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HomeMy WebLinkAbout2019 08.22 HHSC Agenda 04 �,?ACHf� City of Apache Junction, Arizona Meeting location: +� City Council Chambers 1v 'Z 300 E.Superstition Blvd. Agenda Apache Junction,AZ \RizaNr 85119 Health and Human Services apachejunctionaz.gov Commission P:(480)982-8002 Thursday,August 22,2019 4:30 PM City Council Chambers A. CALL TO ORDER B. AGENDA ITEMS 1. 19-415 Opening Remarks - Chair Mary Erickson. 2. 19-411 Discussion and possible approval of the Health and Human Services Commission Minutes of April 24, 2018 and May 9, 2019. Sponsors: Jennifer Pena Attachments: 04-24-18 minutes 2019-05-09 Minutes 3. 19-412 Review purpose, roles, duties and responsibilities of the Commission. Sponsors: Jennifer Pena Attachments: City Code 2-11 ARTICLE 2-14-1 Regst-fin-asst Ordinance No. 659-HHSC filing requirements 4. 19-416 Discussion and possible committee outreach ideas. 5. 19-413 Discussion and possible establishment of regular meeting dates for the Commission. Sponsors: Jennifer Pena Attachments: 2019-calendar 2020-calendar 6. 19-417 Determine future meetings, agenda items and confirm meeting dates. C. ADJOURNMENT Copies of this agenda and additional information on any of the items listed above may be obtained from the City Clerk's office located at 300 E Superstition Blvd,Apache Junction,AZ 85119, Monday through Thursday from 7:00a-6:00p, excluding holidays. The City of Apache Junction invites and welcomes people of all abilities to use our programs, sites and facilities. Specific requests may be made by contacting the Human Resources Office at(480)474-2617 or TDD(480) 983-0095. City of Apache Junction,Arizona Page 1 Printed on 8/25/2026 ►P�"E�c�, City of Apache Junction, Arizona 300 E Superstition Boulevard o Agenda Item Cover Sheet Apache Junction,AZ U =i 85119 Agenda Item No. 1. �Piz oN* File ID: 19-415 Sponsor: Agenda Date: 8/22/2019 Index: In Control: Health and Human Services Commiss Opening Remarks - Chair Mary Erickson. City of Apache Junction,Arizona Pagel Printed on 8/25/2026 ►P�"E�c�, City of Apache Junction, Arizona 300 E Superstition Boulevard 01 Agenda Item Cover Sheet Apache Junction,AZ _ 85119 Agenda Item No.2. PizoNr File ID: 19-411 Sponsor: Jennifer Pena Agenda Date: 8/22/2019 Index: In Control: Health and Human Services Commiss Discussion and possible approval of the Health and Human Services Commission Minutes of April 24, 2018 and May 9, 2019. City of Apache Junction,Arizona Page 1 Printed on 8/25/2026 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 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 70-750 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 10o in the first quarter for this year. The biggest growth area is seniors . They did not recover from the 2008 recession, lost their 401Ks, 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 890 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. Mary' s . 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. Georgiana Elias Kathleen Connelly Chairperson City Clerk HEALTH AND HUMAN SERVICES COMMISSION MEETING APRIL 24, 2018 PAGE 18 OF 18 MINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION City Clerk Conference Room 300 E. Superstition Blvd., Apache Junction, AZ May 9, 2019—4:00 P.M. COMMISSIONERS PRESENT: STAFF PRESENT: Chairperson Erickson Kathleen Connelly, City Clerk-Participated By Phone Commissioner Miernicki Jennifer Pena, Deputy City Clerk Commissioner Hunsaker Joel Stern, City Attorney Commissioner Borey arrived 4:10 p.m. COMMISSIONERS ABSENT: OTHERS PRESENT: Vice Chair Daniels 1. Call to Order/Attendance. Chairperson Erickson called the meeting to order at 4:04 p.m. Deputy City Clerk Jennifer Pena called the roll and advised there was a quorum. 2. Introduction of Commission members and City Staff The commissioners introduced themselves and provided a brief summary of their background. Commissioner Hunsaker stated he has worked several years in the health services industry and has experience in identifying the needs and Mental Health Services, homeless strategic Planning, elderly housing for women, and needs assessments by Police and Fire. His experience in working with these various entities should prove useful. 3. Opening remarks Chairperson Erickson stated in review of the commissions purpose and purview, she had reviewed the City of Chandler's Housing and Human Services commission information. She stated they hold forums, go on field trips, do public outreach and would like to see this commission do more similar events. She would also like to see commission member's work with community partners to maximize resources to meet the community needs. 