ April 4, 2018 - 4 : 30 P.M. COMMISSIONERS PRESENT: STAFF PRESENT: JUDY BOREY KATHLEEN CONNELLY, CITY CLERK MARY ERICKSON JAN MASON, DEPUTY CITY CLERK DANA OSBORNE SHAR SHIELDS COMMISSIONERS ABSENT: OTHERS PRESENT: CAROL KAUSCHER 1 . Call to Order/Attendance. Acting Chairperson Osborne called the meeting to order at 4 : 30 p.m. Deputy City Clerk Jan Mason called the roll and advised there was a quorum. 2 . Discussion on status of FY 2017-18 contracts and agencies . City Clerk Kathleen Connelly stated the Boys and Girls Club, Community Alliance Against Family Abuse, Food Bank and United Way were approved last year with contracts that amounted to $72, 000 and that will be the same amount for this year so far. The budget has not been approved yet but it appears to be $72, 000 . She had no problems with the Boys and Girls Club. The reports were on time and complete. Because of some addressing problems the last time with Community Alliance Against Family Abuse, she met with their director Dorian Townsend in January and two days later she was gone. She does not know if she spoke with staff. She did not get written notification until sometime after that which is a requirement of the contract. When she did meet with Dorian she came by herself. She did not bring the support staff that is required by contract . She is supposed to bring the people who are responsible for doing the reports. The only thing she wanted to talk about was changing what addresses HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 4, 2018 PAGE 1 OF 12 in the system that we used for determining city residency. They did not go beyond that. She did get an email subsequent to her leaving from one of the support staff wanting to know if they could do it retroactively if someone came in today with proof of residency but they provided them services back in November. The city attorney said absolutely not. They are qualified if they prove residency at the time of service. If it is dated April 4 , it cannot be done retroactively back to November 1 . It is not a doable situation. She hopes they understood that. The person who is working on an interim basis is Carol Minifee. She did not have any problems with both of her reports . She feels hopeful they will be okay. The food bank had issues the last time around and they took it to heart. She had multiple phone calls and emails from them from the get go. She has had several meetings with JoElle and board members. She did get an audit but she did not receive it until February 21. The condition of the contract was they would get no money until the audit. They have gotten nothing. They did clean up their reports . There were few noncity addresses in them. A board member named Georgia who handles their finances came in last week or the week before and went over the copy she herself uses to mark out of city and she took out all of those addresses so she could go and remove them from their reports as noncity. They did put it in our format and they did get the form of identification. They worked it out with United Food Bank because they were required to use their software. Department of Economic Security also wanted them to use their software. They were not sure if the programs would talk to each other. She has given them a little information on United Way. She can give them some on the other agencies if they also want it . When she got the reports from United Way in late January she went through them and identified problems with them. She sent an email to Mannie Bowler on January 23 pointing out the process and asking if they were going to continue with the contract, if they were going to use the balance of the money and, if not, if there was the provision where it becomes more difficult. She got no response. She did get a delivery receipt but no read receipt . About a month later on February 26 she sent it out again stating she had not gotten a response to her first email . This time she emailed it and had Jan fax it. There had been comments made previously that the right email address had not been used. She had confirmed the email address . It is the same one they use for the United Way fundraising campaign. She again got the delivery receipt but no read receipt . She asked the city IT department if there were HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 4, 2018 PAGE 2 OF 12 any problems but they could find none. She found out that Mannie took everything she had sent to her and gave it to Myra. Myra came in on February 20 to set up a meeting for March. She met with her that day because it had now been assigned to her. Mannie did not understand the process . Mannie is the one who took in the addressing information for the first two quarterly reports . Myra will be doing it from now on. She again had to explain it is a contract for services and not a grant . It is a professional services agreement. She advised Myra of the problems she had with the emails and Myra told her everything will be correct from now on. She met with Myra on March 8 . She is waiting to see what she is getting out of this . Acting Chairperson Osborne commented in the meantime she did get a letter from her. In some way, shape or form she got something. City Clerk Kathleen Connelly stated when she met with Myra she asked her if she had an answer to her questions and she said Mannie never mentioned that. She asked her to get her some answers for her. What they see in there is they anticipate spending funds but not all of the money. Commissioner Erickson asked if they spent anything. City Clerk Kathleen Connelly stated when they submitted their reports they said it was $500 or $477-something. When she went over their reports she had to subtract the noncity addresses, there were two business addresses and they had an addition error as well . She did have to tell them they cannot accept business addresses. She confirmed it was a commercial address and not a residential address. Acting Chairperson Osborne commented it appears their big thing is that they did not get the award until late and they did not have a chance to expend the money. City Clerk Kathleen Connelly stated that is correct . That is all she wanted to know from her. She also wanted to know if the program was progressing and if she is going to continue due to the combination of getting it late and the errors . They had talked before about a percentage basis . In this case there are so few she cannot come up with any kind of percentage that would apply. She is anxious to see what Myra is going to turn in to HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 4, 2018 PAGE 3 OF 12 her. The next quarterly report is due. That is where we are at with all of those if they have any questions . Commissioner Borey commented she knows that on the United Way they said they worked with 201 children. She wondered if they were qualified, enrolled and continuing the program. City Clerk Kathleen Connelly stated she has skimpy information on those children and she does not know. Commissioner Borey commented there was some mention about some of them being in poverty. They do not give them any percentages except the 201 . City Clerk Kathleen Connelly stated it does not say confirmed city residents anywhere. Commissioner Borey commented there is no zip code with them, either. City Clerk Kathleen Connelly stated she can look at the address and