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HomeMy WebLinkAbout2020 02.24 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 Chambers6:00 PMMonday, February 24, 2020 1.Call to Order 2.Pledge of Allegiance 3.Roll Call 4.Approval of Agenda 20-079 Consideration of approval of agenda. Sponsors:Heather Patel 5.Approval of Minutes 20-092 Consideration of approval of regular meeting minutes of September 19, 2019 and December 19, 2019. Sponsors:Heather Patel HHS Meeting Minutes 09192019 HHS Meeting Minutes 12192019 Attachments: 6.Public Hearings The following items are public hearings where members of the public are given the opportunity to speak. Once recognized by the Chairman, please come to the podium microphone and give your name and address. There is a five-minute time limit per speaker. 7.Old Business 8.New Business The Commission shall consider any business not yet considered. Arizona Open Meeting Law prohibits public comments at this time. 20-080 Election of chairperson and vice chairperson. Sponsors:Heather Patel Page 1 City of Apache Junction, Arizona Printed on 8/25/2026 February 24, 2020Health and Human Services Commission Agenda 20-081 Presentation and discussion on compliance with Fiscal Year 2019-2020 agreements. Sponsors:Heather Patel 20-077 Presentation and discussion on the applications submitted for Fiscal Year 2020-2021 funding. Sponsors:Heather Patel Staff reportAttachments: 20-082 Presentation, discussion and consideration of the need for an electronic system for application submittals, commission scoring process, and reporting. Sponsors:Heather Patel Staff reportAttachments: 20-083 Presentation, discussion and consideration of proposed changes to the Fiscal Year 2020-2021 agreement for Health and Human Services. Sponsors:Heather Patel Staff report Contract REDLINED Attachments: 20-086 Presentation and discussion regarding quorum and attendance requirements of commission members. Sponsors:Heather Patel 20-084 Presentation and discussion on how the commission would like to recieve their agenda packets. Sponsors:Heather Patel 20-085 Presentation, discussion and consideration of future meeting times and dates. Sponsors:Heather Patel 9.Information and Reports Commission members at this time may announce information regarding activities involving Health and Human Services matters, such as, but not limited to attendance of commission members at community meetings or events, seminars or conferences, or upcoming events or conferences. 10.Staff Report Members of city staff may present information pertinent to items under consideration or information related to the Health and Human Services Commission. 11.Selection of Meeting Dates, Times, Location and Purpose Page 2 City of Apache Junction, Arizona Printed on 8/25/2026 February 24, 2020Health and Human Services Commission Agenda 20-093 Consideration of the next regular meeting date, time, purpose and location. Sponsors:Heather Patel 12.Adjournment Copies of this agenda and additional information regarding any of the items listed above may be reviewed from 7:00 a.m. to 6:00 p.m., Monday through Thursday, except holidays, at the Department of Development Services, Planning Division, City Hall Complex, 300 East Superstition Boulevard, Apache Junction, Arizona, 85119-2889, telephone number is (480)474-5083. 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 3 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: 20-079 Agenda Date: 2/24/2020 Sponsor: Heather Patel In Control: Health and Human Services CommissIndex: Consideration of approval of agenda. 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: 20-092 Agenda Item No. Agenda Date: 2/24/2020 Sponsor: Heather Patel In Control: Health and Human Services CommissIndex: Consideration of approval of regular meeting minutes of September 19, 2019 and December 19, 2019. Page 1 City of Apache Junction, Arizona Printed on 8/25/2026 Meeting location: City Council Chambers 300 E Superstition Blvd. Apache Junction, AZ 85119 www.ajcity.net P: (480) 982-8002 City of Apache Junction, Arizona Meeting Minutes Health and Human Services Commission 4:30 PM City Council ChambersThursday, September 19, 2019 CALL TO ORDERA. Chairperson Erickson called the meeting to order at 4:35 p.m. Present: Chairperson Erickson Commissioner Daniels Commissioner Miernicki-Nojunas Absent: Commissioner Borey Commissioner Hunsaker Staff Present: Deputy City Clerk, Jennifer Pena AGENDA ITEMSB. 1.19-458 Discussion and consideration of approval of the August 22, 2019 minutes. Commissioner Daniels moved, seconded by Commissioner Miernicki to approve the August 22, 2019 minutes. Motion passed unanimously. 2.19-461 Discussion of City of Apache Junction Health and Human Services Non-profit funding timeline and requirements for submission and reporting. Chairman Erickson stated she understood staff was working on a few changes to the requirements for submission of funding applications and changing of the word grant as the city appropriation is not a grant. Chairperson Erickson inquired as to an update on that review of city code. Deputy City Clerk Jennifer Pena stated after reviewing the timeline for submitting applications for funding, it actually works well. Applications are due by January 31 for the following Fiscal Year budget which starts July 1. Staff would be able to review applications during the month of February for compliance, the commission could then review them in March. Based on the information in the submittals the commission could ask staff to contact some or all the applicants for additional information related to fundraising events prior to the commission deciding on the amount to recommend to council for funding. Page 1City of Apache Junction, Arizona September 19, 2019Health and Human Services Commission Meeting Minutes Ms. Pena addressed the other matter of an audit of financials. The City Attorney and Ms. Pena are working on a work around for the smaller non-profits to apply. This is related to the CPA Audited financial records. Chairperson Erickson stated there are several smaller organizations within the city that could benefit with a change to that requirements and help many local citizens. 