4. Presentation by City Attorney,Joel Stern, on Open Meeting Law, Public Records Law, Parliamentary Procedure, Conflicts of Interest and Code of Conduct. City Attorney Joel Stern provided a summary overview of the Open Meeting Law, Public Records Law, Parliamentary Procedure, Conflict of Interest and the Code of Conduct. Mr. Stern stated the commission members are welcome to visit him if they have questions about their responsibilities or any of the material he presented. Health & Human Services Commission Meeting Minutes May 9, 2019 Page 1 of 3 5. Discussion on Commission's history, roles and responsibilities, duties and role within the community. Chairperson Erickson stated since they were running behind schedule, they would discuss this item at a later date. 6. Update and discussion on performance by agencies for FY 2018-2019. Ms. Connelly stated the city had awarded funds awarded to CAAFA, the Boys and Girls Club and the Apache Junction Food Bank. They have all been compliant with their reporting and are doing well. She stated the Council has set aside $80,000 for the Fiscal Year 2019-2020. There is a new applicant this year Horizon Health and Wellness, but funding is still at $80,000. Total amount requested was $148,000. 7. Discussion on FY 2019-2020 human services funding requests. The commission review the following applications: Community Alliance Against Family Abuse (CAAFA), the Boys and Girls Club of the East Valley,AJ Food Bank and Horizon Health and Wellness. Ms. Connelly stated in the Boys and Girls application they did mention the increased request amount was also to help out with the increase in minimum wage, which is not allowed as part of the funding purposes. Commissioner Hunsaker inquired that minimum wage impacts only full time employees, not part time? The commission held discussion on the significant increase request from the AJ Food Bank. The city's appropriations was meant to help start nonprofits, or new programs they want to initiate, it was never meant to be a perpetual funding mechanism or administrative costs, such as salaries. The new applicant is Horizon Health and Wellness, initiating a new suicide prevention program. Commissioner Hunsaker would like to see metrics from these organizations over a few years in order to see if the goal of the organization and the city appropriated funding is being met. The funding requirement stipulates it has to benefit an Apache Junction resident. So the question of the train the trainer was how to justify the expenditure. Further discussion was held on the requirements that must be met in order to receive city funding. Ms. Connelly stated the AJ Food Bank had to change the way they were reporting on their services in order to account for the residency requirement to receive funding. Ms. Connelly stated the commission has the right to recommend who they determine to receive funding and recommend how much funding. The commission members had several questions, which would have to be asked of the individual applicants. Ms. Connelly stated the commission may interview all or some of the applicant's that is their option. There are new administrators for CAAFA and the AJ Food Bank. Health & Human Services Commission Meeting Minutes May 9, 2019 Page 2 of 3 8. Discussion on process for interview of FY 2019-2020 applicants to include dates and time for meetings The commissioners voted on having a meeting on May 16, 2019 at 4:00 P.M. to interview all applicants and asked staff to contact the entities and check their availability to attend and answer their questions. They would then be able to discuss the funding requests and vote on their recommendation to Council. Chairperson Erickson inquired if the turn-around time to get contracts prepared was an issue. Ms. Connelly stated no, there would be time to prepare the contracts. 9. Adjournment Chairperson Erickson adjourned the meeting at 5:38 P.M. Mary Erickson Kathleen Connelly Chairperson City Clerk Health & Human Services Commission Meeting Minutes May 9, 2019 Page 3 of 3 ►P�"E�c�, City of Apache Junction, Arizona 300 E Superstition Boulevard 01 Agenda Item Cover Sheet Apache Junction,AZ _ 85119 Agenda Item No. 3. PizoNr File ID: 19-412 Sponsor: Jennifer Pena Agenda Date: 8/22/2019 Index: In Control: Health and Human Services Commiss Review purpose, roles, duties and responsibilities of the Commission. City of Apache Junction,Arizona Page 1 Printed on 8/25/2026 PARTICLE 2-11: HEALTH AND HUMAN SERVICES COMMISSION Section 2-11-1 Creation 2-11-2 Membership and terms of office 2-11-3 Compensation and expenses 2-11-4 Officers 2-11-5 Duties 2-11-6 Meetings 2-11-7 Vacancies 2-11-8 Removal of members Q§ 2-11-5 DUTIES. The Health and Human Services Commission is hereby charged with the following duties: (A) To conduct public hearings to determine the needs of city residents with regard to public health needs, provision of human services and care of the elderly, handicapped and developmentally disabled; (B) To enhance the development of the public health through public forums, seminars and work with other agencies; (C) To review requests submitted by health and human service providers (non-profit agencies) for city funding and to make recommendations to the Council regarding that funding; (D) To assist in the development of health care facilities; and (E) To make recommendations to