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HomeMy WebLinkAbout2019 09.19 HHSC AgendaHealth and Human Services Commission City of Apache Junction, Arizona Agenda Meeting location: City Council Chambers 300 E. Superstition Blvd. Apache Junction, AZ 85119 apachejunctionaz.gov P: (480) 982-8002 City Council Chambers4:30 PMThursday, September 19, 2019 A.CALL TO ORDER B.AGENDA ITEMS 1.19-458 Discussion and consideration of approval of the August 22, 2019 minutes. Sponsors:Jennifer Pena 2019_08-22_MinutesAttachments: 2.19-461 Discussion of City of Apache Junction Health and Human Services Non-profit funding timeline and requirements for submission and reporting. Sponsors:Jennifer Pena 3.19-459 Discussion and possible direction to staff on proposed revisions to Apache Junction City Code, Volume 1, Chapter 2, Article 2-11, pertaining to the duties of the Health and Human Services Commission. Sponsors:Jennifer Pena City Code 2-11Attachments: 4.19-462 Discussion on potential Health and Human Services community outreach and activities. Sponsors:Jennifer Pena 5.19-460 Discussion and consideration of letter of resignation from Kalle Hunsaker. Hunsacker resign emailAttachments: 6.19-463 Direction to Staff for future agenda items. 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. Page 1 City of Apache Junction, Arizona Printed on 8/25/2026 September 19, 2019Health and Human Services Commission Agenda Page 2 City of Apache Junction, Arizona Printed on 8/25/2026 Agenda Item Cover Sheet City of Apache Junction, Arizona 300 E Superstition Boulevard Apache Junction, AZ 85119 File ID: 19-458 Agenda Item No. 1. Agenda Date: 9/19/2019 Sponsor: Jennifer Pena In Control: Health and Human Services CommissIndex: Discussion and consideration of approval of the August 22, 2019 minutes. Page 1 City of Apache Junction, Arizona Printed on 8/25/2026 Health & Human Services Commission Meeting Minutes August 22, 2019 Page 1 of 4 MINUTES OF THE HEALTH AND HUMAN SERVICES COMMISSION City Clerk Conference Room 300 E. Superstition Blvd., Apache Junction, AZ August 22, 2019 – 4:30 P.M. COMMISSIONERS PRESENT: Chairperson Erickson Commissioner Miernicki - participated by phone Commissioner Shar Daniels COMMISSIONERS ABSENT: Commissioner Borey - excused Commissioner Hunsaker - excused STAFF PRESENT: Jennifer Pena, Deputy City Clerk A. Call to Order/Attendance. Chairperson Erickson called the meeting to order at 4:34 p.m. Deputy City Clerk Jennifer Pena called the roll and advised there was a quorum. B. Agenda 1. Opening Remarks – Chairperson Erickson 2. Discussion and Possible approval of the Health and Human Services Commission Minutes of April 24, 2018 and May 9, 2019. Commissioner Daniels moved, seconded by Commissioner Miernicki to approve the minutes be approved. 3. Review Purpose, roles, duties and responsibilities of the Commission. Chairperson Erickson stated at their last meeting they did not have time to discuss the roles and purpose of the committee and the majority of this meeting would be on those subjects. Included in the agenda packet was City Code Chapter 2-11: Health and Human Services Commission, Article 2-14-1 Requests for Financial Assistance, and Ordinance No. 659 related to reporting requirements, required documentation, and procedures for non-profit agencies receiving city funds. There are five duties the commission is responsible for that the committee has not focused on very much in past years, those are: Health & Human Services Commission Meeting Minutes August 22, 2019 Page 2 of 4 a. 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. Deputy City Clerk Jennifer Pena stated she and the city Attorney will be reviewing the city code to make a few changes. The word Grant will more than likely be removed as this is not a grant, it is an appropriation given by the city Council. The city is not in the business of developing health care facilities, and the intent behind that duty is a bit unclear. Other requirements such as proof of residency is being reviewed along with the various auditing and filing requirements. The city code lists the appropriations funding as a way to assist new non-profits in starting their operations or to assist with new program implementation, not as a continuous funding mechanism. Chairperson Erickson would like to review the duties to see what is still relevant and eliminate what no longer applies for the commission. Determine how the commission members can be of assistance to the city council and the city in the human services area. Ms. Erickson is looking for input and clarification on the role of the committee, defining the focus areas of the committee in order to provide the best resources and uses of the funding for the community. 4. Discussion and possible committee outreach ideas. A. Ms. Erickson stated she is looking for outreach areas, feedback from the residents to determine the needs of the community whether that be through public hearings, surveys, focus groups, through community agencies. Would those agencies like to partner in those needs assessment events? What are other ways the city is receiving feedback from the residents. Commissioner Daniels thought the commission members could set up a tent/booth during city sponsored special events to poll/survey the residents on various matters related to health and human service needs. Ms. Erickson stated she read the General Plan, which is on the city website. She indicated they solicited the public input and part of that survey included homeless and at risk community on page 13. She is hoping the Health and Human Services Commission could partner with the City Staff’s homeless outreach coordinator and other government entities to help the residents. B. Enhance public health through public forums, seminars and working with other agencies. Utilize community partners in presentations and seminars. Ms. Erickson stated the Parks and Recreation programs are abundant and advocate for a healthy community from the youth to our senior population. Health & Human Services Commission Meeting Minutes August 22, 2019 Page 3 of 4 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. Ms. Erickson stated the requirements can be confusing and it would be nice to have a more explanative process, and find alternative reporting methods for the residential status and financial records. There are several non-profits in the community which help at a much more local level than some of the other larger organizations. She read an excerpt from a report created for mayors of Arizona; “In our community non- profits are problem solvers, innovators, job creators, trusted advisors, major employers, and revenue generators. They are the connectors, links and leaders that make our towns and cities true communities.” Ms. Pena stated she will be working with the City Attorney as the financial reporting of monies and how they are spent are very explicit. D. To assist in the development of health care facilities. Ms. Erickson commented on this duty. It seemed a bit strange and it would be nice to know the intention behind this duty. It may be that the HHSC would be requested to comment on the needs they have assessed and data collected that would aid any entity who might be considering an assisted living facility. E. To make recommendations to the Council regarding elderly health care and emergency transportation programs. Ms. Erickson stated the Sr. program at the multi-gen center serves a great need and helps many seniors, but commented there might be more opportunity for out-reach to the senior communities. She stated the Superstition Fire and Medical district has 4 ambulances and 37 personnel and that in 2018 ther e were 9,620 responses by ambulances with 5,068 transports made. What are the current needs for this type of service? Commissioner Miernicki agreed that a deep look at what the community needs at this time vs. what they may have been when the city initiated the commission is a good starting point. Ms. Erickson mentioned a home-sharing program in California might be something Apache Junction could look at by utilizing a community organization to match house-mates. One of the non-profits which received funding is looking into this type of program for the east valley area. 5. Discussion and possible establishment of regular meeting dates for the Commission. Commissioner Daniels moved, seconded by Commissioner Miernicki to set a regular meeting schedule for the Commission to be the third Thursday of the month at 4:30 P.M. Motion passed. 6. Determine Future meetings, agenda items and confirm meeting dates. Confirming the third Thursday of the month, the next meetings will be September 19, October 18, November 21, and December 19, 2019. Health & Human Services Commission Meeting Minutes August 22, 2019 Page 4 of 4 C. Adjournment Chairperson Erickson adjourned the meeting at 5:20 P.M. Mary Erickson Jennifer Pena Chairperson Deputy City Clerk Agenda Item Cover Sheet City of Apache Junction, Arizona 300 E Superstition Boulevard Apache Junction, AZ 85119 File ID: 19-461 Agenda Item No. 2. Agenda Date: 9/19/2019 Sponsor: Jennifer Pena In Control: Health and Human Services CommissIndex: Discussion of City of Apache Junction Health and Human Services Non-profit funding timeline and requirements for submission and reporting. Page 1 City of Apache Junction, Arizona Printed on 8/25/2026 Agenda Item Cover Sheet City of Apache Junction, Arizona 300 E Superstition Boulevard Apache Junction, AZ 85119 File ID: 19-459 Agenda Item No. 3. Agenda Date: 9/19/2019 Sponsor: Jennifer Pena In Control: Health and Human Services CommissIndex: Discussion and possible direction to staff on proposed revisions to Apache Junction City Code, Volume 1, Chapter 2, Article 2-11, pertaining to the duties of the Health and Human Services Commission. Page 1 City of Apache Junction, Arizona Printed on 8/25/2026 ARTICLE 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 § 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) § 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) § 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) Agenda Item Cover Sheet City of Apache Junction, Arizona 300 E Superstition Boulevard Apache Junction, AZ 85119 File ID: 19-462 Agenda Item No. 4. Agenda Date: 9/19/2019 Sponsor: Jennifer Pena In Control: Health and Human Services CommissIndex: Discussion on potential Health and Human Services community outreach and activities. Page 1 City of Apache Junction, Arizona Printed on 8/25/2026 Agenda Item Cover Sheet City of Apache Junction, Arizona 300 E Superstition Boulevard Apache Junction, AZ 85119 File ID: 19-460 Agenda Item No. 5. Agenda Date: 9/19/2019 Sponsor: In Control: Health and Human Services CommissIndex: Discussion and consideration of letter of resignation from Kalle Hunsaker. Page 1 City of Apache Junction, Arizona Printed on 8/25/2026 1 Jennifer Pena From:KC H <kchunsaker@gmail.com> Sent:Thursday, August 22, 2019 2:45 PM To:Jennifer Pena Subject:Re: HHSC service Hi Jennifer, I don't feel like I'm able to give what I should, I should probably resign. Sorry for not getting back to you sooner. On Thu, Aug 15, 2019, 12:17 PM Jennifer Pena <jpena@ajcity.net> wrote: Good afternoon Kalle, It was mentioned you may have moved to the Phoenix area? I was wondering if you will continue to serve on HHSC. There will be a meeting next Thursday at 4:30, you are more than welcome to attend these meetings by phone, we are equipped to make that work for you. Please let me know as soon as you can. Thank you, Jennifer Pena, Acting City Clerk City of Apache Junction 300 E. Superstition Boulevard Apache Junction, AZ 85119 jpena@ajcity.net 480-474-5068 Monday-Thursday 7am-6pm Agenda Item Cover Sheet City of Apache Junction, Arizona 300 E Superstition Boulevard Apache Junction, AZ 85119 File ID: 19-463 Agenda Item No. 6. Agenda Date: 9/19/2019 Sponsor: In Control: Health and Human Services CommissIndex: Direction to Staff for future agenda items. Page 1 City of Apache Junction, Arizona Printed on 8/25/2026