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HomeMy WebLinkAboutMinutes 1990DRAFT - NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE January 8, 1990 8:00 P.M. Room 2402 PRESENT: Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wollin OFFICIALS Paula Crismond, Sally Roethle, Vince Adamus, AND STAFF. Prentis Bryson, Robert Campbell, Carey Wright, Jane Volberding, Don Wright, Owen Thomas, Joe Zendell, Steven Fiffer, Robert Hirsch, Jay Terry, Joel Asprooth, PRESIDING: Ald. Washington, Chair The meeting was called to order at 8:00 p.m. MINUTES The minutes of the meeting of December 18, 1989 were amended as follows: Page 3, line 29, the word "inappropriate" should be substituted with "and be transferred to appropriate" so the sentence will now read F "Ald. Davis felt that if it were true that citizens were going to call and be transferred to appropriate departments anyway......." With this amendment, the minutes were unanimously approved. COMMUNICATIONS P1ayxround Scholarship Verification Ald. Feldman asked what generated this communication. Paula Crismond indicated that the Recreation Hoard had made this policy decision last year and wanted to be sure the Human Services Committee was aware that the policy was continuing. Ald. Feldman noted that he has, throughout the discussion of the scholarship - program of the Recreation Board, noted that he wanted stronger outreach emphasis and that there should be outreach activities to _ promote the scholarship programs and he asked for a report from the Recreation Department staff soon on how that will be done. Ms. Crismond responded that the next Recreation Board meeting was January 18 and that she would have that report available very soon. HUMAN SERVICES COMMITTEE Minutes of 1/8/90 . . . Page Two YOUTH ADVOCACY PROGRAM YAP - QUARTERLY REPORT Carey Wright opened with the discussion that the quarterly report was a draft report and had not been reviewed by the YAP Advisory Committee; the the YAP Advisory Committee would be addressing many issues including those raised by Ald. Washington in her memo. He also noted there was a memo from the chairman of the Advisory Committeo to the Human Services Committee informing them that Mr. Ehrensaft, the consultant, intended on submitting an addendum to his evaluation of the YAP. Ald. Feldman asked how.many advocates were on staff at the present time. Mr. Wright indicated there were two advocates on staff at present. He stated the program has had two separate vacancies over the last five months, but had maintained two active advocates. Ald. Feldman noted that there was still one more vacancy in the YAP. He felt there was a problem in the program with hiring and retaining staff. He felt there was some type of failure somewhere if the program was unable to hire and retain staff; that sustained relations were essential with the youth advocate clients, and the inability to sustain those relations has plagued the program. Mr. Wright indicated he felt that the new structure that has been in place since September with the advocates being City employees provided some of the support necessary to retain staff. However, he did have some concern over the level of salary for the advocates. Ald. Feldman felt that for the program to succeed, good solid staff were necessary on a sustained basis, and he directed staff to ask the YAP Advisory Committee what their advice was on how to solve the staffing problem in the program. Ald. Davis inquired about the case load size of the program and asked for some further information about the three terminations from the program with a positive outcome. Mr. Wright described one particular case for the Committee involving a 15 year old in Evanston Township High School. However, he said one of the philosophical questions that the program had not yet fully resolved is when YAP staff are supposed to end a case. Ald. Washington noted that she had met with Mr. Wright prior to the Committee meeting, and that regarding her concerns raised in her earlier memo, she will wait until the YAP Advisory Committee has had a chance to discuss them. Ald. Drummer asked if YAP staff follow up on terminations. Mr. Wright indicated that many terminations involve the client leaving Evanston, and noted that for the positive outcomes, they have not yet done follow up. Ald. Drummer indicated he felt such follow up was appropriate. Mr. Wright noted that the program was designed to produce positive life outcomes and that they can only be tracked over a period of time. Ald. Drummer asked if any high school seniors were in the program. Mr. Wright said yes, but they are all in alternative schools. Ald. Drummer commented that he felt the current case load for the YAP was appropriate and did not feel that case loads could appreciably increase and have staff HUMAN SERVICES COMMITTEE Minutes of 1/8/90 . . . Page Three still be effective. Ald. Feldman noted that he recalled that when the program was conceived, 10 to 15 cases per advocate was seen as being appropriate. Mr. Wright indicated to the Committee that he was developing a memo which would describe some of the families that the program was involved with and the high costs of social programs which were allocated to certain families. He indicated one family he was working with he was sure had received over $250,000 in publicly fundeds social support services. Ald. Feldman noted that if the program was designed to have long term positive achievements, the absence of negative information was, in fact, a positive. Mr. Wright felt there were both soft and hard indicators of success for the program and that, in fact, could be a soft indicator. Ald. Feldman recommended a narrative on what were the positive outcomes to the program and how will goals be achieved. Aid. Wollin asked for further information on the three categories on high risk youth described in one of the handouts from Mr. Wright. Mr. Wright responded that the three categories represented the degree of seriousness of the problems of the client. Ald. Washington indicated that Mr. Wright should be returning to the Committee meeting on January 22 with some further information for the Committee. Mr. Wright stated he hoped to have a written response to Ald. Washington's memo available for the 22and and also some information on the status of Ken Ehrensaft's additional submission. Ald. Feldman indicated the categories of high risk youth could indicate categories of risk you intend to stay away from, based on experience. He felt that there were many tough types of philosophical and ethical questions which the program would eventually have to address; that if funds are limited, who did we intend to serve. Ald. Davis commented to Ald. Feldman that she felt the YAP program should not go for big numbers, that it Wes a unique program of last resort. She felt that the Committee should not be quick to rush to some sort of judgement. She also asked questions about how the program dealt with negative peer group. Mr. Wright indicated that the way to cope with negative peer group is to try and put the youth in touch with positive programs, alternatives to the negative peer group. CONSIDERATION OF CITY MANAGER'S PROPOSED REVISIONS IN FY 1990-91 BOARD AND COMMISSION BUDGETS Ald. Davis stated she had some question about the Manager's adjustment to _ the Arts Council budget. She felt it was a sizeable revision and not a small adjustment. She asked how the adjustment was made and indicated it amounted to a 10% cut in City support, and the adjustments were made in non -City revenue items. It appeared to be. to her, that the Arts Council was being penalized for raising funds from outside sources. Manager Asprooth responded that he had concerns in three areas One, that the Arts HUMAN SERVICES COMMITTEE Minutes of 1/8/90 . . . Page Four Council was proposing to raise rent at the Noyes Center; he felt it was a great idea to raise rent and target that revenue to grants for outside agencies. However, he felt the City was facing a very severe revenue shortfall, and that if rent were to be raised at the Noyes Center increased revenue could be targeted to existing programs. His second concern was that the proposed Gallery Guide, while it would receive private support, had a net cost to the City, and that, again, the net cost was ill afforded at this time. lie felt that the Committee's concern about the cut in the Artist's Exhibit was, in fact, a valid concern .and he felt the $3,000 cut could be legitimately restored. Manager Asprooth commended the Arts Council on the work that they do; however he noted that their mission was not an essential service and that he had an obligation to reduce costs whenever possible. Ald. Davis felt there was not a need to cut the entire $3,000 for the printing of the Gallery Guide, since $2,000 of it was to be non -City funds, that a $1,000 cut was more appropriate. Manager Asprooth indicated that Joe Zendell could address that question as to whether the Gallery Guide could still be produced without City funds. Ald. Davis felt that the raised rent at the Noyes Center could be used for the expansion of grants. Manager Asprooth indicated there were multiple revenue sources for the Arts Council. He felt it rant revenue was raised, it could be used to support the existing grants; that he was not proposing any reduction in grants. Steven Fiffer of the Arts Council asked to speak. He noted that Mayor Barr had accepted the award from the Illinois arts Council for recognizing Evanston City support of the arts. He felt that award was a hollow award now; that these were dramatic cuts in the budget. The Arts Council sees no problem in leaving the $2,000 in private funds for printing of the Gallery Guide; that the Council is projecting non -City revenue increases of $20,000. He felt that -if private funds are being used to relieve the normal City responsibility for funding, it sends a drying message to the fundecs. The increase in grants to groups was a response to concerns raised at community public hearings. He felt the Arts Council was doing all they could. They appreciate the gravity of the budget situation in the City; however, arts are important and they contribute to a sound, economic climate for the City and that the Council is very seriously affected by these cuts. Ald. Feldman asked how much increased revenue is projected to the Noyes rent increase. Manager Asprooth responded $4,709. Ald. Feldman noted that a cut was recommended. Manager Asprooth said he was cutting back to this year's funding level. Ald. Washington asked about the Commission on Aging/Mental health Board proposed new part-time clerical position. She felt it was a critical position. ?tanager Asprooth indicated that position needed to be viewed in the total context of the budget. He felt that other personnel needs were more critical, and he was being very cautious in adding new positions to the budget. He stated that the individual staffs had changed in the Commission On Aging/Mental Health Board office and felt that a higher level of productivity could be expected from that office. HUMAN SERVICES COMMITTEE Minutes of 1/8/90 . . . Page rive Robert Campbell of the Commission on Aging asked to speak. He said he understood the needs for other services. He felt the part-time clerical position would enhance the Ombudsman program, by keeping track of the volunteers. He felt the Ombudsman Program was a valuable service; that the part-time position would help to improve communication betwoon the volunteers and the staff. He felt it would help in recruiting volunteers, however, he noted that the Commission on Aging wished to state that it had bean treated very fairly in the budget process. He noted that if the position was not improved this year, the Commission would be back next year requesting the position. Manager Asprooth noted that the need for this position had been identified in mid-1989, and since that time, some computer software for word processing had been purchased and that he expected some productivity to change. He felt that if the condition of coming back next year was applied, that there would be a large number of departments, Hoards and Commissions who will come back next year with requests. Ald. Drummer asked about the printing budget under the Arts Council again. He recommended a change in the cut in printing and for the Arts exhibit. He recommended an increase in funding levels. He moved that there be changes in the proposed cuts in the Arts Council budget. Ald. Davis recommended that the reduction in the Contributions to other agencies for the Arts Council should be reduced to only $2,000. Steven Fiffer told the Committee that the Illinois Arts Council had been told in their grant that the Arts Council would, in fact, be increasing the number of grants to agencies in Evanston. Ald. Feldman seconded Ald. Drummer's motion. Robert Hirsch, of the Arts Council, asked to speak. He indicated he chaired the Long Range Planning Committee of the Arts Council, and a former member of the Northlight Theatre Board. He believes the Arts Council and other agencies are being penalized for their commitment to Evanston; that the groups could move to Chicago; that the Council does not support arts groups in Evanston adequately. He stated studies have reflected the private dollar's leverage - the City recoups four times the amount of dollars it puts in; they are generating tax dollars; organizations have requested more dollars and the Arts Council is being penalized for raising money. Manager Asprooth indicated that he appreciates the concern of the various speakers and there would never ba an abi?_ty of the Cfty of gvennton to compete with the City of Chicago with regard to support levels to arts groups. He suggested that the Human Services Committee and the Arts Council have a discussion about this issue outside of the budget process; that it be something placed on their agenda for later on this year. Ald. Davis offered a friendly amendment, which was accepted, to Ald. Drummer's motion, that the proposed reductions in the Arts Council budget be changed as follows: 1) the reduction in printing be changed from $3,000 to $1,000; 2) the reduction for the Black Artists Exhibit be eliminated; and 3) the reduction for the contributions to other agencies be changed HUMAN SERVICES COMMITTEE Minutes of 1/8/90 . . . Page Six from $7,500 to $2,000. Ald. Drummer's motion, with Ald. Davis' amendment, was approved unanimously. Ald. Davis moved that all of the City Manager's recommendations be approved for the purposes of budget discussion. Ald. Feldman asked the Commission on Aging's speaker whether the additional person would provide more services for persons who are being reached now, or would, in fact, reach persons who are not being reached now. Ms. Volberding responded that both mould be the case and that more volunteers for nursing homes are necessary. Ald. Davis' motion was approved unanimously. The Committee voted unanimously to adjourn at 9:05 p,m. Jay W. Terry i DRAFT -NOT APPROVED MINUTES HUMAN SERVICES COKMITTEE January 22. 1990 8:30 P.H. Room 2402 PRESENT: Ald. Davis, Drummer, Feldman, Lanyon, 'Washington, Wollin OFFICIALS Don Colleton, Carey Wright, Jay Terry AND STAFF: Presiding: Ald. Washington, Chair The meeting was called to order at 8:27 p.m. MINUTES The minutes of the Human Services Committee meeting of January 8, 1990 were approved with the following amendment: Page 3, line 29, the phrase "go for big numbers, that" should be deleted and replaced with "eliminate categories of high risk youth. based on degree of difficulty of the case since........". With that correction, the minutes were approved unanimously. Ald. Washington informed the Committee that she had intended to have the Committee meet at an earlier start time to discuss potential agenda items; however, there was insufficient time for notification of the time change. Ald. Feldman indicated that due to the lack of agenda items, the Committee needed to start defining problems it could discuss. He stated that he could not believe that with all the human service needs in Evanston, there was not more work for the Committee. Ald. Davis commented that having served on the Committee before, she knew that there were periods in which there were not many items on the Committee agenda and that there were natural ebbs and flows in the work of the Human Services Committee. One item she believes that the Human Services Committee should pursue, following its discussion about the Teen Baby Nursery, is the larger issue of child care in the community. This issue was put on hold until the United Way study was submitted, and until staffing of Human Services was assured in 1989. Now that the report has been received and staffing is in place, she believes the Committee should examine the issue, including the network which exists in the City of Evanston, and the City's role in the field of child care. HUMAN SERVICES COMMITTEE Minutes of 1/22/90 . . . Page Two She recommended the Committee begin pursuing this issue after the City budget is approved, but would like the review initiated before the Unified Budget Process so that the analysis of child care could be removed from any funding questions. Ald. Lanyon indicated that he supported the notion that the Committee review the child care issue. He reiterated his concern about youth issues. He indicated he had made a reference to the Committee following the Youth Forum last April, and did not feel the Committee had addressed that issue adequately. His other concern on potential agenda items was the relationship between the Community Development funding process and the Unified Budget Process. Ald. Feldman noted that at the last Unified Budget allocation session in November, the City, the Mental Health Board and the Township had all indicated it would be advantageous to include the Community Development Committee. He would like the Human Services Committee to investigate that possibility as to the merits of including CD and what drawbacks, if any, might exist. Ald. Davis commented on Ald. Lanyon's youth reference; that she felt the Committee was viewing youth issues that were identified at the Youth Forum, but viewing them in a segmented way, by reviewing the Youth Advocacy Program, child care and the Mayor's Special Task Force on Substance Abuse, Ald. Drummer noted that his concern was for recreation. He knows that reports will be coming from the Recreation Board. However, he would like more focus on the recreation policies on youth; what is the Recreation Board's philosophy on youth issues and how it will interact with the bigger picture. and that Recreation has a vital role in youth concerns. Ald. Washington agreed with Ald. Drummer's assessment of that agenda item. Ald. Feldman indicated that another agenda item that came out of the Unified Budget Process and his work with the Mental Health Board involved the cost to the community of the increased number of long term care facilities within the City, asking what does it mean to the community; are their costs in monitoring; what happens if there is a closure of a facility. Ald. Washington read from a list of agenda items she would like to pursue, including a status report on the new Library, status report on the Saratoga Nursing Home, any issues involving the Human Relations Commission, pursuing an attempt to decrease the percentage of public funds, agencies which are funded by the City rely upon. She felt a future discussion with the Arts Council was appropriate, and also exploring the working relationships of private agencies with the Youth Advocacy Program. COMMUNICATION HUMAN SERVICES COMMITTEE Minutes of 1/22/90 . . . Page Three Letter from Evanston United Wav The Committee accepted the communication on increased funding for Community Coordinated Child Care (4 Cs). The concensuo of the Committee was that this was very good news. Ald. Wollin indicated that it verified the importance of child care as identified in Unified Budgeting. Ald. Washington indicated she had received a question from Ald. Rainey about the funding for the Arts Council and noted that the final recommendation from the Committee should answer those questions. YOUTH ADVOCACY PROGRAM Don Colleton, Chairman of the Youth Advocacy Program (YAP) Advisory Committee, indicated he had a number of conversations with Ken Ehrensaft. Mr. Ehrensaft has promised a supplement to his evaluation by the end of January. Ald. Feldman asked Mr. Colleton if he new what areas or issues that supplement would cover. Mr. Colleton indicated he had spent three to four hours on the telephone with Mr. Ehrensaft in an attempt to focus him on the issues and concerns of the Human Services Committee and the YAP Advisory Committee. Ald. Feldman asked Mr. Colleton if he was hopeful of getting a useful response from Mr. Ehrensaft. Mr. Colleton indicated the YAP Advisory Committee was very concerned about Ald. Washington's memorandum; that the YAP Advisory Committee met; they are proposing a two step process. One is getting an addendum to Mr. Ehrensaft's report, and a second report and evaluation reviewing the last 18 months of YAP operation, which would be produced by the staff and the Committee. Ald. Washington indicated she thought she was going to get responses in writing to her questions at this evening's meeting. Carey Wright responded that the YAP Committee felt a different type of response was appropriate. Mr. Colleton noted that he and the Committee are very concerned about community perceptions about the program, and that they are moving to address those perceptions immediately and will not wait for the new report's issuance in February to address those issues. The Committee confirmed that it had already reviewed the YAP Quarterly Report. Ald. Lanyon asked for an update on the hiring of the vacant Advocate position. M. Wright stated that six individuals had been identified for interviewing for that vacancy, however due to the demand on the Personnel Department in hiring police and fire personnel, he was unsure of the timetable for the interview process. Mr. Terry informed the Committee that he had discussed the issue with Judy Witt, Director of Personnel, and the Youth Advocate hiring will be expedited to the extent possible. Ald. Feldman noted that since Mr. Colleton indicated a report was coming which indicates where YAP has been, where they are currently, and where Human Services Committee Minutes of 1/22/90 . . . Page Four they are going, he did not feel any further questioning at tonight's meeting was appropriate. Ald. Drummer indicated that he expects this report in February to also address some of the concerns which were addressed at the last meeting. Ald. Feldman reminded Mr. Colleton that it is his perception that City Council is vitally interested in knowing the status of the YAP Program and that he awaits the report. He reminded Mr. Colleton that Human Services members are not the only ones interested in YAP. Ald. Davis asked Mr. Wright if the sharing of time of a clerical person with Human Relations meant that the YAP program was getting enough clerical support. Mr. Wright responded that it could be an issue in the future, but was not, as of this time. Ald. Drummer noted that while they all anxiously await the report in February, he cautioned against high expectations of the report and the program, that expectations should not be raised to an unrealistic level. Ald. Washington concurred with that comment. The Committee unanimously moved to adjourn at 8:54 p.m. Jay W. Terry PRESENT: ABSENT: r OFFICIALS AND STAFF: Presiding: DRAFT -NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE February 12, 1990 7:30 P.H. Boom 2402 Ald. Davis, Drummer, Feldman, Washington, Wollin Ald, Lanyon C. Louise Brown, Sally Lufkin, Owen Thomas, Jane Volberding, Marc Bermann, Jay Terry Ald. Washington, Chair The meeting was called to order at 7:33 p.m. MINUTES The minutes of the January 22. 1990 meeting of the Human Services Committee were unanimously approved without correction. COMMUNICATIONS Community Nutrition Network Letter regarding Home Delivered Meals Ald. Feldman asked if the letter written to the Evanston Review was what generated staff attention and the issue being brought to the Human Services Committee. Mr. Terry responded Ms. Volberding has been contacting a number of service organizations in an attempt to identify volunteers to deliver the meals. Ald. Feldman commented that it was a tragic situation that there were not enough volunteers in the community to deliver those meals. Ald. Drummer and Ald. Washington both Indicated they were contacting people in the neighborhood around Fleetwood-Jourdain and were trying to solicit volunteers. UPDATE ON LONG TERM CARE FACILITIES IN RECEIVERSHIP Ald. Feldman asked Hs. Brown regarding the current status of the residents of Saratoga. Ms. Brown reported that there had been a definite decline in care over the weekend. The Health Department still has some serious concern about the facility staff at Saratoga; the staffing level which was promised in various plans had not been maintained. Ald. Feldman asked how many additional staff had been hired by the Saratoga. Hs. Brown reported that under the Human Services Committee Minutes of 2/12/90 . . . Page 2 requirements of the Evanston Long Term Care Ordinance and subsequent plans of correction for the Saratoga, they are required to maintain a one staff person to 5 residents ratio. The Sherwood of Niles officially closed at 4:30 P.M. on Friday; at last count there were 56 developmentally disabled residents of the Sherwood of Niles who were transferred to the Saratoga. Ald. Feldman asked if there was room at the Soaratoga. Ms. Brown stated yes, since the, City of Evanston had for a long time prohibited new admissions to the Saratoga. Ald. Feldman asked if that meant if other facilities closed in the area around Evanston that the Saratogn would get those people. Hs. Brown described the unusual circumstances which led to persons being placed in the Saratoga, noting there were four facilities under one ownership and that since the Sherwood had to be closed. they looked to place persons in facilities under that ownership and the Saratoga was available. Ald. Feldman asked what Evanston's rank within the state was for the number of developmentally disabled and/or mentally ill residents in long term care facilities within the State of Illinois. Mr. Terry responded that he would get that information, but his guess was that Evanston is number one or number two in the state. Ald. Feldman asked staff to pursue this in terms of identifying what the next closest municipality is. REVIEW OF RFP PROCESS FOR MCKINNEY EMERGENCY SHELTER FUNDS Ald. Wollin noted that the dollars had been allocated to fund traditional homeless services. She was interested in finding out more information about those services which would be funded under homeless prevention. Ald. Feldman asked Mr. Terry which agencies the RFP had been sent to. Mr. Terry responded that some of the prevention activities which were fundable under this act were in the attachments to his letter to the agencies. He reviewed the list of agencies to whom the letter was sent. Ald. Feldman noted his concern about starting a new homeless facility stating his preference for augmenting services at the existing facility. He asked what was meant by asking the agencies for new ideas. Mr. Terry responded that it did not necessarily mean an interest in starting a new facility, but perhaps identifying new support services for the existing population. Ald. Davis identified her concerns that nationwide. housing shelters for the homeless have become a permanent part of our nation's housing static. She is hoping that the new McKinney dollars could generate new ideas. Unfortunately the federal grant structure for the homeless is set up to pay for homeless shelters. She is hoping those services in the community which do homeless prevention will respond to this money being available and will come up with some new ideas. She advised Hr. Terry to send a copy of the RFP to the Housing Commission so they could use it in their outreach activities. Ald. Wollin asked whether or not this money could be included in the Unified Budgeting Process (UBP). Mr. Terry noted that the history for the funding of this level had been very unpredictable, varying greatly from year to year and Human Services Committee Minutes of 2/12/90 . . . Page 3 that we did not know up until the very last moment to what Congress and the President were going to agree in terms of funding. Ald. Feldman noted that by sitting through the UBP he knew that the St. Francis caseworker for the homeless was very overworked. He suggested that the money be used for prevention activities and for increased caseworkers for the existing homeless to get then out of a homeless situation. Owen Thomas noted that he had read the criteria for funding and that mediating landlord/tenant disputes was one of the fundable activities,, and he saw this as a potential way of supporting the Neighborhood Justice Center and that he would be in further contact with Mr. Terry. Ald. uollin asked if the result of certain landlord/tenant disputes was, in fact, homelessness. Mr. Thomas responded that some disputes lead to eviction. Ald. uollin noted she wanted the service targeted to those in financial need. Ald. Drummer indicated that he agreed with the concerns outlined by Ald. Davis. He would like to see additional funding go to support our current shelter; but also a transitional program such as the FIT program. Mr. Terry noted that the large percentage of the dollars were still required to be spent on bricks and mortar and physical improvements, and that support services could only account for 20% of the grant. Ald. Wollin noted how the Northwest Municipal Institute was discussing a number of social services and that she had invited Carol Moschandreas to address that group to talk about the homeless shelter in Evanston. She thought Ms. Moschandreas did a very good job as she offered herself for technical assistance to other suburban municipalities. Ald. Drummer inquired as to whether the Committee would have the approval on the ultimate application to HUD and Mr. Terry concurred that would be the case. REFERENCE OF FIRE DEPARTMENT PERSONNEL ISSUES REVIEW BY HUMAN RELATIONS COMMISSION Mr. Terry informed the Committee that he had contacted Ald. Rainey and she did not see the need to address the Committee. She felt that all members of the City Council were aware of the issues and some of the charges that had been made at the Administration and Public works Committee meeting which had been called to discuss the Fire Department. Ald. Drummer indicated he was unclear as to what the Committee was supposed to do with the reference from Ald. Rainey. Ald. Feldman noted that he was present at the Administration and Public Works Committee meeting responding to charges about the Fire Department, certain persons had indicated at that hearing that any charges about the Fire Department and the Jump Company's effectiveness were racially motivated and he felt those charges had prompted Ald. Rainey to make a reference to Human Services. Human Services Committee Minutes of 2/12/90 . . . Page 4 Ald. Washington asked Owen Thomas if he and the Commission was prepared to address this issue. Mr. Thomas indicated he was present at the meeting to dialogue with the Committee about the issue. Mr. Terry noted to the Committee that Ald. Rainey indicated that rather than making a direct reference to Human Relations herself, she made the reference to the Human Services Committee so that the Committee could decide if a reference to the Human Relntions Commission was appropriate. Ald. Davis felt that the City Council was proceeding on an appropriate examination of the issues raised about the Fire Department. She felt that a reference to the Human Relations Commission would take the Council and the City in a different direction in reviewing the issues. She also felt soma are personnel issues best handled within the City structure, and that the Human Relations Commission was not adequately prepared to handle the Fire Department issue. She felt that since the City Council was appropriately reviewing all of the service issues, and without some further clarification and direction from Ald. Rainey she did not think a reference to Human Relations was appropriate. Ald. Drummer noted that there had been no formal complaint from Fire personnel of a racial basis. In his view thoso complaints could go directly to the Human Relations Commission or through Internal grievance procedures, and he also did not see a committee reference to the Human Relations Commission as being appropriate. Aid. Davis noted that it was the consensus of the Committee that there be no reference to the Human Relations Commission at this time. No Aldermen dissented to that comment. COSTS OF DEPENDENT POPULATIONS TO THE CITY Ald. Drummer indicated he understood and appreciated the concerns of Ald. _ Feldman and Aid. Warshaw regarding the cost of long term care facilities. He felt that documenting our cost was important and the need to lobby State officials was an important thing. Aid. Feldman indicated he could appreciate the difficulty in measuring all the staff time that went to monitoring long term care facilities. He noted that in the reports it certainly appeared to him that top level department heads had dropped important projects to handle things such as the receivership. He felt that there was support services funded through the Unified Budget Process are also a drain on community resources related to these facilities. He understood Ald. Warshaw's concern - she sees another application for another long term care facility that, like all facilities, has the potential of not _ being self sufficient. He wondered if there a was a time in which the community said enough and on what basis does the community say that. He noted that both elected officials and staff had been unable to generate any interest in other communities in some of these services. He wondered what the cost was to the community. He did not feel it should be open-ended. Human Services Committee Minutes of 2/12190 . . . Page 5 Ald. Drummer indicated he agreed with some of those sentiments, particularly when a judge imposes a transfer that does not take into account tho cost to the City. Ms. Brown noted that the expanded needs of the regulatory activitiad of the department; that the more problems that developed the more staff attention to those problems is necessary. She indicated that regulation of nursing homes was in no way a nine to five proposition. Ald. Wollin noted that the other proposed new facility in town was a for -profit and she questioned whethor the Council had a right to tell for -profit facilities they could not operate in town. Ald. Drummer felt that licenses could be restricted as they were with liquor stores. Ald. Davis felt there was a distinction; selling liquor was a privilege whereas some fair housing questions were raised and could impact any attempt to deny a long term care license. Ald. Drummer felt that with any licensed facility, the community still had the right to show what the impact of that facility would be. Ald. Davis noted that while that was true, that was usually not the standard which was applied in civil rights cases. Ald. Washington noted her concern that Evanston has become a dumping ground for dependent populations; a representative of HOME had appeared before the Housing Commission indicating their desire to purchase some houses for the mentally ill. She indicated that members of the Housing Commission had told them to explore his project in Winnetka. Me. Brown felt that in her opinion the proposed Pebblewood facility will not be similar to a Sherwood or a Saratoga. The Sherwood and Saratoga were heavily publicly funded and a mixed population of the elderly, developmentally disabled, and the mentally ill. She stated that the Pebblewood facility which is to be a private pay exclusively; a geriatric population providing sheltered care are shown to have far else problems. Ald. Feldman asked staff to name some of the better facilities in town who were private pay and geriatric. Ms. Volberding and Ms. Brown responded the Presbyterian Home, Hcmecrest, !Sather and the King Home. Ald. Feldman noted that Ald. Warshaw's concern was not in the application and the aspiration of the new facility but of the reality - concern about standards dropping, that people would get in, the need to meet the standards of the Long Term Care Ordinance revisions. He indicated that he is aware of the disappointment by those who worked so hard to draft the ordinance revisions for the Long Term Care Ordinance, that many of these were tossed aside by a judge which undercuts the efforts by many members of the community to achieve control over what is happening in these facilities. Ms. Brown noted that the time spent was overwhelming. Ms. Volberding indicated that the Commission on Aging had been wrestling with these issues for some time as to what are the true costs of quality care and what is the cost threshold to achieve quality cart. Ald. Wollin noted that her family has a relative in an Evanston long term care facility and they received a letter indicating that the education requirements of the Long Term Care Ordinance would result in an increase of $12 per day in Human Services Committee Minutes of 2/12/90 . . . Page 6 the facility's monthly fee. She felt this was an onerous burden on families with residents in this facility, Aid. Feldman indicated the memos and the discussion were an attempt to articulate the concerns. He still is unsure how much further the community can go, Ms. Brown indicated that the community needed to decide if they want to regulate long term care; that Evanston is the only municipality with its own long term care ordinance. She did not know the likelihood of ever asking the State for reimbursement. She indicated a large volume of work was done. She did not believe the Illinois Department of Public Health could have been as successful as the Evanston Health Department in monitoring or regulating the situation. She noted that both Niles facilities which were under state control declined rapidly. She indicated that she did ask for some long term care items in her budget which were necessary to monitor effectively; without quality care monitoring there is a good likelihood that Evanston facilities could turn out the way the Hiles facilities did. Hs. Volberding encouraged the Committee to give the new ordinance a chance. Ms. Brown reminded the Committee of the training session which was held on Individual care plans for facility staff on February 2; that the City staff were interested in doing more things of that nature. Aid. Feldman asked if facilities were charged for that. Ks. Brown responded yes, $30 per person. Aid. Washington asked about the number of facilities in town and how we compared to other cities and that should have an impact on any discussion as to whether to let new facilities open. Ms. Volberding noted that the per capita number of beds in Evanston was double; that there should be a safeguard in the system in the Illinois Facilities Control Hoard. She noted that if the persons who wanted to open the Pebblewood had asked for a skilled care license they never would have received it. However, sheltered care they were able to get a license for. Aid. Feldman predicted that the Council would be hearing more about this issue from some of the boards and commissions. Aid. Davis inquired as to why the strict requirements of the Evanston Long Term Care Ordinance were not a disincentive in view of the fact that these owners could go elsewhere within the region and not have to deal with the requirements of the ordinance - why did they still want to open facilities in Evanston. Ms. Brown indicated she really had no answer except to say these are private pay and that sheltered care facilities are very profitable facilities. PARTICIPATION OF COMMUNITY DEVELOPMENT COMMITTEE IN UBP PROCESS Aid. Drummer indicated he had talked to the Chairman of the CD Committee and at this time, the position of the CD Committee has not changed. He is will to go back to the Committee to discuss the issue but he was under the impression that previous arrangements which had been worked out had worked and he had not heard otherwise. Ald. Washington noted there was a special night at CD in which the members of the Committee could attend. Aid. Davis noted Human Services Committee Minutes of 2/12/90 . . . Page 7 that what was termed an agreement or compromise did not really materialize and that there were many turf issues involved, and that the process as identified in some of the memos that were distributed in the packet really did not work. Ald. Drummer said he would be willing to consider new issues. He noted that a small percentage of the agencies funded by CD also go to the UBP. He noted that the CD Committee was ultimately responsible for those funding decisions whether or not they participated in the UBP process, Ald. Feldman noted some similarity between the CD Committee and the Mental Health Board; that the Mental Health Board guards it funding prerogatives very jealously; they have never been forced into a decision but that by participating in UBP they get the total picture of what is happening in the community; the analysis and expertise of the various staff to the UBP have fed on each other and provided excellent information to the panel members; he utilized the questions of the City, United Way, Mental Health Board and Township staff and found them very helpful. He said they were able to choose the questions which are of the most interest. He felt that the process allows bright, dedicated people to focus on community issues and that it neutralizes the politics. In his view, the CD Committee was all by itself, isolated, making decisions from a vacuum. He felt that if the members of the CD Committee did not want the merger with UBP to occur that they ware capable of coming up with 50,000 reasons why not; that the Mental Health Board discusses everything; they know the UBP and it is termed to be nothing but helpful. He inquired as to why participation in UBP would not be helpful to the CD Committee. Ald. Davis indicated her total agreement with Ald. Feldman's statements. She indicated all participation in the UBP does is add to your total understanding of the community issues. She noted that each of the funding bodies has agencies that do not go through UBP; there are different fiscal years; each funding body has its own requirements, legislative mandates, federal requirements, etc. She indicated that any objections by the CD Committee along those lines could also be applied to the other funding agencies. She felt that participation in the UBP allows panel members to see the whole scope of issues; it helps you to see how things fit into the scheme of things. She did not believe the CO Committee could possibly have the whole picture of human services funding. Ald. Drummer felt that even with UBP, there was still not a view of the big picture. He felt that the timing really did call for a major obstacle; that there were at least eight rA etings of the UBP and multiple meetings of the CD process; that the CD would have to designate Committee members, and ultimately only a small percentage of the CD Committee would hear what went on in UBP anyway. In addition, he saw three or four meetings being added to the workload of the CD Committee members. Ald. Feldman felt that the CD Committee objections were down at a different level; he felt that unless someone could identify how participation was destructive to the CD Committee's judgement all other questions were on a logistic level and that if we were operating on a logistic level Human Services Committee Minutes of 2/12/90 . . . Page 8 accommodations could be made. He noted that the approves all the UBP funding decisions and that Services don't attend UBP. He felt there could be Committee on the UBP panel. He felt that if the could be worked out. Human Services Committee certain members of Human rotating members of the CD will was present, some way Ald. Drummer noted that all the members of the UBP were advocating for this joint process but that no one on the CD Committee was. He felt that members of the CD Committee could argue that the UBP way of funding was not the best way of funding. He felt there had been a complete exchange of information, memos and reports. He noted that despite this joint view and sharing of information, basic funding for human services in Evanston had not changed appreciably. He noted that through the CD public service cap, their funding levels were locked in. He did not see the need for attending UBP in that the CD Committee received all information and shared all information. Ald. Davis indicated that some of Ald. Drummer's objections were the same objections noted when the UBP was set up; however, the underlying philosophy of the UBP was that it provided for a broad scope - a coordinated approach and she felt that coordinated approach was more important as dollars shrink. She noted that with the public service cap, the CD Committee had been applying across the board percentage decreases without knowing the impact of those percentage decreases, and she felt that applying for things across the board was ignoring the broad perspective. It also eliminated the chance for cooperative arrangements between agencies to be set up to provide for different or new services. She noted that human service needs do not remain the same. Ald. Drummer felt that all of the proposals submitted were reviewed by the CD Committee. Ald. Davis responded that the decisions were not made in the whole context of the human services universe. Ald. Drummer reminded the Committee that CD is not just human services. He again stated he did not see what the change impact would be from joint review; that, in fact, there were only five agencies in CD that also saw UBP. Ald. Davis asked how that was different from the other situations she described. She felt that participation of CD would shed light on various issues and that no one should have a problem with a shedding of light on issues. Ald. Drummer again noted that the Committee reviewed all the information from the UBP. He saw the dollar increases. He noted there was only a small increase in the total funding for UBP for next year. Ald. Davis responded that despite these small funding increases whole new services had been started and she felt;that without participation in UBP the CD Committee would be unable to be creative. Ald. Drummer felt that without any new appreciable dollars in the process, it was very difficult to establish new programs. Ald. Feldman noted it was his hope that the talent on the UBP was not used for incremental changes plus or minus 2%. He felt that there needed to be a shift in priorities with a focus on emerging needs. He noted how the Mental Health Board was able to change its focus from remediation to prevention and that they were able to do that with a fixed amount of dollars. He felt that all Human Services Committee Minutes of 2/12/90 . , . Page 9 the funding agencies needed to put their funding dollars where their rhetoric was. He understands the process from the agency's point of view, that the funding decisions and the priorities of the fenders force agencies to move in new directions. He said only by participating in these agency presentations can members get a sense of where the community is and where the needs are. He felt the UBP was highly professional and that participation in CD would only open up the process. Aid. Drummer responded that the CD Committee is unanimous, that it does not wish to participate; that perhaps there could •be in UBP one night where all the CD related agencies were heard. However, he noted the CD Committee reviews 47 proposals and he could not in any way participate in the full UBP process. Sally Lufkin noted for the Committee that for the last four years, the CD Committee and the UBP have shared all information, minutes, memos, staff analysis, etc. Ald. Wollin indicated that her concern was that she was worried about agency accountability; that without a joint presentation before both committees that agencies would tell one funding body one thing and another funding body another. She felt the two funding decisions did not allow for the fullest possible scrutiny of the agencies and what they proposed to do. She also indicated it might be helpful to individual agencies to only have to do one presentation. Ald. Drummer noted that the CD Committee has to make a proposal which is acceptable to HUD. He did not know how the CD Committee would react to this idea. He said, if possible there is a potential for a joint review of those five agencies which are seeking funding by UBP and CD. Aid. Feldman again reiterated that the CD Committee could participate through a rotational assignment. It was the consensus of the Committee that Ald. Drummer would take these concerns back to the CD Commmittee and that this issue would be discussed again. Aid. Davis commented that there may be interim steps to move towards = this integration of CD and UBP; however what was needed was an openness to discuss the issue and a willingness to grapple with some of the logistical problems. Ald. Drummer noted that the CD Committee was open to the concept; however, he felt that no other committee had the right to mandate the CD Committee would participate. The meeting adjourned at 9:05 p.m. Jay W. Terry PRESENT: OFFICIALS AND STAFF: OTHERS PRESENT Presiding: MINUTES DRAFT -NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE February 26, 1990 6:30 P.H. Room 2402 Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wollin C. Louise Brown, Kathleen Brenniman, Sally Lufkin, Harvey Saver, Jay Terry Carol Moschandreas, Center for Public Ministry Ald. Washington, Chair The minutes of the Human Services Committee meeting of February 12. 