the Council regarding elderly health care and emergency transportation programs. (Prior Code, § 2-11-5) P§ 2-14-1 REQUESTS FOR NON-PROFIT FUNDING. (A) Required documentation. Any non-profit agency submitting a request for an allocation or grant of city funds shall submit to the city specific documentation including, but not limited to, the following: A copy of the agency's most recent audit report; a certified copy of the agency's most recent financial statement; detailed expenditure statements in order to provide a detailed accounting of all funds previously received from the city; complete information on the source and amount of funding received from all other sources such as non-governmental agencies, membership fees and dues, and private contributions; client service information as it applies to residents of the city; proof of non-profit status as determined by the Internal Revenue Service; proof of corporate status to include copies of by-laws and articles of incorporation; the source and amount of funding received from other governmental agencies; the names and addresses of current board members; and any other documentation as may be deemed necessary by the city. (B) Reporting requirements. Any non-profit agency receiving an allocation or grant of city funds shall be required to submit to the city, on a quarterly basis, a detailed accounting of the expenditure of city funds for the previous quarter, a written report outlining the agency's performance and accomplishments within the scope of work outlined in their contractual agreement with the city, and any other documentation as may be deemed necessary by the city in order to determine the agency's compliance with the provisions of the contract. (C) Contract required;procedure for distribution of funds. (1) All city funds allocated or granted to any non-profit agency shall be by means of a written contract based upon services to be provided to or work to be performed on behalf of the city and its residents in compliance with the provisions of Arizona Revised Statutes regarding the use of public funds. (2) All city funds allocated or granted under the provisions of this section shall be released in equal quarterly installments or quarterly payments based upon a schedule of anticipated expenses which has been approved by the Mayor and Council. No subsequent quarterly allocation or grant shall be released until such time that the receiving agency has provided all of the required documentation for the previous quarter and has provided satisfactory evidence of compliance with the scope of work stipulated in their contract with the city. (D) Submittal of requests for funding. All funding requests submitted by non-profit agencies for the allocation or grant of city funds shall be submitted to the City Clerk's office during the month of January of each year. Requests so submitted shall not be subject to city funding unless approved by the Council and only following adoption of a final budget for the subsequent fiscal year. (Ord. 659, passed 11-3-1998) Q§ 2-14-2 REQUESTS FOR FINANCIAL ASSISTANCE. All requests for financial assistance shall comply with the following stipulations and conditions: (A) All requests shall be filed by or on behalf of a valid, non-profit organization as qualified by the Internal Revenue Service and as registered with the Arizona Secretary of State, Arizona Corporation Commission or other appropriate state office. The registration shall be current and documentation of such status and registration shall be provided at the time of the request. This article shall not apply to governmental or quasi-governmental jurisdictions; (B) All requests shall be submitted to the City Clerk during the month of January of each year in order to be eligible for consideration in conjunction with the subsequent fiscal year budget; (C) All requests received in accordance with division(B) above shall be referred to the appropriate city board or commission for purposes of review and recommendation to the Council; and (D) In those instances where a request is due to catastrophic circumstances or when the public health, safety and welfare is at risk, the requirements of this article may be waived by action of the Council. It is preferable, however, even in such instances, for the request to receive a review and recommendation from the appropriate city board or commission. (Prior Code, Art. 2-14) ARTICLE 2-14: REQUESTS FOR FINANCIAL ASSISTANCE 2-14-1 Requests for non-profit funding 2-14-2 Requests for financial assistance Q§ 2-14-1 REQUESTS FOR NON-PROFIT FUNDING. (A) Required documentation. Any non-profit agency submitting a request for an allocation or grant of city funds shall submit to the city specific documentation including, but not limited to, the following: A copy of the agency's most recent audit report; a certified copy of the agency's most recent financial statement; detailed expenditure statements in order to provide a detailed accounting of all funds previously received from the