know right away if they are a resident . Acting Chairperson Osborne commented the report claims it represents through December 31 . City Clerk Kathleen Connelly stated these are the applications. Acting Chairperson Osborne commented she does have reports through December 31 . The March 31 reports are due next week. City Clerk Kathleen Connelly stated she is anxious to see them all . The Boys and Girls Club was no problem. She did not meet with Russell because there were no problems . She met with the food bank, talking to them and emailing them multiple times . She only met with Mannie of United Way. She only met with the executive director of Community Alliance Against Family Abuse who was gone a little bit more than 48 hours later. Commissioner Erickson commented she was gone unexpectedly. City Clerk Kathleen Connelly stated it caught her by surprise. She was at a council meeting that night and it was like now what . It is interesting because she had talked to her about HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 4 , 2018 PAGE 4 OF 12 what else she could use to confirm addresses. She had told her if the person has something from the post office saying this is one of their new addresses, they could give her a copy of that card. She also mentioned some other finds . She does not know if that information ever got through to others. Acting Chairperson Osborne commented it would be surprising as it is her understanding they let her go the very same day they decided. She asked the others if they had any questions on the status of the current contracts. They will learn more about the third quarter contracts next week. 3. Discussion on FY 2018-19 funding applications and procedures for reviewing applications . City Clerk Kathleen Connelly stated they have their four for next year and all the forms except for the chart . It is around $110, 000 total funding requests . The food bank did submit their audit report and she is satisfied with it . They asked if they have to do one every year. Her response was no because not every organization has to do one every year. They should not go 10 years without doing an audit, but a bigger organization such as the Boys and Girls Club, they are national, they do not even do one every year. They do it on two-year increments . Commissioner Borey commented maybe that has changed because they did ask for it every year. City Clerk Kathleen Connelly stated she is only getting the ones that are covering the two-year increments of the same year. That is okay if that is their most recent one. She does not want one from 17 years ago. That issue has been resolved. The food bank is doing so much better. They are headed in the right direction. If they have any uncertainty whatsoever, she gets a phone call or an email . They are doing very, very well . Acting Chairperson Osborne stated the Boys and Girls Club is requesting $30, 000, Community Alliance Against Family Abuse has requested $20, 000, United Way requested $10, 000 and the food bank $50, 000 for a total of $110, 000 . We are anticipating that the budget amount will be $72, 000. City Clerk Kathleen Connelly stated that is what they talked about the last time. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 4, 2018 PAGE 5 OF 12 Commissioner Borey commented that is because a certain amount is going to another program. City Clerk Kathleen Connelly stated that is $28, 000 out of $100, 000 . The council did talk about restoring this pool of money up to the $100, 000. She could not tell them if they got a yes or no from the city manager. Acting Chairperson Osborne asked what the anticipated time frame is for when the budget will be completed. City Clerk Kathleen Connelly stated staff level has completed it . It is supposed to go to the manager' s office this week. Deputy City Clerk Jan Mason stated it was supposed to go to him March 29. City Clerk Kathleen Connelly stated that was last week. She is assuming it did. The manager' s office will go through it and pull out some stuff and make some adjustments. Just last week we got updated revenue estimates from the League of Arizona Cities and Towns that we usually start getting in January. They kept them until last Thursday. She does not know if what they had preliminarily in the budget was equal to, more than or less than the revenue estimates . They may have to go back and recalculate something because of that . After the manager' s office does their review they have one on one meetings with council members . That gives the council members the opportunity to ask what everything is. They may make some changes because of that . She thinks they allow about a 10-day window. It then goes on a council agenda for confirmation of the dates for tentative and final budget adoption. They would like to do final adoption by the end of June. 4 . Update on city council direction on the human services process. Acting Chairperson Osborne commented the intent is for the commission to pre-evaluate and then be ready to make our recommendations pretty quickly. City Clerk Kathleen Connelly stated she would give them the actual direction the city council made. It is on page 2 of what she just gave them. It is a direction to staff motion where the HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 4, 2018 PAGE 6 OF 12 council states what they would like them to do and they are to go forth and do it . Acting Chairperson Osborne commented it states it shall be submitted to the council by May 31 of each year. They are to look at the nine months . Basically, once they get the reports from next week we will have our nine month data to use. City Clerk Kathleen Connelly stated that is correct . The question is if they intend us to apply this to this funding cycle or the next funding cycle because the agencies do not know about this . The only person who was there at this particular meeting was Myra and that is only because she told her about it that day. She had sent emails to all the other agencies and she was the only one that did show up. The city attorney believes they meant to apply it to the next funding cycle. But they have the motion. Acting Chairperson Osborne asked what they mean by funding cycle. City Clerk Kathleen Connelly stated this. Acting Chairperson Osborne commented it would go into effect this fiscal year 2018-2019. City Clerk Kathleen Connelly stated that is correct . Commissioner Erickson commented even if they had their nine months that is still a good start. City Clerk Kathleen Connelly stated if they are able to do it that is great . She is not sure if they have enough information from the current cycle to make a nine-month-based decision. Acting Chairperson Osborne commented the challenge is they do not know what the actual budget amount will be. It is all well and good by May 31 to say they believe these are the agencies we would want to make awards to and they may have to do allocations by percentage. City Clerk Kathleen Connelly stated they can do if at $72, 000 this is your recommendation and if at $100, 000 this is your recommendation. They can do multiple recommendations . She is HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 4, 2018 PAGE 7 OF 12 working with the city attorney on revisions to the contract template. One is the provision that says if the agency does not comply it can come back to the commission for