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. Chairperson Erickson reviewed the duties individually and commented on them, and stated after review of the city code and the duties of the commission, she highlighted 2-11-5 (D) and (E) more specifically. Ms. Erickson stated more specifically items (D) and (E). The commission is not in the business of assisting in the development of health care facilities; and, (E) to make recommendations to the Council regarding elderly care and emergency transportation programs. It was hypothesized that possibly the matter of transportation may have been due to a lack of services to the community. It was suggested that a change may be necessary of those two duties. Ms. Erickson inquired if they should be setting a date to review the possible changes in code. Commission Secretary Ms. Pena stated when they have a draft prepared it will be presented to the commission and why those changes are being suggested. 4.19-462 Discussion on potential Health and Human Services community outreach and activities. Chairperson Erickson stated several ideas were mentioned at the last meeting where the commission could do some community outreach, and she asked if the other commissioners had comments on those ideas. Ms. Erickson recapped some of those ideas/events: ·A Booth or table at city functions ·Festival of Superstitions Nov. 9th 2019 ·Heal Yourself, Heal your World wellness event at Multi-Gen center Nov. 16, ·Blues and Brews - Sunday, Nov. 10th ·Lost Dutchman - in February The commission requested a list of non-profits to see what community agencies are in Apache Junction to help with Senior residents, low income and homeless. An inquiry about shared housing possibilities and to contact Ray Villa at CAAFA. Chairman Erickson said she would work on the Nov. 9th - Festival of the Superstitions and the Nov. 16th Wellness event at the Multi-Gen center. Commissioner Daniels said she would reach out to the Parks and Rec division for upcoming events, a possible intro at theBingo sessions for Seniors at the Multi-Gen center. Page 2City of Apache Junction, Arizona September 19, 2019Health and Human Services Commission Meeting Minutes Commissioner Miernicki-Nojunas will assist Chairman Erickson with any needs she may have related to follow up or contacting event coordinators. Homeless Prevention Coalition - Heather Patel, the City’s Grants and Housing Coordinator works closely with this group and she would be a great resource for networking with other organizations. Economic Development has also briefly mentioned a project called shared or small housing. Ms. Erickson stated Ray Villa from CAAFA is also working with the City of Mesa on a similar idea. Ms. Erickson stated she would report back when she had any further updates. They had also discussed visiting some of the agencies that have received funding. The commission discussed options such as scheduling a meeting with them to take a tour of the organization, see what services they provide, what has the funding from the City helped them with, so like a field trip. The other was each commissioner select an organization to visit with a list of questions from the commission so they could report back to the group. It was suggested this second method might be a bit more difficult as each organization assists the community in different ways. Commission Miernicki-Nojunas suggested going as a group first. Establish a rapport with the organizations, see what their needs may be, and identify the difference in services and how that impacts the community and possible funding allocations. 5.19-460 Discussion and consideration of letter of resignation from Kalle Hunsaker. Chairperson Erickson stated Commissioner Hunsaker was a great asset to the commission; his background was in healthcare and his perspective was very helpful. Commissioner Miernicki moved to accept the resignation of Commissioner Hunsaker, seconded by Commissioner Daniels. Yes - 3 Chairperson Erickson, Commissioners Daniels and Miernicki No - 0 Motion passed unanimously. 6.19-463 Direction to Staff for future agenda items. Items for consideration will be sent to Ms. Pena inthe City Clerk's office who will work with Chairperson Erickson on the next agenda. ADJOURNMENTC. ___________________________________ Mary Erickson Chairperson Page 3City of Apache Junction, Arizona Meeting location: City Council Chambers 300 E Superstition Blvd. Apache Junction, AZ 85119 www.ajcity.net P: (480) 982-8002 City of Apache Junction, Arizona Meeting Minutes Health and Human Services Commission 4:30 PM City Council ChambersThursday, December 19, 2019 CALL TO ORDERA. Chairperson Mary Erickson called the meeting to order at 4:37 PM. Present: Commissioner Shar Daniels and Syri Gerstner Absent: Commissioner Judy Borey and Dr. Jennifer Miernicki (excused) Staff Present: City Clerk Jennifer Pena Program and Resource Manager Heather Patel Senior Administrative Assistant Barbara Kelly AGENDA ITEMSB. 1.19-611 Approval of the October 17, 2019 minutes. City Clerk Pena stated there was no meeting held in October due to a lack of quorum, and the September 19, 2019 minutes will be brought back at their next meeting for approval. 2.19-612 Update on the revision of the Health and Human Services Commission duties. In response to Chairman Erickson's inquiry, Ms. Pena stated she and the city attorney reviewed the city code related to the duties of the commission and after much discussion did not see any necessary revisions to their duties as outlined within the city code. However, there may be areas within Chapter 2, Article 2-14-1 and Article 2-14-2 of the city code related to the funding requests submitted by Non-Profits. She stated since the commission will transition to the Development Services department and Heather Patel will be the Board's liaison, Ms. Patel will be the contact person for that review. Chapter 2 of the city code Vol I. was adopted by Ordinance 659 adopted November 3, 1998. The commission may wish to review the individual contracts as well. Ms. Pena stated this meeting marks the transition period and introduced Ms. Heather Patel. Ms. Patel handles grants, CDBG funding and applications and deal more with the non-profits than the city clerk's office. Ms. Pena stated Ms. Patel is a much better asset for this commission. Ms. Pena stated any changes the commission wishes to recommend related to the city code, is reviewed by her and the city attorney, as well as any review to the contracts need to be reviewed by the city attorney. After that, suggested changes can be presented to the city council. Page 1City of Apache Junction, Arizona December 19, 2019Health and Human Services Commission Meeting Minutes 3.19-613 Committee outreach activities planning. A. Human Service Funded Agency site visits. B. City sponsored event participation. C. Potential Community Health and