1990 were approved with the following corrections: Page four, paragraph 2, line 4 should be changed to read "She also felt some are personnel issues being handled within the City personnel review structure (with the remainder of the sentence being stricken). Page five, paragraph 3, line 5 should be changed to read: "selling liquor was a privilege not a right whereas some fair housing questions could be involved in efforts to restrict certain types of housing,. (with the remainder of the sentence being stricken). Page five, paragraph 3, line 10, the words "civil rights" should be changed to constitutional law. Page five, paragraph 5, line 6, the word "else" is a typo and should read less. With those corrections, the minutes were approved unanimously. COMMUNICATIONS Response from the CD Committee regarding Unified Budgeting Panel Ald. Davis indicated that she expected the issue to come up again in the future. Ald. Drummer noted that the CD Committee is still willing to discuss the issue. Ald. Feldman stated that he could not tell that desire from the memo they sent. He read directly from the memo which 1� 1, r Human Services Committee Minutes of 2/26/90 . . . Pago 2 indicated the CD Committee wanted all discussion to cease. Aid. Drummer felt there was better communication now between the two committees because of all the information they share. Aid. Feldman indicated he did not believe it was a closed issue. Aid. Drummer felt there should be no more back and forth of memos between the two committees. Aid. Lanyon felt there could be two meetings between the committees: 1) before the UBP takes place to set goals and objectives; and 2) an agency review for those agencies that are joint funded. Aid. Davis felt that the two sides were far from a meeting of the minds but she expected the Human Services Committee to return to the issue later in the year. Aid. Lanyon cautioned against waiting too late. Update on Saratoga Long Term Care Facility Aid. Wollin characterized the staff memo as disquieting; that while she was glad that we were monitoring, she was very concerned about the staffing problems. Aid. Feldman indicated that this situation was a classic example of the dilemma the City was in. He felt that the City, in some cases, was dragging institutions up to our level; that there were two types of institutions, the quality ones and the poor run institutions in which the City was constantly trying to get them to improve their care. He felt it was not disquieting but infuriating. He was not pleased with the way the new ownership of the Saratoga was starting out. He asked Director Brown if there was anything that could stop this cycle that appeared to be in place at the Saratoga. Ms. Brown responded that an important lever which was in place was that Judge Sklodowski was still monitoring; retaining the right to monitor what was going on. She reminded the Committee that there must be due process for any complaints that are identified. She also notified the Committee that there was a new Director of Nursing and a new Administrator at the Saratoga. Aid. Davis asked whether the change of ownership wasn't an opportunity for the City to sit down and warn the new owners that compliance with the City ordinance was expected. Ms. Brown reminded the Corxnittee that the new owner of the Saratoga is not new to Evanston, as he owns another facility in the City. Aid. Washington asked who at the facility was ultimately responsible for feeding the patients. Ms. Brown indicated that nurses have responsibility for total care, so the nursing staff needs to be held ultimately accountable. She noted that she had just learned the administrator had issued a new directive that staff are not to eat any of their meals until the patients have eaten. Aid. Feldman asked if the City was citing the new owners. Ms. Brown said yes. Aid. Feldman asked if Hs. Brown was aware of the history of Burton Behr. Ms. Brown indicated she was aware of Mr. Behr's record through the fact that he owns the Raintree facility. Aid. Feldman asked Ms. Brown to characterize Mr. Behr's record. Ms. Brown felt it was not a bad record; there have been things which have been cited, however, she felt that those things which have been cited have been corrected. Human Services Committee minutes of 2/26/90 . . . ,Page 3 Ald. Davis asked to what degree the volunteer advocates have helped in the monitoring, Ms. Brown indicated that they were very helpful for some of the round -the --clock monitoring that was needed earlier; that they are able to look for certain things, but that it was her staff and her monitors that were doing monitoring of key issues, fir. Terry noted to the Committee, in response to the last two questions, that the City did register with the Judge, prior to the changeover of ownership, our concern over noted deficiencies in Burton Behr's record an a nursing home owner and that Judge Sklodowski noted that for the record but still issued a license to Burton Behr. To Ald. Davis' question, Hr. Terry noted that the nursing home advocates and their network which were in place were very helpful in keeping the City of Evanston aware of what was going on in the Niles facilities because none of the State regulators were telling us anything in a timely manner. Ald. Wollin asked if we notified the Judge right away every time there was a problem with the facility. Ms. Brown described the process: once a complaint at a home has been investigated a report of findings is produced. a facility response is received, and then her own decision on the violation level that is appropriate. She noted that most facilities, if a serious violation is found, will appeal that decision. Ald. Drummer indicated his frustration with the whole process. He felt the conditions described in the memo should be corrected as part of any normal operation of a facility. Ms. Brown described the normal working relationship with any home as citing serious violations and hoped to correct minor issues by working with the facility. Ald. Drummer indicated he felt the City staff had run up against the wall and commented that the JudgP had made a mockery of the regulatory devices of the City of Evanston. Ms. Brown indicated she felt she saw some progress and that some of the problems which were occurring this week were related to the management changeover. Ald. Feldman stated he believed the Long Term Care Ordinance had addressed many of the issues. He asked what constraints the City was operating under. He felt as long as facilities are willing to drag their feet the process can become longer. He wanted to explore the possibility of something similar to a traffic patrolman in which a ticket was issued right on the spot; that the City should cite and fine right away certain facilities so that there is a financial penalty immediately. Ms. Brown reminded the Committee that presently only an immediate fine can be imposed on an "A" violation; that there must be an imposed plan of correction. Ald. Wollin noted she had some legal concerns about Ald. Feldman's proposal. She also indicated she believed everyone deserved a fair chance to get their act together in running the home, and even in this case, that fair chance must be given. Ms. Brown also reminded the committee that there was a different situation in place now as funds from the owners Home Federal Savings had been identified for paying for the corrections of many of the problems which had been identified. Ald. Davis also commented on Human Services Committee Minutes of 2/26/90 . . . page b Aid. Feldman's proposal that anything regulatory has due process guarantees. Aid. Lanyon asked besides the Saratoga whether there were other severe problem facilities in Evanston. Ms. Brown responded that all facilities in Evanston have violations to some degree. She identified the three most problematic facilities in Evanston as being the Albany Houno, the Saratoga and the Raintroe. She noted her desire and staff's desire to forever eradicate problems and to raise the level of care. Recreation Board Monthly Narrative Report Aid. Davis commented that she found the report very helpful. It gave her a better sense of the ongoing activities of the Recreation Department and that she very much will appreciate receiving future reports. CONSIDERATION OF CITY APPLICATION FOR EMERGENCY SHELTER FUNDS Aid. Davis asked questions about ACORN's proposal, whether or not current users of ACORN are referred to substance abuse services. Mr. Terry responded that the current providers of services to the homeless do in fact refer people to the substance abuse providers in Evanston such as PEER or OATES, and to facilities in Chicago, but there is little leverage to get these people to get into treatment. There is quite often not adequate follow up with these clients to see if they are pursuing treatment, and yet these people will return to ACORN a day or two later and it is clear they are under the influence of some substance. Ald. Davis asked if it was also a problem with the adult shelter. Carol Moschandreas stated she does work with the guests at the shelter who have substance abuse problems, for those who are trying to apply for Social Security disability based on their substance abuse problem. She did indicate it is a problem; that she is working with ACORN and has scheduled a meeting for next week with Mr. Terry to discuss this issue. She felt most substance abuse programs were not for the homeless; were designed for people with more stable environments such as homes, family, and jobs. Ald. drummer moved that the staff recommendation and the City's application be approved. It was voted on and approved unanimously by the Committee. The Co=ittee moved to adjourn at 7:20 p.m. J Jay W. Terry PRESENT: OFFICIALS AND STAFF: Presiding: MINUTES DRAFT -NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE March 12, 1990 8:00 P.M. Room 2402 Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wollin Paula Crismond, Tom Jager, Dorothy Lloyd Still, Kenneth Lehman, Jay Terry Aid. Wollin, Chair The meeting was called to order at 8:00 p.m. The minutes of the Human Services Committee meeting of February 26, 1990 were considered. The following corrections were made: Page 2, paragraph 1. line 7, after .......and objectives: and 2) it should read "a ioint review for those agencies that are Jointly funded" Page 2, paragraph 2, line 17, the word "poor" should be changed to read "poorly." Ald. Drummer noted some clarification. He wanted his comments relative to the Community Development Committee's participation in the Unified Budget Process (UBP) to indicate that the CD Committee is still willing to discuss ways to improve communication between the two committees. With those corrections and clarifications, the minutes of February 26, 1990 were unanimously approved. COMMUNICATIONS City voles in Child Care This communication was accepted by the Committee. Ald. Wollin noted that it was a good outline of potential City roles. EVANSTON COMMUNITY FOUNDATION PRESENTATION Ald. Wollin indicated that the representatives of the Foundation had been invited to provide an overview of Foundation priorities and funding decisions and to hear their perception of the emerging needs in Evanston. The Foundation was represented by Tom Jager, Kenneth Lehman, and Dorothy Lloyd Still. HUMAN SERVICES COMMITTEE Minutes of 3/12/90 . . . Page 2 Mr. Lehman gave a history of the Evanston Community Foundation. It was an idea that originated with the United Way. For a long period of time the Evanston United Way was a one half owner of the building at 828 Davis. Ultimately the building was sold with one half of the revenue of that sale going to the United Way. Rather than take the proceeds from that sale and apply them as a one shot revenue Which would have reduced the amount of grant the Evanston United Way received from the metropolitan campaign, board members of the United Way looked for more creative uses of the dollars. They conducted a feasibility study and received positive feedback on the idea of doing some different things with the money. At the same time, the American Hospital Supply Corporation merged with Baxter Labs, and as part of that, the American Hospital Supply Foundation made a series of final grants. The United Way received $150.000 in increments of $30,000 for five years, targeted to urgent and emergent needs. The board of the United Way approached the American Hospital Foundation to see if they could funnel the monies through the Evanston Community foundation. A special citizen's committee was formed to develop guidelines and a mission statement. In October of 1986 there was the first meeting of the Evanston Community Foundation. They developed an RFP for mini grants. In the first year they wanted to concentrate on youth problems, and it was their goal to be a funding source not involved any political process. They were also interested in promoting agency cooperation. It is their feeling that they have been reasonably successful so far. They currently share staff and office expenses with the United Way. They felt their second year of funding was the most creative, including the development of their Neighborhood Facilitator Program. Students at Northwestern conducted an inventory of existing community groups. They funded the Evanston Neighborhood Conference which was a newly formed group, and the target was to do some neighborhood outreach activities. The result was the first annual neighborhood conference; they have held two so far, both of which have been seen as being very successful in getting Evanston community groups talking to one another. Dorothy Lloyd Still gave the Committee an overview, in light of her service on the Allocations Committee, on how funding decisions are made. They rely on a needs assessment process. They use much of the same information as the UBP panelists do in terms of assessing community need. They hold certain forums for obtaining information. They have two categories of grants. One is a focus grant which is a larger grant and can be up to $5,000 and reflect the Evanston Community Foundation priorities. The second group of grants are mini grants which can be no larger than S2,500. Their funding year begins March 1, and this year they allocated four focus grants and nine mini grants. Generally they allocate around $30,000 per year. Their categories this year were AIDS, youth substance abuse, housing, and access to health care services. Some of the grants they have given in those categories under AIDS included an allocation of $5,000 to the BE -HIV; they allocated $4.800 to PEER Services and $1,500 to Sound Exposure under the category of youth substance abuse; and the HMI Peer activity received foundation support under the category of housing. Under neighborhood services they expect to hold their third annual neighborhood conference this fall. Over the last four year, the Foundation has given $120,000 and they have raised over $400,000. Under a founding donor concept, they have asked persons in Evanston to give at least HUMAN SERVICES COMMITTEE Minutes of 3/12/90 . . . Page 3 $1.000; 78 persons have been identified thus far who have done that. At some point, they hope to move out and explore tapping other foundations for funding. Aid• Drummer asked if there was any possibility of the American Hospital Foundation grant being continued, and Mr. Lehman responded no. Ald. Drummer asked if the Foundation could respond to true emergencies, and Mr. Lehman indicated that the Foundation had the wherewithall and funds if that was necessary. They are trying to respond to community needs, and there is enough revenue to do that. Aid. Drummer asked about the mission to stay away from the political process and how were they able to do that. Mr. Lehman noted that all the ways social service and neighborhood agencies are funded in Evanston are legitimate and necessary ways to serve community needs, but he noted it can take up to two years for an agency to get United Way funding and that there are many bureaucratic hoops the agency must go through. He felt that the foundation could move faster. Ald. Drummer asked what reporting mechanisms the agencies must follow to get back to the Foundation. Mr. Lehman said basically they ask the agencies to keep them posted, and that they are required to submit a report at the end of the grant year. Ald. Davis indicated she found the Evanston Community Foundation process interesting and their range of of grantees interesting. She asked what steps the Foundation took to make sure fundees don't become dependent upon those funds. She indicated that the Human Services Committee and the UBP has felt pressure in the past to get into multi -year funding, as agencies have requested assurance of continuity. She noted that the Foundation does not tend to repeat funding of agencies and wanted to know how they avoided agencies coming back to them asking for funds. Ms. Still responded that it is in the Foundation guidelines that there is a two year funding maximum; the Foundation is very clear that long term support is not part of the mission of the Foundation. and that agencies, therefore, don't expect it. Ald. Davis asked if the Foundation was able to give guidance to agencies on replacement dollars they might access. Mr. Jager noted that for many of the smaller agencies the Foundation support opens doors for other foundation support because it is used as evidence that there is community support for their mission. Ald. Davis asked about the Focus grants and whether or not the Foundation was able to identify priorities ahead of the proposals coming in instead of reacting to proposals received. She noted that she had learned through the League of Cities about a program in Fairfax, Virginia regarding uninsured health care for children. Mr. Lehman responded the Foundation has always been more directed than "here's the money, come and get it." He indicated that they identify priorities early on. He noted that the Neighborhood Facilitator program involved a specific RFP, but that the Foundation names problem areas every year. Ms. Still responded we select priorities for Focus way ahead of time; we define the problem area; it's up to the agencies to define the HUMAN SERVICES COMMITTEE Minutes of 3/12/90 . . . Page A strategy. Ald. Davis thanked the representatives for coming in, and noted that elements of their process this could be added to the UBP. Mr. Lehman Indicated that their funding was an art, not a science, and he commended his associates on the Foundation Bonrd. Ald. Feldman indicated he concurred with many of the comments of Ald. Davis. He noted that many of the UBP panelists and proposals had identified priority noods, and that there are emgrr,ing community needs; how to identify those needs. He had wondered how they identified the RFP process; whether it was through research, people comint to them, or are the Foundation members particularly sensitive. He felt that Mr. Lehman had answered his questions by responding to Ald. Davis, and he appreciated the work the Foundation did, and the fact that they can move quickly. Ald. Feldman felt that perhaps the Foundation could serve as a venture capital organization for social service needs. Mo. Still asked the Committee to recognize that these are organizations providing certain critical services which may never evolve or expand to the level requiring UBP support. Ald. Wollin noted that some of the projects the Foundation funds are special projects - special one shot efforts, and that many will not come to UBP. However, she indicated that as a member of many organizations she knows how welcome the Foundation mini grants can be. Ald. Wollin asked if the Sound Exposure grant had been implemented yet. Mr. Jagor indicated that the first concert was less than successful, but a lot of lenaons had been learned, and they recently had a second concert which was quite successful. Aid. Davis also commended the representatives on the format and presentation of their annual report. RECREATION BOARD OUTREACH STRATEGY Ald. Feldman indicated he was quite pleased with the communication from the Recreation Board. He appreciated the creativity and thought, and indicated it was exactly the type of outreach he had hoped for. Ms. Crismond pointed out to the Committee that for a couple of the outreach pieces, the boxes in the Arts & Recreation Magazine about scholarships were in large print, which was an outreach mechanism to serve senior citizens. Ald. Davis indicated that she agreed with Ald. Feldman that the scholarship information is visible in many places. Ald. Drummer indicated he felt it was a good response to the need and asked that the Committee reaction be passed on to the Recreation Board. He did indicate he still had an issue; wanting to know if you apply for fee assistance at one center why you must apply for fee assistance at another center; did not understand why you couldn't qualify for fee assistance once, and then once you are in the system it be acknowledged that you qualify for fee assistance on a system -wide level. Ms. Crismond indicated there had been a staff task force looking at issues such as this; that there were other HUMAN SERVICES COMMITTEE Minutes of 3/12/90 . . . Page 5 issues they had identified, and that they were making recommendations to the Recreation Board, and the Recreation Board may be re-evaluating this and other fee policies AGENDA ITEMS FOR FUTURE MEETINGS Ald. Wollin provided the Committee with an update of the memo she sent identifying her priorities for future meetings. Ald. Washington asked that the presentation on the Youth Advocacy Program (YAP) scheduled for the 26th also include some further response to the questions she had raised in her memo. The Committee raised questions about the appropriateness of the Safe School Zone Act signs being considered by Human Services. Mr. Terry provided a description of the normal signs approval process, and indicated that staff and other task force members indicated the City Council should have approval of these signs before thoy are posted. Ald. Feldman indicated it was a good idea for a discussion to be held as to the approval of the signs, content of the signs, and the number of signs to be posted, and he indicated that he would like to see the signs. Ald. Wollin informed the Committee that on April llth there would be a major discussion of the Recreation Department including their goals, the implementation of the management study, and if possible, a conversation with the new Recreation Superintendent. For April 23rd a consideration of Evanston child care need will begin. It is hoped there would be data available from Evanston Coordinated Child Care (4 C's), with an examination of gaps, and new initiatives that can be taken. Ald. Feldman asked that the Environmental Control Board be asked to provide a report on the proposed Environmental Control Ordinance. He would like to know what progress has been made since the last time the Committee discussed the issue. Ald. Davis suggested that could be a topic for the April 23rd meeting. She also noted that in the report tonight, the Evanston Community Foundation funded a grant to provide a guide for Early Childhood programs. She asked staff to obtain a copy of that for Committee members. She also reminded staff to get a copy of the United Way Child Care Study for the Committee. Ald. Drummer asked that for the April llth meeting to discuss the Recreation Department, he receive a further report on his suggestion that a Youth Sports Foundation be created by the City to fund more sports and recreation programs. Ald. Feldman indicated that he would like, at some point, to hear a progress report from the City Manager on where we are at on the Levy Center site. The meeting was adjourned at 8:55 p.m. Jay W. Terry DRAFT -NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE March 26, 1990 7:30 P.K. Room 2402 PRESENT: Ald. Davis, Drummer, Lanyon, Washington, Wollin OFFICIALS Harvey Saver, Jeanne Fox, Carey Wright, Don Colleton, AND STAFF: Joe Zendell, Steven Fiffer, Ron Isaacson, Francine liarkwell, Byron Schaffer, Jr., Craig Springer, Jay Terry Presiding: Aid. Wollin, Chair NIMES The meeting was called to order at 7:32 p.m. The minutes of the meeting of March 12, 1990 were approved unanimously without correction. SAFE SCHOOL ZONE ACT RESOLUTION Ald. Wollin suggested that Ald. Lanyon, as a member of the Substance Abuse Task Force, would want to begin discussion on this issue. Ald. Lanyon recognized that Jim Duncan, of Second Baptist Church, another Task Force member, was in the audience. He stated the Drug Task Force was addressing a number of issues; they are in the process of setting goals and timetables, but one of the first actions they were asked to consider was a reference from the City Schools Coittee regarding the Safe School Zone Act. He expanded upon the packet material by indicating that Project CLEAN was a coalition of community groups located throughout the metropolitan area of which Second Baptist Church was a member. He emphasized that the Safe School Zone Act signs were part of an education effort, that the posting was not necessary for the increased penalties to be in effect, but that it was a strong Task Force recommendation that the signs be posted. Mr. Duncan indicated the Task Force hoped the high school, the business community, the student councils and principals could all be involved in a public information effort once the signs were posted. Ald. Lanyon drew the Committee's attention to the map of the parts of Evanston which were covered by the Safe School Zone Act. He noted that virtually all of Evanston was covered. Ald. Drummer asked if his understanding was correct that the recommendation was for 76 signs. Mr. Terry responded yes, the Task Force deferred consideration of putting signs up in the parks. Ald. Lanyon indicated that the Task Force's emphasis was on schools for the time being. r Human Services Committee Minutes of 3/26/90 . . . Page 2 Ald. Feldman enter the meeting at this point. Ald. Drummer asked why eight signs per high school was the standard. Ald. Lanyon noted that Evanston Township High School is a much larger campus, and that the grade schools were not on major thoroughfares. Ald. Davis indicator# that the concept had only been briefly considered by the City Schools Committoo; that the concept of stricter penalties for drug usage was very strongly endorsed; however, the signage issue had not been carefully considered. She wan concerned about the number of signs being proposed. She questioned whether the Human Services Committee wouldn't be well served by receiving input from another body, specifically those charged with reviewing signs, and asked whether or not the Committee should consider input from the Sign Review Committee. Ald. Wollin indicated that was her reaction as well; that the City Council had recently passed an ordinance mandating a phase out of unnecessary signs. She saw additional signs as adding to a sense of community visual clutter, and that the possibility did exist of too many signs. Ald. Washington suggested the Committee approve the amount of signs that the Task Force had recommended, and then try to measure the impact. She believed that any deletion in the number of signs would defeat the purpose of the signs. Ald. Drummer suggested going with the number of 76 signs with a review following those postings before any signs are put into the parks. He asked whether the high school had done anything to increase an awareness of the law. Ald. Davis indicated that type of education was a priority; that students and non -students must learn about the law. IL was her hope that students would get more out of this effort than just a sign. Ald. Feldman reminded the Committee that signs are a symbol; it says the issue is important to the community; the number of signs, in his view is not important. He would be comfortable with half the number recommended; four at the high school, and two at each grade school. He indicated that if we are relying on signs to be the primary vehicle for the message, the community was in trouble; that too many signs could lead to a sense of overkill, and that the issue could be dealt with in ways other than signage. Ald. Lanyon indicated the Task Force would be assessing all drug education programs; that there were a number of education efforts going on in the community. Ald. Drummer asked whether there were any plans to post signs on school property itself. Jim Duncan told the Committee that Superintendent Goldman independently intended to purchase some signs and post them in the schools. Aid. Davis suggested that the signage should be concentrated on the high school; that posting of the signs had symbolic value at the grade schools. Regarding any public relations aspect of this, how many is not as important as how well the public relations effort is done. She again suggested that there be input from other committees on the number of signs. Ald. Washington stated that if any reference to another committee was going to result in a delay, then she could not support it. Ald. Lanyon felt, and the Task Force felt that it was important to get the signage up before school lets out. He supported Ald. Washington's position to get the signs up and then review them later. Human Services Committee Minutes of 3/26/90 . . . Page 3 Ald. Drummer moved to authorize postings of the signs. He proposed an amendment to the Resolution to reduce the signs to eight signs per high school, four signs at the junior high schools, and only two signs at each grade school, and with a recommendation to the City/Schools Liaison Committee that they consider additional signs to be posted on each campus. Ald. Washington seconded that motion. Ald. Feldman Indicated he could support that; that he endorsed the idea of additional signs on each school campus. Ald. Wollin indicated she still had a problem with the grade school signs, particularly those signs in residential areas. Sho did not believe that for the grade schools, with the age of the children, it was as important. Ald. Lanyon indicated the age of the children was not an issue; the message was for adults. He again urged the Committee to put the signs up. Ald. Davis offered a friendly amendment to Ald. Drummer's motion to reduce the number of signs for each grade school to a minimum of one. Ald. Drummer indicated he was not opposed to signs at elementary schools and middle schools, but that perhaps the language of the signs could be changed to DARE signs or "Just Say No" signs. Aid. Washington strongly disagreed. She felt that the message on these signs will educate the children. She also reminded the Committee that the signs are for those who would sell to grade school children. Ald. Wollin indicated she favored some input from some sort of Sign Review Committee. She indicated that because there is a stated Council policy on the proliferation of signs, that the Human Services Committee would be flying in the face of the intent of that by approving the resolution tonight. Ald. Lanyon reminded the Co=ittee the signs talked about drugs, gangs, and weapons; that it was not just a "Just Say No" sign. He opposed any other review bodies. Ald. Feldman noted there were some competing values here; that there was a need to get the message out on the street quickly. However, he noted that once the signs were put up, they would be hard to get down. He did not have the same sense of emergency as other committee members. He felt that the Sign Review Board should deal with it as a priority. Ald. Davis emphasized that this would not be a deference to any Sign Review Committee; that their comment and input was all that was wanted. She agreed that the problems were urgent; however, she felt that the sign was not as urgent a priority. She noted it had been three months since her original reference at the December 18 Council meeting, and she felt a couple of additional weeks in getting input on the signs was not that critical. Ald. Drummer indicated he endorsed the concept of a review. Ald. Washington wanted a separate motion on the two issues, signs, and an additional review. On the motion to put up signs, the Committee unanimously voted that there be eight signs around the high school, four signs around the junior high schools, and a minimum of one sign around each grade school. Ald. Davis indicated that if the Sign Review Committee did not meet within the next two weeks, it should come back to the Human Services Committee. Ald. Human Services Committee Minutes of 3/26/90 . . . Page 4 Drummer indicated that staff should ask the Sign Review Committee to consider a special meeting. On the motion to ask for the input of the Sign Review Committee, this motion passed 4 _ 2, with Ald. Feldman, Davis, Wollin and Drummer voting aye, and Ald. Lanyon and Washington voting nay. DIALOGUE WITH ARTS COUNCIL Chairman of the Arts Council, Steven Fiffer, indicated to the Committee that he had prepared a memorandum which was part of their packet. He also noted that many members of the Arts Council were present in the audience. He Indicated the Arts Council appreciated the opportunity to discuss issues with the Human Services Committee; that they had recently approved over $38,000 in grants to small agencies, and that they were working on the development of a public arts ordinance, and also involved in discussions about a potential relocation of the Northlight Theatre. He stated that the memo they prepared spoke for itself, and that he was willing to entertain questions. Ald. Drummer noted that in their memo they were rejecting the argument that the Arts Council was essential services. He said he did not recall anyone making that argument. and Mr. Fiffer said the argument had not been made by any members of the Human Services Committee. Ald. Drummer asked for more information about the Northlight negotiations; whether or not any studies had been made; whether a move from its present location would result in the revitalization of downtown or a revitalization of Northlight. Kr. Fiffer indicated there ware spillover effects; that there have been many efforts in the past to find a new location for the Northlight Theatre. He felt the burden was on the Northlight to generate a plan for which the Arts Council could then potentially develop support. He noted that there would be soma spillover effects if there was a move downtown, particularly on locations such as restaurants. Ald. Drummer asked if the grants of $38,000 to 30 organizations could not be seen as spreading their resources too thin. Mr. Fiffer responded that there was a cap of $2.000 maximum given to any organization; that the Arts Council funded 70% of the requests that it received. Mr. Schaffer told the Committee that it was very important for these agencies to have some tangible evidence of City support, because it helped leverage other foundation dollars. Ald. Feldman indicated the Arts Council report was a good report; it conveyed important information. He asked for someone to characterize what the state of the arts in Evanston were over the past three or four years. Mr. Isaacson stated that on a number of fronts the arts are increasing; that in the past few years the City has lost museums, but there has been an increase in for -profit galleries; there is a lack of affordable studio space; the incubator arts are expanding; other arts organizations have outgrown the == Human Services Committee Minutes of 3/26/90 . . . Page 5 Evanston facilities; the last economic impact review that was done indicated the arts are a multimillion dollar community in Evanston. Ald. Feldman asked whether Evanston was losing arts people to the River North area of Chicago. Mr. Isaacson responded that he used to own two galleries, but closed his gallery in Chicago and stayed in Evanston. He felt the Chicago arts scone is beginning to dissolve; that there are artists coming to Evanston, both for the amBience and the support provided. Joe Zendell commented that beginning artists tend to stay in Chicago because of the low rant; all the studies they have done have conveyed that the artists in Evanston are successful artists with a higher income level. Ald. Davis indicated she wanted to address the issue of how do you address the subject of your own success, when they have raised revenue successfully, and then see that the money is taken by the City Manager during budget review. Mr. Fiffer indicated that the Arts Council is not interested in having funds cut, and then programs reduced, and then coming back to the City Council and saying "I told you so." He did not feel he had an adequate response to Ald. Davis' question. Mr. Isaacson said there is always a challenge from the City Council to develop a better use of those dollars. He noted that the Arts Council dollars are always expanded upon; that they are always able to leverage their dollars to expand services. Ald. Davis asked if any of the federal or private money that the Arts Council receives are without strings. Mr. Zendell responded that every grant is for a specific purpose and all grants are matched dollar for dollar. Ald. Davis commented that any reduced dollars to the Arts Council then is not only cuts in the project, but cuts to the core mission of the Arts Council. Ald. Lanyon asked about any prospects for a City cultural center. Mr. Zendell indicated that was part of the City's long range comprehensive general plan. He felt the Arts Council didn't have the resources to do a comprehensive planning study; that they have done needs assessment on the lack of performance space in Evanston. Ald. Lanyon stated the Arts Council should have as a mission keeping the Idea of a cultural center alive. Ald. Wollin indicated that, as in many issues, she is in favor of a regional approach. She noted that Skokie was building a new Arts Center and asked if there was any work that had been done with the Arts Community in Skokie. Mr. Zendell stated yes, but it is only done in those instances where it benefits Evanston. Ald. Drummer asked if all the grants are matched to City funds. Mr. Zendell stated not always. The other match that can be used is potential revenue. Aid. Drummer indicated that it appeared to him that the bottom line was that the Arts Council would like a consistent level of funding. Mr. Isaacson stated that many other municipalities are seeing increases in their arts budgets. In the book MEGATREND5 2000, it indicates that arts will be disproportionally more important as society becomes more impersonal. Mr. Zendell informed the Committee that in two months the Council will finish its Human Services Committee Minutes of 3/26/90 . . . Page 6 affirmative action study, and that a copy will be forwarded to members of the Human Services Committee. Ald. Feldman asked that the Arts Council come to the Human Services Committee in the early stage of the budget preparation process; keep more than reports just once or twice a year. YOUTH ADVOCACY PROGRAM STATUS REPORT Hr. Don Colleton, Chair of the Youth Advocacy Program (YAP) Advisory Committee, made a brief opening statement in which he said the Advisory Committee members come before the Committee in an atmosphere in Which everyone In the neighborhoods are frustrated over some of the problems that have developed in recent weeks. There is a high level of frustration, but they are dealing with the type of problems in which there is no quick fix. Ald. Davis stated she was interested in the service gaps portion of the reports. She asked for an expansion upon that. Kr. Terry responded that it varied by service; that there were, in fact, some services such as in -home housekeeping service that were just missing, and there were other services such as counselling that needed to be redesigned to be provided in the home. Ald. Davis asked about eligibility criteria; that one of her struggles with the program is that she has always been interested in having the services targeted to where they are likely to have the most success. On the other hand, she does not believe the program should write off any children. She suggested that the development of the YAP priority list was a way•of grappling with that issue. Kr. Wright said it is an issue the YAP Advisory Committee is constantly dealing with. He said the focus on the displacement issue might be a way of identifying target clients, but it is a difficult decision. Kr. Colleton indicated that the report reflected the great difficulty in engaging families and motivating youth. The criteria identified in the report may help to reach those families who are most motivated at the time, because of a crisis, to change. but he noted there are so many other high risk youth. Ald. Feldman said it seemed to him that they were taking the youth at the greatest risk. Mr. Colleton cautioned against developing any criteria that were exclusionary. Ald. Feldman responded that the program already had certain exclusionary portions to it such as the age and services to be provided. Ald. Feldman commended the authors of the reports of the YAP program. He said It was a significant document. and he commended its honesty and professionalism. He said it was a very complicated picture that required such a massive commitment. He commended the YAP program reports for not being budget requests asking for one more staff person or one more something else. He felt the report is something that needed to be discussed over a long period of time. He wants to review issues such as service gaps. caseload, and the changes in the mental' health services. Jeanne Fox indicated that some preliminary work had been done along those lines with Evanston Hospital., Human Services Committee Minutes of 3/26/90 . . . Page 7 Family Counseling, and St. Francis Hospital. They are all looking at the issues; meetings have been held to see how their services could be adapted to serve these clients. Mr. Terry noted that while it was true all three of them were looking at the issue, all three had identified reimbursement for services as a key element of any systems change. Mr. Wright noted the educational and enlightenment process of working with these clients, and the training and enlightenment needed for all the professionals in the community; that there is no formal training that any professionals have received in school that trains them to deal with families of this nature. Ald. Washington indicated her appreciation for the report after the great delay. However, she still felt she had some concerns about the YAP program, and noted that the YAP program is not the answer to what she perceives her community needs are. She asked how many advocates were on staff. Mr. Wright responded a full complement of three advocates. Mr. Colleton indicated that some of the issues that Ald. Washington had identified, in terms of community needs, are something that very much has to be addressed, whether or not they are in the YAP context. Ald. Drummer felt there were many, many families not being served; that a caseload of 15, he felt, was too high. He felt the community needs to be enlightened as to the magnitude of the problem. He is encouraged by the uniqueness of the program. Regarding the attachment issue, he said that there should be some reaching out for community support; that other members of the community should be actively involved in providing guidance for these youth. Mr. Wright responded it was a very problematic issue for these type of youth. Ald. Drummer noted that it would be very difficult for any advocate to see 13 clients and families on a weekly basis. Ald. Feldman asked if the new criteria of client identified in the report were applied to the current caseload, and whether they would all still be in the program. Mr. Colleton stated it was his estimate that that would be 75% to 80%. He stated that he supported the concerns raised by Ald. Washington. He noted there was a need to expand utilization of the program, and expand community input to the program. He felt that if the program worked, there was a multiplier effect that could be put in place. Mr. Wright indicated that the ideal would be that the program would still have staffings and coordinate the service for the clients, but that the advocates would not be as engaged with the families as they are right now. Ald. Davis noted that in her view, because the program does not serve all the available clients does not mean the program is bad; that the program was serving the clients the best it could. She asked if other models had been explored throughout the country to be reviewed in terms of fine tuning the program. Mr. Terry responded that staff were constantly reviewing potential models. He noted two particular problems stood out, that in those areas where there had been some successful youth intervention programs, that there was a much greater level of cooperation between the State and local youth agencies, . , I Human Services Committee Minutes of 3/26/90 , . , Page 8 and that in the State of Illinois, there is a great deal of concern about the Department of Children and Family Services (DCFS). Mr. Terry also noted that, given the fact that substance abuse is a major concern identified in the report, there are, in fact, no models of community based drug intervention and drug treatment strategies in which all of the professionals in those fields have universal agreement about their effectiveness. Ald. Feldman indicated he had a number of additional questions about the YAP program, and it was his intention to submit those questions in writing. It was agreed that the YAP program would come back for further review and discussion, perhaps in 45 to 60 days. The Committee voted unanimously to adjourn at 9:00 p.m. J ` Jay W. Terry - DRAFT -NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE April 11, 1990 7:30 P.M. Room 2402 PRESENT: Ald. Davin, Drummer, Lanyon, Feldman, Wollin ABSENT: Ald. Washington OFFICIALS Mayor Barr, Ed Moran, Margaret Hallan, Irving Fernstun, & STAFF: Dennis Newton, Jeanne Breslin, Joel Asprooth, Paula Crismond, Hobert Dorneckev, Gary Silkitis, Don Wirth, Jay Terry, Shaun Lane PRESIDING: Aid. Wollin, Chair The meeting was called to order at 7:33 p.m. MINUTES The minutes of the meeting of March 26, 1990 were considered. The minutes were amended as follows: Page 5, paragraph 2, the first two sentences were amended to read "Ald. Davis indicated she wanted to address the issue raised by the Arts Council during budget deliberations how do you address being Denalized by, your own success, when they have raised revenue successfully, and then see that revenue is applied elsewhere through = cuts in the Arts Council's programs in the City Managers budget. Mr. Fiffer indicated that the Arts Council is not interested in having funds cut, and then, as a result, grants from other sources ....," Page 6, paragraph 4, line 7 was amended to read "the program is that many people have expressed interest in having the services....." Page 6, paragraph 4, line 9 was amended to read "hand, she does not believe the program should write off any children since it is in many, ways a program of last resort for some children." Page 6, paragraph 4, line 10, the word "was" was replaced with Ma be. In line 11, the word "issue" was replaced with conflict. Page 7, paragraph 6, line 3, the sentence was amended to read "serving the most clients it could." With these amendments, the minutes were approved unanimously. HUMAN SERVICES COMMITTEE Minutes of 4/11/90 . . . Page 2 COMMUNICATIONS Ad Hoc Sian Review Committee Report Ald. Wollin wanted to note the community involvement aspect of this memorandum. She had attended a presentation by Chief Jacobi on the W.E.D.G.E. Program, and a part of that program will be a W.E.D.G.E. placard which can be placed in house windows after persons have participated in community involvement seminars. She felt that this would be one of the community involvement aspects that the Sign Committee had raised. SAFE SCHOOL ZONE ACT SIGNS Ald. Davis stated that following the last Human Services Committee meeting, she had been considering the issue and the spectrum of opinion that was present regarding the signs. She was proposing an amended resolution. The change was, rather than the City posting signs on the parkway, as this was an aspect of the original resolution which had generated negative feedback from both the Sign Committee and certain City Council members, she was proposing that the resolution read that the City Traffic Engineer make available the signs to the schools. She felt that this mechanism would be a much more positive approach, allowing the signs to be a rallying point. She felt that each school could respond by involving students, the student council, and members of the community. She believed this is what the Task Force had in mind, and she moved that as a substitute resolution. Ald. Feldman seconded that motion. Ald. Drummer asked whether, under Ald. Davis' amendment, the number of signs was subject to change. Ald. Davis indicated the number of signs would remain the same as the number of signs which the City would make available. Ald. Drummer noted that nothing prevented more signs to be used. Ald. Davis stated it was her hope that the signs would just be a part of a coordinated set of actions. Ald. Drummer indicated that since this was a City resolution, he wanted the resolution go further. He wanted to see signs posted at the Recreation Department facilities. Ald. Davis noted that nothing prohibits a facility from putting a sign up. She was not sure that all of the City facilities fall within the 1,000 feet requirement of the Safe School Zone Act. Mayor Barr offered her interpretation that Fleetwood, Crown, and Chandler Centers all fall within the 1,000 feet of the Safe School Zone Act. Ald. Dru=er proposed an amendment that there be one sign in each of those facilities, internally or on the recreation center grounds. Ald. Lanyon noted that since these are City facilities, the signs did not need to be just made available. Ald. Drummer felt that it could be a directive. Ald. Drummer indicated he also wanted to see more community involvement. He felt that homes and businesses directly around the Evanston Township High School (ETHS) could put Safe School Zone signs in their window. Ald. Wollin HUMAN SERVICES COMMITTEE Minutes of 4/11/90 . . . Page 3 indicated the u.E.D.G.E. placards could also serve that purpose. Ald. Drummer felt that merchants should be encouraged in a voluntary effort to support the Safe School Zone signs. Ald. Lanyon indicated he supported Ald. Drummer's amendment. He felt that Ald. Davis' amendment was a watering down of the original resolution. He did not understand why the signs were simply to be made available to schools; the school districts have resources. He felt the idea behind the original resolution was to put signs in the community. lie noted that the original initiative had come from school personnel in terms of transmitting it to the City. Ald. Nollin noted that if that were true she wanted to know why the schools had not just gone ahead and posted them in the first place. Mayor Barr, speaking on behalf of the Task Force felt that Ald. Davis' amendment varied from the original intention; that the signs were just part of initial Task Force recommendations; that the Task Force has broken off into many working subgroups. She was very disturbed by the Sign Committee Report, that many of the issues discussed in the Sign Committee Report had been discussed at great length in the Task Force; that the signs are part of a much larger community effort; these five subcommittees will produce a large report with a significant number of recommendations; that the signs were seen as a quick and visible way of notifying the community of the effort. She indicated that she could support Ald. Davis' amendment because she would rather see signs on school property than no signs at all, and that if this was the best available compromise she could support it. Ald. Feldman indicated that in any further recommendations coming from the Task Force in the future, they needed to avoid transmitting their recommendations without a strong case being made. He has not seen the type of analysis of the extent of the drug problem in Evanston as he would like to see. There has been no testimony before the Human Services Committee; there