reallocation. That will probably go away because it is too late. There really is not time and it would have to involve going back and doing amended contracts . There really is not enough time. There were some other things where it said if they failed to comply, the contract would be terminated. She asked the city attorney what she should do and he stated the contract is terminated immediately. It states if the reports are incorrect or insufficient to return them. She again asked what she should do. He again stated to terminate the contract . Acting Chairperson Osborne commented without legal review of the contract they do not know if that is the way it will end. City Clerk Kathleen Connelly stated when she made her comments on what should be changed she used the Community Alliance Against Family Abuse agreement. When it was worked on in the city attorney' s office they used the United Way agreement . They are similar but different . Now she has to hold them up to a light to see what has to be changed. It is taking a while. She still has the question of was it the intent for the nine months for now or for next year. Acting Chairperson Osborne asked how they get that clarification. City Clerk Kathleen Connelly stated the city attorney believes that it is impractical to do it for this cycle so it is his belief it is for the next cycle. She explained if they do not get the nine months until April 10, they have a very, very short window. It is not impossible but it is a short window. Commissioner Erickson commented they would meet after April 10 . City Clerk Kathleen Connelly stated we could meet now and do the same thing and then reconvene and look at those third quarter reports and see where people are at . Then they would take it from there . It is doable but it is just a real rush. Commissioner Erickson commented better that than that long, drawn out process . HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 4 , 2018 PAGE 8 OF 12 City Clerk Kathleen Connelly stated the contract said they had to wait until the fourth quarter report which was around July 10. The problem was some of them did not file it and she had to wait . Acting Chairperson Osborne commented she did a lot of things to get things together so they could make a decision. City Clerk Kathleen Connelly stated the city attorney said to stop it . If they do not comply they are done. Acting Chairperson Osborne commented it was interesting as the council talked quite a bit about it . It was interesting on how they tie it into the contract and how they would do things . Her opinion is like a carrot and a stick. There has been a lot of stick, stick, stick and beat, beat, beat people up. But there are still some challenges and she wondered what the root cause is . City Clerk Kathleen Connelly stated she did not know. Her own personal opinion is she thinks some of the agencies with the repeat funding have just taken it for granted. If they do not meet the requirements they still get the money. She used the food bank as an example. Commissioner Borey commented she has been on both ends. She has been on the one end where she had to comply and sometimes it is just the not knowing. The meetings with her were great because that is what educates them to know exactly what to expect. City Clerk Kathleen Connelly stated it is like the Boys and Girls Club. Not Russell but the prior person. Commissioner Borey commented he did not understand the system. City Clerk Kathleen Connelly stated he was a problem. But the big problem was when the main office would send him the contract . Commissioner Borey commented and then it just sat on someone' s desk. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 4, 2018 PAGE 9 OF 12 City Clerk Kathleen Connelly stated that is correct . There was the change and she let Russell know and two days later he walked in with it. Acting Chairperson Osborne asked if anyone had questions on the council direction or its intent . It is a little mushy and gray. She asked if the city attorney believes the intent is to award effective July 1 . She asked if anyone has a challenge with that as it seems to her this commission would be the one to push for more clarification. If the city attorney says he believes this is good, then short of going back to the council and asking them to specify and be exact they would follow that. City Clerk Kathleen Connelly stated his intention is to put language in the next round of contracts that says this is the time frame. They have a nine-month window in which to prove themselves. Acting Chairperson Osborne commented they are assuming the last quarter will be okay. That is their responsibility but they will not hold their potential funding for the next potential funding request . 5. Selection of future meeting dates. Acting Chairperson Osborne commented the next meeting would give them the opportunity to interview anyone they wanted to see. They can talk more about any of the contents in the applications . And make recommendations on what they want to award up to $72, 000 or up to $100, 000. They can award based on this amount or they would recommend a split or they can do a percentage so they would not have to decide based on whatever the recommendation for the amount that is given by the council . The council would like to have something from them by May 31. They need to be talking about those interviews . Physically they just ask those agencies to come in all at once for 15 minutes. She is assuming they all want to do the same thing as last time. City Clerk Kathleen Connelly stated it helped last year. She thinks it gives them a better sense of what could be going on within their own agency. Acting Chairperson Osborne asked if they need to give the agencies at least a two-week notice. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 4, 2018 PAGE 10 OF 12 City Clerk Kathleen Connelly stated at least one week. She thinks next week would be unreasonable. Acting Chairperson Osborne commented especially for the quarterly report coming in. There was general discussion on when they could have their next meeting. The general consensus was Tuesday, April 24, 2018 at 3 : 30 p.m. Acting Chairperson Osborne commented they would ask for the agencies to come in and it would take about an hour to do the interviews at 15 minutes each. She asked if they wanted to make their recommendations that day or meet a second day. Commissioner Erickson commented it would be fresh. Acting Chairperson Osborne commented since it would be fresh in their memory they would like to try to push it through. If they start at 3: 30 p.m. , that would be an hour for interviews and an hour for the decision and they should be done by 5: 30 p.m. The consensus of the commission agreed with that timetable. City Clerk Kathleen Connelly stated some of the interviews will take longer than others. The food bank they might want to spend some time with and United Way. Commissioner Erickson MOVED THAT WE MEET ON THE 24TH OF APRIL AT 3 : 30 P.M. WITH EACH OF THE APPLICANTS/AGENCIES AND, FOLLOWING THAT, MEET AS A GROUP TO MAKE A DECISION ON THE ALLOCATION OF FUNDING. Commissioner Borey SECONDED THE MOTION. VOTE: Unanimous . The motion carried. City Clerk Kathleen Connelly stated the other thing they will have on their agenda that day are the sets of minutes you have been given copies of. They will be on there for their consideration. There will also be the selection of chair and HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 4, 2018 PAGE 11 OF 12 vice chair. She will check again with Bryant to get some idea on the funding as it is so early in the budget process . Commissioner Erickson asked when they will present this to the council. City Clerk Kathleen Connelly stated they are asking to have it by May 31 . They should be able to do that if they wrap everything up on April 24 . If there are no problems with those remaining reports . Commissioner Erickson commented there is a whole month after April 24 for anything unknown. City Clerk Kathleen Connelly stated there are two things that they are talking about. There is having the recommendations by May 31 and having the contracts adopted in conjunction with the final budget. They have another month there. Acting Chairperson Osborne commented she cannot remember when her term expires. She thinks it is in the fall . She asked if they could have the list . City Clerk Kathleen Connelly stated it will be in the next packet . 