Human Services Survey. Chairperson Erickson stated at their last meeting some of the commissioners volunteered to meet with city departments and outside agencies. Some of the items the commission discussed at their last meeting were to visit the agencies that were funded in the past. She stated the commission did not have time to compile a standard list of questions they wanted to ask these organizations, or time to schedule meetings with them. Chairperson Erickson would like to schedule meetings for the commission members to visit the local non-profits. She will work through Ms. Patel so as to not violate Open Meeting Law. Chairperson Erickson stated she did attend the Wellness event held at the Multi-generational center last month. It was very well attended. She would like to partner with some of the non-profits in the community to formulate a survey they could use at city events and ask community members what services or needs they feel the community could benefit from. 4.19-616 Health and Human Services Commission Funding Application Process Update by Heather Patel. Chairman Erickson asked Heather Patel to provide an update on the application process. Ms. Patel reviewed the schedule drafted by Ms. Pena which had been presented to the commission several months prior. Ms. Patel stated there is no "application" the application is actually a check list created by Ordinance 659. The documents do not outline what the non-profit's project for the funding actually consists of. She hopes to bring changes to the application process next year as applications are due within the next few months. She also mentioned information about the application process is now on the city website. She also thought having the commission set areas of where they would like to focus would be beneficial to the direction of the commission. This can change year to year based on where they would like to focus, it is not set in stone. Ms. Pena stated while the deadline to file funding applications is January 31st, staff is looking into the possibility of modifying the contract by amending the City Code Vol. I, Chapter 2, Article 2-14-1 and Article 2-14-2. These changes might allow other smaller non-profits to apply for the funding. This will now be under Ms. Patel's direction. Page 2City of Apache Junction, Arizona December 19, 2019Health and Human Services Commission Meeting Minutes 5.19-614 Information and Reports The Chair at this time may announce information regarding activities involving Health and Human Services matters, such as, but not limited to attendance of Commission Members at community meetings or events, seminars or conferences, or upcoming events or conferences. No further discussion on the matters as they are not agendized. Chairperson Erickson stated this is a new section for the agenda. It is a time for the commissioners to report on matters they either attended, or are upcoming in the community. Ms. Erickson showed the newspaper clipping for the Citizen Leadership Institute that will start in January. She attended years ago and found it to contain a wealth of information on how the city runs and the various departments. She spoke on the State of the City address which will be held on February 12, 2020 at the Apache Junction Performing Arts Center. This begins at 7:00 P.M. Ms. Patel spoke to the February 8, 2020 Project Connect event. This event brings together community resources that serve the At-Risk population. These organizations will be onsight to provide either assistance or provide information. This year instead of having one location there will be three. This event is on a Saturday and will run most of the day. There will be lunch served at The Genesis Project from 12:00 - 2:00 PM, then from 2:00 - 6:00 PM the various agencies will be set up at the community resource center, the multi-generational center and the food bank. From 4:00 - 6:00 PM there will food and entertainment at the gazebo. January 22nd through the 26th there is the Count in Time event. This is when the homeless population is counted. This is a requirement of the Federal government. Apache Junction counts those who do not have shelter. Commissioner Gerstner inquired if the city reaches out to the schools to help with families that are not housed, but the kids are still in school. Families will hide for fear their children will be taken away. Ms. Patel stated yes, the schools are involved to help count the homeless. She also mentioned Empowerment Systems will provide a link on their webpage seeking volunteers to help with this count. There is required training on January 19th on how to conduct the survey. 6.19-615 Selection of Meeting Dates, Times, Location and Purpose. Chairman Erickson stated the commission had established the 3rd Thursday of the month for their meetings. Ms. Pena stated the commission is able to change their meeting schedule, it is not set by city code. Ms. Erickson stated they will have a discussion in January on setting their meeting date and time. The January 16th meeting will be held at 5:00 P.M. Page 3City of Apache Junction, Arizona December 19, 2019Health and Human Services Commission Meeting Minutes ADJOURNMENTC. Adjournment: Meeting adjourned at 5:03 p.m. ______________________________ Mary Erickson Chairperson Page 4City of Apache Junction, Arizona Agenda Item Cover Sheet City of Apache Junction, Arizona 300 E Superstition Boulevard Apache Junction, AZ 85119 File ID: 20-080 Agenda Date: 2/24/2020 Sponsor: Heather Patel In Control: Health and Human Services CommissIndex: Election of chairperson and vice chairperson. 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: 20-081 Agenda Date: 2/24/2020 Sponsor: Heather Patel In Control: Health and Human Services CommissIndex: Presentation and discussion on compliance with Fiscal Year 2019-2020 agreements. 