has only been anecdotal evidence to the problem. He noted that dealing with the drug issue doesn't necessarily mean putting up signs; felt the Task Force could have made a stranger case; supported Ald. Davis' amendment; the programs to support it should be left to the specific institutions. He also agreed with Ald. Drummer's notion of getting businesses behind it. He noted that many of the programs involving children and posters are supported by local business. It was his impression that the amendment would have support in the full Council. Ald. Davis, in responding to the issue of why the schools as opposed to recreation facilities, that the signs are in fact called Safe School Zones; that it was more appropriate to put them in schools. She took exception to Ald. Lanyon's characterization that her amendment was a watering down; that she took this approach to strengthen the issue; that by letting the schools put the signs up this will require more community involvement than just the City staff putting them up; that the PTA and children need to get involved, and that each school could have a greater more community effort to get the signs up. Ald. Lanyon indicated he appreciated the remarks of Ald. Davis; however, he felt, under this amendment. you still lost the element of the community surrounding the schools. He was very disappointed in the report of the Sign Review HUMAN SERVICES COMMITTEE Minutes of 4/11/90 . . . Page 4 Committee. He felt that the reference was made to the Sign Committee for an opinion of signs, not an opinion on the drug problem. Ald. Wollin felt that the Committee did make some comments about signs per se, that signs are a passive activity with limited effect; that they are trying to decrease the number of signs, and also that there were too many words on the signs which limited the effectiveness of the message. Ald. Feldman indicated the Committee was concerned with sign pollution and that the comments of the Ad Hoc Sign Committee were in line with the Committee purpose. Ald. Davis also had suggested wording for the signs if they were to go up. She felt there was too much verbage in the current proposed signs; that people would not get the message. She noted that in the Task Force recommendations there is no specific language required to be in a sign. Her suggested language was that the sign should read simply "Safe School Zone, increased penalties for drug/gang/weapons offenses." Ald. Lanyon noted that in the Task Force he had objected to the large number of words in the sign. Ald. Wollin noted that this was not part of the resolution to be approved at this evening's meeting, but rather would be a Human Services direction to the Task Force to consider. Jeanne Breslin, from the Ad Hoc Sign Review Committee, noted that the Sign Committee felt there were two issues; that people tend not to read signs if there is a proliferation of signs, and that at the Sign Committee meeting there was no program which was presented which would show the effect of signs. She felt the signs would just provide a distraction. Ald. Feldman indicated that from everything he understood about the issue he would agree with the comment by the Sign Person; however, he wanted to support this resolution to show support for the Task Force. He does not want the Task Force to get the impression that their ideas are not welcome in the City Council. He wanted to be supportive of the Task Force's first action. He again expressed his support for Ald. Davis's resolution amendment. Ald. Wollin indicated the Committee should first consider Ald. Drummer's amendment to the amendment. Ald. Davis felt she could support Ald. Drummer's amendment if it also included a spreading of ownership of signs to the community; that it should become a Recreation Center project of where to put the signs; that children should be involved; that it should not just be City staff putting a sign up on the wall. Aid. Drummer felt this was a City resolution and these are City facilities, and that the posting of the sign could be done rather quickly. Ald. Wollin felt that there should be a program in place when the signs go up. Mayor Barr said under her plan each school would devise their own program; that through the placing of signs there could be assemblies with everyone involved from the schools. She felt that plan could be adapted to the three recreation centers and leave it up to each center as to what mechanism they use for getting the signs up. She agreed with the notion that merchants need HUMAN SERVICES COMMITTEE Minutes of 4/11/90 . . . Page 5 to become involved; that the Task Force had considered that issue. The Mayor distributed flyers to the Committee which were reproductions of the Safe School Zone signs. She felt that signs like that could be placed in homes and businesses around the schools. Ald. Drummer felt that you could not separate the values at school from the values at the recreation centers and it was important that signs be put up in both. Ald. Lanyon noted that the Task Force was meeting- one week from the Human Services Committee meeting and could consider any language changes. Ald. Drummer felt it was important that the schools get the signs up right away •and that the signs could then be put up at the recreation centers when school gets out. Ald. Wollin felt it was important to put the signs up correctly rather than put them up fast. The Committee then unanimously approved Ald. Drummer's amendment, and then unanimously approved Ald. Davis' amendment to the resolution, so that the resolution now reads: Section 1; that the City Traffic Engineer is hereby authorized to make available for posting on school grounds Safe School Zone signs as follows: (a) eight signs for Evanston Township High School; (b) four signs for each middle school; (c) one sign for each grade school: Section 2; that the City Traffic Engineer is further authorized to make available a Safe School Zone sign for posting at each of the three City recreation centers. The rest of the resolution reads as originally presented. DIALOGUE WITH RECREATION HOARD Ed Koran introduced Margaret Hallan, Irving Fernstun, Dennis Newton, and also there were three Advisory Committee members there; William Hoyer from the Levy Center, and So Price and Mr. Johnson from the Fleetwood-Jourdain Center. Ald. Wollin stated that the Recreation Board had been invited to the Committee meeting because there had been recreation issues raised during the budget process that were not part of the budget process; that this discussion was to see if the Board had identified any emerging needs; whether there were new directions for the Recreation Board or any adjustments that had been made into the year. She thanked the Recreation Board for the communication that was part of the Committee packet. She felt that memo did address some of the concerns; she noted her concern about the summer playgrounds and that the =_ numbers have increased dramatically, and asked the Recreation Board if they �= had an explanation for that. Mr. Horan indicated that over the past five to seven years, there had been a shift in perception about the summer programs; that the program had become a supplement to the camp program; that they are attended by youth in need of day care; as the society shifts to dual income parents, the need for day care has grown; the parents see it as a healthy environment for their kids; that it is well run; it is perceived as an economical alternative to certain day care situations. The word of mouth on the program has been good through the years, and that success breeds success. HUMAN SERVICES COMMITTEE Minutes of 4/11/90 . . . Page 6 Ald. Feldman asked if the playground program was turning into a day care program, does that mean that the staffing is different? Mr. Horan said no, that the program had been designed as a recreation program, staffed as a recreation program and operated as a recreation program. He indicated the program was not run as a day care program; however, it started as a 10:00 to 2:00 p.m. program, and is now a 9:00 to 5:00 p.m. program which is very convenient to the workday. Ald. Feldman asked wasn't that a long day, and was that a viable time span for effective recreation services. Mr. Horan characterized it as a long day, but a profitable recreation experience. Ald. Drummer felt the summer playground program was a great program; that the Board should be proud it is working well; that the increase in attendance says a lot about the day and age we live in. He is glad it is a recreation program; however, he wanted to hear more about the benefits to the kids for participation in the program. He felt that the Recreation Board policy should be directed towards filling this kind of need, and the Board should be proud that it is filling a societal need. Kr. Koran said he appreciated those comments, and agreed; however, if this program is going to expand at any great level that the budget dollars for this program have to be expanded greatly; that the Board was, in fact, very proud of the program, but the expansion dollars are substantial; if they see a rapid expansion, the question is how long can we continue without a substantial infusion of funds. Ald. Drummer indicated he is not opposed to a discussion about revenue, but he would prefer to talk about the benefits of the program at the present time. Ald. Davis said the memo also raised some concerns she had about child care; that there was a lot of skepticism about the summer playground program originally, as just some form of drop --in program, and has now evolved into something different. She does not think that is bad, but it does raise questions about finance and budget; that when private child care could cost as much as $1,000 for the same period, it is a very economical level of service for the parents. The question is how does the City support this level of a program which is clearly become another camp program with the current dollars. She noted that all of the recreation programs for the summer, whether they are camps or playgrounds, are currently being used to their capacity. Ald. Feldman said he had some additional concerns that as parents become reliant on this program; they come to expect more. He had no doubt that the Recreation Board program was responding to a need; however, the Recreation Board has to know the ramifications of that expansion. He wanted to know what the philosophy of staffing was for the summer playground; that it should be done proactively by design, and not something to fall into. Ald. drummer asked the age of the children in the summer playground. Mr. Horan said the ages are between 5 and 12. Ald. Drummer noted his particular concern about the 12 year olds being an at -risk population, that there needed to be a look at the profiles of those kids, and if they are not in the summer playground where would they be. He wanted to take a look at all of the youth HUMAN SERVICES COMMITTEE Minutes of 4/11/90 . . . Page 7 programs from that perspective. He said in terms of any evaluation of the dollars for that program, he felt it was a good prevention program and that there needed to be dollar benefit attached to the value of prevention. He also felt that the recreation program woe a good opportunity for some values to be instilled in the children. He felt that prevention should be a priority. Mr. Newton or Mr. Fernstun from the Recreation Board stated that given the revenue that is generated by this program and the policy that the Recreation Board needs to generate much of its revenue from fees and charges, and yet at the same time address these important needs, he asked for guidance from the Human Services Committee as to what sources of funds should be tapped. Ald. Drummer said that was an excellent point which the Committee would not avoid. However, he noted that there are requests for dollars from many departments, but he felt that funding for recreation was a priority; that many children show up at the Recreation Department; that it is a front line in youth programs; that youth will go to recreation programs that don't go anywhere else. He believed there could be discussions of reallocation of resources within the City budget and stay within the budget policy guidelines. Ald. Davis asked what was the percentage of children in the summer playground on scholarship versus full fee, and was there any perception of what percent of parents could afford more. The response was that there were 397 youth in the program and 329 of them are on scholarship, and that the Board is concerned about the likelihood for expansion. Ald. uollin asked how that could be so when the programs were near full. She also asked if there were not some staffing concerns. Margaret Hallan said there is a concern about staffing because the City is no longer competitive for part-time employees; that there needs to be an increase in the hourly rate paid to the students which are a vital part of the program. Ald. Feldman asked whether there was an anticipation of a significant increase in the summer playground program; was this based on use versus application. Paula Crismond noted that most sites are at capacity. Flea twood-Jourdain is at capacity at 200, and that Baker and Nichols are expected to be near capacity also. She noted that most registrations occur at the end of May and beginning of June, so that these projections are not yet based on applications. Don Wirth noted that the typical parents who utilize the summer playground prograrq do not often Address the needs of their child until the beginning of the summer; that there is always a late rush which fills up this program. However, he is concerned that as the word gets out among those who are able to pay for the program, about the success of the summer playground program, that the program could fill up early with those who are more full fee, and that there could be a rush of late registrations from those who are on scholarship. He raised the policy question that if there is a late rush of registrations that are disproportionately low income, what would the policy be about expanding the program. Ald. Feldman asked whether there was a psychologist or social worker on staff for any part of this program; whether there was any attempt at remediation, _ HUMAii SERVICES COMMITTEE Minutes of 4/11/90 . . . Page 8 or whether the philosophy was pure recreation for these programs. Mr. Wirth Indicated no, it is strictly recreation. Ald. Davis stated that going beyond the summer playground issue, she wanted to ask questions about other youth programs given the Human Services Committee concern for high risk youth. She noted there has been considerable discussion about the lack of programs for middle school students; a lack of constructive activities; and Whether there had boon a shift in offering Increased participation to focus on middle school students. Mr. Horan Indicated that for a number of years there had boon talk of expansion into the middle school programs; that the Recreation Board has had considerable discussions with District 65; that many middle school children participate in school athletic programs; that there had been an attempt by the Recreation Board to work with District 65 and the PTA; that this attempt had occurred over two or three years; that it had been very difficult to reach a consensus on this issue. East year District 65 increased some budget allotments to address the vacuum. He is aware of the need and interest in that area. For example, the Board was approached by those wanting a fourth and fifth grade girls softball league, but they had no money this year, and said they would look at this issue again next year. Ald. Davis asked if the schools had made an attempt to revise their budget, how does the Recreation Board work with those children in the middle school who have recreational needs but who are not necessarily into competitive sports. Mr. Horan indicated that the Recreation Board had a number of programs centered in the City's major center which are available to those children. Ald. Feldman indicated he appreciated the information from the Recreation Board. Mr. Moran indicated the business office of the Recreation Department has been asked to track the various requests for programs and for scholarships in terms of the origins of those requests; that there would be better tracking coming out of the Recreation Department business office. Ald. Feldman asked about what mind of attrition there had been at the program level; which programs were dropped; how many; why; trhether or not they were feasible. He noted that if there has to be discussions in the future about reducing budgets, that it would make sense to cut those programs which are close to being eliminated anyway where attendance is low. Mr. Moran indicated the number of participants is key; they don't always know the reasons why certain programs are not successful. He noted the Recreation Board does this sort of evaluation every year because it is always pressed for dollars. However he noted the number of programs being cancelled was relatively low because recreation is booming. Ald. Drummer felt that summer programs are very important. He Celt structured programs were very important. He noted that the basketball program during the winter months has 300 to 400 kids on Friday night. He wonders where those children are in the summer. He felt that the Recreation Board needed to take a look at youth who are not in a structured program; that there are some concerns about the role the recreation programs play in serving all the needs of youth, particularly those high risk youth, and felt that the Recreation Board should respond to a need which is identified to HUMAN SERVICES COMMITTEE Minutes of 4/11/90 . . . Page 9 them. Margaret Hallan noted that Janet Webb and herself were a subcommittee of the Recreation Board looking at the issue of day care in the Recreation Department and asked Ald. Davis to participate, and Ald. Davis readily agreed. Mr. Hoyer, in the audience, stood up and said he was disappointed with the meeting. He felt that he had read the minutes of the Human Services Committee and knew that this was going to be a meeting talking about the Recreation Department, and that Ald. Feldman had asked in previous meetings for a status report on the Levy Center; that there had been no discussion of the Levy Center at tonight's meeting, and he felt that the needs of senior citizens were not being addressed. Ald. Wollin indicated she understood Mr. Hoyer's concern. She felt there was certain information regarding site selection for the new Levy Center which could not be shared with the public as of yet, but indicated that senior issues in the Recreation Department would be placed on an upcoming agenda. Ald. Drummer asked Ald. Wollin to schedule the Recreation Department again very soon. The Committee unanimously moved to adjourn at 9:04 p.m. Jay W. Terry PRESENT: OFFICIALS AND STAFF: Presiding: MINUTES DRAFT -NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE April 23, 1990 7:30 P.M. Room 2402 Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wollin Bruce Zimmerman, J. Reese Alexander, William Hoyer, Donna Hriljac, Jay Terry Ald. Wollin, Chair Regarding the minutes of April 11, 1990, Ald. Wollin asked that the following correction be made: Page two, paragraph 4, line 7. delete the words ".....fall within 1,000 feet requirement of....." and replace it with "are all located in Citv parks which are covered by the Safe School Zone Act." Ald. Davis asked that the following addition be made: Page six, paragraph 3, line 7, after the sentence which ends with the word "parents" add "(S150.00 for eight weeks for those on full fee ranging downward to $12.75 for those on full scholarship)" Ald. Wollin noted as a general concern after reading the minutes that there were two or three issues in which the Recreation Board had asked for policy direction and noted that the Human Services Committee had not provided that direction. Ald. Drummer agreed that there was a need to get back to the Recreation Board prior to the beginning their budget process. With those additions and corrections, the minutes of April 11th were approved unanimously. COMMUNICATIONS Recreation Department Narrative Monthly Report Ald. Wollin felt the report was helpful Letter from Ald. Nelson regarding privatization of the Health Department Chairman Wollin directed staff to gather previous memos and reports that have been generated regarding this subject and provide that Human Services Committee Minutes of 4/23/90 . . Page 2 Information to the Human Services Committee for consideration at a later date. Ald. Washington agreed with that direction, and Ald. Drummer expressed his concerns that Ald. Nelson's request could have been more specific. Aid. Davis indicated that her sense was that Aid. Nelson was proposing an elimination of the Evanston Health Department. Aid. Wollin announced that there would be an executive session held at the end of the Committee meeting to consider personnel matters and possible or pending litigation. ENVIRONMENTAL PROTECTION PLAN Aid. Feldman stated his request for the report was generated by anxiety regarding the progress and the development of the plan; concern about the relationship between the subcommittee and Barton-Ashmann; concern about the kind of effort being put out by Barton-Aschman, whether or not there had been a lack of cooperation. He sensed in this report that there was some remediation, some degree of turn around; however, he still sensed some hesitancy. His question was, if things proceed, will we get what we need? Ms. Hriljac said after the last meeting with the Human Services Committee much of the work has been devoted to reviewing Report 04. She characterized the Environmental Control Board as being happier but Barton-Aschman isn't. She said the subcommittee is more firm, more demanding; however, they are frustrated that they haven't seen a finished version of Report 04. She felt that the subcommittee had requested meetings that Barton-Aschman should have initiated; that they had forced meetings with the environmental lawyer; there is still some concern over Barton-Aschman's performance. Aid. Feldman asked when they expected to receive Report #4. Hs. Hriljac said shortly in May. Aid. Feldman asked, when you do receive the report, will that be a pivotal point in the process; will it effect the prognosis of whether or not you are going to get a full plan, and if so, will you please let the Human Services Committee know as soon as possible. Hs. Hriljac said Report #4 is critical and includes recommendations which will be included in the plan document. Aid. Wollin wanted to know whether we were holding Barton-Aschman to their original financial commitment. Mr. Zimmerman indicated the City has maintained since the start that they are not to exceed the total amount of approximately $44,000. Barton-Aschman has been paid about $13,000 to date. Barton-Aschman has expressed its concern over costs. The City's position is if more time is taken because drafts are not satisfactory. those are costs Barton Aschman has to bear in completing the documents included in the project agreement. Mr. Hoyer commented that the expectation going into the process, the consultant would be the leader and instead, the subcommittee has taken the lead. Ald. Lanyon asked if any money was being withheld from Barton-Aschman. Mr. Zimmerman noted there had been no invoices lately and no money has been withheld. Human Services Committee Minutes of 4/23/90 . . Page 3 Ald. Drummer doubted all friction between the subcommittee and Barton-Aschman would go away. He felt everybody should dig in; that previous mistakes had been made in the past to let consultants go at will. He commended the subcommittee for their close monitoring. Ald. Davis noted that the subcommittee had some concern about the draft ordinance. She questioned whother or not City staff were now going to do the draft ordinance. Mr. Zimmerman said that the draft ordinance which was submitted by Barton-Ashmann was a premature effort by Barton-Aschman staff; that it came before the subcommittee and consultant fully discussed what was needed. He anticipated a clearer and easier process if Barton-Aschman identified the necessary ordinance revisions, and City staff drafted the actual ordinance language. Ald. Davis indicated that proposed process made more sense; that way the ordinance would not be a generic ordinance pulled off a shelf somewhere, but rather City staff could incorporate particular Evanston issues. Ald. Davis asked about the role being played by the Barton-Aschman attorney. Mr. Zimmerman indicated that the attorney was clarifying the relationship between Evanston's role and state and federal responsibilities; that the attorney was able to answer legal questions raised by the subcommittee the attorney would assist in the preparation of an overall City environmental ordinance and ordinances to implement plan recommendations. Ald. Davis asked if the subcommittee members were surprised that it would appear that state and federal laws cover six of the seven problem areas that were identified. It appeared to her that the chemical treatment of lawns was the only area where local ordinances were needed. Mr. Hoyer said it was not a surprise to him because there was no real industrial base here in Evanston. Kr. Hoyer noted that the state and federal authorities would not relinquish their statutory authority to local government. Ald. Feldman indicated there was some concern about water pollution in the Northwestern University lagoon, and asked what was the local role. Hs. Hriljac said there were very many federal and state agencies that coverad the lagoon, the Water Reclamation District, the Army Corp of Engineers, the National Wildlife Administration and many others; that there is very little the local government can do. Ald. Feldman indicated the fact that it was under other jurisdictions was not necessarily reassuring. He wanted to know whether the local government had a choice as to whether or not to intervene. Mr. Hoyer said no, it appeared the only role for local government here was advisory; however he did say where there was a gap that could be identified; that City government could step in. Ald. Feldman asked whether the Environmental Control Board saw itself as the first line of complaint receipt with a referral to state and federal agencies, or whether a complaint should come in to other government bodies and bypass the Environmental Control Board entirely. Hs. Hriljac indicated her own opinion was that the City needed to have a staff person identify Human Services Committee Minutes of 4/23/90 . . Page 4 environmental issues; that this person could then establish relationships with staff in state and local government; that therefore you could initiate and find out about investigations; however, that there needed a person with prime responsibility for the environment. Mr. Hoyer indicated such a person would be able to get information back on referrals made to other levels of government. Ald. Feldman asked whether such a person would be empowered to do investigations. Ms. Hriljac indicated only if such a power is granted by the City Council. Ald. Feldman asked whether recommendations for that would be in their proposed ordinance, and Ms. Hriljac said they are still working with the Barton-Aschman attorney to determine that. Ald. Lanyon asked about household hazardous waste. He noted it was not covered by state and federal agencies; there had been some local pickups by certain municipalities, but then the municipality becomes a holder of hazardous waste and responsible for its disposal. He cautioned the Environmental Control Hoard against looking for new staff. He suggested that there may be people within the City structure currently who had environmentally related responsibilities, and that these staff needed to be coordinated in some way. Hs. Hriljac noted that the Department of Energy currently provides grants to municipalities which includes a liability waiver for handliig household hazardous waste. Mr. Hoyer noted, however, that he understood the reluctance of local government to become involved in that because the collector of household hazardous waste then becomes considered a generator of such waste; that there was insurance costs involved; household hazardous wastes have been costed out at $400 per 55 gallon drum. Hs. Hriljac noted, however, that Evanston doesn't have many 55 gallon drums of hazardous wastes; that there are many more smaller items of unknown composition which can't be mixed with anything else. Ald. Feldman wanted to reaffirm his support for the work of the subcommittee of the Environmental Control Hoard. He felt they had an important responsibility, and he said that whatever results come about because of their effort and drive. Ald. Drummer asked whether any City staff had issued any environmentally related citations. Mr. Zimmerman said none at this time. Ald. Drummer said he was still trying to get a handle on how great the need is. Hs. Hriljac said many complaints had been made to OSHA or the EPA; that currently any City citations are under the Nuisance Ordinance; the City had cited people for noise violations. Ald. Davis related an experience she had with a constituent whose building janitor was spraying for insects with what was thought to be an illegal spray, and as she tried to track this down, she found there were many agencies involved yet none whose specific responsibility it was to deal with this. Ald. Davis asked about the current "right to know" legislation; whether this related to the proposed Environmental Protection Plan. Ms. Hriljac said that only applied to hazardous waste. Ald. Davis said she Human Services Committee Minutes of 4/23/90 . . Page 5 thought it also applied to spraying and cleaning. Mr. Hoyer indicated that Representative Bowman had been able to provide a list of all those chemicals which are used by chemical lawn treatment people and the range of hazard that they included. Ald. Wollin asked whether they had looked at the Oak Park Lawn Care Ordinance. Mr. Zimmerman indicated the consultant was getting a copy. Ald. Wollin also noted in the packet there had boon an article about a hazardous waste drill. She asked if there was any provision in the ordinance of what to do in the aftermath of a major environmental accident in Evanston. Ms. Hriljac said that is one of the reasons why the subcommittee had been meeting with Max Rubin, the City's Emergency Services Disaster Agency Coordinator. One of the recommendations of the subcommittee was the computer capability of Emergency Services and Disaster Agency offices in the Civic Center needed to be upgraded. It was important that they know what was in a building before the Fire Department enters it. Ald. Wollin thanked the members of the subcommittee for coming in and said she looked forward to hearing a further update from them in the fall. CHILD CARE Ald. Wollin noted the memo which had been drafted by Ald. Davis and included in the packet. She asked for the Committee's pleasure on how this issue should be reviewed in terms of issues process. She noted Jay Terry's memo. Ald. Drummer and Mr. Terry corrected one of the number in Kr. Terry's memo. On page 1, the amount of City dollars allocated to 4C's under Unified Budget should be $102,771. Mr. Terry also noted that not included in the memo was the fact that the United Way also provides an additional level of support that does not go through the Unified Budget Process (UBP), which is in the range of $50,000 -- $60,000. Ald. Feldman indicated his approach to the issue was what would a young family coming into Evanston that needed child care where both parents work, what would they do first, who would they see. Ald. Washington indicated her concern was the marketing of day care services. She asked about the Early Childhood Development Council flyer, and wanted to know how that flyer was distributed. Alberta Porges, Director of 4C's, stated the flyers are passed out; they are distributed everywhere in churches, libraries, etc.; that 4C's is listed in the "where to Seek Help" listings in the phone book; they are also listed on United Way publications; the United Way refers people to them. She emphasized the information and referral function of 4C's. She explained how 4C's screens for Title XX eligibility on the phone. Ald. Wollin asked for clarification of Title XX eligibility versus the poverty line. Hs. Porges said Title XX eligibility was 80% of median income, but she noted that standard had been set in 1980 and had not been adjusted upwards since that time. Ms. Porges gave a case study of a mother who was making $15.000 a year and how that person would try to access services. She Human Services Committee Minutes of 4/23/90 . . Page 6 noted that there are 304 clients who enroll for Title XX each month in the non 65 day care programs; that there are another 350 clients who are in the District 65 day care programs serving over 700 families; that there are currently 500 persons on the waiting list. She indicated that there were major problems in finding care for these children. She passed out a chart which compared the state reimbursement rate to the inflation rate. She noted that ground has been lost over the years because of the discrepancy in the reimbursement rate versus inflation. Consequently, day care centers sell care to those who can afford it. They will take some Title XX slots because it is in not -for -profits mission. Also, for those receiving United Way funding the United Way pressures those day care centers to take Title XX slots. There is a range of costs regarding reimbursement by Title XX. Ald. Feldman asked if there were any centers that took no Title Xx dollars at all. Ms. Porges said yes, one, the Barbareaz Center, but everyone else does. She noted that the YMCA had recently agreed to take some Title XX slots. She noted that Title XX recipients are allowed to buy care from any licensed center; that most centers will take at least one or two Title XX slots or more just to be part of that system. Ald. Drummer indicated a concern about parents who could not afford day care. He asked if there was any other community who had done a better job of providing for day care slots. Ms. Porges said not in the United States of which she was aware. Aid. Drummer felt Evanston needed to go to the state and federal government. He felt there was a strong need to rethink the concept of day care; that there were many two to three year old kids who have now progressed to the point where they could qualify for some sort of school system; that the need was to characterize day care and get us to think about it in our society as a school system. Ms. Porges indicated that the guiding standard in the day care industry is that all day care should be developmentally appropriate. Aid. Drummer indicated that, in his view, there is a need to see day care as a part of the education system and funded as such. He said we need to think beyond the municipality; that day care is now and will replace two parent families. Aid. Lanyon asked for some clarification on the Title XX waiting list; the difference between that identified in the United Way report and that identified in Mr. Terry's memo. Ms. Porges indicated that the waiting list ebbs and flows through the year depending upon time of year, and that the numbers were different because of the time of year the numbers were requested. Aid. Washington asked if there was any limit to the number of licenses in the City. Ms. Forges said no. Ald. Washington asked about the extended day care program listed in Mr. Terry's memo. Ms. Porges felt that public aid was not an issue in Evanston because there are no public aid clients in day care centers in town. Mr. Terry felt that it could be an issue in Evanston; that we knew very little about the day care options being used by public aid clients. Aid. Drummer and Mr. Terry both agreed there needed to be more clarification on any day care needs of general assistance clients. Aid. Feldman indicated he agreed with Aid. Drummer about the need for the involvement of state and federal government; however, he hoped at the end of Human Services Committee Minutes of 4/23/90 . . Page 7 this discussion that there would be an identification of all the issues. He wanted to learn not only what the City could not do, but what the City could do. He felt a discussion that focused solely on the responsibilities of the federal government would be railing against the wind. Ald. Wollin felt the parental guide was very important; that the decision to place a child in day care wan a very traumatic decision for any parents; that even those who have the incomo to afford day care need some guidance as to which are the good centers; that they need assistance in evaluating the various centers in town. Ha. Porges said that when any parent calls 4C's they can talk to any one of four counselors who are trained, who know the list of services and can provide guidance to the type of services that are appropriate for any individual's child. Ald. Davis said she wanted to corcment about the need for more dollars from the state and federal government; that there were many efforts she was aware of through the National League of Cities. She indicated that the new dollars were going to come from the federal government; that Evanston should be in a state of readiness to receive those dollars. She noted that in the past Evanston had been able to get programs, not necessarily because the need was greater than some other communities, but because we were ready to utilize the dollars as soon as they were available. She felt the City needed to get into a state of readiness; that day care was a many pronged problem; that the list of those who were Title Xf qualified being unnerved was quantifiable. However, she was as interested and wanted to find out the harder to determine numbers of the unmet need of day care for the working poor, those persons just above the Title XX guidelines. She had concerns about availability; she wondered whether more outreach needed to be done. She asked the Human Services Committee to provide some direction on the process to be followed in the next meetings. She was suggesting that perhaps there could be an open forum in which all those persons involved with day care could be invited to come and speak, identify those issues, and identify those two or three most pressing issues in day care, and also perhaps find those things which the City could address. She said the Committee could pursue one of two tracts; that either the next meeting could be devoted entirely to day care, or that the next meeting of the Human Services Committee could be cancelled and a meeting could be held on a non City Council night to discuss day care issues. Ald. Feldman indicated that the more information he knew, the more useful the discussion would be; that he felt the need to receive more input on the day care issue. Ald. Davis said she envisioned the next meeting as being a bombarding of the Cor,=ittee with data and information and issues. Ald. Feldman said he had no problem with that. Ald. Lanyon felt that looking down the road there needed to be some legislative initiatives that come out of this discussion by Human Services, and in his view it appeared right now that the issues only appear to be issues of funding. He was concerned about the direction of the discussion. Ald. Wallin indicated there were other ways to promote day care. She questioned whether the City had explored child care incentives with Human Services Committee Minutes of 4/23/90 . . Page S business. Ald. Lanyon stated there needed to be more education of Human Services Committee members. Staff needed to conduct further review of what other cities were doing. Hs. Porges indicated that she had suggested to businesses many times, but businesses have not done anything about providing day care incentives yet. Ald. Drummer asked for more information about the new federal legislation which has been passed. He also asked about day care In churches. Ms. Porges indicated there was none; there were nursery schools in churches, but there wao no full day day care. Ald. Drummer indicated he still felt that it would come down to the role of the federal government. He again discussed the need for Washington to view day care as part of the school process. Mr. Terry indicated to the Committee that another Issue Involving the City's role where there needed to be further discussion was the extent to which the Recreation Department actually provides day care. Ald. Feldman asked whether or not District 65 had conducted any reviews as to what their role was in providing day care. Hs. Porges said there was a whole wide range of services provided through District 65; Head Start, their preschool program, their before and after school program. She characterized the range of services offered through District 65 as being quite comprehensive and better than available in virtually any other community. Ald. Feldman noted that there are times when major institutions, as part of their construction plans or other major plans. may ask the City to incur certain coats or inconveniences and that there are times when they will be reimbursing the City for things particularly in construction, and that perhaps there could be some link to day care needs at that point. Ald. Davis again indicated she wanted some process input from the Committee. Hearing none. she would assume that the Committee would leave it up to her as the next Chairman as to whether or not the day care meeting would be held on an off night or would simply be the next regular meeting. The Committee members all thanked Alberta Forges for attending the meeting and providing the information. Ald. Davis indicated that there was a =_ publication available from the National League of Cities on local initiatives `- in child care, and that she would ask staff to obtain copies for the Committee or try to distribute hers. Ald. Feldman moved and Ald. Drummer seconded a motion to go into executive session to consider personnel matters or pending litigation. The Committee unanimously voted to approve this motion. The Committee went into executive session at 8:54 p.m. The Committee came out of executive session at 9:00 p.m. and unanimously voted to adjourn. .Tay W. Terry DRAFT -NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE May 7, 1990 7:30 P.M. Room 2402 PRESENT: Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wollin OFFICIALS Ald. Rainey, Joel Asprooth, Richard Grodsky, Mamie Smith, AND STAFF: Gary Silkitis, Emily Palmer, Bob Dornecker, Owen Thomas, Willie Hurd, David Woodward, Ken Rogers, Jay Terry Presidink: Ald. Davis, Chair The meeting was called to order at 7:35 p.m. MINUTES The minutes of April 23 were amended to read as follows: Page 5, line 1, the first sentence should end with the word solvents. Following this ending, Ald. Wollin requested this sentence be added: Ms. Hriliac stated that employee right -to -know legislation refers to all toxic materials used on the work site. Page 5, line 7, the words "a hazardous waste drill" should be deleted and an Evanston disaster drill dealing with a toxic spill which was conducted with the cooperation of Northwestern University should be added. Ald. Feldman asked for a grammatical correction on page 4, paragraph 4, line 3: the phrase it will be should be inserted between the words "about" and "because." With those additions and corrections, the minutes were unanimously approved. COMMUNICATIONS Ald. Davis noted there were two communications giving more background material about childcare. She asked Mr. Terry how many notices were sent out regarding the special meeting of the Human Services Committee which would be an open forum on child care. Mr. Terry estimated that it was between 85 and 90. Ald. Wollin asked that the League of Women Voters Task Force on Child Care be included in the mailing of all notices and background material. Ald. Feldman questioned the location of the forum. Ald. Davis indicated the meeting would be held in Room 2402; however if the crowd began to get large, the meeting could be moved down to the Council chambers. Human Services Committee Minutes of 5/7/90 . . . Page 2 SUMMER PLAYGROUND ISSUE Ald. Davis indicated the issue was under consideration by the Committee for a number of reasons. It was an issue that the Recreation Board had presented to the 11uman Services Committee on previous occasions. Also Aid. Washington had indicatod an interest in having a praaontation about the program at the Fleetwood -.7ourdain Center. Ald. Davis felt that this discussion was a good prelude to the child care issue being discussed at the Forum on May 14th. She was interested about the growth of the program in recent years, and how these programs were meeting certain recreation needs. Richard Grodsky introduced himself as the new Superintendent of Recreation. He indicated the supervisors of the various playground programs would be making individual presentations. He stated in 1989 400 youth had been participating in the summer playground program; 65 of whom were non-residents. He said there were basically three types of summer playground programs: 1) a traditional one; 2) a modified traditional one, and 3) a much more intensive program; that one being the one conducted at the Fleetwood Center. Mamie Smith gave a presentation about the Fleetwood program. She indicated that it was seeing 200-225 children each year; the needs of the children were varied; that 8:00 a.m. to 9:00 a.m. consisted of babysitting which involves minor supervision of children with either television or coloring books. Babysitting also takes place from 5:00 p.m. to 6:00 p.m. The parents are charged $1.00 per hour for the babysitting services. The rest of the day the children are broken up into three age groups; the 5-6 age group; the 7-8-9 age group, and the 10--11-12 age groups given the different needs and skills of the children. Programs occur throughout the Fleetwood Center; arts and crafts; athletic events; they try to schedule field trips one day a week, and they also will go to the beach one to two times a week. The average daily census is 189. That large number requires systematic programming. If space allowed and dollars allowed. they would look to expand programming at Fl.Petwood. because there are 25 to 30 children who are turned away from the program every year. Emily Palmer gave a presentation about the summer playground programs at Baker and Nichols. She noted that there used to be a playground program at the Mason site, but this year Mason would be used for some alternative types of programs. She said the trips are a larger component of her playground -_ program; trips to the Expressways museum; water parks are very popular; they try to vary the types of trips from year to year. She estimated the attendance of the playground program; that at Baker there were 85 enrolled with a daily attendance of around 45; at Nichols there were 102 enrolled with a daily attendance somewhere between 50 and 60. Baker and Nichols also have _ babysitting; their babysitting starts at 7:30 a.m., and they also have babysitting from 5:00 to 6:00 p.m. She indicated the ratio they try to maintain is one counselor to every 12 to 15 participants; there are some administrative difficulties; they have a number of late registrants which _ forces the Recreation Department to try to hire staff to maintain that ratio OWL on a very late, last minute basis. The program is an eight week program, and "` Human Services Committee Minutes of 517l90 . . . page 3 parents can either pay for the total at once or they can pay for any two weeks in a row. There is, of course, fee assistance available for the program. Bob Dornecker gave a presentation about the playground program at tho Crown Center. He said it was a supervised program, eight weeks in duration; there was no babysitting; it is more of a traditional summer playground program in that the hours are only between 10:00 a.m. and 3:00 p.m.; the playground program only meets in good weather, they do not meet on rainy days; all of the activities occur on site; there are only two field trips scheduled per summer; they will go to the beach; it ranges between 40 and 80 children; last year only 40 children participated. Mr. Grodsky noted the trips are an extra cost item to the parents. He also noted the Recreation Department was glad that they were able to accommodate child care needs. He said if you broke down the costs for the program, and what the parents are paying for the program, the costs of participation broke down anywhere between 460 and 600 per hour. Ald. Feldman asked for the number of children at the Baker and Nichols programs. Hs. Palmer said 148 combined. Ald. Feldman asked for some clarification of the Fleetwood budget constraints. Mamie Smith responded that the importance of trying to maintain that one staff to twelve children ratio; that staff costs were what were important. They had to place the limit at 200 children; however, they do make referrals to the programs in the other parks if they are not full. Ald. Feldman asked regarding the staff student ratio if the revenue generated by 12 children equals the cost of one staff person. Mr. Grodsky indicated that last year, the City subsidized this program in the amount of $40,000; that the program was not a break-even program. Ald. Davis asked if in addition to budget constraints there were any spatial constraints at Fleetwood. Its. Smith said there were limits at Fleetwood, but that the program probably could support 225. Ald. Washington indicated that she had asked Fleetwood to be able to come and make a presentation. She felt they might want to come back to Human Services. She understood they had a video about their programs that she would like Human Services to see. She asked Hs. Smith to describe a typical day at Fleetwood Center summer playground program. Ms. Smith indicated that from 8:00 to 9:00 a.m. was babysitting; at 9:00 a.m. the attendance was taken and head counts were made; around 10:00 a.m. the children all break up by age group and go to different areas such as the gym or the arts and crafts room; children bring their own lunch; they are kept in the Fleetwood kitchen, After lunch there may be field trips or trips to the beach. At 2:30 all the age groups come together in the gym for a large program such as dance lessons. After that, weather permitting, they will go outside and play games such as softball; at 4:15 p.m. attendance is taken again. Ald. Washington asked if a 9:00 - 5:00 p.m. program was too long of a day for Human Services Committee 3, Minutes of 5/7/90 . . . Page 4 the children. Ms. Smith responded that the participants and parents thus far have not indicated it is that much of an extended day. Ald. Washington indicated she had spent a number of days last summer at the program. She felt she knew it very well and knew that the children were rotated from room to room. She asked if staff felt that they needed any social services support such as psychiatrists. Ms. Smith indicated that there were