6. Adjournment. Acting Chairperson Osborne adjourned the meeting at 5: 05 p.m. Kathleen Connelly Zttng Chairperson City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 4, 2018 PAGE 12 OF 12 MINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION City Clerk Conference Center 300 E. Superstition Blvd. , Apache Junction, AZ APRIL 24, 2018 - 3 : 30 P.M. COMMISSIONERS PRESENT: STAFF PRESENT: JUDY BOREY KATHLEEN CONNELLY, CITY CLERK MARY ERICKSON JAN MASON, DEPUTY CITY CLERK CAROL KAUSCHER SHAR DANIELS COMMISSIONERS ABSENT: OTHERS PRESENT: DANA OSBORNE 1. Call to Order/Attendance. Acting Chairperson Erickson called the meeting to order at 3: 30 p.m. Deputy City Clerk Jan Mason called the roll and advised there was a quorum present. 2. Discussion on status of FY 2017-2018 contracts and agency performance. City Clerk Kathleen Connelly stated they got their packets last time and the interviews are scheduled for today. One of the reasons they put this meeting off until this week was to give the agencies time to file their third quarter reports. They were due at 6 p.m. last Wednesday, April 17 . The Boys and Girls Club and the Food Bank both filed theirs the week of April 9 so they were ahead of schedule. Community Alliance Against Family Abuse filed theirs on April 17 at 3 p.m. and she has not received anything from United Way. That presents a problem for them on two fronts because the contract requires that they file with the city all documentation for the previous quarter no later than 10 working days following the end of the quarter. Another section of the contract requires them to file the quarterly report documentation by the deadline set forth or risk disqualification for health and human services funding for Fiscal Year 2018-2019. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 1 OF 18 S The last sentence in that same paragraph states failure to file the quarterly report and required documentation by the deadline shall result in immediate termination of the agreement . She checked with the city attorney and he said they are done for the remainder of the fiscal year. It is a council approved contract and it cannot be overridden. Acting Chairperson Erickson asked if they filed all the other quarterly reports. City Clerk Kathleen Connelly stated they did. The first two quarters had some problems with them and they sent a letter saying it was because they got the contract late. She met with Myra Garcia and she assured her that she had full responsibility for it because Mannie did not understand the process and she was the one she would be working with directly. She has not seen or heard from her since that meeting in March. Acting Chairperson Erickson asked if there would be someone representing them today. City Clerk Kathleen Connelly stated we heard from Russell St. John from the Boys and Girls Club. Deputy City Clerk Jan Mason stated the Food Bank and the Boys and Girls Club are out there right now. City Clerk Kathleen Connelly stated notifications were sent by hard copy by traditional mail and also email. Acting Chairperson Erickson commented they will see what happens . Three of the four applicants are up-to-date on meeting all the requirements and are good to go forward. Commissioner Borey asked if United Way can still apply for funding for the coming year. City Clerk Kathleen Connelly stated they can but it says that they have to file it or risk disqualification for human services funding for Fiscal Year 2018-2019. It does not specifically say that they are disqualified. It says they risk disqualification. There were no addressing problems. The Food Bank came in, looked at her reports and deleted all the noncity addresses that they still had which were just a handful . HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 2 OF 18 Everybody else was fine. She does not know about United Way because she did not see anything. Acting Chairperson Erickson asked what the total was that they were reimbursed for this year. City Clerk Kathleen Connelly stated they had only put in around $500. Acting Chairperson Erickson commented there was nothing else out of $10, 000. City Clerk Kathleen Connelly stated she explained it was because they did not know they would get funded so they were not set up to do it. Now they are supposed to be set up but she has no report. Acting Chairperson Erickson commented the program works . It has been proven to meet the needs of children and have positive outcome in other parts of the country. City Clerk Kathleen Connelly stated the city manager' s office has pretty much had their fill of people not following contracts . Their approach is it does not matter if it is a paving contract, someone installing traffic signals or health and human services . It is a contract. Public money is being tied up where perhaps it could be used in another way. Acting Chairperson Erickson commented absolutely. They are using only $500 of $10, 000 and we have a limited budget from which to allocate that would be used. Commissioner Borey asked if there is any way they can catch it up. City Clerk Kathleen Connelly stated there is not . 3. Interview of applicants for FY 2018-19 human services funding. The first applicant was the Food Bank, represented by Executive Director Jo Hurns and Treasurer Georgia Humphries . Introductions were made around the room. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 3 OF 18 Ms. Jo Hurns handed out their latest newsletter that was sent out to about 3, 500 people, of which 2, 800 are donors and the rest were business leaders and community leaders . She handed out their referral form that they give to clients for other services. Their mission is to feed and refer. During the printing of the newsletters their printer stopped printing in color so they had an additional expense they had not planned on. She has a picture of a cart of groceries that is typically given to a family of four. It weighs between 105 to 100 pounds and includes emergency food appropriations program items . They get about 145, 000 to 150, 000 pounds of food per year to provide food staples to every family. It is not near enough to fill those orders so they end up buying food to do that. It is short by about 400, 000 pounds a year. They pick up food from stores 2-3 times a week. They received almost one million pounds of food last year from the stores and from donations from individuals, from food drives, from postal drives or holiday drives. Some of it spoils and they have to go through it. Most of it is taken care of in the morning, packaged up and given out in the afternoon. They took care of over 13, 000 families and almost 40, 000 people last year. Their guidelines on how to take care of these people are dictated by the Department of Economic Security. They serve the East Valley but about 70-75% of their clients are city residents. They are required to at least ask for an identification and the people do provide one. They feed everybody once. After that they are advised what they need to bring in for them to get food boxes in the future. They have to bring identification for every adult in the home they are claiming plus proof of residency. There are about 7 proof of residency that the Department of Economic Security accepts and 6 for the city. The city' s requirements are a little bit stricter. They have done a good job in telling the residents over the last 6 months exactly what they have to bring. If they cannot bring something like that in, they need to go home and tell whoever they are living with that they need to put the trash in their name so they would have proof that they live here. If they are not in their service area they tell them thank you, they are glad that they could help them out, they give them enough food for five days and they refer them to the food bank in their area. They keep a record of them in case they come back and they redirect them to their food bank and do not give them any additional food. They want to feed everyone that is hungry but they are also very diligent on explaining things . They cannot feed everybody twice. They take care of HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 4 OF 18 the people in their service area. She addressed the problems they had with the city last year. Last year they got their hands slapped. She understands that they had been asked for several years for an audit to be conducted by the food bank. The reports submitted are to have city residents only and include on the form the resident identification that was presented. They were not able to do either. The audit was completed finally and submitted to Kathy in February. She believes their reports have gotten a lot better. They had some addressing errors in understanding who was within the city boundaries . The city GIS system helped a lot. She thinks they learned, too, when they did their reports in arrears and the last quarter, of which they are currently up-to-date. City Clerk Kathleen Connelly stated they were good. Ms. Jo Hurns stated they found that when they screen up they do not miss anybody. They had reports where they had 12 people out of several hundred. They figured out what they did wrong and learned from it. They wish they could be out of business as that would be a successful situation for the city to be in. Their reality is that many families need their help. They are up about 10% in the first quarter for this year. The biggest growth area is seniors. They did not recover from the 2008 recession, lost their 40lKs, they lost their pensions, they are worth half of what they were worth then, rents have gone up, medication costs have gone up and they cannot make it work. They are embarrassed to come to them. It is a different generation and they do not like to need the help. The average the clients come is 3 times a year. There are some people that are coming in every month for a handout. They are coming into the food bank when they need help and are not coming back when they do not . They had a turnover last year of 2, 000 families . It was pretty flat and they served 13, 000 plus families and 2, 000 of those were new. It is kind of interesting data. They have found that a lot of grandparents are raising their grandkids. They had 100 of them last year and they already have 58 in the first quarter. They are perpetually doing food drives, fundraising, special events, recognizing their volunteers and some of the weird donations they get. All of that can be found on their newsletter. Ms. Georgia Humphries stated this year they started an endowment. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 5 OF 18 They received a $50, 000 anonymous gift that they put into an endowment fund. They are encouraging planned giving. Some people want to put the food bank in their wills or trusts. In the long term they have some sustainability through that. They cannot cash checks out of it anytime soon but over the long term it will help, especially if it grows. They have brought in $17, 500 in grants in the first quarter which is new to them. They have a very aggressive fundraising plan, more aggressive than any they have had before. Their golf tournament is very successful but all the nonprofits are doing it . They are always asking for money or food. They communicate with their donors regularly with the newsletters or mailers . Having 2, 800 and having them donate more has helped them over the last few years . The Department of Economic Security came to them a few months ago about the Senior Commodity Soup Program and said one state agency passed along to another state agency which passed a program on to Pinal County who does not want to run it so it has been passed down to the food banks . They are not looking for more to do but it is their mission to feed hungry seniors so they took it over. After they received training, they are now taking care of about 150 seniors with the program. It is delivered to them and it goes right out the door that morning. It is just staff time and training. There was a question on the letter as to how they are going to respond if the current director is not available. Their executive director is now full time and they have an operations manager full time to run the warehouse. One person is not having to do all that like they have in the past. They also have a part-time bookkeeper which has helped with the recordkeeping and audit. Board members spend as much as 30 a week on food bank issues . Fry' s donated bags for their postal food drive. Flyers were donated as to what food they needed. Ms. Georgia Humphries stated they have a razor thin budget. They cannot guarantee what donors will give them or what grants they are going to receive. They are cutting corners where they can. They have received donated offsite storage which will save them $770 this year. Payroll is being done inhouse at a cost savings of $2, 500 for the rest of the year. They will realize a savings of $2, 000 for their insurance premiums as they had previously been rated as a grocery store instead of a food bank. They have gone to a 3-year contract with Mediacom for a savings of $500 per year. They joined TechSoup that helps out other nonprofits and it will save $1, 300 per year. She is still HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 6 OF 18 looking at other savings as every dollar that can should go for food. For this fiscal year they have realized about $7, 000. When they moved from the old storage building they found 30 boxes of files that had to be shredded. They found someone to do it as a donation. She challenges staff every day on how they can save a dollar. The emergency food appropriations program has