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: 20-077 Agenda Date: 2/24/2020 Sponsor: Heather Patel In Control: Health and Human Services CommissIndex: Presentation and discussion on the applications submitted for Fiscal Year 2020-2021 funding. Page 1 City of Apache Junction, Arizona Printed on 8/25/2026 Planning & Zoning – Building & Safety – Revenue Development 300 E. Superstition Boulevard  Apache Junction, AZ 85119  Ph: (480) 474-5083  Fax (480) 982-7010 City of Apache Junction Development Services Department DATE: February 11, 2020 TO: Health and Human Services Commission FROM: Heather Patel, Program and Resource Manager SUBJECT: Fiscal Year 2020-2021 Applications REQUEST Presentation and discussion on the applications submitted for Fiscal Year 2020-2021 funding. DISCUSSION Per city ordinance, requests for funding were due January 30, 2020 for fiscal year 2020-2021 funding. Staff received seven requests for funding. Funding request Apache Junction Community Development Corporation $ 24,000.00 Boys and Girls Club of the East Valley $ 35,000.00 Community Alliance Against Family Abuse $ 18,000.00 Empowerment Systems $ 16,000.00 Genesis Project $ 12,000.00 Horizon Health and Wellness $ 25,000.00 Superstition Food Bank $ 27,500.00 Total $ 157,500.00 Staff respectfully requests to present on their findings during the initial application review and for the commission to discuss each application and identify any areas of concern or request for clarification. During the March 23, 2020 commission meeting, each applicant will be asked to present on their project. They will address the commissions concerns during this presentation. The commission will make its final considerations during the April or May meeting and present their recommendation to the city council during the regularly scheduled council meeting in May or June. Agenda Item Cover Sheet City of Apache Junction, Arizona 300 E Superstition Boulevard Apache Junction, AZ 85119 File ID: 20-082 Agenda Date: 2/24/2020 Sponsor: Heather Patel In Control: Health and Human Services CommissIndex: Presentation, discussion and consideration of the need for an electronic system for application submittals, commission scoring process, and reporting. Page 1 City of Apache Junction, Arizona Printed on 8/25/2026 Planning & Zoning – Building & Safety – Revenue Development 300 E. Superstition Boulevard  Apache Junction, AZ 85119  Ph: (480) 474-5083  Fax (480) 982-7010 City of Apache Junction Development Services Department DATE: January 2, 2020 TO: Health and Human Services Commission FROM: Heather Patel, Program and Resource Manager SUBJECT: Application and Reporting submittals REQUEST Presentation, discussion, and consideration of the need for an electronic system for application submittals, commission scoring process, and reporting. DISCUSSION Presently, all applications, communications, and reporting are done through mail. Staff is proposing application submittals, commission scoring process, awards, and reporting requirements be done electronically. Systems are in place which allow for easy access for service providers and commissioners, and long term storage of all applications, reporting, scoring, and awards of funding. Staff could: 1) Spend $4,500 every two years for a professional on-line system, or 2) Use the antiquated email for submittals and communication, and server storage of all items RECOMMENDED MOTION I, __STATE YOUR NAME____________, move to proceed with the procurement of an on-line system for award management. OR I, __STATE YOUR NAME____________, move to proceed with the use of email on all communication, reporting, and application submittals for the funding allotments. Agenda Item Cover Sheet City of Apache Junction, Arizona 300 E Superstition Boulevard Apache Junction, AZ 85119 File ID: 20-083 Agenda Date: 2/24/2020 Sponsor: Heather Patel In Control: Health and Human Services CommissIndex: Presentation, discussion and consideration of proposed changes to the Fiscal Year 2020-2021 agreement for Health and Human Services. Page 1 City of Apache Junction, Arizona Printed on 8/25/2026 Planning & Zoning – Building & Safety – Revenue Development 300 E. Superstition Boulevard  Apache Junction, AZ 85119  Ph: (480) 474-5083  Fax (480) 982-7010 City of Apache Junction Development Services Department DATE: January 2, 2020 TO: Health and Human Services Commission FROM: Heather Patel, Program and Resource Manager SUBJECT: Health and Human Services Agreement REQUEST Presentation, discussion, and consideration of proposed changes to the Fiscal Year 2020-2021 agreement for Health and Human Services. DISCUSSION Staff reviewed the current agreement and proposes the following changes: 1. Removal of sections which indicate only service can be provided to city residents with extensive requirements for proof of residency 2. Adding clarification of the dates for each quarter 3. Remove requirements for reporting from mail to e-mail submittals 4. Clarified payment will be received upon the completion of quarterly reports demonstrating work was completed. Funding is reimbursable and therefore no refund will be required 5. Require representation at the Apache Junction Community Resource Center, Health and Wellness Expo, and Project Connect events RECOMMENDED MOTION I, __STATE YOUR NAME____________, move the proposed changes be accepted. OR I, __STATE YOUR NAME____________, move the proposed changes be accepted with the following adjustments: AGREEMENT BETWEEN CITY OF APACHE JUNCTION AND ___________________________ FOR HEALTH AND HUMAN SERVICES FOR FISCAL YEAR 2019-2020 THIS AGREEMENT is made and entered into this_____day of ________, 2020 by and between the CITY OF APACHE JUNCTION, ARIZONA, an Arizona municipal corporation (“City”), and __________________________________, a health and human services provider (“Services Provider”), under the City’s human services program, collectively referred to as the “Parties” or individually as a “Party”. RECITALS A. Pursuant to Apache Junction City Code, (“A.J.C.C.”) Volume I, Chapter 2: Mayor, Council, and Appointed Boards and Commission, Article 2-11: Health and Human Services Commission, and Article 2-14: Requests for Financial Assistance, the City may provide financial assistance to non-profit agencies which provide city residents, elderly, handicapped, developmentally disabled care and other public health needs. B. The Health and Human Services Commission (“the Commission”) has reviewed requests for city funding as submitted by health and human services providers for fiscal year 2020-2021. C. The Commission has submitted its recommendations to the city council. D. On ____________________, the city council passed and adopted the 2019-2020 fiscal year budget, which included funding for health and human services for specific health and human services providers. E. Pursuant to A.J.C.C., Vol. I, Chapter 2: Mayor, Council and Appointed Boards and Commissions, Article 2-14: Requests for Financial Assistance, § 2-14-1, Requests for Non-Profit Funding, subsection (C)(1), all city funds allocated or granted to any non-profit agency shall be by means of a written contract based on services and/or a program (the “Program”) to be provided for the City in compliance with the provisions of state law relating to the use of public funds. F. Pursuant to A.J.C.C., Vol. I, Chapter 2: Mayor, Council and Appointed Boards and Commissions, Article 2-14: Requests for Financial Assistance, subsection 2-14-1, Requests for Non-Profit Funding, subsection (C)(2), all city funds allocated by the council shall only be released to the Services Provider in equal quarterly installments or quarterly payments based on a schedule of anticipated expenses, and no subsequent quarterly allocation shall be released to the Services Provider until such time the receiving agency has provided all required documentation for the previous quarter along with satisfactory evidence of compliance with the work scope (“WS”) pursuant to this agreement. 