city; complete information on the source and amount of funding received from all other sources such as non-governmental agencies, membership fees and dues, and private contributions; client service information as it applies to residents of the city; proof of non-profit status as determined by the Internal Revenue Service; proof of corporate status to include copies of by-laws and articles of incorporation; the source and amount of funding received from other governmental agencies; the names and addresses of current board members; and any other documentation as may be deemed necessary by the city. (B) Reporting requirements. Any non-profit agency receiving an allocation or grant of city funds shall be required to submit to the city, on a quarterly basis, a detailed accounting of the expenditure of city funds for the previous quarter, a written report outlining the agency's performance and accomplishments within the scope of work outlined in their contractual agreement with the city, and any other documentation as may be deemed necessary by the city in order to determine the agency's compliance with the provisions of the contract. (C) Contract required;procedure for distribution of funds. (1) All city funds allocated or granted to any non-profit agency shall be by means of a written contract based upon services to be provided to or work to be performed on behalf of the city and its residents in compliance with the provisions of Arizona Revised Statutes regarding the use of public funds. (2) All city funds allocated or granted under the provisions of this section shall be released in equal quarterly installments or quarterly payments based upon a schedule of anticipated expenses which has been approved by the Mayor and Council. No subsequent quarterly allocation or grant shall be released until such time that the receiving agency has provided all of the required documentation for the previous quarter and has provided satisfactory evidence of compliance with the scope of work stipulated in their contract with the city. (D) Submittal of requests for funding. All funding requests submitted by non-profit agencies for the allocation or grant of city funds shall be submitted to the City Clerk's office during the month of January of each year. Requests so submitted shall not be subject to city funding unless approved by the Council and only following adoption of a final budget for the subsequent fiscal year. (Ord. 659,passed 11-3-1998) Q§ 2-14-2 REQUESTS FOR FINANCIAL ASSISTANCE. All requests for financial assistance shall comply with the following stipulations and conditions: (A) All requests shall be filed by or on behalf of a valid, non-profit organization as qualified by the Internal Revenue Service and as registered with the Arizona Secretary of State, Arizona Corporation Commission or other appropriate state office. The registration shall be current and documentation of such status and registration shall be provided at the time of the request. This article shall not apply to governmental or quasi- governmental jurisdictions; (B) All requests shall be submitted to the City Clerk during the month of January of each year in order to be eligible for consideration in conjunction with the subsequent fiscal year budget; (C) All requests received in accordance with division (B) above shall be referred to the appropriate city board or commission for purposes of review and recommendation to the Council; and (D) In those instances where a request is due to catastrophic circumstances or when the public health, safety and welfare is at risk, the requirements of this article may be waived by action of the Council. It is preferable, however, even in such instances, for the request to receive a review and recommendation from the appropriate city board or commission. (Prior Code, Art. 2-14) ORDINANCE NO. 659 AN ORDINANCE OF THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, REPEALING CITY ORDINANCE NO. 631 AND ADOPTING ORDINANCE NO. 659 IN LIEU THEREOF, ADOPTING AND ENACTING REPORTING REQUIREMENTS, REQUIRED DOCUMENTATION, AND PROCEDURES FOR NON-PROFIT AGENCIES RECEIVING CITY FUNDS; REPEALING CONFLICTING PROVISIONS; PROVIDING FOR SEVERABILITY; AND DECLARING AN EMERGENCY. BE IT ORDAINED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, AS FOLLOWS: SECTION I IN GENERAL That Ordinance No. 631 be repealed and that Ordinance No. 659 be adopted in lieu thereof to read as follows: 1 . REQUIRED DOCUMENTATION: Any non-profit agency submitting a request for an allocation or grant of city funds shall submit to the city specific documenta- tion including, but not limited to, the following: A copy of the agency's most recent audit report; a certified copy of the agency' s most recent financial statement; detailed expenditure statements in order to provide a detailed accounting of all funds previously received from the City of Apache Junction; complete information on the source and amount of funding received from all other sources such an non-governmental agencies, membership