children in the program who had behavior problems. She used whatever community resources that were available such as Family Focus, or if there was a health problem, tho Evanston Ilnalth Department. Also, if there is a troubled child, she may discuss it with school district staff. Ald. Drummer asked for the number of playground participants who are on scholarship. Mr. Grodsky indicated there were 400 in the program last year of which 360 were on some sort of scholarship with a sliding scale. Ald. Drummer asked about expansion plans. Mr. Grodsky indicated the main concern was to keep the program recreation oriented and keeping the staff ratio appropriate and taking into account the space considerations. Staff and the Recreation Board want to maximize space but do not want to have an overcrowded program. Ald. Drummer asked if there was any assessment of the number of children out In the community who need the program who were not able to take advantage of it. Ms. Smith noted that there are 20 to 30 children who come every day to the Fleetwood playground area who are not in the program. They still have their recreational needs met by staff but they are not formally in the program. Ald. Drummer asked what percentage of the 11 to 12 year olds would be classified as at -risk youth. Ms. Smith estimated 80.. Ald. Drummer asked if there was formal linkages between the recreation program and community resources such as the Youth Advocacy Program (YAP) and Family Counseling. Ms. Smith noted she did not always have time to get fully Involved in a formal referral process. She has invited Carey Wright of the YAP to come out to Fleetwood; however, there is no regular contact between Recreation and some of the social service agencies. Ald. Drummer asked if she saw that changing over the years. Ms. Smith indicated that right now there weren't appropriate staff to deal with those issues; that her junior counselors are between 21 and 22 years old; they are not always familiar with all of the social issues; that she would need a different type of staff for that purpose. Ald. Drummer asked if the at -risk youth inhibited Ms. Smith from running a program at optimum efficiency. Ms. Smith indicated it was a problem because they were not set up originally to deal with those type of children. Ald. Davis asked, at the two centers what was the percentage of participants that use the babysitting service. Ms. Palmer indicated it was around 2% for Baker and Nichols. Ms. Smith indicated it was 5%. For Fleetwood she noted, however, that there was another group of children who are just let loose on the playground in the morning by their parents rather than pay the $1 babysitting fee. Ald. Davis asked if given the growth of the program, Recreation staff had any impressions of the unmet child care needs, Human Services Committee Minutes of 5/7/90 . . . Page 5 particularly in the summer. Mr. Grodsky said yes, but it was not only a summer issue, there is also a considerable number of children who are linked with after -school programs by the parents, and tho parents do not pick them up until 5:00 p.m. He waa pleased that parents viewed the Recreation Department as a safe environment for their children and he also indicated it was an inexpensive environment for them. Ald. Davis asked if there was any pressure to incronse the hours at the Crown Center. Mr. Dornecker informed the Committee that there were other camps at Crown Center that included child care; that there was specialized ice skating and hockey camps. He felt that thus far, those persons who desired playground programs who also desired babysitting, would go to the Baker or the Nichols program. Ald. uollin stated she had attended the last meeting of the child care subcommittee of the Recreation Board; that their position is that they provide recreation programs; that is their mission; that if parents use recreation programs as child care that that is an issue for the parents. Ald. Davis noted that the use of recreation programs as, perhaps, childcare was, however, a good barometer of need. Ald. Feldman indicated he felt the 5% figure cited for babysitting at Fleetwood was a low figure. He would have expected it to be much higher. He asked what the percentage at Fleetwood would be of the people who had babysitting combined with a number of kids who were just let off early in the playground area. Ms. Smith said there are 20 to 25 children who are on the playground area in the morning before the programs begin. She noted that when summer school ends the need for babysitting always drops off because older siblings will take care of the children. Ald. Feldman stated he felt that if recreation programs were being used as a substitute for day care that if these programs began at 9:00 a.m. that was a late time and wondered who is dropping the children off, because most persons need to be at work before 9:00 a.m. He felt that the percentage in babysitting in the morning would be much greater. He also asked for a definition of what "at -risk" youth meant to Ms. Smith. Ms. Smith noted that there were children with behavior and discipline problems. She noted she has never had a child who had been expelled for the entire eight week program, but there are a number of incidents that call for emergency removal from the program, in which they will have the children pulled out of the program and call a parent or another relative. They try to work with the child and the parent in laying down and enforcing the rules and regulations. Ald. Drummer indicated he wanted to respond to Ald. wollin's comments about the Recreation Board. He felt that the Recreation Board was kidding itself to only have a pure recreational mission; that any group that had responsibility for children eight to ten hours per day was also responsible for instilling values, discipline; that to just say you only had a recreation role was a narrow interpretation. Ald. Davis felt she didn't believe that was what the Recreation Board meant. What they meant to say was "we are not just child care; that recreation programs are what we are all about." Ald. Wollin noted that who is better to teach values such as sports and fair play than the Recreation Department. Human Services Committee Minuts of 5I7I90 . . . Page 6 Ald. Davis asked about the disparity between the camp costs and the playground fee; that as the playground program has become more sophisticated whether the recreation staff anticipated any increase in usage of the playground programs at the expense of the camp programs, Mr. Grodsky felt that the majority of persons using the playground program were those who need the service; that there may be a point in time where that would be the case; that the Recreation Board was currently conducting an analysis of this issuo following the conclusion of summer programs this year. He felt the analyais would be available in late September - early October, and he would share it with the Human Services Committee. Ald. Davis asked if that analysis would be ready in order to have some impact on the Recreation Board budget next year, and Mr. Grodsky said yes, both would be coming to Human Services perhaps simultaneously. Ald. Drummer noted that this discussion also pointed out that the fee structure for these programs needed to be analyzed again. HUMAN RELATIONS COMMISSION RECOMMENDATION - SEC. 5-5-13 FAIR HOUSING ORDINANCE Owen Thomas introduced Willie Hurd, David Woodward, and Ken Rogers, and indicated staff and Human Relations Commission members would be willing and available to handle questions. Ald. Feldman asked if the recommendation to let the Anti -Solicitation section, "sunset" was a recommendation of the Human Relations Commission or just the subcommittee on Housing. Mr. Woodward indicated it was the unanimous recommendation of both. Ald. Feldman asked for clarification of the statement that the anti -solicitation monitoring would occur by staff with realtor cooperation. fir. Woodward indicated that if there were any kind of pattern of solicitation, and he noted there had been none thus far, staff are able to pick it up. Mr. Thomas said such activity is usually highly visible; that it is hard to do covertly, and the Commission would find out. Ald. Feldman said if that is so, if it has always been true, if the federal laws have always been adequate, why was this necessary in the first place. Mr. Thomas responded perhaps the original proponents of the measure could answer that question. Staff have been recommending over the past three years that they have found no panic peddling based on race. Ald. Feldman responded yes, but one of the reasons you know this is because this act has been in place. He said compliance has been good, so why do you want to remove it. He noted a distinction between two sections of the section; one he felt that he could understand that there was an undue burden about removing names from a mass mailing and the maintenance of the list; however the second he felt there were other burdens that were not undue burdens. lie was concerned about a staff perception that there were undue burdens. Mr. Hurd indicated that Marianne Moberly was the person who was responsible for it, and she was only a part-time person. Ald. Feldman noted if you were not going to do it perhaps the budget could be cut to eliminate that position. He wanted to know how much mail on the issue per day was received. Mr. Hurd indicated five to seven pieces of mail regarding solicitations came in daily. Ald. Feldman indicated if the list was no longer going to be maintained how would you monitor it. Mr. Hurd indicated that the Commission staff had a file on each realtor; that there was a monthly review of all the reports that came in, and all documentation provided. He noted that the staff had, at one Human Services Committee Minutes of 5/7/90 . . . Page 7 point, taken one realtor and plotted all solicitations on a map; that there were three other realtors for whom they did an analysis of two months worth of solicitations, and that no targeting was seen. Aid. Feldman asked if the analysis was ongoing. Mr. Hurd responded the material was checked daily as It came in. Ald. Feldman asked 1£ the list requirement was taken away and the Commission received seven pieces of mail per day, this could generate only 14 or perhaps 21 entries, and that couldn't take four hours. Mr. i{urd indicated staff did have other education work to do. Mr. Thomas noted that the staff does not perceive that there is a problem of solicitation so that they did not feel that there was a need to do extensive analysis. Mr. Woodward also noted problems with knowing the nature of the compliance; that solicitations occur in many forms. phone calls; that solicitations are not always easy, fast, and clean; that the ordinance definition of solicitation is very broad. Ald. Wollin asked if the section was allowed to sunset couldn't a person still call with a complaint of any undue pressure. Mr. Thomas assured her that was the case. Ald. Wollin noted that the cumbersomeness of the section was enormous. She asked if it was true that the section required a sample of each solicitation and a list of every address that it was sent to. Mr. Thomas indicated that was true. Ald. Wollin said she was very concerned about staff time. She noted to Ald. Feldman that because complaints have not been received it doesn't necessarily mean the ordinance is working. She suggested that perhaps there was never a problem in the first place; that she was in full support of letting the section sunset. Ald. Lanyon asked if staff checked the mail that comes in each day against the whole list of people who are on the non -solicitation list. Mr. Hurd responded yes, we check and do go through the list. Ald. Lanyon noted that Is a major piece of work and more considerable than Ald. Feldman was suggesting. Ald. Washington said if the sunset of the ordinance was allowed to stand and improper mailings or phone calls begin then what was to happen, Mr. Thomas said if there was a concentration in a particular area the Commission would begin investigating. Ald. Washington asked whether the fine was still in place for improper activity. Mr. Hurd noted that all other sections of the Fair Housing Ordinance would remain in place, and all of the mechanisms for recourse for complaints remained in place. This was the only section that was sunsetting. Ald. Feldman noted that one of the reasons for sunset is that there can be a reasoned review of issues. He expressed his strong dissatisfaction that the section was allowed to sunset without. Council action. He felt that was inappropriate; that as a result of the reasoned inquiry he saw some parts of the ordinance which needed fine tuning; that the term "all co=unication" needed to be fine tuned; that instead of specific addresses and keeping of a list that perhaps just areas in which received solicitations could be noted. He discounted the argument that there were other federal laws in place; that was true of all fair housing laws. He felt that the City Council had said in the past it was the City's business; it provided the citizen immediate access Human Services Committee Minutes of 5/7/90 . . . Page 8 for redress of grievances. He would ask that the Human Relations Commission reconsider the issue and not throw the baby out with the bath water; that he supported relief of the realtor's burden; however, he felt the need to have good data, and he wanted as full a report from the Human Relations Commission on solicitations next year as he received this year. Ald. Davis indicated that she had originally been a strong supporter of this section of the ordinance. She noted that its development was not a result of audited activities, but rather based on perceptions that this type of activity was going on; that when the section was enacted there was no knowledge base; it was an area in which it was felt there was a basis for concern. She noted in some of the statistics provided by the Human Relations Commission that originally there had been a concern about the 60202 area, but the data reflects there has been no inundation of solicitations in this area. She noted that a very large percentage of solicitations are sent to the immediate area of a listing. She felt that if you were going to maintain lists that you would almost have to maintain specific addresses, because they are clearly targeting areas immediately surrounding any individual listing. She agreed with the need to eliminate certain types of communications by realtors such as sending seeds and bulbs; however, she felt it would be very difficult to narrowly define that type of communication. She said that had been a problem in the drafting of that ordinance section originally. She felt that now a knowledge base had been put together. She felt that they needed continued information; that if no ordinance is in place a mechanism was necessary to monitor this type of activity. She felt the Evanston Neighborhood Conference and the Human Relations Commission could work together to target certain areas for intensive outreach and public information, and perhaps establish a hot line for the addressing of immediate complaints so that there could be a quick response and a zeroing in on cases which may arise. Ald. Drummer noted that when the section was first developed there had been concerns about the types of co-,=nications and language used by realtors in their solicitations. He asked whether there had been any improvement in this this area. Hr. Thomas responded that the Evanston realtors have shown Improvement; non -Evanston realtors are still a problem area. Ald. Drummer asked if staff felt that was because of the ordinance being in place. Kr. Thomas said yes, plus vigorous enforcement. Ald. Drummer indicated he would like to see the section stay. He recognized that there was some cumbersomeness. He recommended that there be steady communication. He noted that what started this issue originally was a perception that the Human Relations Commission was not doing a good enforcement job. Ald. Davis asked Ald. Drummer to clarify his position which was that he was in favor of copies of the solicitation would still be sent to the Human Relations Commission, but no listing of specific addresses would be required. Ald. Feldman indicated that he still wanted to know what areas solicitations were going to. He felt that the Human Relations Commission could develop manageable areas for the compiling of the data. He also felt the Human Relations Commission should re-examine the fine structure. He felt there should be an elimination of the "bounty hunter" mentality. He felt that it Hunan Services Committee Minutes of 5/7/90 . . . Page 9 was possible for the Human Relations Commission to work and develop an ordinance with which everyone could agree. Ald. Feldman moved that the Committee direct the Human Relations Commission to reconsider the issue in light of this evening's discussion; that they re-examine the issue and develop a mechanism so that the solicitations can be viewed; the areas to which they are sent be monitored; the date in which they were sent; also work on the definition of solicitation, and develop something which can come back to Human Services. Ald. Drummer seconded the motion. Ald. Drummer noted that this could be worked out through good communication between the realtors and the Human Relations Commission. Ald. Wallin noted that there have been three meetings already; that there has been some steady input; there were many statistics compiled. She felt the City's commitment to fair housing was strongly on record. She did not believe this was the issue in which the City Council should be measured in terms of their commitment to fair housing values. Mr. Woodward noted that the Human Relations Commission was made up of volunteer commissioners; there workload was already extensive; there were seven nights this month in which they would be sitting in on hearings and other matters; that there were other things on the Human Relations Commission agenda; that they are currently considering the largest number of complaints they have ever received; that the anti -solicitation was also a guestion of priorities; they are a civilian commission with time limits; they are operating under much greater public scrutiny than ever at their meetings. Ald. Lanyon indicated he felt the ordinance has had a three year test; that it had put to bed certain fears. He did not see a need to revisit the issue. He felt mechanisms were in place to measure complaints. He did not agree with the need to study the issue any further. He also questioned why the real estate industry was singled out for scrutiny when others weren't. Ald. Davis noted that if Ald. Feldman's motion was not approved that there was still was a need for a mechanism to address these complaint issues as soon as they are presented. Ald. Feldman noted in the packet that only one organization; the Evanston Neighborhood Conference was identified az 4c?in ire favor of the anti -solicitation section remaining. He asked didn't they realize the Evanston Neighborhood Conference was an umbrella group; that every group within the Evanston Neighborhood Conference, all 17 groups, also were in favor of the anti -solicitation section staying. Mr. Hurd noted that the information regarding the public discussions of the issue had been sent to all community groups, and that one representative from the Evanston Neighborhood Conference was all that had attended. _ Ald. Drummer asked if there had never been a problem with solicitations, and Mr. Hurd indicated there had only been one case in 1985, which the Human - Relations Commission dealt with. Human services Committee Minutes of 5/7/90 . . . Page 10 Ald. Feldman's motion was defeated 5-1, with Ald. Feldman being the dissenting vote. Ald. Davis suggested that perhaps a motion was necessary to mandate staff and the Evanston Neighborhood Conference to work together to develop mechanisms for receiving complaints and targeting areas for special outreach. Ald. Lanyon felt that any group was open to come to the human Relations Commission and it was Committee consensus that such a motion was not appropriate at the time. The Committee voted unanimously to adjourn at 9:10 p.m. �= 1 Jay W. Terry EM DRAFT -NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE May 21, 1990 7:30 P.H. Room 2402 PRESENT: Aid. Davis, Drummer, Feldman, Lanyon, Washington, Wollin OFFICIALS Richard Grodsky, Jay Terry PRESENT: OTHERS Ed Koran and Dennis Newton of the Recreation Board PRESENT: PRESIDING: Aid. Davis, Chair The meeting was called to order at 7:39 p.m. MINUTES The minutes of May 7, 1990 were considered. Aid. Lanyon submitted to staff corrections as follows: Page 7, paragraph S, line 4 and 5 should be changed to read this is the maior effort in checking the anti -solicitation requirements. therefore confirming what Aid. Feldman was suggesting in eliminating most of the work of staff by dropping only the registration of those not wishing to be solicited. With Ald. Lanyon's additions and corrections, the minutes were approved unanimously. The notes of the Child Care Forum on May 14th were accepted without correction. Aid. Davis noted that they were quite helpful. COMMUNICATIONS Recreation Program Narrative Aid. Feldman commented that these reports were a very good system for informing the Committee, and he expressed his gratitude that the beach tokens were on sale at various locations throughout the community. Aid. Wollin noted the results of the Recreation Board's survey regarding the Arts and Recreation Magazine, and highlighted the figure that 71% of the persons requesting fee assistance indicated they learned about the fee assistance program through the Arts and Recreation Magazine. Human Services Committee Minutes of 5/21/90 . . . Page 2 Health Department Update Ald. Davis noted that regarding measles also Ald. Drummer suggested HIGHLIGHTS. on Measles It was her recommendation that the postings be posted at the 3 City recreation centers. that the information could be included in Ald. Feldman noted that the Health Department Clean Air brochure was a nice brochure. Ald. Lanyon questioned where on the Committee's calendar was a reference from Ald. Nelson regarding the Health Department. Ald. Davis and Ald. Wallin noted that staff had been directed to compile other reports that had previously been put together about the Health Department activities, since this issue has come up before, and staff were still working on that. Ald, Feldman noted that an annual report on long term care was due from the Health Department. He indicated that there were significant things happening in that area and he wished to see that report as soon as possible. Mr. Terry responded that the report had not been compiled in time for the packet for this meeting, but was sure it would be on the agenda for the June llth meeting. Letter from Family Counseling regarding, Senior Citizen Services Ald. Feldman asked whether this letter required any action by the Human Services Committee. Mr. Terry indicated no, but that its contents should perhaps be shared as part of an education process for those members on the Unified Budget Panel. Ald. Feldman thought it reflected a serious problem; that services were not available in as timely a manner as they should be. Mr. Terry offered that case management services, in particular, were not always provided immediately and there was some burden on City staff to provide direct services to older persons when the agency could not respond as quickly as possible. Summer Recreation Department Program Memo Ald. Davis asked how the proposed Recreation Department Summer Leadership Program compared to the Y's Summer Leadership Program. Ed Moran indicated he could not speak to that because he was not familiar with the Y program, noting that the Recreation Department's program was developed in-house. Ald. Davis indicated she would be interested in seeing that comparison, noting that leadership programs are an excellent idea for serving the needs of youth. Ald. Feldman noted that the Recreation Department's Summer Leadership program that was originally proposed was for all young persons in general, and he noted that the proposal from the youth agencies was that it might be modified to only serve high risk youth. He asked what modifications were necessary. Mr. Grodsky passed out a copy of the course description from the Arts and Recreation Magazine. He gave a brief description of the original Summer Leadership program as originally developed. He noted it was designed around youth in general; that he had met with the Coalition of Youth Serving Agencies and there was discussion about potentially modifying the program to serve high risk youth. There were a number of Human services Committee Minutes of 5/21/90 . . . Page 3 staffing and programmatic concerns which would have to be reviewed. He noted that the program as originally designed would be a fee generating program, and noted that there was the new high risk program and there was not the same potential for revenue generation. Mr. Terry amplified that leadership skills were something that was necessary; that this grew out of a concorn from meetings of tho Coalition of Youth Serving Agencies; that thorn had been an increase of gang related activity for certain youth. There was a concern that there were not enough available recreational or employment activities for the summer for the population showing disruptive behavior. It was seen as a possibility for one group of youth who could benefit from a redesigned leadership program. Ald. Feldman asked why the Recreation Board thought it would be a good program for high risk youth. He expressed his concern that if this became a high risk youth program specifically, it would be replacing a program which would serve other youth. Aid. Washington wanted to know if the new program would be a duplication of services already provided by Family Focus or Fleetwood-Jourdain. She would like to know more about the program. Mr. Grodsky indicated that the program as originally designed, was a purely recreational one; that he is concerned about the program that was originally designed being adapted to high risk youth; concerned about the marketing for the program; how to identify those youth who would participate, and also concerned about the staff training that would be necessary for the staff to deal with a different population. He noted that the original program was the program that was designed by Recreation Department staff and the one that they feel comfortable with. Ald. Wollin said she is very concerned about the 12-16 age group. She said questions regarding why the program was necessary can be answered by the program description which states the program will promote self esteem, confidence. and responsibility for one's actions. However, her concern was how this program would be funded. She was concerned about some of the cost figures particularly those identified in the Youth Job Center (YJC) letter. She questioned what funds were available for this program; however, she noted that she saw the potential good which could come out of this program. Ald. Drummer indicated he was pleased that the Recreation Department had submitted this issue. He thought it was a recognition of their role in dealing with a community problem. He thought the redesigned program could be a good program which offered a great deal. He noted the funds could be a concern but he was hoping the Recreation Board would consider the current situation an emergency and felt that the expanded program of the leadership training and the expanded night programs were both programs which warranted attention. Ald. Feldman noted that the terms high risk youth and at risk youth were being used quite often, and asked about distinctions between the two, if there were any; what were the definitions being used for high Human Services Committee Minutes of 5/21/90 . . . Page 4 risk youth and at risk youth; the criteria by which these populations are talked about; have established goals been set in terms of what the program could hope to accomplish. Ald. Davis had some concerns about developing a program like this in the midst of a budget cycle; however she encouraged further review of the issues and ask that the Recreation Board keep the Human Services Committee informed. Hr. Grodsky indicated that part of it would go forward because it was a planned program; however, he noted a decision to expand the program had to be made very soon because of the time frames involved. He was looking for guidance from the Human Services Committee as to whether or not there was a commitment to move on this expanded program. Mr. Terry noted, in addressing Ald. Washington's concern, that staff from both Family Focus and Flee twood-Jourdain had been involved in discussions regarding the new expanded program. He recommended to the Committee that they not take any action; that the Coalition of Youth Serving Agencies needed to have one more meeting to define their goals and expectations for an expanded program. Mr. Terry suggested that perhaps what could be done to address some of the concerns is a small number of youth be put in the existing program as a pilot project this year to assess the impact of the program on the youth. He noted that It did not have to be an either/or proposition of no program or a full program; that there were still some issues that needed to be defined; that there were gang incidents in the community, and that this might be one very small effort to respond to that. Dennis Newton responded to Ald. Drummer's remarks. He wanted to clarify that this was not something coming forward from the Recreation Board; that they were not pushing this issue to the top of their agenda. Ald. Drummer asked that before the discussion on this ended that he was hoping that the Recreation Board and others would have a clear sense of the need for this type of program. Ald. Feldman agreed with that with one caveat; that he wanted to know before a program like this was established that it had a chance to succeed; that there was a capacity to follow through with what was necessary for a good program, and would a program like this have any kind of impact. Ald. Davis indicated that she agreed with Hr. Terry that perhaps a small pilot project was appropriate for this sunmer and was something the City could pursue. Ald. Wallin noted that it was only proposed to be a three week program, and so that any significant impact could be minimal.. Child Care Legislation Ald. Davis requested that staff conduct a review of the proposed federal legislation on child care and also the recent family support legislation to determine what any of these bills would mean in terms of increased dollars for citizens of Evanston. Human Services Committee Minutes of 5/21/90 . . . Page 5 CONTINUATION OF CHILD CARE REVIEW Ald. Davis noted that as a result of some of the speakers at the Child Care Forum, that there was a need for some specific knowledge on specific issues; that she had instructed staff to try and identify speakers in terms of Headstart, before and aftar school programs operated by District 65, infant care and day care for ill children. She noted that these were issues in the national legislation and national surveys of need, and once again, she was Interested in a picture of what was going on within Evanston. She noted that a speaker from St. Francis Day Care for Sick Children had agreed to attend the meeting, but that becauso of staffing problems and an abundance of children in the center that day they had to cancel at the last minute. rho first speaker was Val Summers, Director of Evanston Headstart and District 65 programs. She introduced her Assistant Director, Denise Gillespie. Ms. Summers noted she had a number of programs with a total enrollment of 700; that the Before and After program in District 65 involved every school in Evanston; that there were approximately 440 children enrolled. Regarding Headstart, Ald. Wollin asked if her program was the only program in Evanston, and she said yes. Ald. Feldman asked for some clarification on how many programs she ran. Ms. Summers said she actually ran three programs; 140 children were in the Evanston Headstart program which is a half -day program for four and five year olds. The Before and After school programs for District 65, and 100 two and a half to fire year olds who are in an all day program in the Kingsley Center. Ald. Feldman asked if there were any turn -sways in the Headstart program. Ms. Summers said not too many right now. She felt that they were meeting the community need; that the Headstart emphasis was currently on four year olds where it used to be three and four year olds. Ald. Wallin asked whether District's 65 change in age for kindergarten affected Headstart, and Hs. Summers said yes. Ald. Feldman asked how long the program has been in place. Ms. Summers said 25 years. Ald. Feldman indicated that any program in existence for that length of time should have some good statistics and a good sense of its results. Ms. Summers indicated that research was not as comprehensive; that there were some studies which had been done by Northwestern University; some of her information was from national statistics. She noted there was not enough research and studies as she would have liked. Ald. Feldman noted that the purpose of the Headstart program was to put youth on a level playing field educationally as they entered kindergarten. He asked whether Ms. Summers was satisfied with the results of the program. Ms. Summers said yes, she felt her program had produced good results. Ald. Feldman asked whether that had been backed up by the performance of the children through the years. Ms. Summers indicated yes; that statistically the results had shown that Headstart kids had done better, at least through the third grade. Ald. Feldman asked what were the benefits to Headstart. Ms. Summers indicated a family atmosphere, very close working relationship between the staff and the family; that the staff to child ratio was 1 - 20; that it took place in neighborhood school, and that there were good teaching techniques involved. She noted that District 65 used to have parent coordinators and felt that this was a needed position. Human Services Committee Minutes of 5/21/90 . . . Page 6 Ald. Davis asked for further description of the parental involvement; how did that occur; what were examples of It,' and what was done to deal with working parents. No. Summers indicated a lot of outreach was involved; that her staff were instructed to reach out to that parents; that there were open houses; that in her programs, as opposed to school, the priority was the parent first then the child. Ald. Davis asked if ntnff got involved in teaching any parenting skills. Ms. Summers indicated they follow up with the parents; they remind them of things not to be done. ,,he felt that parents were not very well connected to the District 65 schouJn, but were well connected to the Headstart program. Ald. Davis noted that wick the new legislation that there may bo new dollars coming to Headstart programs, and asked how Evanston Headstart was able to get it. Hs. Summers indicated that Evanston Headstart was part of a _ regional network; that quite often suburban Cook County got what was left after Chicago received its Headstart dollars. Ald. Davis asked what methods were used to obtain this money. Ms. Summers said she employed advocacy techniques. She noted the bulk of Cook County dollars went to communities such as Robbins and Haywood. Ald. Davis asked if there was anything the City could do to support the Headstart programs and the other programs. Ms. Summers felt that the greatest thing the City could do is provide more recognition; that the preschool and afterschool programs were actually started 22 years ago, and that Evanston was a real pioneer in providing those typo of services. Ald. Davis noted that the future of the Kingsley School was in doubt for the programs there and asked where they anticipated going with those programs. Ms. Summers indicated the Lincolnwood School would be used for the summer program, but after that, she did not know. Ald. Davis asked whether the empty space in the high school had been considered. Ms. Summers said it was possible, but parking was a problem. Ald. Wollin asked if Headstart was a half -day program what happens to the children the other half of the day. Ms. Summers estimated that 60% of the children had parents who were not working who then took care of them; the _ other 40% were left with sitters, other family members, and some were not _ supervised at all. Ald. Davis asked about the limitations on before and after school care. Ms. - Summers indicated that she was limited by space and by room at the various schools. The more room available, the more children that can be served. Ald. Davis asked whether the gymnasiums as the various schools were used. Ms. Summers said no, the designated space was necessary for licensing purposes; that multi -purpose rooms, teacher's lounges and other rooms were used and gymnasiums were backup space. Ald. Davis asked if this program was supported by fees. Hs. Suers said fees and Title XA. Ald. Davis if there was a Title XX need. Hs. Suers said there was a waiting list. Hs. Summers indicated the real problem was for those just above the Title XX guidelines in making arrangements for services for those persons. Human Services Committee Minutes of 5/21/90 . . . page T Ald. Davis asked if staff turnover was a problem. Denise Gillespie said no; that there was some very dedicated staff; the teen leaders had 18 hours of Early Childhood training; that the only turnover occurred was when the leaders went off to school. Ms. Summers indicated that the philosophy of hiring was to hire future professionals in the field. Ald. Davis asked what programs happened during the summer for the before and after school children. Ms. Summers Indicated that many of them stay with the program during the summer; that th4 full fee children tend to go to other programs such as recreational camps and the Title XX children stay with the program. Ald. Davis asked for a percentage breakout between the two, Ms. Summers said approximately 55% of hor children are Title XX and 45% are full fee. Ald. Feldman asked for an ethnic breakdown. Ms. Summers said 807. were African -American and 20% fit in other categories. Ald. Feldman asked for more information on the decline in performance that occurs on the third grade level; wanted to know for non-Headstart African -American children do they start on a level playing field. Ms. Summers said no, and that there were a lot of reasons for that. Ald. Feldman noted that if Headstart was shown to have that kind of benefit whether District 65 had seen the value of some sort of expansion. Ms. Summers noted that District 65 had hired new coordinators of cor.-.nunity and parents services. Ald. Drummer noted that Ms. Summers had not indicated to the Committee any needs for additional funding; whether or not Title XX reimbursement levels had caused budget strains for her. Ms. Sur,.r_ers indicated there were not those budget problems. Ald. Davis asked whether the full fee parents were subsidizing the programs or whether costs were lower. Ms. Summers noted that her program did not have space costs. and that her salary was subsidized by the school district. Ald. Davis thanked Ms. Summers for appearing before the Committee and indicated she had provided a great deal of useful information. Mr. Terry indicated he had received a call from Alberta Porges of 4C`s, and that the Title XX reimbursement level was being discussed in the state legislature and that there were some legislators who were opposed to any significant rate increase. The Committee then heard from Mary Jane Chainski of the Baby Toddler Nursery. Ald. Davis indicated that Ms. Chainski had been invited to talk about the need for infant care in the community, and asked Ms. Chainski to provide her impressions on that need. Ms. Chainski noted that infant care was a very expensive service to provide. She noted that most of other programs in the state subsidize their infant care program by serving other ages at the same location. She noted some of these factors which caused a greater expense was the ratio of adults to children must be much higher; it was a one adult to four children ratio, up to one and 346 lip AO Human Services Committee Minutes of 5l21t90 . . . Page 8 a half years old; that there must be,more space allocated in infant centers; that there must be dedicated areas for sleeping; -baby food and formula ware expensive. and it was administratively more difficult to handle an infant program because health checks must occur more frequently, and also the parents are more nervous and tense in wanting daily staff feedback on how their child was; they require more information at the end of the day; that these are hidden costs factors. She noted that studies which have been conducted on the DCFS rate of reimbursement for infant care had noted a huge gap between the reimbursement level and the actual costa which had been incurred. She noted that the Infant Welfare Society was subsidizing many of those costa in Evanston; that the DCFS rate did not meet. Ald. Davis asked for the size of the Baby Toddler Nursery. Ms. Chainski indicated that there were a total of 61 children, 16 of which were infants and 18 were toddlers. She noted that many of the full fee parents were not on waiting lists because they cannot and will not wait for care; that the full fee costs were $131 per week plus diapers for infants; $121 per week for toddlers; $111 a week for two year olds. She noted that there wore scholarships available for those just over the Title XX guidelines. She noted the huge increase in expenditures to parents when they just exceed the Title XX income guidelines. Ald. Drummer asked that for each age category, how many were Title XX reimbursed children. Hs. Chainski said she does not break that out by age; that 75% of all the children in Baby Toddler were Title XX. She noted that their salaries are at the very low end; however, she had had success in attracting staff because it is one of the limited opportunities to be trained in infant care. Ald. Wallin asked if staff turnover was a problem. Hs. Chainski indicated there had been a slightly higher turnover in the last year; however the median seniority is five to six years. She noted that in a small staff operation percentages tend to get skewed if somebody leaves. Ald. Wallin noted she had been to Baby Toddler and considers it a wonderful facility. Ald. Davis asked if Hs. Chainski were a state legislator and had the authority how would she resolve the increased slots versus a rate increase question versus reimbursing those who fall just above the Title XX line. Hs. Chainski said in prioritizing those three, she would put slots at the bottom. She noted that DCFS had just issued an RFP for more Title XX slots and very few agencies responded to the RFP; that the reimbursement rate is so low that _ adding more slots does not increase the amount of available day care. Ald. Wallin asked why there were such significant delays in agencies getting their Title XX reimbursement. Ms. Chainski indicated that was just a factor of state government operations. Ald. Davis asked about those just above the Title XX income cap. Hs. Chainski c_ noted that the income limit can be $14,100. She noted that if a parent, and quite often it is a single parent family, the income goes over that amount only slightly, the cost of day care increases dramatically. She noted that Human Services Committee Minutes of 5/21/90 . . . Pago 9 the Baby Toddler scholarship program_ tries, in some cases, to minimize the impact of that. Ns. Chainski said that the state's priority is that the low end of the income scale gets served first. No. Chainski indicated her own personal priority would be to target programs for the working poor; that there are those people who are working who just need a certain level of help to make it successful economically, and she feels that those parents and families should be a priority for receiving funding and assistance. Aid. Davis asked what potential role the City could have besides increasing funding. Hs. Chainski said she did not know other than advocacy and lobbying; that the issue really is more money; that center managers are forever asked to balance issues such as number of slots versus staff raises. Aid. Feldman asked a question regarding the Teen Baby Nursery; whether they were meeting the needs of that population. Ms. Chainski said there appeared to be a good match of what the service was providing and the need; that the nursery was funded for 17 slots and there were currently lb babies in it. However, for other programs such as home day care and Baby Toddler, that there were anywhere from 200 to 300 children on the waiting list. Ald. Feldman asked how long a child stayed on the waiting list. Hs. Chainski said it depended entirely on which age and sex category a baby or toddler was in, and where vacancies occurred. Some people never get in and some people may have a short time on the waiting list. If a male toddler is where the vacancy occurred, a male toddler will get picked off the waiting list even though that child may not be number one on the waiting list. For those who never get in, Aid. Feldman wanted to know what do they do. Ms. Chainski said some bounce around a lot. She noted that babies quite often got placed with elderly relatives; that the toddler stage was a real problem. Aid. Washington commented that there was probably a certain level of unlicensed care. Aid. Wollin noted what a traumatic experience was for a parent to find infant care. Mr. Terry informed the Committee that it was Interesting to note that one of the more outspoken speakers last week at the Child Care Forum was, in fact, unlicensed by either an Evanston Home Day Care Permit or a DCFS license. Chairman Davis expressed her thanks to Mary Jane Chainski for participating at the meeting. Aid. Davis indicated that the next step would be that she would consult with staff and try to develop a short list of activities which could be undertaken for Committee consideration. Aid. Wollin pointed out literature she had received regarding a conference which had occurred in Seattle and expressed her regret that no one from Evanston was able to attend. The Committee voted unanimously at 8.59 to go into an executive session to consider possible or pending litigation. Human Services Committee ' Minutes of 5/21/90 . . . Page 10 The Committee reconvened into. open session and unanimously voted to adjourn at 9:01 P.M. Jay W. Terry DRAFT -HOT APPROVED MINUiaC ,HUMAN SERVICES COMATTTEE June 11, 1990 7:30 P.M. Room 2402 PRESENT: Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wollin OFFICIALS Jane Volberding, Carolyn wanner, Prentis Bryson, Jeanne Fox, AND STAFF: Harvey Saver, Ann Graff, Carol Henes, Richard Grodsky, C. Louise Brown, Kathleen Brenniman, Joel Asprooth. Jay Terry Presiding: Ald. Davis, Chair The meeting was called to order at 7:35 p.m. MINUTES The minutes of the Human Services Committee meeting of May 21, 1990 were considered. Ald. Davis and Ald. Wollin submitted amendments and additions to the minutes as follows: Page 2, paragraph 4, line 6, in the sentence that states "seeing that comparison,"......add to avoid duplication of services. Page 7, paragraph 5, line 7, "and therefore costs are lower in comparison to other child care programs." should be added. Page 8, paragraph 7, line 4, a new sentence should be added which reads: For example, if a single parent of one child received a $200 raise from $14,100 to $14,300, her child care costs would go from $37 Der week to $131 Der weep because of inaligibility for Title XX. Page 9, paragraph 7, line 1, amended to read: Ald. Wollin pointed out National League of Cities. In line 8, delete the words "expressed her regret" and add although she understood; Add There were some very creative child care programs presented at the conference. With these correction and additions, the minutes were approved unanimously. COMMUNICATIONS Summer Leadership Program Ald. Feldman noted the staff memo was a good response which addressed the concerns which had been raised by the Human Services Committee. He felt the proposal, as outlined in the memo, was a good idea. Ald. Davis and Ald. Drummer concurred. HUMAN SERVICES COMMITTEE Minutes of 6/11/90 . . . Page 2 No SmokinK - Chute Middle School PTA There was Committee discussion as to whether or not the City had authority to regulate activity on school property. Ald, wollin noted that through her work with the Environmental Control Board, on a number of issues the Board had been told that the City did not have authority to regulate school activities. Ald. Lanyon indicated he would like to have a legal opinion on that issue from the City's Law Department. Ald. Feldman stated he could not conceive of a reason why smoking should occur in schools. Ald. Drummer wanted to know whether or not the school district. in fact, had a smoking policy. Ald. Lanyon noted that a now state law was going into affect regulating smoking in public places. Health Director Brown responded that municipalities that already had a law in place were exempt from that state law. Ald. Davis felt that some official response from the School Board was appropriate. Mr. Terry noted he had a discussion with the Law Department and they indicated that the problems. perhaps, were not in regulating school property, but the potential problem of declaring an entire building smoke free. Ald. Feldman directed staff to inquire of the school district whether or not a smoking policy was in place, and if so, obtain a copy of that policy for the Human Services Co<<ittee. Northwestern University Child Care Brochure Ald. Davis indicated it was an interesting attempt to address the issue by a major employer within the City, and suggested that further discussion be held later in the meeting on what the major employers in Evanston were doing relative to child care. 4C's Day Care Fact Sheet This communication was passed out for this evening's meeting. Aid. Davis asked staff for an explanation of this fact sheet. Mr. Terry Indicated it was a comparison of the current day care reimbursement rate and the impact on the costs of day care if the proposed rate increases were approved; that the Director of 4C's, Alberta Porges, was going to be in Springfield on June 12th to advocate on behalf of the rate increase, and suggested that anyone advocating for a rate increase should do so now. Ald. Feldman noted he did not agree with the rationale utilized on this advocacy piece; that a rate increase would not necessarily result in a cost reduction. It might, in fact, be utilized to improve the pay and salary status of the staff of the day care centers, and service could improve. L014C TERM CARE ISSUES Health Director Brown stated the Long Term Care Annual Report which had been submitted was the first time the Health Department had presented this type of report. She felt it gave a picture of the activities in which the Health Department was involved, that the staff tried to make it clear and concise. She felt this report reflected effort which had been recorded in over 1,000 pages of Health Department documents. 