2 G. Pursuant to A.J.C.C., Vol. I, Chapter 2: Mayor, Council and Appointed Boards and Commissions, Article 2-14: Requests for Financial Assistance, § 2-14-1, Requests for Non-Profit Funding, subsection (B), the Services Provider must submit on a quarterly basis a detailed accounting of the performance and accomplishments within the WS. AGREEMENT NOW, THEREFORE, in consideration of payment of public funds in exchange for health and human services to city residents, both Parties agree to the terms and conditions set forth below as well as the Recitals set forth above: 1. SERVICES PROVIDER’S DUTIES: Services Provider agrees to perform the following WS in connection with the Program: A. Provide to city residents INSERT DETAILED PROJECT SCOPE. B. Provide such programs and activities to only residents of the City and only as documented by Services Provider. C. Require documentation of City residency in the form of a valid State of Arizona driver’s license or valid State of Arizona non-operator identification; current utility bill, showing an in-city address; current rent receipt showing an in-city address; State of Arizona valid voter registration or valid military identification which establish proof of residency within the City. Use or acceptance of any other form of identification, must be approved in advance by the Apache Junction City Clerk (hereafter the “City Clerk”). Type of documentation accepted shall be included on all quarterly reports filed with the City Clerk as indicated in Section E below. D. Comply with all provisions of A.J.C.C., Vol. I, Chapter 2: Mayor, Council and Appointed Boards and Commissions, Article 2-14: Requests for Financial Assistance, attached hereto as Exhibit A, and all other applicable city ordinances; submit contract proposal for fiscal year 2020- 2021 to City on or before January 30, 2020. E. File with City all documentation for the previous quarter no later than ten (10) City working days following the end of the quarter. City offices are open Monday through Thursday 7:00 a.m. to 6:00 p.m. City offices are closed Fridays, weekends and legal holidays. City funded services to individuals shall be identified with complete city street residential addresses which shall be verified by comparing the residential addresses with the City street naming map as currently adopted or as may be amended or through City geographic information system (“GIS”) at https://gis.ajcity.net/portal/home/. Post office box addresses nor business addresses shall not meet the 3 reporting requirements of this section. File with City all documentation for the previous quarter no later than ten (10) City working days following the end of the quarter. City offices are open Monday through Thursday 7:00 a.m. to 6:00 p.m. City offices are closed Fridays, weekends and legal holidays. Quarter 1: July 1 – September 30 Quarter 2: October 1 – December 31 Quarter 3: January 1 – March 31 Quarter 4: April 1 – June 30 F. Advise City in its report of the identification utilized (driver’s license, utility bill, etc.); submit to City typed or word processor quality reports; maintain a separate list of City residents assisted by the Program to include their name and residential address; designate one primary and one secondary person as coordinators for the record keeping and disbursement of funds; assign one primary and one secondary person who shall monitor compliance, review reports and verify City residency. Such persons shall be responsible for submitting accurate reports to the City Clerk; provide the City Clerk, in writing, with the names, street addresses, email and telephone numbers of the primary and secondary contact persons immediately upon the signing of this agreement. Provide City Clerk with written notification of any changes in the primary or secondary person(s) within five (5) City working days following such change. Submit to City typed or computer generated quality reports; designate one primary and one secondary person as coordinators for the record keeping and disbursement of funds; assign one primary and one secondary person who shall monitor compliance and review reports. Such persons shall be responsible for submitting accurate reports to the Health and Human Services Commission staff liaison and provide the names, email, and telephone numbers of the primary and secondary contact persons immediately upon the signing of this agreement. Changes to the primary or secondary person(s) shall be reported in writing to the Health and Human Services Commission staff liaison within five (5) City working days following such change. G. All reports shall be delivered in person or sent via first class mail. Reports sent by fax, email or other electronic means shall not be accepted. The City Clerk will prescribe the format in which such reports shall be prepared and submitted. Any reports not prepared in accordance with this section shall be deemed rejected and shall constitute a breach of contract. All reports shall be sent by email, no other means shall not be accepted. 