very strict guidelines as to what can go into the food boxes and they must purchase items like peanut butter and raisins at a cost of $4, 000 and those only last a month. Spaghetti sauce is 2, 600 cans for $1, 600. They are limited on how much tuna they can buy from United Food Bank as they service the eastern half of Arizona. They utilize PantryTrack for their recordkeeping but they are transitioning to LinktoFeed that is required by Department of Economic Security so that they can monitor where clients are showing up. It is a nationwide cloud-based program. They use QuickBooks Plus financially and DonorSnap to keep track of donors. They are striving to have 89% of their budget go towards purchasing food, picking up the food and storing it safely. Ms. Jo Hurns stated they are redesigning their website this year and will be reactivating their facebook page. They are trying to catch up with technology. City Clerk Kathleen Connelly asked if she was sure she wanted to use facebook. Ms. Georgia Humphries stated one of the things they have on facebook is donations with PayPal or credit cards. Commissioner Borey asked what kind of commodities they are talking about Commodities Senior Food Program. Ms. Jo Hurns stated emergency food and also dried milk, butter and cheese. The boxes are made and they also pick out bakery and a whole bunch of fruits and vegetables from the extra supplies that they have. The seniors in the program like coming in at 7-8 a.m. and leaving. They are less likely to come during the regular business hours . They are considering setting up appointments for them because they are embarrassed. They are surveying all their clients to see if they are open the right hours . HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 7 OF 18 Ms. Georgia Humphries stated she is a registered dietician by trade and that was one of her concerns. She started comparing those clients 60 and above to those that are part of the commodity senior food program. The food bank does not purchase that food - it comes directly from St . Marys . She is looking for a way to meet the needs of the seniors to where they would only have to come once a month. They have to come to get their senior box and a second time to get their other box and they may have limited transportation. The volunteers have been augmenting the senior box that comes prepackaged for anything they had an abundance in. One volunteer has a table with clothing they can take. Acting Chairperson Erickson commented they have a very limited amount of funds. City Clerk Kathleen Connelly stated they have more than they have last year. Acting Chairperson Erickson commented they are working on a very strict budget and they are trying to allocate some to everybody. She noticed they had increased their personnel. She asked if they have increased their volunteers. Ms. Jo Hurns stated they have 140 which has not changed due to attrition but they always get people to replace the ones who have left. Many of their volunteers have been there for 10 to 15 years. They have 5 new volunteers this year. Those volunteers have given 14, 000 hours to the food bank. They had an event where they honored their volunteers . Ms. Georgia Humphries stated they have donors that have stepped up their donations because they have recognized the volunteers . Ms. Jo Hurns stated people will call and say they were thinking about giving to someone else until they saw the story about the volunteers and it was easier for them to write a check to the food bank. They cannot donate hours but they can donate a check. Commissioner Borey commented there are a lot of seniors living in RV parks . A lot of them are in county islands and are not part of the city. She asked generally how many of those seniors do they assist . HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 8 OF 18 Ms . Jo Hurns asked if she meant clients or donors . Commissioner Borey commented as clients . Ms . Jo Hurns stated they do not count them for the city reporting. They are on a county island. They are not on the report that she provides to the city. Acting Chairperson Erickson asked if she could figure that out and get back to them. Commissioner Borey commented that is a heavy population of seniors . Ms. Georgia Humphries stated she could tell them that when she worked the client services window that when she looked at their drivers' licenses or their utility bills that they are coming from the RV parks . That might be partly why they only see them three or four times over the year because they are seasonal residents . But that is not everyone. She could go back and look at the commodity program. It will only give her the head of household that is 60 plus years of age. She can compare that with the clients that were already registered for that program in April . There are 60 people that have said they will not come to the food bank because they are embarrassed. They have a tremendous number coming to the food bank that are not registered for the commodity program. They have notices at the window regarding registration for the program. Ms. Jo Hurns stated there is a limit the state puts on the county. They have room for about 200 more seniors in that program. Commissioner Daniels asked if they have transition plans for when they transition over to the new system for reporting. She wants to be assured the reporting will come in regularly. Ms. Jo Hurns stated the reporting will not have a hiccup. She might have to generate up to two months on PantryTrack and then add the rest of the time frame from the other software program but they will have an intact report. The interview with the Food Bank concluded. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 9 OF 18 The next agency to be interviewed was the Boys and Girls Club represented by Russell St. John, Swati Webb and Chris Mizula. Introductions were made around the room. Mr. Russell St . John stated they put some new things into the reading program. They still have Power Hour for homework help and Project Learn to help the kids achieve their goals in school . Thursday they will be open all day with educational things at the club. City Clerk Kathleen Connelly stated that was going to be one of her questions with the schools being closed Thursday due to the teacher strike . Mr. Russell St. John stated the schools sent out a letter today saying they will be closed and if anybody needs services they should contact the Boys and Girls Club. They will see what happens with that. The funding they get helps them to provide those services and they can try to keep them educated, in school and achieve their goals . Power Hour and Project Learn go all year long. During the summer they have Summer Brain Game to help the kids read and they do educational games with them. Mr. Chris Mazula stated in the summer they are also gearing up for programs next year and they are hoping it will increase the number of kids . They will not have the kids on Fridays all day and will probably increase in the afternoons . Judy Borey asked how that will affect their budget. Swati Webn stated she doesn' t think it' s good but that the increase in minimum wage is affecting it more. Mr. Chris Mazula stated the other part is instead of less full time staff they will bring on more part time staff and create more programs. Having all day Friday off changes the game