1 HUMAN SERVICES COMMITTEE Minutes of 6/11/90 . . . Page 3 Ald. Feldman characterized the report an being essential, very helpful. He noted the argument in the cover memo that the Department could not stop violations; however, he was interested in knowing if Ms. Brown felt enforcement had had some deterrent effect. Ms. Brown said yes, that if you were to compare Evanston to other communities around the state, the Health Department appeared to be able to stay on top of activity within the facilities; that the Health Department enforces both the City of Evanston ordinance and the State's minimum ruled. ::he expressed the frustration of the Health Department staff; however, regulation was not the whole answer to the problem. Ald. Feldman felt that one gap in the report was the lack of recommendations from the Health Dept. fie characterized the report as an indictment of the current state of care in certain long term care facilities; wanted to know what the Health Dept. staff recommended for those items which they currently have no control over. Ms. Brown noted that the Health Dept. is only a regulatory agency. Ald. Feldman asked for her suggestions on how the problem could be solved. Hs. Brown indicated she wished she had that wisdom. She noted that the Health Dept.'s effort is based on finding solutions on a day-to-day basis. At one time she thought more money Has the solution, but noted that dollars have been sufficiently provided for those homes formerly in receivership through the court directives to Home Federal Savings, and yet problems persist in those facilities. She noted that a long term care facility couldn't be regulated like a restaurant where if there were problems the facility would be shut down, and the staff would be replaced or there would be wholesale staff training. That can not be done in a long term care facility because the needs of the patients are continuous. She noted that not a week goes by that staff do not meet in the long term care facilities still under court supervision. Aid. Feldman noted the qualitative difference between the staff and services in long term care as opposed to short term acute care in hospitals. He noted that the types of incidents described in the Long Term Care Annual report are never reported regarding Evanston and St. Francis Hospital. He noted that if they did, the hospitals would be held responsible. He wanted to know if this was the nature of business or the type of client. Ms. Brown fait a big major difference was in the quality of the staff. She noted professional staff with good reputations do not want to come to poor quality long term care facilities, whatever pay might be offered. Ald. Davis noted that by and large, the developmentally disabled or mentally ill persons in nursing homes do not always have family making issues and making demands on the staff. -- Ms. Volberding indicated that volunteers or staff of the Commission on Aging are in some of these facilities on a daily basis; that there were many factors contributing to the poor situation ranging from caliber of staff, the empowerment of the patient; that it went beyond any one arena. She also noted that when residents are there for a long time, an air of familiarity builds and things often get overlooked; that quite often this air of familiarity is not in place in a hospital, therefore, things do not get overlooked. HUMAN SERVICES COMMITTEE Minutes of 6/11/90 . . . page 4 Ann Graff indicated that the empowerment issue is something that the Mental Health Board was quite interested in; that they have been wrestling with the issues of how to protect the residents of these facilities for a number of years. She indicated the list of issues contained in the Mental Health Board memo was a list of possibilities which the Board had considered to try and solve the problem. She noted that the long term care ordinance revisions were used as a tool to promote change within the facilities, and she noted that the Department of Health report, which was being considered by the Committee this evening was, in fact, a requirement of that ordinance. Manager Asprooth said that even though there are differences between acute care and long term care, there are still quality long term care facilities in Evanston; that to him, this indicated that some facility operators know how to provide a quality home; that while finances are part of it, the other factors involved are a better mix of patients, better resources, and an attitude on the part of management and staff. Ald. Washington asked as this is our first report, do we now know what we are doing.? and will things get better? Ms. Graff said it will be a help. Ald. Wollin noted that there were some facilities indicated in the report from which there were no complaints and no investigations. She noted that it is a great deal of work to provide a quality facility. She believes salary is an Issue. Ms. Brown expanded upon her remarks to say that with the receivership, the Health Department was able to put in a imposed plan of correction and dictate a number of capital improvements, and the imposition of a number of financial resources, and yet incidents were occurring. She noted that as a professional, there were some places where she would not want to to to work no matter what the reimbursement level. Ald. Feldman agreed that the high standard homes that existed in Evanston were a credit to the community, but he characterized the residents who were existing in the poor homes as being at risk; that there has been much discussion about at risk human beings in regard to youth; that if some of the incidents described in this report had happened to children that there would be a much greater uproar; that everyone in the community must see these residents as at risk and take whatever steps are necessary to eliminate the improper care. He felt that if the Mental Health Board, the Health Department, and the Commission on Aging were to abdicate or diminish their responsibility, the community would have a great loss. He asked if the community was somehow comforted that these patients were behind closed doors. He again said that if such activities occurred in children's day care there would be a revolution. He felt that the issue of long term care residents required more than a yearly discussion by the Human Services Committee; that long terra care for certain residents required the same type of scrutiny and extensive committee examination that was currently under way in the day care issue for children. He noted that the advocates on the Mental Health Board appear to be throwing their hands up; that it was clear that the Mental Health HUMAN SERVICES COMMITTEE Minutes of 6/11/90 . . . Page 6 Aid. Davis asked who the Mental Health Board had in mind in terms of assuming guardianship. Hs. Graff noted that there were mechanisms available for social service agencies to assume that guardianship role. Ms. Volberding noted that the State also has guardianship responsibilities to the Office of State Guardian; that any not for profit entity can petition for guardianship. Aid. Davis asked what was the advantage to an agency or individual to petition for guardianship. Ms. Volberding indicated in some cases there was financial reimbursement through the estate of the person for whom guardianship was sought, but that many guardianships were by agencies that were concerned about those persons who are unable to care for themselves. Aid. Davis asked how the City could try to promote agencies to assume guardianship. Hs. Volberding noted that when she worked for the state they were always involved in trying to recruit agencies and individuals to serve as guardians and that it is very difficult. She also noted that it is key that the guardianship bo a meaningful one, as opposed to guardianship in name only by someone who is not really concerned about the person. Aid. Feldman felt that one of the ways to attack the problem was to empower those who are in the facilities; thnt he felt these residents needed more advocates and guardians; that the City had a FIT program model for those in need of housing. He would like to see that model applied to residents of long term care facilities in which agencies, churches, synagogues would assume some guardianship responsibility for the residents of these facilities. Hs. Volberding noted that there were many churches providing activity in the Evanston long term care facilities now; some are in weekly. However, she noted their role is often not an angry advocate role, but rather providing spiritual support to the residents. She noted that the Commission on Aging already had an extensive volunteer advocate program. Ms. Graff indicated that the Mental Health Board was not implying in any way that volunteer services were not important; however, a quality guardianship for many of these residents is what is necessary. Carol Hones of the dental Health Board indicated that certain members of the Board did mean to imply that the City itself could explore guardianship; that the list in the Memo was the result of a brainstorming session of the Mental Health Board. Aid. Drummer asked how guardianships were established. Hs. Volberding indicated that a person needed to petition the Probate Court; that it must be accompanied by a doctor's statement; there would be hearings; there would be the appointment of a guardian ad litum, who is a third party, who interviews the party for whom the guardianship is being sought; that the difficulties in the process was in finding persons to serve as guardians and also persons to serve as guardian ad litum. She noted that the workers in the Office of State W Guardian had extensive caseloads currently which are far too large. Aid. Drummer asked about the effectiveness of the guardian. Hs. Volberding also noted that the Public Guardian's office in the County could also become guardians for certain persons. Aid. Drummer asked what they do. Ms. Volberding said they also make decisions for the client. Aid. Drummer felt that what was necessary was not necessarily increased legal responsibilities, but more family, a brother -sister type relationship for these residents, He again asked for clarification as to what a guardian could accomplish. He F V= HUMAN SERVICES COMMITTEE Minutes of 6/11/90 . . . Page 5 Board needed something - whether it be money, more power, or greater advocacy. He recommended a Human Services Committee focus on this population the same as child care. Aid. Davis noted that the child day care reviews also had shown that the dollars for staff are not necessarily the issue. because they are quite often able to get dedicated staff despite low salaries. She suggested the Committee review the list of suggestions by the Mental Health Board. She asked Ms. Graff about the first suggestion that regulatory responsibility for these facilities be returned to the State of Illinois. Ms. Graff felt if the City stepped aside from its regulatory role the Mental Health Board could assume a much stronger guardianship and advocacy role; that role could be pursued with unambiguous vigor, and that there would be no feeling that the Mental Health Board was somehow reflecting poorly on members of the City staff. Mr. Asprooth reported he had met with the Mental Health Board last week; that he respected the Board's concern in this matter. He noted that despite all the effort made problems still exist; however he agreed with Ms. Brown that staff were making a difference; that the evidence was that in the rest of the State, there were problems. He had no confidence that if Evanston were to no longer be a regulatory body that the State would assume that responsibility in any kind of quality manner, and it would not cause any kind of change in the current behavior. Ms. Graff noted that most of the other communities with long term care facilities in the state of Illinois did not have a 708 dental Health Board, Ald. Washington expressed her preference that if a difference could not be made in improving the quality in these facilities, the City would have to move to close them. Ald. Drummer concurred that maybe some facilities needed closing; however he was afraid that Would put a heavier burden on other facilities. He also noted that any move to close a facility relies upon a Judge agreeing; that the City has already been in the position of a judge telling the City what it has to accept. Ms. Brenniman said the City could move to revoke a license of a facility. Ald. Lanyon indicated that was possible but the odds were that a judge would revoke that and the City would look foolish in making that attempt. Ms. Brown noted that 'Evanston was not alone with these types of problems; that In Chicago the Bethune Plaza was another example of a judge ordering a facility remaining open despite all state and local staff recommendations that the facility be closed. In ter -is of Towing to close any facilities the reality is that a judge will probably order that they stay open. Ald. Washington indicated that she felt that the evening's meeting was for bouncing ideas, and that perhaps suggestions should not be reacted to so negatively, without more consideration. Ald. Feldman noted that one of the questions that any judge considers right away is what happens to the people if a facility closes. HUMAN SERVICES COMMITTEE Minutes of 6/11/90 . . . Page 8 Prentis Bryson, of the Commission on Aging, felt that the Committee was often confusing symptoms and problems. The problem he identified as the need to enhance the quality of care for persons in these facilities, and the symptoms were all of the incidents which had been described. He suggested not moving hastily on the guardianship issue, as it was something which required further exploration. Ald. Drummer indicated that all possibilities for providing further protection for these residents should be explored. Ald. Davis stated it was a complex problem for which there was no single answer. She noted that the Committee had not discussed the last two options identified in the Mental Health Board memo. She noted that even if the guardianship issue was pursued, the Committee was very much still interested in strict enforcement of the existing regulations. Ald. Drummer noted that there was only one A violation issued. He inquired as to what fines had been issued to facilities. Ms. Brown indicated that there was an automatic fine with an A violation. She noted that with the new ordinance, fines are possible with B and C violations. She indicated there would be more activity by the Health Department in that area. She stated many of the violations had been found against the facilities which were in receivership. She noted that receivership was done by a not -for -profit corporation and the judge had indicated that fines could not be imposed. Ald. Davis asked how Ms. Brown made the distinction between an A violation and a B violation; is it a judgement call, and she asked what factors go into that decision. Ms. Brown indicated she tries to do a complete and thorough investigation; that it is done through site visits, a review of all records, testimony by facility staff. A report of findings is then issued and the facility has an opportunity to respond to that report of findings, and then a violation is issued. Ald. Davis asked if it was a close decision between one level of violation and another; on what side did Ms. Brown tend to err? Ms. Brown indicated she always errs on the side of a stricter violation. Mr. Asprooth noted that all the information on which decisions are made may not be available to those bodies which are reviewing those decisions. He felt it was difficult to discuss strict enforcement without specifics; that there were many extenuating circumstances to the violations which had been cited; that by the time a case reaches his desk, it has been written up in a thoroughly legalistic manner; however, he noted that none of the cases which he has reviewed were as straight forward as they might appear. He had suggested, in his meeting with the Mental Health Board, that if they had concerns in this area that they should be reviewed on a case -by -case basis. However, he characterized the attitude in the Health Department as an aggressive one. _ Ald. Wollin noted that she is aware that guardianship has had its share of problems in the past, quite often, with the wrong type of guardians, there is financial abuse. She is very hesitant about the City assuming a guardianship role. She agreed with the move to explore the private agencies serving as guardians, but she felt that all private agencies might not be able to pursue guardianship. She felt it was a situation that did not apply to every agency HUMAN SERVICES COMMITTEE Minutes of 6/11/90 . . . Page 7 asked for the difference between what a guardian does and what the Committee was looking to be accomplished. Ms. Volberding responded that anything was possible; that it quite often depended upon the individual who was the guardian. Ald. Davis felt that seeking guardianship assumed that there would be avenues of recourse or that the guardian could take legal action. Ald. Drummer said that is not what we are looking for; we are looking for somebody to assume a family type role. Bennett Johnson, from the audience. stated a guardian who is legally responsible and a guardian who is a family member or who provides family member type support is not mutually exclusive; that Evanston has a coalition of churches. He felt it is critical that someone is in these facilities to look after these residents. Ald. Washington noted an article she had recently seen in the Sun Times about attorneys who are legal guardians of children. Ms. Volberding indicated that was the office of the State Guardian. She said the problem is always the resources necessary to meet the need; that there are not enough guardian hours or money available. Ald. Washington felt if a legal guardianship was not established then other advocates were really not in a position to exert that much pressure to help the residents. Ald. Davis noted, however, that many complaints as identified in the long term care report had, in fact, been identified by volunteer advocates on behalf of the clients. Ald. Washington expressed her frustration with the continuing discussions about long term care and recommended the Committee move on to some substantive action. Ald. Feldman agreed with Ald. Washington, and felt that as the Committee discussed these possibilities quite often suggestions were being neutralized. He recommended strongly that the issue of guardianship for these residents be pursued. He felt a guardian could make the facilities morally and fiscally responsible for the clients. He recommended that guardians be pursued who would have the same fervor and power as a family member; that the existing agencies and churches in town be contacted to explore their interest in this. He suggested a meeting be called in which all the not -for -profits in town be invited and find out what role they are willing to play in the guardianship. He encouraged that the Mental Health Hoard be given that lead responsibility. Ald Davis indicated, as Chairman, it was her view that there was a Committee consensus that options number one and two, relinquishing long term care regulatory responsibilities, and closing facilities, were not ones the Committee was willing to consider at this time, but that options three and four on guardianship were, in fact, something the Co=ittee was interested in pursuing. She recommended that the Mental health Board explore with a number of groups their willingness to participate; that the legal ramifications of pursuing guardianship be investigated and that a report come back to the members of the Human Services Committee. Ald. Feldman felt it was important that the Human Services Committee sign on as a co-sponsor of this type of effort. Ald. Davis noted that this was an effort that must include the Commission on Aging as well. HUMAN SERVICES COMMITTEE Minutes of 6/11/90 . . . Page 9 In town, and she also noted it could not be applied to all of the DD or mentally ill residents. Ald. Feldman indicated that no one, at any time, envisioned that all of the developmentally disabled or all of the mentally ill in the long term care facilities would have guardians of this nature. He indicated that he simply wanted the Committee to agree that this was an issuo which should be pursued in some sort of formal manner. Ald. Davis indicated as Chairman, she was directing the Mental Health Board to come back with a plan to explore with the Commission on Aging expanded guardianship for the residents of these facilities. Ald. Lanyon asked that this plan also include some staff analysis of the pros and cons of such proposals. Ald. Davis noted that she was interested in a further discussion of the State's role in long terra care. She noted this was something mentioned in the Mental Health Board's memo which had not been discussed by the Committee this evening, and she felt a closer examination of the State's role was required. Ald. Davis noted that the Committee had not had time to cover the last item on the agenda, Possible City Roles in Day Care. She indicated that discussion of that would be moved to the meeting on June 25th. She felt the memo included in the packet by Mr. Terry had provided a number of options and possible areas of activity and involvement. She requested that Committee members contact her before the meeting on June 25th to give her their sense of which activities were a priority, and which activities were not. The Committee unanimously voted to adjourn at 9:02 p.m. Jay W. Terry ti f REVISED DRAFT - NOT APPROVED PRESENT: ABSENT: OFFICIALS AND STAFF: PRESIDING: CALL TO ORDER MINUTES HUMAN SERVICE COMMITTEE June 25, 1990 Aid. Lanyon, Washington, Davis, Drummer Aid. Feldman and Wollin Jay Terry and Owen Thomas Aid. Davis, Chairman The meeting was called to order at 7:40 p.m. MINUTES The minutes of June 11th were approved unanimously. Cole-IUNICATIONS 1 The revised United Wav allocations Aid. Davis noted that the Evanston United Way had received new funds from the suburban United Way. The United Way is always unsure as to what their final dollar amounts will be and noted that this meant new dollars going to the Unified Budget agencies. Ald. Drummer thought this was excellent as he understood that these were dollars that the agencies did not plan for. He speculated that this could reduce their Unified Budget request to the City in the future. Human Relations errant proposal Ald. Drummer asked whether the Committee needed to authorize the submission of this proposal. Owen Thomas said no, it is already gone into HUD. He felt that it was an expression by the Human Relations Commission that they had heard the concerns of the Com-mittee regarding working with realtors. Ald. Drummer asked whether any notification from HUD had been received. tir. Thomas said no, but he noted that Evanston has good visibility in the issue of Human Relations and that they are hopeful to get a positive response. Ald. Davis asked whether that this grant required any City match and Mr. Thomas said, no it dial not. Ald. Lanyon asked for some clarification of the staffing of the proposal if in fact it is successful. Mr. Thomas said essentially it would mean a new halftime person. Ald. Lanyon asked whether this proposal had been distributed through the real estate community in Evanston. Mr. Thomas said the idea of the Human Service Committee Minutes of 6/25/90 . . . Page 2 proposal had been shared with the north Shore Real Estate Board. Ald. Davis commended the Commission for this proposal. She said it was a good response to Committee concerns and she was glad that the Commission was seeking these dollars. Leaal opinion on smokincr in the Public Schools Ald. Lanyon was pleased to see this opinion. He was concerned about any questions to the City's authority in terms of regulating activity in the schools and he was glad the City has that authority. lie asked what the next Committee act=on on this issue should be. Mr. Terry informed the Committee that he had drafted a response at their direction to Doctor Pollack of Dintrict 65 questioning the smoking policies in District 65 schools, but he had not yet received a response. Ald. Drummer felt this was an issue that the schools should decide. Ald. Davis asked whether staff had sent any communications back to the Chute P.T.A.. She suggested that the legal opinion be sent to the Chute P.T.A. and with the advice to them that they should contact their own policy making body, the School Board. Ald. Washington felt that it would be unfair to totally ban smoking and they should have designated areas in the School. Ald. Davis said the City's smoking Ordinance sets minimum standards, if they wish to go beyond that it is not the City's jurisdiction to do so. She felt there was not much more the Human Services Committee or the City Council could do about this issue. Ald. Lanyon suggested that it be kept as an agenda item to see if Dr. Pollack responds to the Human Services letter and if the School Beard responds to the Chute P.T.A. The Recreation department monthly report narrative was accepted with the comment that it was an helpful report. APPLICATION OF AGENCIES TO PARTTCTPATE IN THE UNIFIED BUDGET PROCESS Ald. Davis stated her initial concern upon receiving the application from the Be-Hiv was that the creator of the Be-Hiv, The Center for Public Ministry has not yet spun off the Be-Hiv as a separate entity. Ald. Davis questioned how separate funding of Be-Hiv could be approved when they are not in fact the separate agencies. She had reviewed copies of the Human Services Committee and Council Minutes of August 28, 1989 when the Township funding for the Be-Hiv was originally approved. She noted statements had been made at that time, that Be-Hiv would come to UBP if they were eventually spun off. She felt the Be-Hiv was not there yet and there were other comments made at the time that the funding request to the Township would be one shot; start --up; one time only. She felt their status at the present time was not independent. Ald. Lanyon asked if this ,Human Services Committee Minutes of 6/25/90 . . . Page 3 was a firm Unified Budgeting Panel policy. Mr. Terry said, yes it was. Mr. Terry cited as an example the to various programs funded by St. Francis Hospital, but St. Francis only comes in for one budget hearing. Ald. Lanyon felt that the Human Services Committee should not change a policy in that regard. Ald. Drummer felt the Be--Hiv could still be eligible for funding through the Center for Public Ministry. He asked if there were any guidelines or rules on the various agencies that applied for Human Services approval of participation in UBP. Mr. Terry said he had reviewed last years minutes covering other agencies which came for Human Services approval and in the limited discussion, the Committee felt uncomfortable about restricting agencies access to the funding process. Ald. Davis felt that if the Committee or the City had an elaborate Human Services plan with a firm set of priorities maybe there were grounds for denial, but without that plan the Committee would be hard pressed to turned down agencies from at least accessing the process. Ald. Drummer felt all agencies should be allowed to come in and state their case before the Unified Budget Panel. Ald. Lanyon asked if this issuq should be decided this evening. Ald. Davis felt that it should. Ald. Lanyon moved that the policy of one proposal per agency be adhered to and that the application by the Be-Hiv to have a separate Unified Budget hearing be denied. Ald. Washington seconded the motion and the motion passed unanimously. The Committee then moved on to consider the application from the Interfaith Housing :Tetwork. Jay Terry explained that it was unclear whether Interfaith in fact had to come back for a funding approval because the Human services Committee had granted approval last year, but they had not ultimately received USP funds. They contacted him because they were interested in coming back through Unified Budgeting this year and were not clear whether Human Services approval was required a second time. Ald. Drummer moved that the Human Services Committee approve the Interfaith Housing 27etwork going through Unified Budgeting this year. Ald. Lanyon seconded the motion. Ald. Davis indicated her approval, but indicated that approval should be granted by the Committee with the caveat that funding is again very limited this year. There will be minimal, if any increase in the amount of city dollars available for human services and that the Interfaith Housing Network should be aware of that prior to going through the Unified Budget Process. Ald. Lanyon indicated he had questions regarding the Unified Budget Process. He noted that there was concern last fall, when an agency which was funded by the Township and did not get the funding they wished wanted to appeal their funding level and there was some discussion as to whether, if the Human Services Committee agreed to consider the appeal, it should go through the Human Services Committee or the Township Committee. He questioned whether the appeal process should be revised to recognize the existence of the Township Committee in as much as it was formed during the UBP process last year. Jay Terry indicated that was something which would be revised at the Human Services Committee Minutes of 6/25/90 . . .Page 4 appropriate point in the process time. Ald. Lanyon also indicated he sat in for portions of the last meeting of the Unified Budget Task Force and he noted there was a lot of discussion about goal setting and priorities. Ald. Lanyon and Ald. Davis discussed the appropriate methods for goal setting and priority setting and how the City could fund certain goals and priorities. Ald. Drummer noted the priorities have to written very broadly because of the wide range of services which the City funds. Ald. Lanyon felt that the Unified Budget: Panel would have to collectively decade becaur:e the decision of olio would effect what every other funder does, however you're still troubled by the question, is the City getting what it pays for? Aid. Davis suggested that issue be referred to the next Unified Budget Task Force. Barbara Boyts of the Interfaith Housing of Network entered the meeting at this point. Ald. Davis noted to Ms. Boyds that the Committee had approved the application to Interfaith to enter the Unified Budget Process but also noted that the approval had been granted with a warning that funding was limited. POTENTIAL CITY ROLES IN CHILD CARE Ald. Davis indicated she was going to utilize Jay Terry's June llth memo on the potential City roles and go down point by point. Citv As Regulator Involving the issue of zoning she noted that the Zoning Commission was not planning any zoning changes as they related to day care. She also noted that burglary prevention enforcement was an issue regarding some of the home day care centers. She questioned whether a reference to the Planning Development Committee regarding the enforcement of this was appropriate. Ald. Lanyon indicated he had spoken to Bob Rudd, Housing Director. He learned that an Inspector when asked to do an inspection goes in with a long list of Ordinance requirements. It was not clear to Ald. Lanyon whether or not the Inspector actually knew whether or not the requirements were applicable in each inspection. He was also concerned that for home day care providers in apartments enforcement was being placed upon the provider as opposed to the landlord. Mr. Terry provided an explanation of how the permit procedure meshed with the property standards procedures. Ald. Davis was very concerned that the Inspectors may needlessly upset the various home day care providers when noncompliance issues are pointed out to them. Mr. Terry indicated that staff have had one or two cases already involving an apartment. The first issue of an single family dwelling was under review at the present time. Ald. Drummer felt that the Committee could not circumvent Ordinances, however the Burglary Prevention Ordinance was one for which there needed to be some discretion. Davis 'Human Services Committee Minutes of 6/25/90 . . .Page 5 suggested that a memo be drafted from the committee to human services staff saying that staff should not apply the Burglary Prevention ordinance in the issuing of Day Care Permits when it's a single family home. The letter would direct Bob Rudd to enforce with the landlord and not the operator of the home day care in multi -unit buildings with an application for home day care. Ald.•Lanyon stated regarding the zoning question that he took no comfort in the fact that the issue had not been raised by current providers. He suggested that 4C be notified and the other providers to inquire if there were zoning chanc;es that could positively impact upon providing day care in Evanston. Ald. Davis felt that all day care providers in Evanston should be notified that these zoning ordinances are currently under review. Citv As Wunder/Leverager of Funds Ald. Davis then went on to consider the City as funder or leverager of funds. She indicated her great concern with the people who fall just above Title XX guidelines. She felt the community needed to be very ready if the new federal legislation passed and meant new dollars. She noted that if could be mean anywhere from two to four times more Title XX funds in Evanston. She noted that may require two to four more times local match; that an issue would be where would that money come from. Ald. Lanyon asked what do we need to do to "get ready". Ald. Davis felt that as we go into the Unified Budget Process we will need to get ready. Ald. Drummer concurred on the need to get new dollars. He felt that perhaps the income tax surcharge could be used for some of these purposes. He was noting a change in the Budget Policy Committee in that the income tax money which was not to be used on programs may how in fact be used an programs. He felt that the Human Services Committee needed to have a voice in influencing the Budget Policy Committee in how these funds would be spent. Ald. Davis again noted that new federal dollars would require new local funds. Ald. Drummer felt that the Committee needs to lobby heavily the other Committes that have an impact on this. He also liked the expansion of the Head Start program under proposed federal legislation which would provide full day services and allow 20% of Head Start funds to serve low income families just above the poverty level. It was the Committee concensus that a communication be sent to the Budget Policy Committee indicating their concern about some of these issues. Ald. Davis felt that the Committee needed to stay in touch with District 65 regarding new federal money for child care, such as the expanded Head Start program. She noted that if one of the versions of the federal bill passes there would be new money for local education agencies to improve before and after school programs. She felt the communication should be Human Service Committee Minutes of 6/25/90 . . . Page 6 sent to District 65 indicating the City's concern and willingness to cooperate in accessing new funds. She also noted that another communication should be sent to District 65. At the last Unified Budget Task Force there was discussion of funders' priorities and the need for increased centralized case management to more effectively address concerns about the small number of families in Evanston that seem to be utilizing a large percentage. of Social Services. The UBP Task Force also felt that: given the problem of youth the community was experiencing thnt there should be more focus on prevention programs targeted to the ages of 0 to 3. District 65 would have some dollars available under the new house bill in the early childhood development. It was very important that members of the community, members of the City Council work closely with District 65 so that there would would be a approach coordinated with the District on somts of these issues. She asked what else could be done for those just above the Title XX guidelines. Ald. Drummer asked if there was any potential for a new income level. Jay Terry and Ald. Davis indicated that a rate increase from DCFS was the pending issue in the State Legislature. Ald. Lanyon questioned whether 4C had any nalvage money available which could be reprogrammed for those just above the Title Twenty guidelines. Ald. Drummer asked for some clarification on how the proposed voucher system in the Senate Bill would work. Mr. Terry indicated if the bill passed we would have to wait for DCFS regulations on how such a program would work. He noted that there were certain programs run by the Illinois Department of Public Aid which gave funds directly to the family rather than providers. Those programs were not very popular with Day Care providers. It is the experience of certain providers that when the grants are provided directly to the family that often the child care bill does not get paid. It's not always the first bill to get paid. Ald. Drummer suggested that the communication could be sent to DCFS notifying them that hearings have been held; there are community needs in Evanston which are not being meet. Ald. Davis asked whether it was passible that there were any private or foundation dollars directed at this income level given all the concern about children and families. Jay Terry indicated in would be willing to look into that. Ald. Lanyon indicated he pessimistic about -foundation funding. He said, it was hard to believe that foundations would fund because a lack of governmental funding. He felt it needed to be wrapped around another proposal. Ald. Davis said the City could go after specialized funding for that income level just above Title XX which could be used to help agencies improve their sliding scale. She noted until the initial research was done it was hard to know what to ask for. Ald. Lanyon again stated that any grant proposal needed to be defined in terms of other programs such as youth programs. •Humari Services Committee Minutes of 6/25/90 . . .Page 7 Ald. Davis asked if the Committeo wish to approach other funding items such as low interest loans. Ald. Lanyon noted, he could support that if it went to those who are in need of establishing and upgrading their facilities. Ald. Davis felt that this is something that she wished to pursue outside of new federal dollars. Also she felt that the Committee could approach banks to see if they were interested in low interest loans. Ald. Drummer supported this idea. He also noted that certain Housing Commission programs could be expanded to support day care. Their guaranteed loans and also the FIT program could have dollars set aside for day care or have a component of day care. He directed that a communication should be sent to the Housing Commission inquiring as to their flexibility or willingness to pursue the day care issues. Ald. Davis concurred that an inquiry should go to the Housing Commission regarding the ability to model programs to support child care along the lines of current Housing Commission programs. Ald. Lanyon said he supported the notion of working with major employers to work with low interest loans. Also felt the City could be in a position to help day care centers get started. Mr. Terry pointed out an article which had been in the Chicago Tribune about office parks being built in which day care was a component to serve multiple employers rather than just one employer. Citv As Direct Service Provider Ald. Drummer expressed his concern that the City had no day care facility or room for its own employees. He questioned how the City could be in a position to encourage development of a day care center by private sector employers when they did not provide one themselves. Ald. Davis indicated that she wished' to review the results of the past study followed by a new staff review of the issue of child care for the children of City employees; she wanted a report back to the Human Services Committee. Citv as Svstem Develoner/Coordinator/Facilitator Ald. Davis then noted a brochure which she had co -produced by the City of Baltimore in which there were guidelines to what is required to open a day care center or provide day care in the home. She felt the brochure was an inexpensiv way of showing City support for these type of issues and she felt it was something could be developed in Evanston. Ald. Lanyon - felt it was a good idea. He felt however, that a brochure solely, developed by the City might not have the credibility = of brochure that was also developed with in cooperation with 4C. Ald. Washington noted, that 4C had already developed a number of brochures. Ald. Davis felt that a special brochure on how to start a day care business in the home or in a center was necessary. She left it to staff to follow-up on this idea. She also noted, that the City could serve as a convener Human Services Committee Minutes of 6/25/90 . . .Page 8 of major employers in town to determine their interest is in providing child care. one of the attendee's at the child care hearing had notified her that there was a document produced by the group North West 2001, call $Considering A Child Care Benefit, A Guide To Employer options". She felt that this was a comprehensive document which needed to be shared with a number of employers. She questioned how widely distributed it was and she felt the City should be oupportive in getting the word out that this information existed in one place. Ald. Drummer questioned how much the reiriort cost. Ald. Davis indicated she was not sure, but a limited number of copies could be obtained free of charge. O;he wanted the staff to explore the possibility of conveninrj major employers. She noted that two years ago Washington National had expressed an interest in convening other employcrs around the day care issue. She felt that the City could use the same mailing list of employers they had used to distribute the smoking material to discover the extent of interest by employers in day care. Ald. Lanyon suggested this idea be shared with the Chamber of Commerce and that their assistance be enlisted. Ald. Davis indicated she would leave this to .lay Terry to figure out as to what the next step is that needs to be taken. Citv as Advocate Regarding the City as Advocate role, Ald. Davis felt the Committee needed to draft a letter to the Conference Committee which was considering the two federal Child Care bills. Ald. Lanyon questioned whether a Council resolution was more appropriate. The Committee consensus was that a letter from the Committee should go and the Committee then discussed whether or not there should be a communication to the members of the State Legislature regarding the DCFS Title XX reimbursement rates. Ald. Davis indicated that she had already been in contact with members of the State Legislature and she suggested that this type of lobbying could done on an individual basis because of limited time before the end of the session. Citv as Information and Referral Provider The Committee then considered the role of the City as an information and referral provider for Child Care. Ald. Davis noted she had a book called Parents Pace, which was a comprehensive resource directory published by Family Focus. She directed staff to find out if that book was still published and if so whether the City could be an aid in facilitating distribution of it. Ald. Davis noted that a number of assignments and initiatives had been issued today and that many issues had been identified as a result of the inquiry into child care. She suggested getting answers to the issues raised tonight would be a major first step in determining which new initiatives could be undertaken. She • . 