4 The Health and Human Services Commission staff liaison will prescribe the format in which such reports shall be prepared and submitted. Any reports not prepared in accordance with this section shall be deemed rejected and shall constitute a breach of contract. The following items shall be reported on in each quarterly report: 1. INSERT 2. INSERT 3. INSERT H. Any funds received from city not disbursed by Services Provider shall be reimbursed to City. Any funds disbursed by Services Provider in violation of A.J.C.C. Vol. I, Chapter 2: Mayor, Council and Appointed Boards and Commissions, Article 2-14: Requests for Financial Assistance or this agreement shall be reimbursed to City. Funds are distributed on a reimbursable quarterly basis after the submittal of a quarterly report which outlines expenditures and activities completed as stipulated in the WS. Any funds disbursed by Services Provider in violation of A.J.C.C. Vol. I, Chapter 2: Mayor, Council and Appointed Boards and Commissions, Article 2-14: Requests for Financial Assistance or this agreement shall be reimbursed to City. I. File the quarterly report and required documentation by the deadline set forth in § E above or risk disqualification for health and human services funding for fiscal year 2020-2021. Failure to file the quarterly report and required documentation by the deadlines set forth in § E above shall result in the immediate termination of this agreement. J. Maintain a listing with the community information and referral service that supports Pinal County and the Apache Junction area during the term of this agreement, and provide proof of such listing with every quarterly submittal. Maintain a listing with the community information and referral service that supports Pinal County and the Apache Junction area during the term of this agreement. Service Provider shall also be represented at the Apache Junction Community Resource Center once monthly, during Project Connect events, and the annual Health and Wellness Expo. K. Service Provider’s failure to meet the requirements of A.J.C.C. Vol. I, Chapter 2: Mayor, Council and Appointed Boards and Commissions, Article 2-14: Requests for Financial Assistance or the terms of this agreement shall result in automatic termination of this Agreement. L. Any Services Provider staff responsible for the preparation of the required reports or requests for reimbursement shall be familiar with the terms and requirements of this agreement in order to avoid processing 5 errors. 2. COMPENSATION: In accordance with the terms and conditions of this Agreement, City shall compensate Services Provider for its services as follows: A. A total of $__________ for fiscal year 2020-2021 for WS performance. B. Compensation shall be in equal quarterly payments of $__________ per quarter. No quarterly payment shall be released until Services Provider has provided all of the required documentation for the previous quarter and has provided satisfactory evidence of compliance with the terms and conditions of this agreement. The deadline for receipt of such documentation is set forth in §1(E) above, and failure to comply with this deadline shall result in forfeiture of claim to the funds and will result in automatic termination of the Agreement. C. In accordance with the recommendations of the Commission and its subsequent acceptance by the Apache Junction city council, should any of the agencies receiving fiscal year 2019-2020 human services funding be unable to meet the requirements of A.J.C.C. Vol. I, Chapter 2: Mayor, Council and Appointed Boards and Commissions, Article 2-14: Requests for Financial Assistance or the terms of their respective agreement, any unused funds shall be retained in City’s general fund. D. In accordance with the recommendations of the Commission, representatives of the Services Provider identified in § 1 (E) above shall attend a mandatory training meeting at a time, date and location to be scheduled by the City Clerk or her designee in order to review terms and reporting requirements of this agreement. The Services Provider representatives shall be those individuals who are responsible for compiling the information and filing the required quarterly reports. Failure of attendance by these critical representatives shall result in automatic termination of this Agreement. 3. TERM: This Agreement shall be effective beginning July 1, 2020 through June 30, 2021. 4. SERVICES PROVIDER BILLING: Services Provider shall bill City in the manner specified in § 2 above. 5. CITY’S STANDARD OF PERFORMANCE: City shall furnish the Services Provider with all data, information and other supporting services as may be required. 6. SERVICES PROVIDER’S STANDARD OF PERFORMANCE : While performing the services, Services Provider shall exercise the reasonable professional care and skill customarily exercised by reputable members of Services Provider’s profession 6 practicing in the Phoenix Metropolitan Area, and shall use reasonable diligence and best judgment while exercising its professional skill and expertise. Services Provider shall be responsible for all errors and omissions Services Provider commits in the performance of this Agreement. 7. NOTICES: All notices to the other party required under this Agreement shall be in writing and sent by first class certified mail, postage prepaid, return receipt requested, addressed to the following personnel: If to City: Kathleen Connelly, City Clerk City of Apache Junction 300 E. Superstition Boulevard Apache Junction, AZ 85119 Heather Patel, Program and Resource Manager City of Apache Junction 300 E. Superstition Boulevard Apache Junction, AZ 85119 If to Services Provider: Apache Junction, AZ 85120 8. TERMINATION: This Agreement may be terminated by either Party for any reason upon fifteen (15) calendar days written notice. In the event this Agreement is terminated for any reason prior to the completion of the full period of performance as stated herein, City shall be liable to Services Provider for those reasonable costs incurred by Services Provider which are in accordance with the original proposal, only up to the date of such termination and not thereafter. 9. SUBCONTRACTORS: Services Provider shall not be compensated for proportional work performed. Service Providers shall perform all services set forth in the WS as per section 1 above and shall not use subcontractors. 10. RECORDS: Records of Services Provider’s labor, payroll, and other costs pertaining to this Agreement shall be kept on a generally recognized accounting basis and made available to City for inspection on request. Services Provider shall maintain records for a period of at least two (2) years after termination of this Agreement, and shall make such records available during that retention period for examination or audit by City personnel during regular business hours. 11. RIGHT OF CITY TO CONTRACT WITH OTHERS: Nothing in this Agreement shall imply City is obligated to obtain the services described herein with only this particular Services Provider. 