fees and dues, and private contributions; client service information as it applies to residents of the City of Apache Junction; proof of non-profit status as determined by the Internal Revenue Service; proof of corporate status to include copies of by-laws and articles of incorporation; the source and amount of funding received from other governmental agencies; the names and addresses of current board members; and any other documentation as may be deemed necessary by the city. 2. REPORTING REQUIREMENTS: Any non-profit agency receiving an allocation or grant of city funds shall be required to submit to the city, on a quarterly basis, a detailed accounting of the expenditure of city funds for the previous quarter, a written report outlining the agency's performance and accomplishments within the scope of work outlined in their contractural agreement with the City of Apache Junction, and any other documentation as mey be deemed necessary by the city in order to determine the agency's com- pliance with the provisions of the contract. ORDINANCE NO. 659 PAGE ONE OF THREE 3. CONTRACT REQUIRED; PROCEDURE FOR DISTRIBUTION OF FUNDS A. All city funds allocated or granted to any non-profit agency shall be by means of a written contract based upon services to be provided to or work to be performed on behalf of the City of Apache Junction and its residents in compliance with the provisions of Arizona Revised Statutes regarding the use of public funds. B. All city funds allocated or granted under the provisions of this ordinance shall be released in equal quarterly install- ments or quarterly payments based upon a schedule of anticipated expenses which has been approved by the Mayor and City Council , No subsequent quarterly allocation or grant shall be released until such time that the receiving agency has provided all of the required documentation for the previous quarter and has provided satisfactory evidence of compliance with the scope of work stipulated in their contract with the city. 4. SUBMITTAL OF REQUESTS FOR FUNDING: All funding requests submitted by non-profit agencies for the allocation or grant of city funds shall be submitted to the City Clerk's office during the month of January of each year. Requests so submitted shall not be subject to city funding unless approved by the City Council and only following adoption of a final budget for the subsequent fiscal year. SECTION II REPEALING ANY CONFLICTING PROVISIONS All ordinances and parts of ordinances in conflict with the provisions of this ordinance or any part of the code adopted herein by reference are hereby repealed. SECTION III PROVIDING FOR SEVERABILITY If any section, subsection, sentence, clause, phrase or portion of this ordinance or any part of the code adopted herein by reference is, for any reason, held to be invalid or unconstitutional by any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions thereof. SECTION IV DECLARING AN EMERGENCY It being necessary for the preservation of the peace, health and safety of the City of Apache Junction, Arizona, that this ordinance become effec- tive immediately, an emergency is declared to exist and this ordinance shall be effective immediately upon its passage and adoption. ORDINANCE NO. 659 PAGE TWO OF THREE PASSED AND ADOPTED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF APACHE JUNCTION, ARIZONA, THIS 1ST DAY OF NOVEMBER , 1988. SIGNED AND ATTESTED TO THIS 3RD DAY OF NOVEMBER 1988. NORMAN S. HILL Mayor ATTEST: KATHLEEN CONNELLY City Clerk APPROVED AS TO FORM: c- N, 0 DAV, D ALEXAn7 City Attorney ORDINANCE NO. 659 PAGE THREE OF THREE ►P�"E�c�, City of Apache Junction, Arizona 300 E Superstition Boulevard o Agenda Item Cover Sheet Apache Junction,AZ U =i 85119 Agenda Item No.4. �Piz oN* File ID: 19-416 Sponsor: Agenda Date: 8/22/2019 Index: In Control: Health and Human Services Commiss Discussion and possible committee outreach ideas. City of Apache Junction,Arizona Pagel Printed on 8/25/2026 ►P�"E�c�, City of Apache Junction, Arizona 300 E Superstition Boulevard 01 Agenda Item Cover Sheet Apache Junction,AZ _ 85119 Agenda Item No. 5. PizoNr File ID: 19-413 Sponsor: Jennifer Pena Agenda Date: 8/22/2019 Index: In Control: Health and Human Services Commiss Discussion and possible establishment of regular meeting dates for the Commission. 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Nov 11 Veterans Day Jan 20 Martin Luther King Day Jul 4 Independence Day Nov 26 Thanksgiving Day Feb 17 Presidents' Day Sep 7 Labor Day Dec 25 Christmas Day May 25 Memorial Day Oct 12 Columbus Day ©Calendarpedia® www.calendarpedia.com Data provided'as is'without warranty ►P�"E�c�, City of Apache Junction, Arizona 300 E Superstition Boulevard o Agenda Item Cover Sheet Apache Junction,AZ U =i 85119 Agenda Item No.6. �Piz oN* File ID: 19-417 Sponsor: Agenda Date: 8/22/2019 Index: In Control: Health and Human Services Commiss Determine future meetings, agenda items and confirm meeting dates. City of Apache Junction,Arizona Pagel Printed on 8/25/2026