'Human services committee Minutes of 6/26/90 . . .Page 9 expected that City staff would be getting back to the Human Services Committee on a regular basis as to the status of the various Child Care initiatives. The Human Services Committee voted unanimously to adjourn at 9:00 p.m.. ,Tay W. Terry P PRESENT: OFFICIALS AND STAFF: PRESIDING: CALL TO ORDER DRAFT - NOT APPROVED MINUTES HUMAN SERVICE COMMITTEE July 9, 1990 Ald. Day is, Drummer, Feldman, Lanyon, Washington, Wollin Harvey ; 1,tver, Jay Terry Ald. Drummer, Chairman The meeting was called to order at S:o5 p.m. MINUTES The minutes of June 25 were considered. Ald. Lanyon indicated he had a number of corrections which he had submitted in writing to staff. Ald. Davis indicated she had a number of clarifications she wish to make, and would be submitting them to staff. She asked the Co=' ittea to suspend approval of the Minutes or approve the Minutes with the corrections which she wished to make clarifying City activities that would be occurring relative to the Child Care Review. The Minutes of June 25 were approved with the additions as outlined by Ald. Davis and Ald. Lanyon; however staff were instructed to incorporate those changes into a clean copy of the minutes of June 25th and submit that copy back to the Human Services Committee. COM1•731TICATI0T:S Ald. Drummer noted a communication had been received on Adolescent Substance Abuse from the Mental Health Board. He recommended this paper be transmitted to the Mayor's Special Task Force on Substance Abuse which was reviewing those issues. Ald. Feldman indicated that he found the paper to be interesting; something long overdue; it provided insight to the problem; recommended that all Council nembers review the paper. Ald. Wollin indicated she had a couple of concerns after reading the paper. one, she noted that the paper suggested that the preferred method of treatment for adolescents was outpatient treatment. She stated she was aware that there is a diversity of opinion on that subject, and was concerned that the author of the paper had outlined ._ . , 14 Human Services Committee Minutes of 7/9/90 . . .2 that as a priority type of treatment. She also suggested that the report be taken into consideration later in the evening as the Committee reviewed their human (services priorities for the coming Unified Budget Process (UBP) funding cycle. Ald. Drummer thanked the Mental ilealth Board for sharing the paper with the Human Services Committee, and again indicated that it would be referred to the Task Force on Substance Abuse for their consideration. LETTER TO CONFERENCE COMtQITTEE DEVC-LOPING CHILD CARE LEGISLATION Ald. Davis noted she had checked with staff" of the National League of Cities and had some concerns about the language in the third paragraph. She was concerned that the language in the letter only discussed Title. XX, and also was concerned that a strong endorsement of tax credits was not advisable; that it was likely that any bill would, in fact, have the tax credits in it, but that it was important that emphasis be given to those above the Title XX guidelines and also that a stron(l emphasis be given to a direct grants approach to child care providers. She suggested some alternate language for the third paragraph which the Committee accepted. Ald. Drummer asked whether or not the Committee needed to review a final, clean copy of the letter before it was sent out. Ald. Davis asked Mr. Terry whether or not that was a concern. Mr. Terry said the timing on the bili's consideration was difficult to predict; that the Conference Committee had already taken more time in considering the bill than had been originally anticipated. However it was probably in our best interest to get the letter out as soon as possible. It was the Committee consensus that they would sign the original of the letter that had been submitted for this evening, so that their signatures could be transposed onto a copy of the amended letter. The Committee was anxious for that letter to be sent out as soon as possible by staff. COMPREHEN,S'1VE HOME LESS ASSISTANCE PLAN (CIiAP) Ald. Drummer asked for an explanation from staff as to why the CHAP was required. Mr. Terry explained that the CHAP was required from municipalities under the McKinney Homeless Act, which provided _ programs and services for the homeless. Municipalities are required to file an annual plan which outlined how they intended to address`_ the problem of homelessness in their community. Mr. Terry stated the CHAP was a document under some discussion nationally between the federal government and advocates for the homeless because there is argument over how much information should be included in the CHAP; - the CHAP was originally due October 1 of last year; however, that c was extended to July 15th of this year, and that there was some likelihood that the plan would have to be revised and resubmitted later in the year. Mr. Terry said the CHAP was essentially the same f • • 4 ERESENT: OEE19TALS AND STAFF: P F,SIDING: C�jT•i, TO ORDER DRAFT - NOT APPROVED MINUTES HUMAN SERVICE COMMITTEE July 9, 1990 Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wollin Harvey Saver, Jay Terry Ald. Drummer, Chairman The meeting was called to order at 8:05 p.m. SJt{UTES The minutes of June 25 were considered. Ald. Lanyon indicated he had a number of corrections which he had submitted in writing to staff. Ald. Davis indicated she had a number of clarifications she wish to make, and would be submitting them to staff. She asked the Committee to suspend approval of the Minutes or approve the Minutes with the corrections which she wished to make clarifying City activities that would be cccurring relative to the Child Care Review. The Minutes of June 25 were approved with the additions as outlined by Ald. Davis and Ald. Lanyon; however staff were instructed to incorporate those changes into a clean copy of the minutes of June 25th and submit that copy back to the Hunan services Committee. COM.14UNICATIONS Ald. Drummer noted a communication had been received on Adolescent Substance Abuse from the Mental Health Board. He recommended this paper be transmitted to the Mayor's Special Task Force on Substance Abuse which was reviewing those issues. Ald. Feldman indicated that he found the paper to be interesting; something long overdue; it provided insight to the problem; recommended that all Council members review the paper. Ald. Wollin indicated she had a couple of concerns after reading the paper. One, she noted that the paper suggested that the preferred method of treatment for adolescents was outpatient treatment. She stated she was aware that there is a diversity of opinion on that subject, and was concerned that the author of the paper had outlined r . . Human Services Committee Minutes of 7/9/90 . . .3 document which had been approved and submitted in 1989, and that there had been very little in the way of new programs and services in the last 18 months. Ald. Drummer asked Mr. Terry what the relationship was to the potential funding under the McKinney Act; if he had any idea of what our funding level would be for the coming year. Mr. Terry indicated it was too early to tell how much McKinney dollars would be available for the coming year. The Committee unanimously approved submission of the CHAP plan to be submitted to the Department of Housing and Urban Development. HUMAN SERVICE FUNDING PRIORTTrF.S Ald. Drummer noted that last year there had been a good discussion of the priorities and mechanisms for evaluating the agencies which had submitted proposals. He inquired as to the extent to which the Committee wished to review these issues again; whether changes were necessary in the service priorities ratings. Ald. Slollin was interested in learning the Committee's feeling as to whether or not it was productive to target one area for funding this year. She acknowledged that there would be a small change of dollars; whether the Committee really wanted to make an attempt or effort to fund agencies that addressed one particular problem. She said the problem has always been how to do that. She did not see how to make a difference without a commitment of dollars. Ald. Feldman said he had made that identical solution to both the Unified Budget Task Force and the Mental Health Board. He finds the process of reviewing proposals from agencies to be a reactive one, and he would prefer a process of setting priorities which would be proactive. He said whether or not the Co;-nittee wanted to encourage research, or treatment, or any particular effort, the Committee would be required to identify priorities. He recognized that priorities could change as situations arise, and he acknowledged the agencies are professionals in their field; they are very knowledgeable of the changing needs in the community. However, he indicated they may be hesitant to act on certain emerging issues. He also indicated he had hoped that there would be guidance on this issue from the UBP Task Force. lie indicated, however, that unless you encourage agencies with financial incentives, you are reluctant to get those priorities net. Ald. Davis indicated she agreed with the concept of identifying priorities and funding them. However, she noted it was hard to do with the current funding. She expressed concern that the Committee would fall into what she viewed as a trap the federal government was in, in which certain programs become "in vogue" or a fad for a year Human Services Committee Minutes of 7/9/90 . . .4 or two, and then they fall out of Favor. She indicated she was in favor of some stability for meeting the needs in the community. She noted that the UBP Task Force had talked about two issues of which there was some universal concern; they are not substance areas, but two recurring problems which they Celt needed to be addressed. One was an identified need for centralized case management based on a perception that there are a small number of people consuming large numbers of human service dollar::; that there may in fact be duplicative case management activities going on; that there was a proposal by the UBP Task Force of perhaps moving into some sort of centralized case management system to eliminate that duplication. The other area which the UBP Task Force had identified as priority was to target the agencies which are serving the zero - three age group. This would emphasize a focus on prevention. This priority cuts across different services; would emphasize funding to those agencies which treat families. She noted there has been efforts to get District 65 to focus more attention on that age group. This may be a time for a community coordinated effort to reach that population. She was unsure as to the mechanism which would be used to develop that, but recommended the Committee consider those two priority areas from the Task Force. Ald. Feldman expressed his approval of those two priority areas. He indicated they were areas which had already been discussed by the Mental Health Board. fie was sure the Mental Health Board representatives would support those two priorities. He would like to see more work done on developing the mechanism for centralized case management. He felt that certainly a focus on the zero - three age group would not be viewed as any type of "fad." He felt that if you are focusing on that age group, you are doing essential prevention work. He inquired as to whether the UBP Task Force was working on a case management mechanism. Harvey Saver responded that the Task Force discussed working with funders and agencies on the issue; however, that it was the priority of the UBP Task Forcc not to take any dollars away from existing agencies. Ald. Drummer noted it was always a problem without new dollars. Ald. Feldman characterized that posture as a recipe for paralysis. He wanted some articulation of the Committee's priorities, and he also wanted some dollars to back them up. He noted that the Mental Health Board has, in the past, taken dollars away to meet a shifting priority. He understood that this .;as a process that had resulted in some criticism, but he felt it was still an important statement of priorities and something that needed to be done; it you continue to G fund the same agencies year, after year, after year, there are no opportunities for change. Ald. Wollin noted teat Jeanne Fox of the dental Health Board had t indicated that there were models of case management for review, and that she would be sharing those models with the UBP Task Force. Mr. Human Services Committee Minutes of 7/9/90 . . .5 Terry noted that the Youth Advocacy Program (YAP) was a program which was a model of centralized case management of the families of high risk youth; that it was something whose experience we could draw upon, and felt that it showed that• without some monetary leverage voluntary case management was not something that happened readily between the agencies. Ald. Davis felt that at this point of the year, the way to address these issues would be to suggest that whatever increases are available for City funding of agencies, that it was the Human Services Committee recommendation' that there would special attention to anyone focusing on the two areas of centralized case management and on serving the 0 - 3 age group. she stated that City panelists on UBP be told that if there are any new dollars, agencyies responses to those two areas would be given priority. She indicated that this would be the time, before proposals come in, to make that kind of statement. Ald. Drummer asked what the timing was to convey that message, and it was agreed that there would be an attempt to convey it to the agencies as early on in the proposal process as possible. Ald. Drummer indicated, however, he would like more Committee discussion on the issue; that he was not entirely 'clear if everyone favored this. Ald. Lanyon indicated he supported it. The matter of setting priorities was something he had been in favor of previously. He felt that these are important issues. Fie felt that perhaps the need for case management could be predicted by agencies, that it was something that could be a requirement. Ald. Lanyon stated he was clearly in favor of the o -- 3 age group being targeted for new programs or increases in funds. He inquired of Ud. Feldman what percentage of dollars he was contemplating that be allocated for new priorities. Ald. Feldman responded that he felt the percentage was not important. What was important was that the process begin, that he did not believe any real change would occur unless dollars were allocated. He stated if the City had new dollars that would be sufficient, but he noted he did not believe there were any new dollars. Ald. Davis felt the dollars which could be added to the priority would be whatever City increase was identified over last year. Ald. Feldman stated that he was willing to take dollars from one agency and give to other agencies. Fie said it did not have to be a lot of money, but it would be a statement demonstrating a Committee priority. Ald. Washington stated she could support this; however, she waned much pore discussion on the issue, suggesting perhaps the UBP Task Force could cone before the Human Services Committee, and that there would be more ti;e. Ald. Davis pointed out that each funder will ultimately decide how they are going to implement this priority; that it was up to the Human Services Committee to decide how the City would implement this Task Force priority. she noted that the second focus on the D - 3 age group was a little easier to address than the case management issue; that it would be hard for an agency to respond individually to the case management issue; that there would be some requirement of some Human Services Committee Minutes of 7/9/90 . . .6 sort of centralized leadership for the centralized case management. Ald. Drummer questioned whether the City should make it a requirement to participate if such a thing is designed. Ald. Feldman indicated that he was disappointed in the taming; this issue should have come up earlier; it may be too late to implement centra-Lzzea case management Task Force could have come could view the issue and Davis suggested that this age group with the focus or that he supposed there are already doing that. Ald. nothing wrong with that; y are in place, but it was he intended to bring this recommended that the Commi add one for the 0 - 3 age statement was more appropz noting that 0 - 3 is a pri note that centralized case to pursue next year, but issue now. Ald. Wollin nc Force sign on to the issue the issue can then be sold it was a good case of valu think it was a significant Terry write a Memo repre: evening; that they had tak hoping for a unified approa( for this nuaget year, ;3ut he felt ttie back with a mechanism or that the City I-ry to develop its own mechanism. Ald. ,ear the funds be targeted for the 0 - 3 prevention programs. Ald. Drummer noted some ,Agencies that could claim they are Feldman said that was fine; there was )u could support the good programs which till important to state priorities; that up before the Mental Health Board. He :tee approve the existing priorities and group. Ald. Davis felt that an umbrella late over the existing priorities, just )city. Ald. Drummer felt that memo could management was an issue that they wanted :hat agencies could get started on that red that the benefit of having the Task is that it brings all four funders; that to all four funders. Ald. Feldman felt is which had been stated, and he did not change. Ald. Davis suggested that Mr. enting the Committee's discussion this ;n the suggestion of the UBP Task Force h to this issue. Ald. Feldman inquired as to who the City's UBP representatives were going to be this year. Ald. Wollin indicated herself, representing both the City and Township, Ald. Davis, Ald. Esch, and that there was one vacancy. Ald. Drum::.ar asked if all the other service area population priorities were appropriate. Ald. Feldman indicated it was not clear to him whether or not the entire: Com.-ittee had signed on to the issue of setting the 0 - 3 priority, and the notion that priorities are to be fostered with allocations of dollars, and he wanted all of the City panelists to understand that. told. Drummer indicated he agreed with the priority of 0 - 3 population, and agreed with an allocation of new dollars to that population; however, he felt it was ultimately up to the UBP to allocate those dollars. Ald. Feldman responded that there should still be a clear statement of the values of the Committee; that they wanted certain funds given to certain areas. Ald. Drummer felt there was a Committee consensus on the 0 -- 3 population. He felt if any dollars were removed from any agency, that would have to be done Human Services Committee Minutes of 7/9/90 . . .7 through the UBP process. Ald. Davis noted that as a City panel member, she was clear as to what the human services priorities were. Regarding the priority service areas used last year, Ald. Feldman noted there had been no drastic clianges, and did not believe the priorities have changed. Ald. Drummer indicated he had filled out the exercise indicating priorities, and his had not changed from the previous year. Ald. Davis commi-.need that it was not a very scientific process, but served as + guide. Ald. Feldman moved that the human services funding guidelines be approved as submitted, and that the umbrella statement as discussed by the Committee be submitted. The motion was passed unanimously. The Committee unanimously voted to adjourn at 9:00 p.m. Jay W. Terry Q$AFT-NOT APPROVEQ MINUTES HUMAN SERVICES COMMITTEE July 23, 1990 8:00 P.M. Room 2402 PRESENT: Ald. Davis, Drummer, Feldman, Lanyon, Washington, kollin OFFICIALS Jane Volberding, Prentis Bryson, Barry Isaacson, AND STAFF: Jay Terry OTHERS Mr. Falkenburg PRESENT: PRESIDING: Ald. Davis, Chair CALL TO ORDER The Human Services Committee meeting was called to order at 8:00 p.m. r , The minutes of June 25, 1990 were unanimously approved. The minutes of July 9, 1990 were approved with the following corrections submitted by Ald. Davis: Page 3, paragraph 6, line 1; the word "solution" should be replaced with pr000sal Page 4, paragraph 2; line 7; the word "agencies" should be replaced with "services or oroorams"..... .In line 10, the words "to get" should be replaced with "bY." In line 11, the end of the sentence should be amended to read .... wand there has been new funding to support those efforts." Page 5, paragraph 2, line one; the sentence should be amended to read one way to address..... . COMMUNICATIONS Commission on Agin4 Transportation Report The Commission members were asked to make a presentation. Mr. Isaacson stated the Commission Transportation subcommittee took a look at the needs of older adults in Evanston. They made a number of recommendations which have been developed in conjunction with a review of the City/northwestern Housing Needs Assessment recommendations; that in addition to the recommendations, some statistical information was provided, and he indicated that they were willing to entertain questions from the Human Services Committee. Human Services Committee Minutes of 7/23/90 . . . 2 Ald. Wollin stated she was heartened that it would appear through the report that a number of needs are already being met. Concerning the recommendation that there needs to be a better distribution of information, she asked whose responsibility that was. Ms. Volberding responded that recommendation was purposely left broad; that they will be meeting with a number of groups such as PACE and the CTA to work with them, to persuade them to distribute their information directly; that this was seen as being more useful to the older adults in the community to work with those groups. An effort will be made to persuade them to make their information as Evanston specific as possible. Ald. Wollin asked whether METRA and PACE produced large print schedules. Ms. Volberding noted that the problem was that you lose words when you print large print documents; that the brochures then tend not to be as thorough; that there was always the need to balance the need for large print with the need to be as comprehensive as possible. Mr. Isaacson noted that in order to .get the whole picture the Transportation subcommittee had to make a significant number of inquiries to a number of providers to find out exactly what is available. Ald. Drummer noted that the recommendations made reference to the Taxicab recommendations previously made by the Commission and inquired as to what those recommendations were. Ms. Volberding said the recommendations were expansion to all companies; that there be an increase in the rate; that there be a retaining of the fiat rate; there is also a recommendation that there be package assistance and assistance in and out of the cabs. Ald. Drummer noted the recommendation for centralization of transportation within the City. He inquired as to whether it was now spread out. Ms. Volberding felt that a key component to implementing that recommendation would be the new senior center. She said that right now the City Clerk, the Levy Center, and the Commission on Aging were all providing information to seniors on transportation programs available to them. Ald. Drummer asked if seniors called the City Clerk before they called the Commission on Aging. Ms. Volberding said yes and no; that she often will get seniors who call the Commission who have already called the Levy Center, the United Way and PACE in seeking information. Ald. Feldman asked if there were any surprises in the report. Mr. Isaacson responded that he felt the lack of a big gap in service was somewhat of a surprise. He noted there was some dissatisfaction noted with the Taxi program and with PACE CTA, but that the overall surprise was the lack of any major gap in service. Ald. Feldman said he was also surprised by that lack of a gap of service. He said that a previous vision of the home bound elderly in need of transportation service disapates as you read the report. He wanted to know whether the Commission was confident that they had reached everybody. Mr. Bryson said they were not sure they had reached everybody. He noted that some elderly are always reluctant to share information. Ald. Feldman said there is always that hard -to -reach Human Services Committee Minutes of 7/23/90 . . . 3 population; that the Committee has discussed this issue before. Mr. Bryson said some are hard to serve, hard to identify. He was very concerned about those who didn't answer the questionnaire. Ms. Volberding noted that the Commission will uncover some individuals all the time; that the issue of how to reach the hard to serve is something that is always dealt with. Ald. Feldman noted that in the discussion of the services to be available in the multi -purpose center; that there was a picture painted of those who needed this array of service; that the struggle was to get an attempt for the feel of numbers of -people who need this, and that is still an issue of concern to him. Ms. Volberding noted that 83% of those who responded to the survey indicated that they were not involved with the senior center. Ald. Feldman noted that the only gap in the report that he could see was this lack of numbers of who this hard -to -reach population was and he recommended that the Commission continue its work to try and get a fix on these numbers. Ms. Volberding noted that the Commission was working with Neighbors at Work and Family Counseling Service on these issues. Ald. Davis commented to Ald. Feldman that on page six of the report, that for those who did answer the question, 47% indicated they will be using the services in the future. She noted that the Taxi program had been under some scrutiny in the past. She noted the high percentage of people in the survey having their needs met, and she noted that these statistics support continuation of the programs that are in place. Ms. Volberding cited the gap of those with mobility impairments that are not disabled enough to use the single Dial -A -Ride programs, but that were unable to use the standard PACE and CTA. Ald. Washington asked about the Medi-Car and Medi-Cabs that are available; wanted to know under what conditions persons utilized those. Ald. Drummer wanted to know where these recommendations go; that the Transportation subcommittee was perhaps going to go out of business; said that he felt the Human Services Committee was prepared to endorse these recommendations, along with a recommendation to endorse Ald. Feldman's concern that harder numbers of the hard -to -reach population need to be determined. Ald. Davis expressed some concerns about recommendation number 6. She was hesitant to endorse the full Taxicab report without looking at those recommendations. Mr. Bryson indicated that the transportation recommendations could be endorsed with that caveat. Ald. Drummer stated he agreed with Ald. Davis. His recoanendation was that recommendations one through five be endorsed; that for number six, the recommendation be that there be speedy action by the Taxicab Advisory Board to resolve all the taxi issues. He suggestion was that there not be a Committee vote, but that the Commission should know they had the confidence of the Human Services Committee. Mr. Bryson indicated that the Commission would feel more comfortable with a vote from the Human Services Committee. Human Services Committee Minutes of 7/23/90 . . . 4 Ald. Feldman moved that the Human Services Committee endorse recommendations one through five; that they add a recommendation that the Commission continue its efforts to develop firmer numbers of the hard -to -reach elderly, and that the Taxicab Advisory Board be encouraged to move speedily on resolving the senior Taxicab issues. Ald. Wollin seconded the motion, and it passed unanimously. f,ITY PARS PATION IN UNITLQ3AY_UAY CARE. FUNDING PROCESS Ald. Drummer asked the Committee's pleasure. He noted that a memo on the subject had been submitted by staff. He noted the question was a proposed new way that the funding of day care in the community would be handled, and also that a question related to Teen Baby Nursery needed to be considered. Ald. Davis felt it was important to be clear that the existing funding of day care is ongoing, just In. a more fragmented way; that the City, through the Unified Budgeting Process (UBP) determines the funding for the 4C's, and that the proposed process would be a subset of the UBP; that what is being done now is done in two different processes, one by the United Way and one by the 4C's board. She felt that the City Council members should examine the time commitment, but she noted that this process is going to go on whether the City participates or not. She felt it was important that the Committee be involved as a player; that she was unable to think of any reasons why the City would not want to participate. Ald. Drummer noted that whoever drew up the process as described in the memo, forgot the involvement of the Evanston Township, and he felt they belonged. Ald. Feldman indicated he was in agreement with Ald. Davis. He felt that the Human Services Committee had gained insight from dealing directly with the day care providers earlier in the year, that he was able to develop a much better feel of what the issues were. He felt it could lead to the establishment of policies and procedures which were more effective; that currently in trying to learn about day carp in the community, there was a cloudy layer that he would like to see eliminated; the City was able to become more informed by a process of direct contact. Ald. Wollin agreed that there was a lot to be learned; that it could be an educational process. However, she questioned how much influence or role the City would have if only sitting in an advisory status; questioned the type of influence that could be developed. Aid. Davis said that even if the City does not come to the process as a funder, they are bound to have more say as a participant than as an observer. Ald. Drummer said this is true, if the City wanted to take the lead. Mr. Terry indicated to the Committee that he had had a conversation with Tom ,.gager that afternoon and that there were two points to be emphasized: 1) if the process itself is still in formation and that the details have nut been fully worked out, and that there was going to be an emphasis on keeping this process as informal as possible. Ald. Feldman noted that the City Council members vote on the 4C allocation through the UBP, so that the City would always be sitting Human Services Committee Minutes of 7/23/90 . . . 5 through the day care process as someone with influence. He felt that what the City could learn about supporting new programs was vital; knowing what was happening in the community was very important. Ald. Drummer asked who would be the City representatives to this process. He asked whether Committee members wished to volunteer for that role. Aid. Davis suggested that the City wait for the structure to be determined before determining that. Aid. Drummer agreed; however, he indicated he -expected Beth Davis to be a representative. He noted that Ald. Davis was capable of providing the leadership on this issue which was necessary. Ald. Davis directed staff that the City should be involved in the set up of the structure. Ald. Davis made a motion that the City participate in the new United Way Combined Child Care Review. The motion passed unanimously. JUN BABY NURSERY PARTICIPATION IN THE UNIFIED BUDGET PROCESS(UBP) Ald. Drummer asked what was generating this question; where did it come from. Mr. Terry noted it was a question that had come up periodically from the Director of the United Way; the City Manager, and members of the Township Committee. Ald. Drummer stated he did not feel that the Teen Baby Nursery needed to go through the UBP; that the Nursery had a tremendous job to do; that it didn't need to be burdened by being a participant in UBP. Ald. Davis noted she had some of the same feelings; that she did not believe the UBP was appropriate; that perhaps the new day care process could be something to be considered. However, she was also ambivalent about utilizing that process. She felt that the program underwent a lot of scrutiny at the present time, and, also noted it was different from other day care; that it was a program for girls, and it was the girls who were being served as much as the babies. She expressed some strong concern about it being considered just like another day care program in the new day care review process. She felt the program was far beyond the UBP. She summed up her position as being definitely opposed to participation in UBP, and willing to consider participation in the new day care review process. Ald. Feldman indicated that he felt strongly that the Nursery belonged exactly in its present position in terms of review; that the Nursery, being a new program and addressing a need, required special attention; that it was in a very unique position, and he felt it was important that its funding review status stay in its present state. Aid. Drummer agreed with Ald. Feldman; felt it was a special program set up to serve a special clientele. Ald. Washington expressed her concurrence with Ald. Feldman and Ald. Drummer that the Teen Baby Nursery funding should be left as is. She was strongly opposed to participation in the UBP. Ald. Davis stated that playing devil's advocate for a moment, what would be the positives to having Teen Baby Nursery go through the UBP or a community day care review. She said it carried the potential of there being a larger base of support, of increasing and understanding of Teen Baby Nursery's mission. She also felt it could potentially resolve some problems; that she would not want the Nursery's funding be in jeopardy as a result of the closer scrutiny of the Township budget. She questioned whether the Nursery was protected by having it be in a more regular process. Human Services Committee Minutes of 7/23/90 . . . 6 Ald. Wollin asked if the United Way was spearheading the Cooperative Child Care Review, if it was possible for the United Way through its scrutiny of the Infant Welfare Society, to indirectly than scrutinize the Teen Baby Nursery. Aid. Davis indicated she didn't think that was possible, as the day care review was to be limited to those with Title XX slots. Aid. Wollin wondered what was the Supervisor's perspective; whether there had been any discussion with the Township Supervisor 'as she was the major funder. Aid. Drummer indicated he had had a conversation with Ms. Summers that afternoon; that she felt very strongly in support of the Nursery as a program that directly served potential General Assistance clients, and that it was his belief that Ms. Summers did not support the Nursery going through the UBP. Ald. Feldman responded to questions raised by Aid. Davis. He felt it was true that if the Nursery participated in the UBP there could be some benefit to opening up the community understanding fo the program. However, he did not believe the Township budget concerns needed to be a source of anxiety; that the Township Supervisor had whole heartediy endorsed the Teen Baby Nursery, and that he was very comfortable in supporting the Teen Baby Nursery staying in its current review process. Mr. Terry indicated he had also had a conversation with Supervisor Summers earlier in the day and that Ms. Summers was very emphatic with me that she did not want Teen Baby Nursery going through UBP, and also was very strong in her support of the Teen Baby Nursery. Aid. Davis noted that the Advisory Committee for the Teen Baby Nursery is one of the bests collaborative efforts in Evanston she has ever seen or been involved with; that there are a number of major leaders sitting around the table, and her basic feeling was that the process was working so well now that there was no reason to change it, characterizing that if it isn't broke, why fix it. Ald. Drummer noted that this issue would also be considered by the Township _ Committee as a major funder for the Nursery. Aid. Feldman moved that a recommendation be made from the Human Services Committee to the Township Committee and the Township Supervisor that the Teen Baby Nursery not go through UBP or go through the united Way Child Care review, but that it stay in the same funding review processes that it is in currently. The motion was approved unanimously. Aid. Drummer again expressed his concern that the Township needs to be included in the Child Care review and that the needs of the Township need to be remembered. Mr. Falkenburg, from the audience, indicated he wished to speak with the Committee regarding home day care. The Committee members expressed their regret that it was time to go to the full City Council meeting, and they directed Mr. Falkenburg to meet with Mr. Terry to get his issue resolved. Human Services Committee Minutes of 7/23/90 . . . 7 The Committee voted unanimously to adjourn at 9:00 p.m. 7 C)7) Jay W. Terry PRESENT: ABSENT: OFFICIALS AND STAFF: OTHERS PRESENT: PR NG: 2U TO ORDER DRAFT -NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE August 13, 1990 8:00 P.M. Room 2402 Ald. Feldman, Lanyon, Washington, Wollin Ald. Davis, Drummer Richard Grodsky, Joe Zendell, Jay Terry Ed Moran; Recreation Board, Craig Springer, Vice Chair, Arts Council Ald. Wollin The meeting was called to order at 8:00 p.m. Ald. Wollin informed the Committee that the Child Care Review issues which had been reviewed at the meeting of July 23 were also considered by the Township Committee at their August Ist meeting, and they concurred with the directions of the Human Services Committee regarding participation in the Child Care Review. Ald. Washington would be the Township Committee representative participating in the Child Care Review process. MINUTES The minutes of the meeting of July 23, 1990 were approved unanimously without correction or amendment. COMMUNICATIONS Le4al Opinion on Application of Burqlary Prevention Ordinance to Home Day Care Ald. Feldman indicated he had some concerns that if a home day care operation was in a rental unit and an application for a home day care permit triggered an inspection by Property Standards earlier than would happen ordinarily, since apartments are on a five year inspection cycle, whether or not they then become in the eyes of certain landlords undesirable tenants. Ald. Lanyon and Ald. Wollin indicated they still had some concerns about who got cited; whether it was the renter or the landlord who actually received the citation. Ald. Lanyon and Ald. Feldman noted that in either case an extra inspection resulted. Aid. Feldman noted that sometimes Property Standards enforcement actions take place over time, and compliance activities take place over time, but in this case a 0% HUMAN SERVICES COMMITTEE Minutes of 8/13/90 . . . 2 pending home day care permit puts more emphasis on getting the compliance activities done quickly. Ald. Wallin questioned whether anyone would want to put their child in a child care situation where the building code had not been met. Ald. Feldman felt there is a difference between building code violations and the Burglary Prevention code not being met. Ald. Lanyon noted his concern that if the landlord was cited and elected not to make the necessary accommodations then the operator of the homa day care was limited in his options. Ald. Feldman asked if staff who are Familiar with housing issues had any better sense of whether or not this was an issue. He wanted more information on this subject. Ald. Wallin question Mr. Terry as to how many people have been denied home day care permits because of the Burglary Prevention Ordinance. Mr. Terry responded two. He noted that as a practical matter it only had an impact on the new permit applicants; that if someone had applied for a permit renewal, we did not move to shut the facility down. Ald. Feldman -again indicated he was interested in learning more about this from Housing staff. United Wav/4C's Financial Statement This communication was accepted without comment. CONSIDERATION OF {JNITFD WAY REPORT ON YOUTH EMPLOYMFNT, Ald. Wallin noted that no one from the United Way Board was present .at the meeting. Mr. Terry indicated that the Executive Director of the United Way had informed him that someone would be present representing the United Way. Ald. Feldman indicated the report, in his view, contained some of the same analysis which he has seen in other reports, and that analysis is imposing; according to this report employment problems can not be solved until other serious complex social issues have been solved. He noted that the Youth Advocacy Program (YAP) had also raised complex issues. He noted the YAP program had been specifically designed to deal with those issues and was experiencing limited success. He questioned how one turns job placement professionals into therapists, psychiatrists, educators, substance abuse counselors, etc. One strong concern he had was the report indicated that illiteracy was still a problem. He noted that Evanston prided itself on its good school system, and this was a question that needed to be raised as to why illiteracy should exist here at all. Ald. Washington agreed with Aid. Feldman's comments. She felt an inquiry should start with District 65 and continue with District 202. She felt that monitoring this educational process should begin with kindergarten; that there should be benchmarks established along the way. She said it may also be time for a change of agency programs as well. She felt that the problems described in the report were severe enough that there was the need to start over. Ald. Wallin characterized it as a complex issue. As a former teacher in District 65, she knew that there were so many other social factors which impacted on a student's ability to learn. Nonetheless, she felt that was not an excuse for anyone to not intensely work with this population. .1 HUMAN SERVICES COMMITTEE Minutes of 8/13/90 . . . 3 Ald. Lanyon felt the entire blame could not be laid on the school districts. He noted that some students may enter the Evanston system in the middle or later stages of their development. However, he did think that changes in our society were cause for some serious rethinking of child development. Ald. Feldman recalled the testimony from the Evanston Head Start program at a previous meeting in which the Committee was told that the benefits of participating in the Head Start program tend to drop off after the third grade. He said this underscored the need for continued support for this high risk population throughout their entire educational experience. Ald. Wollin noted that the Head Start representative also identified the importance of parental support. Ald. Wollin indicated she had a second concern with the United Way report; that there was an item in the report that said there was an emergency need for summer employment which they had responded to with a $4,000 grant to the Youth Job Center (YJC). She noted both the YJC and the United Way were participants in the Unified Budgeting Process (UBP). She wanted to know how this emergency need was identified; what was the definition of an emergency, and why this allocation was necessary to take place outside the UBP. She also noted that we are now at the beginning of August, and she wanted to know how successful the program had been, and why did it take so long for the program to be in place. Mr. Terry stated a concern he had about the report was that there was a lack of hard, empirical data as to the extent of the problem. Ald. Feldman characterized his reaction in general to the report as being somewhat disappointed. He felt that many of the issues raised and recommendations were pretty much self evident. Ald. Lanyon recommended, and the Committee concurred, that the report be held over and that another invitation be extended to the United Way, Ald. Washington requested that someone from the Township also be invited to attend that meeting to discuss employment issues. Ald. Wollin noted that the Committee had received a communication from Ald. Washington at tonight's meeting regarding the use of recreation facilities for job training activities and employment related activities. She recommended that it be referred to the Recreation Department for their response as to feasibility. Ald. Washington requested that a copy of her memo also be sent to the United Way. Ald. Feldman asked Ald. Washington whether her proposal was the result of any agency coming to her or whether it was a general budget cutting initiative. Ald. Washington indicated she was motivated by both a budget cutting initiative, and also she felt that the programs could reach more youth who may be at the recreation centers but who did not come in contact with existing job agencies. CONSIDERATION OF RECOMMENDATIONS REGARDING ARTS AND RECREATION MAGAZINE Ed Moran, President of the Recreation Board, indicated a memo in the packet that the Recreation Board and Arts Council both conducted joint readership _ s HUMAN SERVICES COMMITTEE Minutes of 8/13/90 . . . 4 surveys; that the recommendation is that the Arts and Recreation Magazine be published five times in the next year instead of six; this recognized the loss of the Baxter grant revenue. He believed that the Recreation Board and Arts Council could publish the magazine at the same quality, but one less issue per year. It did not appear, from the results of the study, that there would be any material impact on readership or communication. He said he believed the survey results were very supportive of the magazine. He noted that according to the survey, a high percentage learned about the programs and fee assistance through the magazine. He noted that both the Recreation Board and Arts Council are heavily involved in budget development; that the decision of the Human Services Committee relative to the magazine would be very budget impactive; that both boards were very anxious to hear the recommendation of the Human Services Committee, and it was his hope that a strong guidance would come out of the meeting tonight. Craig Springer identified himself as the Vice Chair of the Arts Council, and said he concurred with Mr. Moran's remarks and supported the points which he made. Ald. Feldman stated that he believed the survey results were supportive of the magazine; the magazine served a useful and productive community purpose. However, he felt that the question which still remained which had not been answered to his satisfaction was would the survey results be the same if the magazine was in a different format, not as "slick". He was not sure that a relationship between quality and actual enrollment had been established. He understood the relationship between quality and advertisers which had been raised before, but the question of quality and actual enrollment is one that has not been fully clarified. He noted that this has been a historic issue; that the Arts Council and Recreation Board have successfully defended the magazine before, but he noted that in the upcoming budget deliberations the issue will be even more crucial. He noted the answer in the survey that said 60% of the respondents said their use of the magazine would not change if the magazine wasn't fancy, and the other data, but it did not address the enrollment question. Ald. Wollin noted that there was additional information in the survey that said 39% wanted to see no changes made, whereas only 6% thought the magazine was too fancy. Ald. Feldman asked what survey question was asked to get the response with the 60% figure. He believed that how the question was phrased determined what response was available. Mr. Moran read two questions from the survey form. He noted that the survey received a variety of responses and that the sampler took in these full range of responses and allocated them to appropriate categories. Ald. Feldman stated it was his opinion that the survey questions identified by Mr. Moran and the responses as identified in the survey did not support the premise which has been made that a high quality magazine was important for enrollment. Mr. Moran indicated it was the sense of the Recreation Board that the quality should be maintained; that the magazine currently has an impact. He believed that quality does effect how people use it; that the magazine has been kept in a prominent place because it looked good. He noted that while the survey may have said that 60% responded that they would not change their use, he had a personal sense of not knowing if a different quality document went out whether or not there would be an effect. I HUMAN SERVICES COMMITTEE Minutes of 8/13/90 . . . 5 Ald. Feldman noted that on all issues the Recreation Board had a gut feeling based on experience, but he noted that a survey was done to help make their case for a high quality magazine this year, but he did not believe the case had entirely boon made. He felt that more information was required to make that case; that had there been a list of advertisers provided who said that they would cancel ads if the magazine were no longer glossy; if there were a list of person from the telephone survey that said their enrollment would drop If the magazine was not slick then the case would be made. Ald. Eanyon followed up on the comment that this would be budget impactive. He said if you intend to drop one issue per year, how do you intend to implement that. Mr. Grodsky responded that the five issues would be spread out evenly over the year with three of the issues being a bi-monthly publication and two being tri-monthly. Ald. Wallin asked the Arts Council if they addressed the issue of advertisers. Mr. Zendell said they asked the people surveyed if the magazine was of use to them. They did not ask the question would it be less useful if it were less slick. He noted that persons of the arts are bombarded with high quality slick material all the time; that something needed to be high quality to attract their attention at all. Ald. Wallin stated that no one targeted advertisers, per se, to ask the question. Mr. Springer said as the Manager of the Pick Staiger Concert Hall, he is also an advertiser in the magazine. He felt that as an advertiser, the number one purpose of the magazine was to inform people, and the number two purpose was to create the impression of an arts industry in Evanston. He felt that a slick publication had higher recall value and, therefore, higher impact. He felt that the question which had been asked so far was not how well will you use the magazine, but rather, will you use it at all. He said all the literature he is aware of in advertising says that quality matters. Ald. Feldman said he is sure that is true; however, he was not certain that same question was germane to a community publication whose central mission is to inform and solicit participation. He felt that the magazine absolutely helps contribute to an impression of vitality, that the magazine's value is well known. However, City officials were wrestling with, in a number of cases, the issue of value versus cost. He said if the Arts Council and Recreation Board were able to prove that the savings by going to a different quality paper would be negated by a loss of revenue from advertisers or a drop in enrollment registration, the case could be made. He noted that the Recreation Board and Arts Council have made that case before, and that they are going to have to do it again. Mr. Grodsky indicated that his research has shown that over a five year period since the magazine was instituted that there has been a 200% increase in registration. Aid. Feldman said that was the type of data which needed to be included in a memo back to the Human Services Committee, plus any other defense that the Board and Council might have. He noted he has been a historic supporter of the Arts and Recreation magazine; however, that all the facts possible are necessary to support that magazine. HUMAN SERVICES COMMITTEE Minutes of 8/13/90 . . . 