12. INDEMNIFICATION: To the fullest extent permitted by law, Services Provider shall defend, indemnify, and hold harmless City, its elected and appointed officers, officials, agents, and employees from and against any and all liability, including but 7 not limited to, demands, claims, actions, fees, costs and expenses, including attorney and expert witness fees, arising from or connected or alleged to have arisen from or connected with, relating to, arising out of, or alleged to have resulted from the acts, errors, mistakes, omissions, work or services of Services Provider, its agents, and employees. Services Provider’s duty to defend, hold harmless and indemnify City, its special districts, elected and appointed officers, officials, agents, and employees shall arise in connection with any tortious claim, damage, loss or expense that is attributable to bodily injury, sickness, disease, death, or injury to, impairment, or destruction of property including loss of use resulting therefrom, caused by a Services Provider’s acts, errors, mistakes, omissions, work Program or services in the performance of this Agreement including any employee of Services Provider. 13. WAIVER OF TERMS AND CONDITIONS: The failure of City to insist in any one or more instances on performance of any of the terms or conditions of this Agreement or to exercise any right or privilege contained herein shall not be considered as thereafter waiving such terms, conditions, rights or privileges, and they shall remain in full force and effect. 14. INDEPENDENT CONTRACTOR: Services Provider shall at all times during Services Provider’s performance of the services retain Services Provider’s status as independent contractor. Services Provider’s employees shall under no circumstances be considered or held to be employees or agents of City, and City shall have no obligation to pay or withhold state or federal taxes or provide workers’ compensation or unemployment insurance for or on behalf of them or Services Provider. 15. APPLICABLE LAW AND VENUE: The terms and conditions of this Agreement shall be governed by and interpreted in accordance with the laws of the State of Arizona. Any action at law or in equity brought by either Party for the purpose of enforcing a right or rights provided for in this Agreement, shall be tried in a court of competent jurisdiction in Pinal County, State of Arizona. The Parties hereby waive all provisions of law providing for a change of venue in such proceeding to any other county. In the event either Party shall bring suit to enforce any term of this Agreement or to recover any damages for and on account of the breach of any term or condition in this Agreement, it is mutually agreed that the prevailing party in such action shall recover all costs including: all litigation and appeal expenses, collection expenses, reasonable attorneys’ fees, necessary witness fees and court costs to be determined by the court in such action. 16. OWNERSHIP OF RECORDS AND REPORTS: All of the files, reports, documents, information and data prepared or assembled by Services Provider under this Agreement shall be and remain the property of City and shall be forwarded to City at any time City requires such papers, but is subject to two (2) year retention schedule set forth in section 10 above. 17. CITY LICENSE REQUIRED: Services Provider represents and warrants that any license necessary to perform the work under this Agreement is current and 8 valid. Services Provider understands that the activity described herein constitutes “doing business in the City of Apache Junction” and Services Provider agrees to obtain a non-profit license pursuant to Chapter 8 of the Apache Junction City Code, Vol. I, and keep such license current during the Term of this Agreement. Services Provider also acknowledges that the tax provisions of the City of Apache Junction Tax Code may apply and, if so, shall obtain a tax privilege license through the Arizona Department of Revenue. 18. ASSIGNMENT & DELEGATION: This Agreement has been entered into based upon the reputation, expertise and qualifications of Services Provider. Neither Party to this Agreement shall assign its rights or interest in the Agreement, either in whole or in part nor any monies due to or become due to it. In addition, all duties set forth herein are non-delegable. 19. ENTIRE AGREEMENT: This Agreement and any attachments represent the entire agreement between City and Services Provider and supersede all prior negotiations, representations or agreements, either express or implied, written or oral. It is mutually understood and agreed that no alteration or variation of the terms and conditions of this Agreement shall be valid unless made in writing and signed by the parties hereto. Written and signed amendments shall automatically become part of the supporting documents, and shall supersede any inconsistent provision therein; provided, however, that any apparent inconsistency shall be resolved, if possible, by construing the provisions as mutually complementary and supplementary. 20. SEVERABILITY: City and Services Provider each believe that the execution, delivery and performance of this Agreement are in compliance with all applicable laws. However, in the unlikely event that any provision of this Agreement is declared void or unenforceable (or is construed as requiring City to do any act in violation of any applicable laws, including any constitutional provision, law, regulation, or city code), such provision shall be deemed severed from this Agreement and this Agreement shall otherwise remain in full force and effect; provided that this Agreement shall retroactively be deemed reformed to the extent reasonably possible in such a manner so that the reformed agreement (and any related agreements effective as of the same date) provide essentially the same rights and benefits (economic and otherwise) to the Parties as if such severance and reformation were not required. Unless prohibited by applicable laws, the Parties further shall perform all acts and execute, acknowledge and/or deliver all amendments, instruments and consents necessary to accomplish and to give effect to the purposes of this Agreement, as reformed. 21. CONFLICTS OF INTEREST: This Agreement is subject to, and may be terminated by City in accordance with, the provisions of A.R.S. § 38-511. 22. POLITICAL ACTIVITIES: As a community service-based organization, Services Provider is a non-political organization. 