for the club. Chairperson Erickson asked about the building and if it' s going to be sold. Mr. Russell St. John said he' s talked with the school district and was told that selling the property was at the bottom of the list at this point in time. A big part of that is the outreach the club does . Judy Borey asked if they are able to track the outreach efforts. Mr. Russell St . John said they have a goal to create a program HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 10 OF 18 to help kids make better decisions and then bring that program to Four Peaks Elementary. Judy Borey asked if the reading was a summer program only. Russell St. John stated there a focus during the summer because of the drop of learning during the summer so the program keeps their skills up. The program targets kindergarten to six grade. The interview with the Boys and Girls Club concluded. The next agency to be interviewed was the CAAFA represented by Abigail Porter and Danielle Webster. Introductions were made around the room. Abigail Porter and Danielle Webster Grants Administrator for CAAFA. Kathy Connelly asked about the status of the director position. Abigail Porter stated they were in the board of directors process of filling the position. Abigail Porter gave a presentation on CAAFA and the areas it services. The information included the territory serviced, the emergency shelter, and services provided. There are also outreach advocacy services, 24-hour crisis line, legal advocacy services, sexual violent services, empowerment services, Thrive transitional services, and education and activities for the community and area agencies. They also partner with various community service in the city. There has also been an increase in staff to include an Outreach advocate and legal advocate. The shelter is also transitioning into a 24-hour emergency shelter. There will be no new programs added in the next two to three years and they hope to improve the programs they now have. Abigail Porter said last year they received $25, 000 . 00. However they don' t think they need that amount this year and are asking for $20, 000 . 00. Further discussion included the impact the 2008 recession had on non-profits . Danielle Webster briefed the commission on this topic. The interview with the CAAFA concluded. The next agency to be interviewed was the United Way represented by Manny Bowler. Introductions were made around the room. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 11 OF 18 Manny Bowler gave a presentation on last year' s award and the funding of the Dolly Parton Imagination Library. She reported that 215 children were serviced through the Apache Junction Library. She reported that they will not be able to expend the entire amount that was funded last year because they didn' t have a full twelve months to use the funds. They received their award notification letter in November. She reported that county wide they they' ve serviced almost 600 children. Apache Junction is one third of the children serviced in the entire county. She gave a brief description of all the programs they provide in the county and the partnerships they have with other organizations. Chairperson Erickson inquired why there report hasn' t been received for the quarter. Manny said she thought it was due at the end of the month. Kathy said it was due at the end of the quarter. It was due at the end of April and is due within ten city working days after the end of the quarter and therefore, according to the contract their contract is terminated. Manny asked if funding ceased immediately. Kathy said yes but it doesn' t make them ineligible for funding next year. Kathy read the contract wording regarding the termination of the current award. Chairperson Erickson said they are trying to get the funding out earlier than previously. They is why they are meeting now instead of July. They hope this will next year' s funding cycle. Kathy said next year the commission will have three quarterly reports to look at when reviewing applications for awards . Commissioner Body asked if they are still interested in applying for funding next year and if so, will the reporting be a problem. Ms. Bowler said it won' t be a problem that the late reporting was a misunderstanding. Ms . Bowler said it' s a good program and enriches the children and families that participate. Chairperson Erickson asked how many children they will be serving if they are given a $10, 000. 00 award. Manny Bowler said she believes the number is 300 children. She explained those that currently participate would be left on the roster and they will increase those serviced to reach the goal of 300. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 12 OF 18 The also said they lose some though moving and age. The process for new children signed up and how they are mailed was explained. Judy Borey asked the time frame that they will have the remaining children signed up. Manny Borey explained that they won' t have an issue signing up the additional children. She also explained that they have about ten children that participate that are not within city limits that is paid for by United Way. She also explained how the Dolly Parton organization keeps track of the statistics of how is serviced by the program. The United Way doesn' t do any record keeping. The reading program has the statistics for reporting. She also explained how children with learning disabilities are still able to participate. Manny Bowler asked if they will be receiving any more funds since their report is late. Kathe Connelly said to turn in the report and she will discuss it with the city attorney. The interview with United Way concluded. Kathy Connelly discussed how the change in staff at the United Way affected the late reporting. 4. Discussion on and consideration of recommendations to city council for FY 2018-2019 human services funding. Kathy Connelly said the commission has $80, 000 to award and $110, 000. 00 in requests. The commission discussed the different organizations requesting funds and the amounts they requested compared to prior years. They also discussed the amounts that were requested last year compared to what was awarded last year. Chairperson Mary Erickson discussed her apprehension over United Way fulfilling their goal of serving 300 children. Kathy Connelly said the reports she has seen do not reflect that they are serving the number of children they reported they are serving. She also said the report they haven' t submitted would have given a lot more information. Mary Erickson said there' s no question it is a good program, the question is if they can carry it out. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 13 OF 18 Mary Erickson said this can be done different ways but the other three have met the criteria. It' s interesting that CAAFA requested less than last year. They are responsible for decreasing their request when they realized they didn' t need as much. Mary Erickson asked if the Boys and Girls Club used all their funds in the past. Kathy Connelly said they have and there hasn' t been a problem. There has been some consideration to do a more advanced program at one of their schools . Mary Erickson stated the food bank has stepped up and liked that they have diversified. They' ve taken on the new program, increased board members and increased staff. Kathy Connelly said the contract in the past has been food, maintenance and repairs on the truck and utilities for the facility. Mary Erickson inquired if with United Way does the commission want to give them a chance for next year. Kathy Connelly said they only used 1200. 