6 Joe Zendell noted that an ad hoc committee of performing arts organizations exists and their consistent position has been that the magazine is not as beneficial to the performing arts as to the visual arts. Their position has consistently been a higher quality magazine is necessary. Ald. Feldman said that was the type of information which needed to be included in the follow-up to the Committee. Ald. Wollin stated it was her opinion that the reduction from six issues to five issues seemed like the logical, rational way to go; that she too has supported the magazine in the past. She suggested that if they wanted to make a stronger argument, they should contact advertisers to see if their advertising participation would change if the quality of the paper for the magazine changed. Mr. Zendell asked if that meant that the Committee wanted to receive an entirely revised report from the Council and the Board. Ald. Feldman said yes, and he wanted a further explanation of the 60% figure identified in the memo. Mr. Moran indicated that the Recreation Board would be happy to come back to the Human Services Committee with more information. Mr. Moran said he realized that he was pressing the issue, but he was interested in getting some sense of the Committee's direction at this evening's meeting. He asked if any Human Services Committee member, with the information available now, could not support continuing with the magazine with a reduced number of issues. Ald. Feldman stated that he wants to support the magazine again; he has done so in the past, but until he gets the information he is requesting he will not support it. Ald. Wollin said that as chairman of the meeting tonight, it was her sense of the Committee that the Arts Council and the Recreation Board had provided a solid recommendation, but that more information was needed to bolster that recommendation's credibility. It was the consensus that if the revised information was available the Arts Council and Recreation Board would come back at the Human Services meeting of the 27th. The Committee unanimously approved a motion to adjourn at 8:58 p.m. Jay W. Terry ¢RAFT -NOT APPROVEQ MINUTES HUMAN SERVICES COMMITTEE August 27, 1990 7:30 P.M. Room 2402 _PRESENT: Ald. Drummer, Feldman, Lanyon, Washington, Woilin ABSENT: Ald. Davis OFFICIALS Richard Grodsky, Joe Zendell, Don Wirth, C. Louise AND STAFF: Brown, Joel Asprooth, Jay Terry PRESIDIG: Ald. Drummer �AU TO ORDER The meeting was called to order at 7:30 p.m. MINUTES 0 The minutes of the meeting of August 13, 1990 were approved unanimously without corrections or amendments. Ald. Drummer noted that he had not been present when the minutes for the July 23rd meeting were considered, and those minutes indicated that Ald. Beth Davis had chaired the meeting of July 23 when, in fact, he had chaired that meeting. K1124113KAi Senator Simon Letter The Committee acknowledged the response they had received from Senator Paul Simon regarding child care. RESOLUTION 49-R-90 EXTENSION OF LEASE FOR YOUTH ADVOCACY PROGRAM SPACE AT FAMILY FOCUS The Committee unanimously t4 - Oj approved this lease extension without comment. CONSIDERATION OF UNITED WAY YOUTH EMPLOYMENT REPORT Ald. Drummer informed the Committee that the United Way could not send a representative to discuss their employment report. Accordingly, the report would not be discussed. DISCUSSION WITH TOWNSHIP SUPERVISOR REGARDING EMPLOYMENT ISSUES Ald. Drummer informed the Committee that Supervisor Summers was unable to attend the meeting this evening, so her portion of the agenda would not be occur. Human Services Committee Minutes of 8/27/90 . . . Page 2 Ald. L.anyon entered the meeting at this point. Ald. Washington directed a question to Mr. Grodsky regarding his response to her about the potential of youth employment agencies using recreation facilities. She questioned whether or not it was the responsibility of the Recreation Department to seek out the youth employment agencies to determine if they were interested in using those facilities. Mr. Grodsky indicated he would do whatever the Committee directed; however, he noted that Recreation Department staff were currently quite busy in budget development. He suggested this would be something that they could take up later an in the year. Ald. Washington asked if that was acceptable to the other members of the Committee. Ald. Wollin expressed some concern about some of the parks that Mr. Grodsky had listed in his memo. She questioned whether places such as Ackerman Park or Lovelace Park had any kind of rooms or buildings appropriate for use by job agencies. Mr. Grodsky said he needed answers to a number of questions such as how much space was needed, before he could adequately address the questions of whether or not there was space available. A discussion ensued between Mr. Grodsky and Ald. Wollin. It was the Committee consensus Recreation staff would pursue this question later in the year. CONSIDERATION OF RECOMMEN ATIONS OF ARTS COUNCIL. AND RECRUIION BOARD REGADING THE ARTS AND RECREATION MAGA11 Ald. Drummer stated that since the response from the Arts Council and the Recreation Board was primarily due to questions posed by Ald. Feldman, he would like Ald. Feldman to analyze the response. Ald. Feldman said his question at the previous meeting had been whether there was any evidence that enrollment would suffer as a result of a decline in the quality of the Arts and Recreation Magazine; that the response primarily dealt with advertiser rates, and potential loss of income. He stated that was a concern, but that his original question did not appear to be answered. He asked where the information in the memo about the advertiser rates had been obtained. Mr. Zendell indicated that they had asked a series of questions about varying qualities of paper and quality of magazines with various advertisement rates tied to different quality levels. Ald. Feldman asked if they were able to identify the dollar amount of decrease that would occur. Mr. Zendell said most were unable to make that kind of determination. Ald. Feldman asked why that question had not been asked. Mr. Zendell and Ald. Feldman disagreed as to the salience of that information. Mr. Grodsky indicated that the underlying assumption in the argument was that advertisers would not be pleased with a lower quality document. Ald. Feldman said he understood, but it was difficult if staff have information which they think is not salient and are not giving it to the Committee. Ald. Feldman stated he wanted to know if a magazine could be produced that would not decrease enrollment at all, and would be paid for by advertising solely, or by a very minimal City contribution. He stated that programs which were dear to the hearts of Evanston residents would have to be cut during the upcoming budget discussions. Human Services Committee Minutes of 8/27/90 . . . Page 3 Ald. Wollin said it was her assumption that major advertisers would have a different commitment if the quality changes, and that those are the ones which will have a significant impact on revenue. Mr. Zendell said that he talked to many of the major advertisers and their responses differed as to whether their participation would continue. In his opinion there is no ultimate test of quality related to registrations... He felt the only true way would be to lower registrations and see what happens. Ald. Wollin said she was not willing to take that test; that she gets a lot of junk mail; newspaper quality is tossable. She indicated that she had had a conversation with Aid. Davis earlier in the day, who was supportive of the original proposal of tho Recreation Board and the Arts Council, and that Ald. Davis was strongly opposed to any decline in the quality of the magazine. Ald. Feldman asked Mr. Zendell and Mr. Grodsky to give him some indication as to the magazine cost. Mr. Grodsky said the total production costs for five issues are $100,000. There is S31,000 in revenue; the Baxter Grant is ending now. Mr. Zendell said the total support is $51,000 from the City Recreation Board, $15,700 from the City Arts Council, which means that $33,000 of the production costs are supported by advertising revenue. Ald. Washington asked if we cut back the one issue, is it still S100,000. Mr. Zendell responded that the $100,000 was based on five issues, not the current $120,000 based on six issues. Ald. Feldman asked whether staff had obtained any quotes on the cost reductions depending upon paper quality. Mr. Grodsky said staff are trying but businesses are reluctant to give quotes without possible actual business resulting from giving a bid. He noted that one scenario which would involve a glossy cover with rough paper would only save approximately $1,000 per issue. Aid. Feldman said when this issue comes out on the Council floor he believes these figures will be requested regarding costs. We will need answers better than have been provided. Ald. Drummer asked if Evanston was the only municipality with this type of magazine. Mr. Grodsky said Evanston was the first. We have received many awards for our format. He noted that many neighboring park districts are now using magazines. Ald. Drummer asked what has been the impact since the magazine started. Mr. Grodsky noted that since 1986-87 the department has experienced annual revenue increases ranging from 5% to 9%. He believed the quality of the magazine had an impact on the persons who use the services of the department. Ald. Drummer asked if other municipalities have had the same kind of increases. He also asked what the growth pattern was five years prior to starting the magazine. Ald. Washington said we should look at Skokie and Wilmette and see what their magazines look like. Mr. Zendell said they were not comparable because they do not have an Arts Council. Ald. Washington noted that at the last budget year, a major issue was the chargebacks to each center for the production costs of the magazine. Mr. Grodsky indicated there would be some changes this year combining into single budget elements. Ald. Wollin said she understood Ald. Feldman's concern about the possible costs of different quality. She said basically her feeling about that was nothing was saved if it was not a quality document and not effective. Human Services Committee Minutes of 8/27/90 . . . Page 4 She felt that would be be penny wise and pound foolish, and that Evanston would lose its edge. Ald. Feldman said he did not want a less effective magazine, but an as effective magazine for less money, and it was not proven to him that it is not possible. Movies advertise in the newspaper and they are always crowded. He personally does not decide on going to a play because of the Arts and Recreation Magazine, but rather because of the mail flyers and reviews. He did not believe Evanston was in competition with other municipalities for recreation attendance. He said he was not suggesting that presentation does not help. He was not yet persuaded we can't have the magazine costing less and still be effective. Al the questions will be raised on Council floor; any supporting data you have, let the Committee have it; maybe staff should visit other suburbs. Ald. Drummer said in the meantime, we need to decide if we will support this recommendation. He indicated he wished to defend it; that he wanted to support it; that he felt the magazine was very catchy. He was asking for Committee direction at this point. Ald. Feldman said that if you need information in order to support your position how can you vote? Ald. Drummer said he had enough information; we've discussed this issue many times over the years. Ald. Washington indicated she would like answers to the questions before she votes. One historic question which still troubled her were reports of the significant numbers of excess copies of the magazine lying around at various business establishments in town. Ald. Feldman responded to Ald. Drummer saying yes, we have discussed these things over the years but we have one dramatic change now; a $2.5 million dollar deficit. Ald. Drummer said that some information may be difficult to obtain; what ad dollars will go as enrollment goes down. Ald. Wallin said can we agree a reduction from six to five will be as effective? Ald. Feldman said does five work out into the cycles of classes? Mr. -Grodsky said yes. Ald. Feldman said he was concerned because a vote out of the Committee said to their colleagues on the City Council that the Committee has deliberated this issue and have come to the consensus that this policy is what should be followed, and he did not believe that was true at all. Mr. Wirth said he did not believe a vote was critical at this time; some of the answers the Aldermen were looking for may well not be able to be provided; the Recreation Board and Arts Council will proceed on their budget with certain assumptions and come back to the Committee as appropriate. Ald. Wolin said this issue has a substantial history; aren't some of the previous figures and costs available such as the cost of the glossy paper? Ald. Drummer said it appeared there was a Committee consensus that there would not be a vote taken this evening. He instructed the Arts Council and the Recreation Board, let the Committee know when you are ready to come back with this issue. Ald. Feldman directed staff to ensure the minutes are as detailed as possible, and clear as to all the questions and facts as presented concerning the Arts and Recreation Magazine. Ald. Drummer excused himself briefly from the meeting to locate Ald. Nelson to discuss the next agenda item. Human Services Committee Minutes of 8/27/90 . . . Page 5 Ald. Wollin pointed out to the Committee that they had received a communication from Owen Thomas, Executive Director of the Human Relations Commission. She noted that she had read in the Human Relations Commission minutes a new brochure was coming out; asked Mr. Thomas for the text so comments could be made; however, she noted that the brochure was already at the printer. Ald. Feldman said he appreciated getting the memo. He also noted that the memo said the brochure was already at'the printer. Ald. Nelson and Aid. Drummer entered the meeting at this point. ONSIDERATION OF REFERENCE CONCERNING POSSIBLE REORGANIZATION OF HEALTH DEPARTMENT Ald. Drummer asked Ald. Nelson if he wished to comment upon the reference he had made concerning the Health Department. Ald. Nelson said his basic idea was to eliminate the Health Department, and contract out with the two hospitals in town for the services which are provided. He said the costs of the Health Department are very high; the community is very lucky that they have two hospitals; felt the City did not use them effectively; they needed to explore a phase out of the Health Department and use hospitals. He noted that the Administration and Public Works Committee was considering the high insurance costs of the Health Department; the dollars which had been spent for insurance could buy medical services; felt that the City could buy a significantly higher amount of medical services than had already been provided. Ald. Drummer said he had some questions regarding what the department spends and how much revenue it brings in, and what services were mandated by State or local law to be provided. Ald. Nelson said very few services were mandated to be provided directly. Ms. Brown stated that direct medical services were, in fact, the least of the services being provided by the Health Department. She said our direct services to persons for general medical care is among the least that they provide. Ald. Feldman asked what was not directly delivered. Ms. Brown said her concept of what a Health Department does is not provision of general direct medical service to an adult population, and that is not what the department does. Ald. Lanyon asked about the relationship between the State programs and the City budget. Ms. Brown began a presentation -on comparison between the ten mandated State services and how those are provided within the Health Department. She noted some of the child and maternal health services, and that there was a contract with Evanston Hospital to serve the preschool population. Ald. Wollin asked if Evanston Hospital did not already have a clinic for low income persons, and does Evanston Hospital turn away persons. She wanted to know who was qualified to be in the Evanston Hospital clinic. Ald. Nelson said there was a need to go back and review a number of these issues. He believed he had highlighted an area which needs investigation and review, and that there was a possible duplication of services. He noted that years ago he had made an old proposal to use Northwestern University health services to assist City health services; that perhaps =_ Human Services Committee Minutes of 8/27/90 . . . Page 6 that could be looked at again. He noted the State also duplicates some of the functions provided by the City. Ald. Wollin said the problem with accepting the State inspections, we have found that the State inspections have not been up to Evanston standards. Ald. Nelson said he was sympathetic to that; however, he felt there were still issues that warranted some scrutiny. Ald. Drummer suggested that this should be melded with the City Manager's ratings of essential services by the Health Department. Ald. Feldman asked for some clarification of Ald. Nelson's comments that say eliminate the department. Ald. Nelson said that was a dramatic statement meant to reflect the hard work and intensive review he felt was necessary and required to truly examine the current state of services being provided by the Health Department. He felt that a truly comprehensive review would be a lot of work, but he felt it was a very necessary thing to do. Ald. Washington noted that the Township pays the hospitals for medical services to their clients and it ends up costing the Township a large amount of money. She said if it was cheaper, however, then we should do it. Ald. Nelson said if it is cheaper do it was his basic philosophy in this matter. He said we should look at the non -essentials; look at those issues that require examination. Ald. Feldman asked Ms. Brown to whom we actually provided direct treatment. Ms. Brown responded child health, the Senior Health Center, sexually transmitted diseases, Family Planning and the Dental Clinic. She noted we have physicians in the Senior Health Clinic, Family Planning and sexually transmitted disease. Ald. Feldman asked if any of these physicians were using any risky procedures. Ms. Brown said no. Ald. Feldman asked if there had been any research or initiatives; asked whether these issues can be looked at formally. Mr. Terry noted there were probably certain functions of the Health Department which had not been analyzed in some time. He noted that the Senior Health Clinic was started years ago behind a coalition of community groups requesting it; there was a grant from the Suburban Cook County Area Agency on Aging; the grant no longer existed; some of the members of the coalition did not exist, and perhaps based on usage, it was time to go back and analyze the Senior Health Clinic. Ald. Washington asked if seniors do come to the clinic. Ms. Brown said it is friendly; we don't have a large caseload. Ald. Washington asked if actual procedures were done, and Ms. Brown responded yes. Ald. Lanyon asked about the $41,000 received from the State, and how does _= it relate to the State functions. Ms. Brown said the $41,000 is appropriated to the various departments. Ald. Canyon asked how much City dollars was required in order to establish the programs which receive the $41,000 State grant. He also asked for some information regarding laboratory services. Ald. Drummer asked Ms. Brown about her opinion about those services which were not rated A such as family planning, long term care and senior health. Mr. Asprooth indicated he did not feel it was fair to ask Ms. �= Human Services Committee Minutes of 8/27/90 . . . Page 7 Brown those questions when the priorities were his. Ald. Drummer suggested that one way for the Committee to look at Ald. Nelson's reference was to look at those programs which the City Manager said were not essential. He felt the Committee should revisit the issue, focusing on those potentially non -essential programs. Ald. Wollin said it needed to be reviewed in the context of the budget. Ald. Drummer felt the issue had been discussed thoroughly and the Committee had gotten clarity on Aid. Nelson's intentions. Aid. Wollin asked if there were any comments on the Fair Housing brochure, and that aldermen needed to get them to Owen Thomas as soon as possible. Ald. Feldman said his initial cursory review of the content was that the content of the brochure was appropriate; however, he had some very strong concerns about the process. He did not believe that the brochure should have been allow to proceed without approval from the Committee. He asked how a realtor could see this brochure before the members of the Human Services Committee. Ald. Lanyon asked for clarification regarding correspondence he had received from a Mr. Alexander regarding the Evanston Community Defender program. He was interested in receiving copies of correspondence between staff and Ald. Feldman which had been referred to in the letter from Mr. Alexander. Ald. Feldman indicated that under his chairmanship of the Human Services Committee, which would begin in September, there would be a full review of the various issues regarding the Evanston Community Defender. The Committee moved to adjourn at 9:04 p.m. 1 Jay W. Terry pit ,FT -NOT APPROVQ MINUTES HUMAN SERVICES COMMITTEE September 10, 1990 7:30 P.M. Room 2402 PRESENT: Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wollin OFFICIALS Vincent Adamus, Jeanne Fox, Sally Roethle, Harvey Saver, AND STAFF: Jay Terry OTHERS Steve Bernstein, President, Evanston Community Defender PRESENT: Board, Bill Parks, Board Member, Art Newman, Housing Commission, Dick Halec, Cook County Probation Officer, Jim Burt, Family Focus, Bob Roy, Evanston Community Defender, Caroline Hart, Citizen, Fred Alexander, Citizen ,RESIDING: Ald. Feldman, Chairman CALL TO ORDER The meeting was called to order at 7:35 p.m. MINUTES The minutes of August 27, 1990 were unanimously approved as submitted. COMMUN f�A IO S Unified Budoet AQencY Update This communication was accepted without comment. Letter from Congressman Sidney Yates This communication was accepted without comment. Teen Parent Service Network Annual Report Ald. Drummer asked regarding the issue of services for evening school students. Mr. Terry responded that this had been an issue for school district personnel who felt the nursery had not been servicing evening school students, but that over the summer there had been a recent change in the hours and requirements of attendance at evening school which it appeared eliminated the need for the nursery to alter its hours to service these students. Ald. Drummer asked if the nursery was at capacity; whether there was a need for it to expand. Ald. Davis indicated that the experience of the program thus far was that the size of the nursery had been very well targeted; it appears to be almost exactly serving the need; there is currently no backlog or waiting list for services; at present there is no need to talk about expansion. - } HUMAN SERVICES COMMITTEE Minutes of 9/10/90 . . . Page 2 Ald. Drummer indicated he was very distressed by the news in the report that there had been births to District 65 children. Ald. Wollin indicated she was distressed also by the news in the report that there had been three girls with children in the nursery who had second babies. She also noted the integral role of the Department of Health Beginnings program in the Teen -Baby service network. She noted that could dovetail to the other significant Committee inquiry on the role of the Health Department. She noted that if these types of services were cut or no longer provided by the Evanston Health Department, who would pick up those programs for this population? Ald. Washington asked questions about the age of the District 65 student and also, what were the plans to work with males, and parents of the girls who were mothers. Mr. Terry clarified that there was only one District 65 student who had, in fact, graduated from eighth grade and is a freshman at ETHS. Mr. Terry noted that in the report the various agency recommendations had indicated that two areas which need to be strengthened is work with the males who are the fathers, and working with the parents of the girls. Ald. Davis responded to the comment by Aid. Wollin by noting that two of the three girls were pregnant with their second baby when they started the program. She also noted that the Teen -Baby Nursery Advisory Council had established a policy in which service is not to be provided to any second babies at the expense of any other baby that is in need of utilizing the services of the nursery. Ald. Feldman questioned the extent to which Family Planning programs were offered at the high school at this time. Ald. Drummer indicated that if, in fact, Family Planning and birth control was part of any curriculum at ETHS, he thought it was a very good idea. Ald. Wollin noted the item in the report regarding the possible move to the high school, and Family Focus` concern about the need to separate the roles of parent and the student. She felt that given the large space at ETHS, that issue could be dealt with adequately. Ald. Davis noted that another motivating factor for potentially moving the nursery to the high school was the transportation issue. Mr. Terry noted another consideration was that Illinois Department of Public Aid funding, which may be sought in the future, is tied to programs that are on -site at high schools. Ald. Davis reminded the Committee that this report was in fact a summary report, and that copies of the full report from the participating agencies were available. Ald. Feldman requested that staff obtain copies of that full report and Mr. Terry indicated he would do so. Ald. Lanyon asked whether there had been any thought given to placing the girls and their babies in some sort of alternative family environment. Ald. Davis indicated that one of the benefits of the program was the intense social work, and it was the goal of all the agencir-b in the program to try and develop a more nurturing environment for both the mother and the baby. Ald. Lanyon noted that the social worker did not see the mother as often as was needed; he felt daily contact was appropriate, and Ald. Davis reminded Ald. Lanyon that other day care staff at the nursery did see the mothers on a daily basis and were able to provide a degree of that support. HUMAN SERVICES COMMITTEE Minutes of 9/I0/90 . . . Page 3 Recreation Deoartment.. Moattoathly Narrative Report Ald. Wollin said she had two comments. She wanted to commend the Recreation Department for the efforts they had made regarding special recreation for the residents of the Kensington long term care facility attending the Starlight concerts. She also was pleased to see that the evaluation of the Leadership Training program had begun, and was anxious to get a copy of that. Ald. Feldman asked if that report would be coming soon before the Human Services Committee. Mr. Terry responded yes, both the Recreation evaluation and the Youth Advocacy Program evaluation would be coming. SCHEDULE OF BOARDS AND COMMISSIONS BUDgT HEARL GS Ald. Feldman questioned what the relationship of the hearing process would be to the priority setting process which was also going on through the Budget Policy Committee and the entire City Council. He noted that members of the City Council had already received communications from the Preservation Commission questioning their rating through the initial priority setting process. Ald. Davis indicated her interest that a process be established For information to flow back to the boards and commisisons as the City Council began its work on priorities. Ald. Wollin questioned the timing, noting that boards and commissions had already prepared their budgets. Ald. Davis said even if the budgets had been prepared that members of the boards and commissions need to be prepared for the type of questions and issues that will come up through the priority setting process. Ms. Roethle indicated that she expected that many boards and commissions would have input to the Budget Policy Committee through the public hearing process which had been established. She noted that staff to the boards and commission have been notified of the need to remain flexible and the need to be prepared to make changes as the budget process goes on. Ald. Lanyon questioned whether the Human Services Committee review of the boards and commission budgets needed to happen at all. He noted that since a review also was occurring through the priority setting process and the budget process, he questioned the necessity of the Human Services Committee review. Ald. Feldman doubted whether the scrutiny or interest level and degree of examination was the same in these other evaluations as it would be by the Human Services Committee reviewing of the boards and commission budgets. He noted that the Human Services Committee review tended to be more intense, much more than dollar amounts. Ald. Davis felt that the human Services Committee review was, in fact, a good review process and something that should be maintained. Ald. Drummer noted that as a committee, the Human Services Committee may identify certain programs that are worth lobbying other members of the City Council about. Ald. Feldman noted that the Committee had a traditional role of stewardship and in-depth interest in the programs and services of the boards and commissions. Ald. Drummer noted that if there are going to be budget cuts, that the Committee should stand fast and be supportive and lobby for human services. Ald. Feldman fell that was a good point. CONSIDERATION OF FUNDING LEVEL FOR COMMUNITY PURCHASED SERVICES Ald. Feldman asked if the $70,000 in Real Estate Transfer Tax remained and Mr. Terry assured him that it would. HUMAN SERVICES COMMITTEE Minutes of 9/1o/90 . . . Page 4 Aid. Drummer expressed his concern that it was distressful that year after year Unified Budgeting has to be informed that there is no new significant City money for social services. He was hoping that UBP would hear that there was a message from the Human Services Committee this year that there are some priorities on the 0 - 3 age group; that there was a need to decide what was important such as youth in prevention programs. Aid. Feldman asked if the message had been stated definitively. Ald. Woilin felt that Unified Budget Process (UBP) panel members did have the message. Aid. Feldman asked Aid. Davis if she understood the human services priorities. Aid. Davis indicated she had reviewed the minutes of the meetings where the priorities were established. She noted, however, that those priorities were set when there was some thought that there could be some new money. She noted now that with the potential budget shortfall, that a priority setting process calls for members to shift funds from one agency to another. Aid. Feldman questioned the process whereby other City UBP representatives would receive the Human Services message. Aid. Drummer reminded the Committee that one of the other priorities was better coordination. Aid. Feldman questioned whether there was at this time, any additional role for the Human Services Committee. Aid. Drummer said the City representatives to UBP have been appointed; that it was appropriate now to let them go forth and do their work. The Committee consensus was that the proposed funding level was appropriate. �QNSIDERATION OF REFERENCE REGARDING EVANSTON COMMUNITY DEFENDER Aid. Feldman explained to the audience that this was a follow-up to communication and a reference from Ald. Nelson regarding a possible duplication of the Evanston Community Defender and the Cook County Public Defender's office. He clarified that the meeting was merely an attempt to get information; that it was not a hearing of any form; it was an attempt to hear from the persons who initiated the possibility that the Evanston Community Defender was duplicating services. Aid. Drummer noted that the packet of material for tonight's meeting contained no information on potential duplication of services. He noted he was aware there was another issue with the Community Defender regarding the documentation of residency. Ald. Feldman stated as far as he was concerned the only issue on the Committee's agenda was a possible duplication of services. He felt that residency was not an issue unless other Committee members wanted to make it one; that the purpose of this inquiry was to get as much information as possible to see whether or not there was any basis for a reappraisal of City funding the Evanston Community Defender. Ald. Davis indicated she required some clarification regarding how this review of the Defender fit in with the UBP and Community Development (CD) funding processes. She said that in UBP hearings, a major task is always to avoid duplication of services. She questioned the role of the Human Services Committee in conducting this review and was not sure what the end action to be taken would be as a result of this review. Aid. Feldman said essentially, the Committee had two options. One would be to simply obtain information. The other would be to learn certain information which causes some sort of new attitude or action; some belief of duplication; however, he felt that the HUMAN SERVICES COMMITTEE Minutes of 9/10/90 . . . Page 5 persons who had indicated that there had been duplication were owed an opportunity to make their case. Mr. Fred Alexander, a Court Watcher and Evanston resident served as the spokesman for the group who had sent communication.,, regarding the Defender. He indicated that the group decided to speak with the funding bodies for the Evanston Community Defender. He noted that as a result of their court watching, that members of the group felt they had an area of expertise and wanted to offer that expertise to the City. He noted that the City Manager had gone through a process of rating essential versus non -essential services. He noted that services such as the Evanston Community Defender were hard to evaluate by sitting in an office; that the Defender needed to be reviewed in the battlefield of the courtroom working on cases. He indicated that the members.of the group were active in many community activities; that they have been involved in the court watching process for a long time. He had attended a meeting at Lincolnwood School concerning high taxes; that they were very interested in the issue of what was essential and non -essential. He summed up their message as "end free duplicative legal services." He noted that if the services were ended there would be benefits which would accrue to Evanston taxpayers and it would only have a negative impact on a limited number of clients. Ald. Feldman noted that every member of the Committee and the City Council shared the community's concern over high taxes, there should be no questioning of that; the issue at hand was the duplication of services of the Evanston Community Defender, and asked Mr. Alexander to provide some comments about that. Mr. Alexander noted that the Community Defender is a combination of both legal and social services; that three quarters of the salaries in the Defender budget went for legal services, and one fourth of the salaries went for social services. He noted that it had been estimated that there were over 300 social workers in town; there was a great deal of networking, passing staff back and forth. He said the question should be "is the service duplicative - or even if it is not, is it worth the extra cost?" In summation, based on what they saw as a result of their court watching, that the services can be quite often duplicative in terms of quality. He again stated his concern for the tax level in Evanston. Ald. Feldman inquired as to what percentage of Mr. Alexander's tax increase was attributable to the City of Evanston. Ald. Davis asked when the court watchers observed during a given hearing, do they ever follow a defendant through a trial. Mr. Alexander's wife noted that in past years cases have been followed to trial by the court watchers. Ald. Davis asked what percentage. Mrs. Alexander said it was a small group and for a while there were not enough volunteers to do that sort of thing. Ald. Davis said again, how many cases. Mrs. Alexander said 20 to 25. Ald. Wollin asked where the quality of the program was measured and how, by the outcome of the case, by the outcome of any given day in court. Mrs. Alexander indicated they keep track of certain information; on forms which are used. She noted it was not her group's original intent or mission to follow Evanston cases. She noted that in the last few months they have been paying attention more since receiving the tax bills. It was her opinion that HUMAN SERVICES COMMITTEE Minutes of 9/10/90 . . . Page 6 when a case reached the felony level that clients were better served by the Public Defender. Ald. Washington asked even if this service were eliminated would there be a direct reduction of taxes. Mrs. Alexander merely pointed out that they felt this was a duplication of services. Aid. Washington disagreed. She felt the Evanston Community Defender offered more; they offered follow-up, they go to houses, they do outreach. Another unidentified member of the court watcher group said if this is a legal service then restrict it to such. She noted that there are many social workers in the schools who she felt could work with some of these populations. Ald. Washington noted that there were many dropouts who comprise the population. Ald. Davis indicated she wanted to have a better understanding of the process used for evaluating these attorneys. She noted, from reviewing the evaluation form, that the group was looking at a lot more than the Public Defender. She noted only three questions out of fifty dealt with the Public Defender. Mr. Alexander stated that the key question on the form, in his mind, is would you like to have this person defend you. He noted that that Cook County Public Defender's office has a 85% to 959. approval rating. Ald. Drummer felt that hard evidence of unnecessary duplication was not yet present. He noted that when the Community Defender was first offered by the City the Cook County Public Defender's office was already in place. He felt it was important that the Evanston Community Defender defended younger people so that they could get their life together and go out and be productive. Mr. Alexander then asked if Ald. Drummer was conceding there was a duplication of services. Ald. Drummer asked if the group was prepared to say that one group was better than the other. Mr. Alexander said no, that there argument was that both Defender offices were the same which raised the question, why fund both. Ald. Feldman asked whether the court watcher group started out with an intention to investigate the two agencies or whether this came about as a result of incidental contact. The group indicated that this was evidence that began to be accumulated incidentally. They asked the Committee to ask the Evanston Community Defender for their hard evidence on recidivism, and turn aways. The Committee then called on Mr. Steve Bernstein, of the Evanston Community Defender Board. Mr. Bernstein introduced the members of the Board of the Evanston Community Defender, and staff members that were present. He noted that they had assembled many people this evening. He said if a question of "battlefield" had been raised, that the battlefield of the Evanston Community Defender goes beyond the criminal justice field; that they network with social service agencies. He noted that over the years, their client's age had come down; that there is an 18% recidivism rate; they have incorporated their so,.ial work program into the regular program. He noted that crime costs the Evanston community a great deal of r,.ney. He felt that Evanston Community Defender defendants have had their day in court; that they are treated with a little more dignity; that Malcolm Sharp, their social worker was, in his view, the best in the country. He noted that for misdemeanor HUMAN SERVICES COMMITTEE Minutes of 9/10/90 . . . Page 7 court, it could be argued there could be some duplication of services because clients are rotated in and out very quickly. He felt that most of the clients of the Community Defender were first time offenders; this was the ideal time to work with these clients from a social work point of view. Ald. Wollin asked whether it was theoretically possible that the social work component could be added by the City of Evanston to clients for the Cook County Public Defender. Mr. Bernstein indicated the problem with that is that social workers would have to work with different lawyers at each level of the judicial proceeding. He noted that the social worker was somebody, along with lawyers, who had a real stake in Evanston. Bill Parks, a member of the Evanston Community Defender Board, felt that one key was accessing the person following their arrest. Bob Roy, Community Defender, in response to Ald. Wollin, said the service had started as a purely legal service; that has changed over the year; they are now attending Multi -disciplinary hearings, school suspension hearings; that many of these are activities which the Cook County public Defender's office is prohibited from doing because those are considered civil legal proceedings. He had great praise for the individuals who worked in the Cook County Public Defenders office, but he felt it was the system in which they work. He noted that ECD was going to have a UBP objective this year for improving school performance. Ald. Feldman said that In his view, the question is in the final analysis, is the extra effort and vertical services worth it in terms of the impact on younger persons. He asked how that compared. An unknown woman from the audience and said she was a mother and that the Evanston Community Defender had defended both of her sons; they are both working now. She had very high praise for the Defender agency and would support it to the limit. Art Newman, of the Housing Commission, indicated that it was, in his view, not a duplication of service; that the Cook County Public Defender's office could not possibly serve all Evanston clients appropriately. He noted, for example, a potential hypothetical substance abuse case in which the family gets called in; they must wait six hours for an attorney, have a brief contact with him and then there are continuances; leading to a cycle of different lawyers and continuances that inhibits effective representation of that client. He characterized the program as a credit to Evanston. He characterized the Cook County Public Defender's office as over -worked, brittle and yet, it turned out to be many times a juvenile's first contact with a lawyer who may not care. He said the City should be proud of those services it finds. Dick Halec, Cook County Probation Officer, indicated he had been a probation officer for 23 years; had tremendous admiration for the Evanston Community Defender's office. He said that Evanston would have a much more serious juvenile crime problem without the Defender. He appreciated their presence at school and Department of Mental Health hearings. Also their work with the Department of Children and Family Services. He knew that Evanston was the only community in the area who had that type of service. He felt that Evanston should be very proud that they had funded these services. Jim Burt, from Family Focus, said that in his view, the Evanston Community Defender is a program which the residents of the 5th ward could trust. He HUMAN SERVICES COMMITTEE Minutes of 9/10/90 . . . Page 8 worked with the social work program at Family Focus. He questioned, in view of the fact that the Community Defender's caseload was minority, whether this inquiry was in any way directed at minorities. Caroline Hart, Evanston resident, stood up and said her son had been represented by the Evanston Community Defender; that they make a very strong effort to turn persons with bad behavior around. She noted that her son had now been in the Chicago Tribune as an Evanston High School football player; that the two attorneys and social worker for Evanston community Defender has stuck by her son, and he now feels he is part of the community. Bob Roy offered to provide any additional material to the Committee as Lhey desired. He was more than willing to speak to the court watcher group and would be happy to have anyone come visit the Evanston Community Defender any time. Ald. wollin clarified whether or not there were turn always at the Defender's office. Bob Roy said no one who is eligible for services is turned away. He noted that anyone who is turned away is, in fact, not eligible by income or residency. Aid. Wollin asked whether there was ever a consideration to implement a sliding scale. Mr. Roy noted that the standard used by the Evanston Community Defenders office was lower than the one used by the Human Services Committee. Having a sliding scale fee would not be terribly productive. 'Ald. Davis stated that no group is more concerned at this point in time about taxes than the City Council. However, she noted that being careful does not mean not spending money at all, particularly if spending money now could somehow impact costs down the road. Ald. Davis made a motion that based on the information presented tonight and all of the information which has been thus far made available to the Human Services Committee, the Committee saw no serious duplication of services with the Cook County Public Defender's office. Ald. Drummer seconded, and the motion passed unanimously. Aid. Feldman thanked all the members of the audience who attended and indicated that the Committee had learned a great deal. The Committee unanimously moved to adjourn at 8:58 p.m. j Jay W. Terry F� DRAFT -NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE September 24, 1990 7:30 P.M. Room 2402 PRESENT: Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wollin OFFICIALS Jeanne Fox, Sally Roethle, Carey Wright, Jane Volberding, ADD-EAFF: Dennis Ceplecha, Owen Thomas, Brenda Huff, Willie Hurd, C. Louise Brown, Mary Ann Moberly, Jay Terry OTHERS Donna Hriljac, Environmental Control Board, William Hoyer, PRESENT: Environmental Control Board, Marc Bermann, Karen Carlson, Sandra Donaldson, Susan Johnson, Gwendolyn Rucker, David Woodworth, all from Human Relations Commission PRESIDING: Ald. Feldman, Chairman CA TO ORDER, The meeting was called to order at 7:35 p.m. MINUTES The minutes of the September 10, 1990 meeting were considered. Ald. Davis and Ald. Lanyon requested numerous revisions. There will be a revised draft of the September loth minutes produced for the next meeting. With the revisions stipulated, the minutes were unanimously approved. ENVIRONMENTAL CONTROL BOARD PROPOSED BUDGET 1991-92 Donna Hriljac, Environmental Control Board (ECB), noted this would be the first year in which the (ECB) budget would not contain the Recycling Center. Ald. Lanyon asked why wood sales were no longer included in the budget. Ms. Hriljac stated it was a Recycling Center operation, and Dennis Ceplecha indicated it would be located in the Forestry budget. Ald. Lanyon inquired as to the amount of environmental education being done through the Environmental Control Board. 14s. Hriljac noted it was not a major activity of the ECB; it was something done much more by Keep Evanston Beautiful (KEB); they had produced some notices on cable television, public service announcements, and had participated in some hearings. She suggested it might be an area for more activity in the future by the ECB. Ald. Lanyon proposed that the $5,000 which the City gives to KEB could be moved to the Ecology Center budget. He noted they have one of the more extensive environmental education programs in the City and it would be a way to HUMAN SERVICES COMMITTEE Minutes of 9/24/90 . . . Page 2 coordinate the City's environmental education activities. Ms. Hriljac said that the members of the ECB work closely with KEB; that certain board members are members of KEB. Mary Jane Klein, President of KEB, introduced herself. Ms. Hriljac noted that KEB started as a part of the ECB. Ald. Feldman asked what percentage of KEB's total budget was the $5,000 from the City. Ms. Klein noted that the funds from the State of Illinois have boon cut. She noted that the City's S5,000 grant was very important; KEB's 1990-91 grant would amount to more than 50% of their total budget. Ald. Davis asked Aid. Wollin if she foresaw any problem with Ald. Lanyon's suggestion to move the $5,000 to the Ecology Center budget. Ald. Wollin felt that wheat the money was budgeted was not as important as the fact that the City needed to continue to support KEB. She felt that KEB did many beneficial things such as outreach and recycling awareness. She felt there were a lot of volunteer hours which were done at KEB; felt the real important part was continuing the City support and which program it was listed under was not terribly important. Ald. Lanyon stated that he felt his suggestion reflected the fact that there was extensive environmental education originating in the Ecology Center and that these programs could be better coordinated if they were part of the Ecology Center. Ms. Klein noted she would soon be participating in a planning meeting with Linda Lutz of the Ecology Center; that they are also working to become part of the core curriculum at District 65's Science curriculum. Aid. Lanyon asked Ms. Klein if she foresaw any problem with their $5,000 coming from a different department of City government. Ms. Klein said no. Aid. Feldman asked if the ECB had a problem, and Ms. Hriljac said no, that they work closely with Linda Lutz. Ald. Druiraner asked for clarification as to whether there would be any funding sources from the State and whether there was a intention to try and match the $5,000 from the City for KEB. Ms. Klein responded that KEB was doing private fundraising. Aid. Drummer questioned whether they would raise $5,000, but Ms. Klein was not sure. Ald. Drummer questioned why the Barton-Aschmann consultant project to draft an environmental policy for the City was not reflected in the ECB budget. Ms. Hriljac stated that the contract with Barton-Aschmann had been approved after the ECB budget had been passed last time. She said she had made an attempt to get it included in the budget, but was told it was not possible. Ald. Drummer thought it would be helpful and educational to have, as a footnote to budgets such as this one, a listing of the other related activities occurring in the City budget. For example, the ECB budget could have a footnote listing the other environmental activities going on. Ald. Feldman asked if staff knew of the status of payments to Barton-Aschmann for their project. Mr. Ceplecha and Mr. Terry both confirmed that $13,000 had been paid thus far to Barton-Aschmann. Ald. Lanyon asked what budget this was located in. Sally Roethle indicated it was General Contingency. M d. Feldman asked for a status report for the project. Mr. Hoyer indicated that the consultants are preparing a document right now for review; it is expected to be lengthy (in excess of 60 pages). Therefore, the Board had r HUMAN SERVICES COMMITTEE Minutes of 9/24/90 . . . Page 3 also asked if it would be possible to have an executive summary as well. He indicated it was constant effort to get the consultants to stay on track; however, in fairness to the consultants they really did not have many precedents to work from. The Board needed to continually remind the consultant to be Evanston specific; the Board is very vigilant in keeping the consultant focused; there are meetings going on with other department heads; for example, meetings with the Fire Chief, are proving there is still much work to be done. A significant amount of computer interfacing needs to go on so that all locations where various hazardous materials may be stored are known; there may be a need for case -by -case consultants as time goes on. He noted another board activity right now is monitoring state and federal environmental agencies response times to complaints. He inquired as to whether or not the City was interested in purchasing monitoring equipment of its ewn. Ald. Feldman asked what was the time frame for reviewing the report. Mr. Hoyer indicated they expected that at the meeting of October llth to review a first draft of an environmental policy statement. He felt that something could be in place for transmittal to the City Council by the first of the year. Ald. Wollin followed up on the comment that there might be case -by -case consultants. She noted there would be no money for it; that it is not in the budget under discussion. Ms. Hriljac said she had asked for $10,000 in the budget last year but was told the report: was not in. She stated that she was told you could not follow up on an ordinance which was not in place. Ald. Davis noted that she was getting a number of inquiries from constituents regarding the harmful effects of electro-magnetic fields. She wanted to know whether anyone on the ECB was investigating that. She asked where she could direct her constituents who have questions. Ms. Hriljac stated that Dr. Irving Miller of the ECB keeps the board abreast and notifies them of the latest articles. She indicated the ECB will continue to monitor this. Mr. Ceplecha indicated that any constituent inquiries could be directed to his. office. Ald. Feldman asked about the status of the noise ordinance. Ms. Hriljac noted that it was being considered by the Administration and Public Works Committee that evening. It was the consensus of the Committee that Ald. Lanyon's suggestion about transferring the KEB $5,000 from the ECB budget to the Ecology Center budget be held in Committee until the Ecology Center budget was considered by Human Services. CONSIDERATION OF FY 199I-92 HUMAN RELATIONS COMMISSION BUDGET Chairman Marc Bermann of the Human Relations Commission introduced all the Commissioners present, and he noted there were two vacancies on the Human Relations Commission. Ald. Feldman asked if the Mayor was aware of t#ease vacancies. Mr. Bermann said yes and noted that the Commission had some discussions relative to their expectations of what a new Commissioner should do. Ald. Davis asked whether there were any geographic areas of the City which needed to be represented on the Commission. Mr. Bermann indicated that the Commission was not as concerned about geographic areas of the City as that they have talked about the need for more Hispanic involvement in the HUMAN SERVICES COMMITTEE Minutes of 9/24/90 . . . Page 4 Commission and they are concerned about the quality of involvement of the individuals chosen, their level of activism. Mr. Bermann gave an opening statement in which he said last year, the Human Relations Commission came before Human Services discussing the dilemma of their focus; that they had seen the need for more education outreach, and a heightened awareness of their activities. As a result, they had moved Commission mlin6tings out in the community; they have held two thus far, one at Oakton School and one at the Fleetwood-Jourdain Community Center. He rioted that the meeting at Oakton School was dominated by the subject of re,altor relationships; that a number of dialogues had evolved, and it led to an application for a HUD grant for housing education. The meeting at Fleetwood, on the other hand, dealt with a number of community issues related to g,yrlgs, community services, and outreach. It is hoped that the Commission will have one more meeting an the north end of town. Susan Johnson stated a lot of people attended those two meetings; there were regular meetings held in the Civic Center in between those and a significant amount of follow-up to the issues raised out in the community. Mr. Bermann felt that a bi-product was that people believe that the Commission is accessible. He also noted that the Commission had a significant amount of activity in an attempt to improve and facilitate the census count in Evanston. He characterized their effort as successful as the rest of the country. He noted another major initiative would be participating with a program entitled "World of Difference" with the Anti -Defamation League; it is designed to improve race relations and break down barriers, and that there was an Anti -Defamation League Training Task Force they would be working with. Ald. Feldman indicated that the Commission's activities have, in fact, been noticed. He characterized them as being very proactive; he extended his compliments on the new Fair Housing brochure. Ald. Davis asked if anybody on the Commission was on the District 65 Task Force. Karen Carlson said one of the members who resigned was. Ald. Davis indicated there was i naed to coordinate and mesh with the school district. Ald. Feldman asked if anyone from the Commission had applied. Mr. Bermann said two persons did, including himself; the District 65 Superintendent told everyone that all appointments were to be made on a citizen at large basis rather than representatives of any particular