9 Its employees are prohibited from engaging in any partisan political activity with respect to candidates for political office beyond the private expression of personal opinion, registering as a member of a political party, signing nomination petitions and voting in any special, primary or general election. No board member, officer or employee of Services Provider shall solicit any contribution in cash or services from any Services Provider employee to support any candidate for public office. No board member or officer shall use the name of Services Provider, or use their affiliation with Services Provider, to engage in any partisan political activity or form of lobbying, of any kind or to solicit any contribution in cash or services to support any candidate for public office. If a board member or officer should engage in said political candidate activities, they shall make it clear that they are doing so in their personal and private capacity, and are not associated with Services Provider in any way, while engaging in said activity. The functions and activities of Services Provider are non- political with respect to candidates for political office. Therefore, all board members, officers and employees will refrain from engaging in any partisan political activity or any form of lobbying, of whatsoever type or nature, while attending or participating in Services Provider function or event. This includes the circulation or signing of nomination petitions or soliciting any contributions in cash or services from anyone to support any candidate for public office. The above-prohibition on lobbying includes communicating with commission members and councilmembers for the purpose of gaining an advantage in receiving health and human services funding. 23. COMPLIANCE WITH FEDERAL AND STATE LAWS: Services Provider understands and acknowledges the applicability of the American with Disabilities Act, the Immigration Reform and Control Act of 1986 and the Drug Free Workplace Act of 1989 to the WS. As required by A.R.S. § 41-4401, Services Provider hereby warrants its compliance with all federal immigration laws and regulations that relate to its employees and A.R.S. § 23-214(A). Services Provider further warrants that after hiring an employee, Services Provider will verify the employment eligibility of the employee through the E-Verify program. A breach of this warranty shall be deemed a material breach of the Agreement that is subject to penalties up to and including termination of this Agreement. Services Provider is subject to a penalty of $100 per day for the first violation, $500 per day for the second violation, and $1,000 per day for the third violation. City at its option may terminate this Agreement after the third violation. Services Provider shall not be deemed in material breach of this Agreement if the Services Provider establish compliance with the employment verification provisions of §§ 274A and 274B of the federal Immigration and Nationality Act and the E-Verify requirements contained in A.R.S. § 23-214(A). City retains the legal right to inspect the papers of any Services Provider who works under this Agreement to ensure that the Services Provider is complying with the warranty. Any inspection will be conducted after reasonable notice and at reasonable times. If state law is amended, the Parties may modify this paragraph consistent with state law. 24. TIME OF ESSENCE: Time is of the essence of this Agreement and each provision hereof. 10 25. CONDITIONAL APPROVAL: The Parties understand and acknowledge this Agreement is approved on a conditional basis pending Services Provider’s timely filing of complete and correct reports for the 4th quarter of the previous fiscal year (if prior year's funding was provided by City). The 4th quarter reports shall be filed within the deadlines established by the prior agreement and must contain the required information as set forth in the prior agreement. 26. PROHIBITION TO CONTRACT WITH SERVICES PROVIDER WHO ENGAGE IN BOYCOTT OF THE STATE OF ISRAEL: The Parties acknowledge A.R.S. §§ 35-393 through 35-393.03, as amended, which forbids public entities from contracting with a contractor or organization who engage in boycotts of the State of Israel. Should Services Provider under this Agreement engage in any such boycott against the State of Israel, this Agreement is automatically terminated. Any such boycott is a material breach of contract and will subject Services Provider to monetary damages, including but not limited to, consequential and liquidated damages. IN WITNESS WHEREOF, the parties have caused this Agreement to be signed by their duly authorized representative as of the day and year first above written. SERVICES PROVIDER: ___________________________________, a 501(c)3 non- profit organization By: ___________________ Name: _______________________________ Title: Executive Director CITY: CITY OF APACHE JUNCTION, an Arizona municipal corporation By: Jeff Serdy Mayor ATTEST: JENNIFER PENA City Clerk 11 APPROVED AS TO FORM: RICHARD J. STERN City Attorney STATE OF ARIZONA ) ) ss. COUNTY OF ) The foregoing was subscribed and sworn to before me this_______day of __________ , 2020, by________________________ as ___________________________ of __________________________________, a 501(c)3 non-profit organization. ___________________________ My Commission Expires: Notary Public STATE OF ARIZONA ) ) ss. COUNTY OF PINAL ) The foregoing was subscribed and sworn to before me this______day of ________, 2020, by Jeff Serdy, as Mayor of the City of Apache Junction, Arizona, an Arizona municipal corporation. Notary Public My Commission Expires: Agenda Item Cover Sheet City of Apache Junction, Arizona 300 E Superstition Boulevard Apache Junction, AZ 85119 File ID: 20-086 Agenda Date: 2/24/2020 Sponsor: Heather Patel In Control: Health and Human Services CommissIndex: Presentation and discussion regarding quorum and attendance requirements of commission members. 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: 20-084 Agenda Item No. Agenda Date: 2/24/2020 Sponsor: Heather Patel In Control: Health and Human Services CommissIndex: Presentation and discussion on how the commission would like to recieve their agenda packets. 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: 20-085 Agenda Date: 2/24/2020 Sponsor: Heather Patel In Control: Health and Human Services CommissIndex: Presentation, discussion and consideration of future meeting times and dates. 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: 20-093 Agenda Date: 2/24/2020 Sponsor: Heather Patel In Control: Health and Human Services CommissIndex: Consideration of the next regular meeting date, time, purpose and location. Page 1 City of Apache Junction, Arizona Printed on 8/25/2026