00 for the first quarter and anything that is not used will be returned to general funds . Judy Borey the commission how they feel about giving $35, 000 to the food bank. It' s what they got two years ago. CAROL KAUSCHER said she wants $32, 000 for the Food Bank, $25, 000 for Boys and Girls, $20, 000 for CAFAA and $3, 000 for United Way. Kathy Connelly said they can say no to the funds or reduce the amount of children they can serve. Shar Daniels said $33, 000 for the Food Bank, $30, 000 for Boys and Girls Club, $15, 000 for CAFAA and $2, 000 for United Way. The commission discussed the amounts awarded last year and how much the United Way expended. Kathy Connelly said they have the Dolly Parton project in a different place in the county. Mary Erickson said they have to convert the report received to their reporting. Judy Borey if CAFAA had different sources of funding. Kathy Connelly said she didn' t know they received money from the federal government. Shar Daniels read the list of funding sources as Department of Public Safety, Economic Security, HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 14 OF 18 Health Services, Governor' s Office for Youth and Family, Criminal Justice Commission, Lottery, and the Town of Queen Creek. Kathy Connelly said it' s interesting the city of Maricopa isn' t on the list of funders. Kathy Connelly said those proposals come up to $80, 000. 00. Mary Erickson said 32 for the Food Bank, 28 for Boys and Girls Club, 15 for CAFAA and 5 for United Way. Judy Borey asked if the United Way doesn' t take the award they are given, what happens to the money. Kathy Connelly said it can' t be dispersed to the other applicants. Kathy Connelly said if they don' t accept it, she will contact the city manager and let him know. The money will not be given to the other applicants. The commission discussed United Ways application, their proposal, and if they will be able to meet the reporting requirements. Kathy Connelly read the total as discussed by the commission. She said 32 for the Food Bank, 28 for the Boys and Girls Club, 15 for CAFAA and 5 for United Way. Carol Kauscher asked if there was a consensus on awarding United Way $5, 000. 00. Judy Borey said why not only give them two and give the other three to each of the other applicants . Mary Erickson said it would give them an opportunity to do a program for the city. They would have to adhere to the reporting and it should be easy for them. $2, 000. 00 for United Way, $15, 000 .00 for CAFAA, $29, 000 for Boys and Girls Club and $33, 000 for the Food Bank. Chair Erickson called for a motion. Mary Erickson motioned that the recommendation for Health and Human Services Funding for Fiscal Year 2018-2019 be as follows : (1) Apache Junction Reach Out Food Bank in the amount of $33, 000. 00 subject to the following instructions : for the purpose as last year. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 15 OF 18 (2) Boys and Girls Club in the amount of $29, 000. 00 subject to the following instructions : for the same purpose as last year. (3) Community Alliance Against Family Abuse in the amount of $15, 000 .00 subject to the following instructions: for the same purpose as last year. (4) United Way of Pinal County in the amount of $2, 000 . 00 subject to the following instructions: for DPIL. For a total amount of $80, 000.00 . I further move that all the agencies receiving funding for FY18- 19 be advised that they will be obligated to strictly adhere to all terms and conditions as set forth in the contracts and be subject to contract cancelation if they fail to do so. Seconded by Judy Borey. The motion passed with a 4 to 0 vote. 5. Discussion on status of commission appointments and terms of office. Kathy said the commission is required by city code to select a chair and vice chair. She said they can select someone or someone can volunteer. She said the person can be nominated and no second is needed. 6. Selection of chair and vice chair as required by Apache Junction City Code. Shar Daniels nominated Mary. Jan Mason asked if there are there any other nominations. Are there any other nominations . Are there any other nominations . Motion carried in a 4-0 vote. Mary Erickson nominated Shar Daniels as Vice Chair. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 16 OF 18 Deputy City Clerk Jan Mason asked are there any other nominations. Are there any other nominations. Are there any other nominations . Motion carried in a 4-0 vote . 7. Consideration of approval of the commission minutes of the October 13, 2016; October 4, 2017; October 16, 2017; October 17, 2017 and April 4, 2018. Mary Erickson motioned that the minutes of October 13, 2016; October 4, 2017; October 16, 2017; October 17, 2017 and April 4, 2018 be approved. Carol Kauscher seconded the motion. The motion passed with a 4-0 vote. 8 . Discussion on schedule for presenting recommendations to the city council. Mary Erickson asked Kathy what the meeting dates are. Kathy Connelly said May 14 Work Session, May 15 Regular Meeting. If these dates can' t be done, it would be June 4th. Mary Erickson asked what time it would be. Kathy Connelly said it can be done on May 14 or June 4 as long as there' s someone. Mary Erickson asked if the council will know their recommendations before they present it. Kathy Connelly said they would get it about a week before in the memo with the recommendations . Judy Borey asked about Dana Osborne' s schedule. Kathy Connelly reported the available dates again. Mary Erickson said she would rather it be done earlier. Even if it' s not the full amount they should know. Kathy Connelly said it would be Monday, May 14th. She said the next night staff will be given directed to make the contracts according to the recommendations. Those will be approved in June for approval . Mary Erickson asked if the applicants will find out. Kathy Connelly said the amounts will be available to everyone the week before the meeting. HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 17 OF 18 9. Discussion on future meeting dates. Mary Erickson asked if there were other things the commission needed to discuss . Kathy Connelly said new hospital facilities but hasn' t heard anything about a new one coming in. Mary Erickson said there is a new mental health crisis center opening up in Florence. She added within a few months it should have inpatient facilities. Mary Erickson said she is new to the community and is trying to learn as much as she can and asked how they can get information to help the community. Kathy Connelly said the commissioners can always go to any health and human services or non-profit organization meetings. If more than three are present at a meeting it will have to be posted to cover Open Meeting Law requirements. Kathy Connelly said the commission can meet to review the fourth quarter reports. Commission members agree that this would be a good meeting to have. 7. Adjournment. Chairperson Erickson adjourned the meeting at 6:20 p.m. n 1 orgiana E as Kath een tonne iy Chairperson City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 18 OF 18