group. He noted that Human Relations Co mI ssion members have all committed to attend school board meetings for the rest of the year. Ald. Davis asked if they intended on attending the Task Force meetings. Mr. Bermann indicated it was his understanding that the Task Force is going to break up into a number of small groups to research particular issues. He noted that the World of Difference initiative that he spoke about would also be conducted with the school district. Ald. Davis noted that the Chicago Commission on Human Relations was involved with some similar programs; celebrating diversity, and was establishing a number of partnerships and asked whether there had been any contact with Clarence Woods. Owen Thomas said Clarence Woods has come to a Human Relations Commission meeting; that Clarence Woods has considerable resources at his disposal to promote his programs, and that Mr. Woods had indicated an HUMAN SERVICES COMMITTEE Minutes of 9/24/90 . . . Page 5 interest in working with the Evanston Human Relations Commission. Ald. Davis commended that initiative. Ald. Davis asked about the Commission's six objectives for the coming year. She noted that the first five objectives all have timelines and are much more measurable. She noted that for the last objective, there was no measure and encourages! the Commission to come up with a more measurable outcome. Mr. Hurd indicated that particular objective was tied to the HUD grant application, and in the application the Commission had indicated that it would reach 100% of all real estate agents and seven community groups; that they are working with a number of consortiums of real estate professionals. He also indicated that it was their intention to work with the Evanston Neighborhood Conference to see what efforts could be made together to educate on fair housing. Mr. Bermann said it might be easy to determine that some cause and effect between Commission training and complaints going down, and indicated that the Commission would be monitoring that very closely over the coming year. Ald. Davis asked if the Commission intended to comment to the Zoning Commission on Fair Housing issues as they rewrite the ordinance. Mr. Hurd indicated that Mary Ann Moberly of the Commission staff was very active with the HMI -PEER Group. Ms. Moberly described HMI -PEER as a consortium of groups dedicated to promoting and facilitating the establishment of homes for the mentally ill and developmentally disabled in Evanston. Ald. Lanyon asked some questions about the federal funding of the Commission. He noted a heavy reliance on receiving Community Development funding. He asked whether that had been approved. Ms. Roethle said it was a staff recommendation to the CD Committee subject to CD Committee approval. Ald. Feldman asked if then if all the fair housing activities were either supported by HUD or CDBG and not the City's General Fund. Owen Thomas confirmed that. Ald. Wallin asked about Crossroads; she noted it was down to two issues. She questioned whether it was effective. Brenda Huff said in a recent survey they had asked for feedback to the Crossroads. People described it as being useful but not needed as often, and when faced with some of the budget constraints, the staff felt they needed to reduce the number of issues. Mr. Bermann said the Commission has also thought about ways to cooperate with other newsletters which are published. Ald. Feldman asked whether there had been any use of HIGHLIGHTS. Ms. Huff said HIGHLIGHTS is used to highlight City events, whereas Crossroads was used to publicize neighborhood group events. Ald. Feldman asked how often HIGHLIGHTS comes out, and Ms. Roethle responded every other month. Ald. Feldman directed the Human Relations Commission staff to utilize HIGHLIGHTS, and felt it was a good idea. Ald. Davis suggested that they could also prepare copy for newsletters put out by other neighborhood groups. She questioned whether any publication put out only semi-annually might not have a great bit of stale information. She also asked regarding how much money was cut. Mr. Thomas said it was originally a $300 line item which had been cut to $200. HUMAN SERVICES COMMITTEE Minutes of 9/24/90 . . . Page 6 CONSIDERATION F HEALTH DEPARTMENT REVIEW Ald. Davis noted that in the memo which had been transmitted to staff, there were certain cost increases which appeared to be very substantial and needed further explanation. Particularly in the Family Planning Clinic where the cost per visit ,dumped from $1,126 to $6,153 in the past three years. Ms. Brown said they were very concerned about this increase and were examining it. She stated they were contemplating establishing a separate clinic at Family Focus, looking at quality assurance issues, patient flow, and will continue to target those who can not go to private sources. Aid. Davis said you are only serving 2/5 of the patients you were three years ago; that certain costs have to have gone down; if they haven't, why not? She inquired as to why we were not cutting down the size of the program. Ms. Brown said that would mean cutting down to one day; eliminating positions; the amount of nursing time has to be reduced. Ald. Wollin asked if there was a nurse at the high school. Ms. Brown said no, we do not have a nurse there. Ald. Wollin asked if the District 202 nurse could do family planning; is there some board policy against it. Ms. Brown was not sure, only that they were not doing it now. Ald. Feldman asked if visits would increase the reimbursement. Ald. Feldman noted that a goal was to improve outreach. He said this always raises the question of whether the need is not being met or are we creating a need. Ms. Brown felt that the need was clearly not being met; that there was a need; there has been no decrease in teen pregnancy, and that sexually transmitted diseases were, in fact, on the increase. Ald. Washington asked if the entire element was being moved to Family Focus, and Ms. Brown responded no. Ald. Washington opposed cuts in this program, favoring instead more outreach. Ald. Wollin asked what kind of family planning is available at each hospital. Ms. Brown said both hospitals have it, but she did not know the rules by which people access it. Ald. Feldman noted that the increase you are talking about would not bring that much additional money. Ald. Feldman said often we identify a need and then serve those individuals here; we can't reach the persons; we don't know why. He said if visits to the clinic have decreased, we should cut back. Ms. Brown said you will see changes in this budget. Ald. Feldman asked if that means a reduction in costs. Ms. Brown said there would be a better relationship of costs to service. Ald. Feldman asked if there were any unoccupied doctors and nurses. Ms. Brown said the City has a nursing shortage like everyone else; the Family Planning Clinic staff back up the Sexually Transmitted Diseases staff, yet all the costs are allocated to the Family Planning clinic. Ald. Lanyon said he was also disturbed by the lack of a demonstrated need. There has been a dramatic drop in the numbers used. Ms. Brown said the problem was always bringing the services to the clients who need them most. Mr. Terry stated this was symptomatic of other services trying to reach the hard to reach youth; there was general agreement that teen pregnancy was a problem, and yet how to reach that population which needed those services and HUMAN SERVICES COMMITTEE Minutes of 9/24/90 . . . Page 7 engage them was always difficult. Ald. Davis said she was always concerned about access to health care; that it is a very top priority. However, we know the need is out there; she agrees with the things that are identified in the memo, but the reality remained that the service level is still down to a much lower number. She suggested both structural changes and an overall reduction in costs. She felt that even with an extensive outreach campaign and other program improvements, it would certainly never come back to the level identified in the 1987-88 budget year. Ald. Washington indicated that she felt the move to Family Focus will, in fact, reach more parents and reach more teens and adolescents, and she would like to see the Department of Health given the opportunity to explore more options. Ald. Feldman asked if the WIC Program involved a home visit. Ms. Brown said no, the client comes to the Health Department for a general health assessment. Ald. Feldman noted that program had also received less referrals. Ms. Brown said yes it has been down the last couple of years, but noted an increase this year. Ald. Drummer asked why 1988 was the base line for comparison. Ms. Brown indicated this was an old budget memo from that year which had been prepared by the City Manager for distribution to the Council. It was distributed to the Human Services Committee a few weeks ago as part of Ald. Nelson's reference, and that members of the Committee had asked for the cost figures to be updated to the current year. Ald. Drummer asked regarding the required programs. What is the advantage to being certified by the State of Illinois. Ms. Brown said it was a combination of prestige and funding; that it did make the department eligible for more State funding. However, in addition, State certification was something that was sought. Ald. Drummer noted that everyone on the Committee saw there was a need to get the costs of the program in line with the service level. Mr. Terry inquired as to the Committee's pleasure; that previous ideas which had been noted were to contact the two hospitals and Northwestern University, which staff had not done at this point. Ald. Lanyon asked if that inquiry would include lab services as well. Ald. Feldman said he saw no harm in increasing the Committee's knowledge; did not want to cut off the review of this issue at this point. Ald. Davis asked how much staff work would be involved. She said her major concern with exploring private options was a concern about cost control in the future; that to give the service to either hospital, they could act as a monopoly resource. She wanted that issue addressed very closely. Ald. Feldman agreed, indicating it was all part of the equation in reviewing it. He inquired whether the Dental Clinic had all appointments filled. Ms. Brown said yes. Ald. Washington said her service on the Township Committee led her to believe the charges at Evanston Hospital are astronomical. Ms. Brown said another issue would be sexually transmitted diseases and communicable diseases, services which are not currently provided by the hospitals at this time. Ald. Washington asked if the Committee was willing to eliminate the Health Department, and if not, this review is a HUMAN SERVICES COMMITTEE Minutes of 9/24/90 . . . Page 8 waste of time. Ald. Lanyon felt the staff analysis of some of these issues was appropriate and needed to be done. Ald. Feldman said he suspected that the Committee would ultimately find out that it was in agreement with some of Ald. Washington's points, but that cost figures were necessary to back up those arguments. Ald. Wollin indicated that in some instances, the Township has negotiated a set fee which has been financially advantageous to the Township. She felt that certain arrangements can he made to work out reasonable costs. Aid. Lanyon saw some duplication in program elements. He noted that two different program elements had lead screening programs. Ms. Brown said those are two different levels of programs. The Committee concluded its discussion of the Health Department. Ald. Feldman noted that he had directed Mr. Terry to send Youth Advocacy Program minutes to the Human Services Committee. The meeting was adjourned at 9:05 p.m. qt�k V. Jay W. Terry DRAFT -NOT APPUM MINUTES HUMAN SERVICES COMMITTEE October 8, 1990 7:30 P.M. Room 2402 PRESENT: Aid. Davis, Drummer, Feldman, Lanyon, Wollin ABSENT: Ald. Washington OFFICIALS Jane Volberding, Carolyn Wanner, Harvey Saver, Debbie AND STAB: Sundblad, Judy Aiello, Adina Romain, Catherine Spriegel, Mary Ann McCudden, Helen Leister, Vince Adamus, Sally Roethle, Richard Grodsky, Carey Wright, Don Colleton, Bob Rutledge, Jeanne Fox, Jay Terry PRESIDING: Ald. Feldman, Chairman CALL TO ORDER The meeting was called to order at 7:38 p.m. MINUTES The Committee unanimously approved the revised version of the minutes of the meeting of September 10, 1990. Regarding the minutes of September 24, 1990, Ald. Lanyon asked that on the bottom of page 6, last paragraph, the second sentence be revised to read: "There has been a dramatic drop in the number of patient visits used in the cost analysis." With that addition, the minutes of September 24 were approved unanimously. COMMUNICATIONS Leadershin Training Program Evaluations Ald. Wollin indicated she was pleased with the success of the first year of the program and noted that some significant changes in the program had been recommended. She asked for clarification of those recommendations. Mr. Grodsky said that the recommendations include more field trips, more out of town activities, and more role playing type activities. Ald. Davis noted that there were more Youth Advocacy program (YAP) clients in session two; with more attention from the YAP workers to the youth in that session. She asked Mr. Wright if he would characterize the program as being successful. Mr. Wright said he noted an overall benefit to the clients that participated; however, he noted in his memo that he had identified some issues which stood as a barrier to success. } Human Services Committee Minutes of 10/8/90 . . . Page 2 Ald. Feldman asked if there was any proposal for an evening or after school program as a continuation of the Leadership Training Program. Mr. Grodsky responded that the Recreation Department has talked about such and that they are still considering the issue, perhaps on a weekly or monthly follow up basis. Ald. Feldman asked if they did such follow up sessions would there be a willing response from the participants. Mr. Grodsky said he was sure there would be from Group I participants; that it might be a little bit more difficult to follow up on the Group iI participants. Ald. Davis asked about the suggestion of using some of the successful participants as trainers for next year's program. Mr. Grodsky said that idea was also under consideration; there was some difficulty in implementing that suggestion. Ald. Lanyon questioned whether the list of activities such as trips and tours weren't more passive types of activities. Mr. Grodsky responded that the tours that were involved were very structured; a behind the scenes type of tour not usually available to the general public. Ald. Lanyon suggested that perhaps industry tours could be added to this in the future. Mr. Wright noted that the trip of taking youth to the zoo was for certain youth a major journey out of Evanston, which they had not done before. He also noted that the trips required the cooperation of all clients, particularly to end individual disruptive behavior. Ald. Drummer asked for the racial makeup of the participants of the program. Mr. Grodsky said in Group I there were six minorities and two non -minorities; Group II contained seven minorities and one non -minority. Ald. Drummer asked if there was any racial tension noted in these sessions. Mr. Grodsky said no. Mr. Wright responded that the group tended to divide more along male -female lines rather than racial; that the groups did not come together as a group in terms of male and female. Ald. Drummer asked for more information on how Recreation was able to work with YAP. Mr. Grodsky stated that the YAP and Recreation staffs originally go together to identify youth who could benefit from this program. He noted there was a difference between Session I and Session II. Session II was more YAP clients; they were closely monitored by the YAP staff, He characterized it as being good cooperation between the programs. Mr. Aright noted that Recreation staff and YAP staff had met together to evaluate the program at the end of the session. Aid. Lanyon asked for clarification of the comment in the staff memo that there were geographic barriers that prevented full participation. Mr. Wright indicated that there were certain youth who lived on the south side of Evanston who were reluctant to participate in a program that was based in Mason Park; that there were safety issues involved, particularly as they related to gangs and turf. Ald. Drummer asked what the cost figures were for the program. Mr. Grodsky responded that the program had generated $1,600 in revenue, but that when the total cost of the program was considered, the cost was Human Services Committee Minutes of 10/8/90 . . . Page 3 $1,200. Ald. Drummer did not agree with any characterization of the program as having lost money. He felt the $1,200 was an excellent investment in high risk youth. Mr. Terry clarified that the total cost to the City as a whole had been higher in that the YAP budget had paid for the Leadership Program for the YAP clients. Aid. Feldman asked what would be the movement towards next year; what were the recommendations. Should the size of thn program increase; the number of programs; or would there be multi -sessions. Mr. Grodsky said that for the first year the staff was very happy with the numbers which they experienced. They would like to expand the program next year; would like to hire additional counselors. Ald. Feldman asked if the participants in the program had carried any message back to the community, was there any sense of whether or not that had occurred. Mr. Grodsky responded that other youth who were not participating in the program saw many of the games that were being played and wanted to join in. He said it would be interesting to see next summer if there was any word of mouth about the program. FARMER'S MARKET COMMISSION PROPOSED FY 1991-92 BUDGFT Ald. Woliin noted that the current expenditure level was down, and yet the budget for next year was proposed at a maintenance budget; wanted to know why the budget had not been lowered to be more in line with current expenditures. Ms. Aiello responded that the proposal last year was to hire someone on a part-time basis to check on the farms from where the products were coming, and that did not occur, and also funds had been included for a new banner which was not produced either. She noted that next year the Commission planned to develop a cooperative program with the City of Chicago for doing farm inspection, and also the intention was that the banners would be completed next year. Ald. Davis asked for clarification for the Commission's "90%-10q" rule. Ms. Aiello explained that vendors at the Farmer's Market were supposed to sell whatever products had been identified as being their primary product. She noted that some of the farmers, in order to have product to sell the entire period of the market, diversified extensively. She noted that there had been some complaints about not all the products being sold as being home grown. The Commission felt that it would be easier to say a vendor was either approved or not approved and not monitor the 90%-10% split. Ald. Woilin noted that there is a perception that the percent of products sold at the Farmer's Market that are non -edible has increased, and asked Ms. Aiello whether there was fact behind that perception. Ms. Aiello responded that there has been an increase in the number of farmers who are selling cut flowers and painted pumpkins. Aid. Lanyon asked whether or not the new rules would discourage participation. Ms. Aiello indicated she hoped that was not the case, but would encourage the farmers to have crops available earlier. Aid. Wollin felt that the Farmer's Market was a wonderful service of the City and commended the Commission for their work. Human Services Committee Minutes of 10/8/90 . . . Page 4 OMMISSION ON AGING PROPOSED FY 1991-92 BUDGET Ald. Lanyon asked for clarification between the role of the nursing home Ombudsman and the Long Term Care Division of the Health Department. Ms. Wanner responded that the Department of Health has a regulatory function whereas she is responsible for investigating complaints about residents' rights. Ald. Lanyon asked aren't those complaints on issues resolvable under our Long Term Care Ordinance. Ms. Wanner said yes, but she has no citing authority. Ms. Volberding pointed out that the Ombudsman does a great deal of mediation with the resident, one on one. Ms. Wanner also noted she does a considerable amount of consultation and training. Ald. Davis expressed her concern over the budget that had been proposed. She understood the impact of having to come in with a zero increase budget. She noted the transmittal memo had a long list of services which the Commission indicated would not be completed if the budget were approved with a zero increase. She noted that the Commission was saying they were looking for room on their overhead budget; however, she noted that some of the activities which are targeted for elimination seemed to go beyond the overhead budget. She noted that many of the projected activities seemed to go down; that there was only one objective identified for next year, and she questioned how overhead related to objectives which related to Commission staffing. She sought clarification of the relationship between those three. Ms. Volberding felt that overhead was the wrong term to be used. She noted that without an adequate printing budget many of the public information pieces could not be produced. Aid. Davis asked about how advocacy was impacted by these cost reductions. Ms. Volberding noted that many of the publications which are obtained through the Books and Publications line item give the Commission staff information that help them in terms of doing State or national advocacy; that in the future their advocacy will be limited only to local areas, focusing on local issues. Ms. Volberding felt that Evanston would no longer serving the older adult adequately; that Evanston's leadership role in serving the older adult would be scaled back. Ald. Davis asked about more information about the single objective proposed in the budget. Ms. Volberding said the objective is related to ombudsman services; that it is proposed that the ombudsman service continue at full strength. She noted there will be no funds for a community resource fair. Ald. Davis inquired as to why staffing of the Commission stays the same if certain activities were no longer to take place. Ms. Volberding responded that citizen inquiries still continued to come in; that a reduction of budget will not lead to a reduction of demand for services. She also noted that the ombudsman program will continue full time. Ald. Lanyon echoed Ald. Davis' concern and felt that if programs were being cut out there should be some reflection in personnel reductions. Ms. Volberding responded that as an example, a newsletter which the Commission produced was written by a committee, but the budget was necessary to both produce it and mail it out; that printing and postage budgets were necessary = to get that type of advocacy piece out. She felt that if the Commission.was going to provide full support to the ombudsman program, other programs would E have to suffer. Ald. Wollin asked if any of the Commission activities could Human Services Committee Minutes of 10/8/90 . . . Page 5 be revenue producing activities. Ms. Volberding said the Commission has looked at this issue before; not sure whether or not they should charge, particularly when they serve those who can least afford to pay it. She felt that the Commission did not see itself as revenue producers. Ald. Feldman asked for some cost figures regarding those services which were targeted in the memo for being discontinued; asked for cost figures regarding the directories, the educational forums, and the intergenerational initiative. He also asked for more information about the loss of bus transportation; how much that was subsidized by the Commission. Ms. Volberding also noted that Commission home visits will decrease. Ald. Davis asked for clarification of that; what was no longer in the budget that would cause that to happen. Ms. Volberding noted that her automobile allowance and the training and travel line items had been cut. Ald. Drummer felt that some of these line item cuts were very small but appeared to have a very big impact, he asked for more information about what the additional cost would be to keep the Commission at a maintenance budget. Ald. Feldman indicated that was his question as well. Ald. Drummer noted that the Commission had submitted two budgets and one of them reflected no cuts. Ms. Volberding responded that neither of the budgets that had been proposed contained no reduction of services. She estimated that a total maintenance budget for the Commission on Aging would have a real increase of 2.6%. Ald. Drummer felt it was the responsibility of boards and commissions to advocate for what they need. He felt it was unfair to ask for a zero percent increase budget and also asked the Commission to fulfill all of its responsibilities. Ald. Feldman agreed; felt it was not appropriate to build an organization and then not allow that organization to fulfill its mission; felt there may be some question as to whether the Commission on Aging could reasonably fulfill its mission with that budget. He asked that the Commission staff prepare an itemized list of the cost of those items which had been removed from the budget in order to meet the zero percent increase. Ald. Lanyon asked questions regarding the clerical support of the Commission on Aging. Ms. Volberding noted that improved documentation and recordkeeping was very important to the Commission because the ombudsman program makes them subject to a number of formal evaluations and audits. REPORT OF THE YOUTH ADVOCACY PROGRAM (YAP) ADVISORY COMMITTEE Ald. Feldman commended the YAP Advisory Committee. He characterized their report as a unique and remarkable document reflecting an honest and frank approach. He felt it reflected well on the Advisory Committee. Ald. Drummer indicated he was delighted to see the document. He was familiar with a number of recommendations the YAP Committee had made. He was happy to see that YAP had initiated a discussion of these issues. Ald. Davis also indicated she had a positive reaction to the honesty to the YAP paper. Her question was on a practical level noting that the paper described problems so far reaching, complex and systemic, and that the Human Services Committee was forced to deal with the practical considerations of budget in addressing problems which are not easy to solve immediately. She asked for guidance in terms of what the Committee was suggesting on a short term basis. Human Services Committee Minutes of 10/8/90 . . . Page b Con Colleton introduced a number of members of the Advisory Committee that were present. Mr. Colleton expressed his concern that programs for youth were under intense budget scrutiny; that the YAP Committee felt it was appropriate to send a report indicating that dollars for high risk youth were very important. He was concerned that funds would be let go and be lost in budget discussions that would not be targeted to youth services again. He noted that the Advisory Committee had been asked to try a coordination model when YAP was created and has been asked to report back to the Human Services Committee on a regular basis; that after considerable review of the accomplishments of YAP that there was still a belief that the concept of better coordination would have benefit to youth; that the concept was sound, but that given the current environment and the limitations on agencies and families and other factors, that YAP in and of itself has not been able to have significant improvements in the youth; that the Committee saw itself as looking at the larger picture trying to get some of the agencies in town on that same service wavelength. He noted that if dollars are available for at risk youth, they should identify those dollars as being for at risk youth; that the existing service of network agencies should be pressed to say whether they can or can not deliver these services. He summed up by recommending to the Committee that the dollars currently allocated to programs for youth be held and continue to be allocated for youth; that there be a continuation of the basic concept of YAP, and that what was necessary was a larger, deeper, and broader commitment to improve the status of youth. He did not have an exact blueprint of how this new model of service to youth would look, but he did not wish to have concerns about YAP translate into an elimination of dollars for youth. Ald. Lanyon noted that YAP was born out of issues relating to competing agencies. He felt that was a problem that would just still exist. He asked whether YAP needed a bigger stick or more dollars to improve cooperation with the program. Mr. Colleton responded that the services need to be on site and persistent; that it requires a different type of service. He noted the Committee now has a discreet list of concrete services. He noted that the original 1987 proposal which created YAP very clearly stated that there needed to be more dollars for the agencies serving youth. He noted that serving this population is expensive; however, he felt that if expenditures were not made, it would come back as increased cost detrimental to the community in the future. Aid. Feldman characterized Mr. Colleton's comments as asking the Aldermen to put faith in a new effort, a new effort that was loosely defined in concept, planning and funding with only a slightly greater chance of success. You are asking the community to re-evaluate its pledge to its younger persons. He noted there is competition; the kinds of recommendations contained in the report were so significant. He felt that YAP was asking that the program be funded as is, just so the dollars would not be taken away. Mr. Colleton responded that the dollars spent by YAP would be well spent, and he felt any investment youth was important. Ald. Feldman indicated that the impression conveyed in the paper was that YAP had not significantly impacted those persons served. Bob Rutledge indicated that he wished to clarify some of the issues. As a member of the YAP Advisory Committee, he said that YAP was created in an Human Services Committee Minutes of IO/8/g0 . . . Page 7 effort to measure the effectiveness of advocacy, coordination and outreach. He noted that in that context, the program had successes, referrals were made to a number of agencies, and families had been engaged in the program; but within a larger context of forces within the community - forces which touch the families which YAP can not begin to address; that YAP could not impact on larger social issues. Aid. Lanyon felt that the program had done well thus far. He noted they had a number of personnel problems. He questioned where the general thrust of youth programs for the community was at this time. He noted that the three difforent committees listed in Mr. Terry's memo; that there needed to be some overall look at all of these committees. !ie noted that if Evanston was able to solve these problems there would be national implication. Aid. Wallin commented that in terms of everyone being in step and speaking with one voice and having a clear message, the report she receives as a member of the Police Services Committee indicates that gang related incidents are declining and that numbers are down. The impression she gets from the Police Department is that they have a handle on the gang problem and feel it is under control. Yet she hears reports that there has been a dramatic increase in gang activity. Ald. Feldman asked Mr. Terry to try to get some further information to the Committee that would reconcile those figures. Aid. Davis stated she was impressed by the work of the YAP Advisory Committee; that they had done an excellent job in addressing the larger picture of issues impacting youth. She expressed some concern regarding the narrowing of the issue of youth to at risk youth. She felt that these youth Issues needed to be addressed and fit into a broader context regarding a community -wide commitment to serve all youth. It is difficult to reconcile serving the narrow target of at risk youth and also being in keeping with the broad commitment to all youth. Mr. Colleton indicated that it is an issue which the YAP Advisory Committee had struggled with. Aid. Feldman asked that staff contact former Police Chief William Logan and determine his timetable for submitting recommendations from the At Risk Committee were, and that be placed on the Human Services Committee agenda in the future. Ald. Feldman felt the YAP report was the beginning of a long process for reviewing City programs that would address the needs of all youth. It was his hope that the ultimate outcome of these meetings would be a mutually acceptable and optimistic resolution. The Committee moved to adjourn at 9:03 p.m. r Jay W. Terry QRAFT-NOT APPROVEn MINUTES HUMAN SERVICES COMMITTEE October 22, 1990 7:30 P.M. Room 2402 PRESENT: Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wollin OFFICIALS Linda Lutz, Richard Grodsky, Joyce Thomas, Don Bullen, AND STAFF: Sally Roethle, Vincent Adamus, Martha Logan, Joe Zendell, Don Wright, Charles Anderson, Paul Gottschalk, Jay Terry OTHERS Mary Anne Cappo, Pres., Library Board; Doris Wollin, Y.P., PRESENT: Library Board, Ann Kepler, Sec., Library Board; Matt Brackett, Sheila Davis PRESIDING: Ald. Feldman, Chairman CALL TO ORDER The meeting was called to order at 7:35 p.m. MINUTES The minutes of the October 8, 1990 Human Services Committee meeting were unanimously approved without correction. COMMUNICATIONS, Recreation Deoartment October Proqram Narrative This communication was accepted. Resnonse to Inouiries reaardinq Arts & Recreation Magazine Ald. Davis asked regarding Option w5 of utilizing the Pioneer Press, whether that would have an effect on cost. Ms. Logan responded it may; we don't know at this time; Pioneer Press still has to put some estimates together. Ald. Davis commented that she would expect comparability with the current costs. Ald. Feldman noted that the Recreation Board and the Arts Council would like the Human Services Committee to endorse developing and receiving bids under the current format and options 1, 2 and 4. He characterized the memorandum for this evening's meeting as being very thorough. Ald. Davis moved that the Recreation Board and Arts Council be authorized to procure bids for the magazine under Options - Current Format, 1, 2 and 4. Mr. Grodsky noted that because of the publication schedule and the fiscal year calendar the Recreation Board and Arts Council will be coming back to the City Council next month with a request to fund the changeover issue for the new schedule. He noted that in the event one of the other options ❑utlined in the memo work out and there are cost savings, they HUMAN SERVICES COMMITTEE Minutes of 10/22/90 . . page will come back to the City Council at that time and inform them. Ald. Davis clarified that Option #5, rather than a separate option, was really a means to implement the other options. Ald. Davis' motion was approved unanimously. Response to inquiries regarding Commission on Aqinq Proposed Budqet Ald. Drummer felt that the $2,600 needed to fund a continuation budget for the Commission on Aging was a small amount of money; that while it may be inappropriate to make a formal motion now, he was hoping the Human Services Committee would recommend it at a later, more appropriate time. Ald. Washington indicated that if Ald. Drummer was prepared to make a motion she would be prepared to second it. Ald. Davis recommended the Committee not approve a formal motion now. She felt the memo from the Commission on Aging was helpful, but that the Human Services Committee should not commit now to endorsing any increases for any of the boards and commissions. She noted that even if all boards and commission and departments are able to come in at a zero increase budget, the City still faces a $2.5 million dollar deficit. She felt it was not fair to other boards and commissions to endorse an increase for one commission at this time. She was not comfortable with the possibility of one board or commission having a "favored nation" status. Ald. Wollin concurred with Ald. Davis' feelings. She could not support any additional money to the Commission on Aging at this time. She still did not understand why certain activities could not be done at a zero increase budget, and she did not want to send a signal to encourage other boards and commissions that budget increases would be approved. Ald. Lanyon expressed his agreement with the remarks of both Aid. Davis and Ald. Wollin. Ald. Drummer responded that he was willing to always plead the case for maintenance fo services. He hoped the Committee would never be in a position to say no to maintenance of services. He recommended that whatever budget cuts need to occur, that it be done out of bricks and mortar and that the social and human services be supported to the fullest extent possible. He noted that' aging services were very high on his list of priorities. He was unable to forsee where in the budget process the Council will ever be able to reach consensus. Ald. Feldman responded that he did not hear in any Aldermen's comments any lack of support for the programs of the Commission on Aging, but he felt it was worthy of an inquiry to see if there were other ways to achieve the same end results. He did not believe the Committee had fully investigated all the possibilities. He noted that members of the Commission on Aging had come to the Committee and said without this $2,600 we will not be able to do all of our programs; however, the Alderman was not clear that the case had been made. Aid. Drummer said he understood the process, but he expressed his misgivings about anyone feeling the Commission on Aging should do some private fundraising. He was not opposed to a thorough investigation of the Commission on Aging's budget request, and did not wish to have a formal motion in place at this time. Ald. Feldman noted that all the boards and commissions coming before the Committee were trying to provide services. Ald. Drummer stated he is not willing to watch human services be cut during this budget process. Ald. Washington stated she felt the same way; if there has to be cuts they should not be in human services; J HUMAN SERVICES COMMITTEE Minutes of 10/22/90 . . Page 3 that while she supports the Arts and Recreation Magazine, she would rather cut it than human services. Ald. Lanyon said no one was talking about cutting anything. He felt the Commission on Aging presented their budget in an all or nothing fashion, and that it was worthy of another investigation. Ald. Washington again stated that if cuts had to be made they should not be cut from human services programs; that she would not stand for any cuts from needy people. Ald. Feldman noted that one of the reasons the Arts and Recreation people were present at the Committee meeting this evening was a Human Services Committee concern about the cost of the magazine. Therefore, all programs were undergoing similar scrutiny. He noted that the seven line items listed in the Commission on Aging's budget as needing extra Funds did not all relate to services to citizens and that budget reductions were not all necessarily service cuts. aPOS D 1991-92 ECOLOGY CENTER BUDGET Sheila Davis, of the Evanston Environmental Association, noted that the goals of the Ecology Center were to increase community awareness and a community -wide concern for the environment. She noted in the past year there had been a 17% increase in revenue and a 467. increase in program hours; that there were currently waiting lists for many of the Ecology Center programs, and that the goals for the coming year were to improve long range planning and increase the Ecology Center's community profile. Ald. Drummer asked for clarification of a fall program that was to occur on the west side. Linda Lutz characterized it as a pilot program at the Fleetwood-Jourdain Center; it is more of a drop -in type program as a way for the Ecology Center to determine the level of interest in programming and to help the center decide the most effective way to program. She noted this program is in its third week and she characterized it as being successful thus far. Ald. Drummer asked about the projected membership rise from 357 to 500. Ald. Wollin clarified that membership was 407 currently. Ms. Lutz said the numbers mean that the center would like to have 100 new members by year end while keeping all the current members. Ald. Davis noted that in earlier Committee discussions there had been a proposal made to shift the Keep Evanston Beautiful Grant from the Environmental Control Board budget to the Ecology Center budget and asked if there was any reaction to that. Sheila Davis said she would have no problem with that at all, as it is just a pass -through of the money. Aid. Lanyon stated that the idea behind that shift was a hope for a better coordination of environmental education programs. Ald. Drummer asked about Objective T3 regarding environmental curriculum and whether or not that was to be taught at schools. Ms. Lutz responded that historically, they have done on site programs at the Ecology Center; that there was a pilot program last spring regarding recycling at the schools themselves. She felt the Ecology Center wanted to take more programs in the schools, hopefully to increase curriculum mandates, and also as an opportunity HUMAN SERVICES COMMITTEE Minutes of 10/22/90 . . Page 4 to get some funds. Ald. Drummer asked whether environmental issues were now in the curriculum. Ms. Lutz said there were some mandates in the Science curriculum. Ald. Wollin wanted clarification on the membership difference from 357 to 407. Ms. Lutz said there are 50 "Life" members in the Ecology Center; that there are 357 annual members, and if you add the 50 "Life" members there are a total of 407 members. Ald. Wollin noted that there needed to always be cooperation and dialogue between Keep Evanston Beautiful and the Evanston Environmental Association. In her view, there was no problem currently with the level of coordination between the two. Ms. Lutz noted that the two organizations do have cooperation meetings and mutual planning meetings. Ald. Wollin commented that volunteers are becoming more difficult to find and that the two organizations might need to pool their resources in the future. Ald. Davis commented that the extent to which the Ecology Center can raise revenue, the Human Services Committee has appreciated their efforts. She asked what the real impact would be of the cutback in full-time equivalent hours in the proposed budget. Ms. Lutz said there would be no impact at all. PROPOSED 1991-92 LIBRARY BUDGET Mary Anne Cappo introduced the Library Board members that were present. She wanted to formally recognize both the fine library staff and the board members for their service. She noted that to meet the budget guidelines the board eliminated two part-time positions; they did so very reluctantly; they were very reluctant to reduce any collections in the libraries; that the library Director looked very carefully at staff; she wished the proposal could be otherwise. She noted that the board's wish list, if extra funds were to be identified. Number one would be to reinstate the positions which had been cut, and their second priority would be to increase Sunday hours as the library is experiencing very heavy Sunday usage. Ald. Davis asked about the two positions in Public Information; what kind of training was needed; wondering if they were positions capable of being staffed by graduate students in Library Science. Mr. Wright explained that they would be looking for expertise in public information and public relations, not library science; this was a position created under the Per Capita Program; that library expertise was not needed but rather public relations, as the person is responsible for flyers, press releases and in -library displays. He said the recommendation to cut was made because after review it appeared to be the position least related to the actual mission of the library. Ms. Cappo clarified that it was hoped that some of the duties of these positions would be done by other staff. Ald. Davis asked if there was any chance to access volunteer help. Mr. Wright noted that in the past the Friends of the Library have asked for specific volunteer help with certain expertise areas; it is very difficult to find those individuals willing to give three to four hours per week on a committed basis. Ald. Feldman asked if any approaches had been made to Northwestern University. Mr. Wright indicated an inquiry had been made to the Medill School of Journalism with no results. HUMAN SERVICES COMMITTEE Minutes of 10/22/90 . . Page 5 Ald. Wollin was interested in receiving the attendance figures for the south branch; that there was some difference in the attendance numbers being listed for the two branch libraries. She noted the new objective for Children's Services to be more flexible in alternative times. She commended the library for having that objective. She asked if the library staff had any wild guesses as to library usage by Northwestern students. Mr. Wright indicated it would only be a very rough estimate; that they have tried to develop that in the past and really came up with no usable numbers. Ald. Drummer said in view of the fact that a new library should be built soon, whether there was anything in their maintenance schedule that couldn't really wait. Ms. Cappo responded that some capital purchases are being put off; that the library furniture has been characterized as worn and dilapidated. Mr. Wright said there is no long term maintenance being done at all. Ald. Drummer asked about the restoration of the large planters and improving the electrical system. Mr. Wright said both items were in the budget as a result of a City safety inspection. With regards to the planters, restore is the wrong word as it is just to be grouted so it will be held together; that the electrical box was very, very old. He noted that these items were not specifically code violations but they were safety recommendations. Ald. Feldman commended the Library Board for the process they had used; their commitment to avoid budget increases and decrease staff if necessary, but noting that the work needed to be picked up by other staff; that they were going to try and make do with less to accomplish the same. Mr. Wright clarified that regarding the public relations activities, news releases will still be mailed but there will be no follow up phone calls to the papers and there would be no new displays in the library, and that a proposed revision in the personnel files will not take place. Ald. Feldman noted, however, that an overview of a reorganization of tasks and activities had, in fact, taken place; that choices were presented to the Human Services Committee, and that a very deliberative process had been followed. Mr. Wright noted that the board and staff looked at essential functions and who could do it, and non -essential positions were recommended to be dropped. Ald. Feldman asked if the PR position cut would affect the promotion of the competition for the design of the new library. Mr. Wright said funds for that were in the competition budget. He noted that as of this evening's meeting there had already been 51 paid registrations for the competition, including one from Italy. Ald. Davis commended the Library Board for laying out very clearly for the Human Services Committee their needs and costs and what their priorities were should additional funding be found. Ald. Feldman asked what the expectations were for total registrations in the design competition, and Mr. ''►•lfright responded that 13,000 to 14,000 posters announcing the competitions were mailed out. CONSIDERATION OF A REFERENCE REGARDING EMERGENCY ASSISTANCE SERVICES Ald. Feldman asked for clarification in terms of what the direction was of Ald. Collens' reference. Mr. Terry responded that based on his notes of the HUMAN SERVICES COMMITTEE Minutes of 10/22/90 . . Page 6 budget priority session, following discussion, in which Ald. Rainey asked staff to explore options utilizing Salvation Army to provide emergency assistance, or other alternative ways to deliver the service, Ald. Collens had made a reference to the Human Services Committee that they "take another look at Emergency Assistance." Ald. Davis commented that the Emergency Assistance was always a high priority for the City; it has been a program geared toward general assistance clients; however, there is always a concern about whether or not city government can financially sustain a service of this nature. She inquired as to definition of duplicated clients, and clarification of the decline in food assistance programs. Joyce Thomas, Emergency Assistance Coordinator noted that the three programs were separate; food, housing and utility; that the housing assistance can only be provided once a year; Emergency Assistance also provided services in response to code enforcement activities; food assistance, however, could be provided more than once in a one year period. Ald. Davis questioned how Emergency Assistance staff make sure there is follow through with other assistance programs that clients have applied for. Mr. Terry indicated a condition of receiving assistance was some written documentation that an application had been made at another program. Ald. Davis asked what was the follow up to that. Ms. Thomas said there was strong interagency follow through; that staff often guide clients to other services; that the caseworkers will call up those agencies to see if applications have been made and that it is being pursued. She noted that she has been in Emergency Assistance twelve years and that it has taken her time to develop a total understanding fo the public assistance network; that Emergency Assistance serves the unemployed, senior citizens, any citizen in need. She felt Emergency Assistance was definitely going to be needed in the future. She is concerned about those on SSI; that the income is not adequate to meet their needs. She felt that there were advantages to Emergency Assistance being based in a City department from access to Property Standards to the Health Department in a true emergency, City trucks and resources could be used; that there was a level of responsiveness that would not be possible by going through private agencies. She felt the Salvation Army was not prepares to provide this service; by running the program as a direct service, the City had considerable discretion in terms of policies and procedures to follow and ability to respond quickly. Ald. Drummer commented that this issue of Emergency Assistance has come up a few years ago at the Community Development Committee. He felt that the minutes of those meetings may be something that the Human Services Committee might be interested in. He questioned whether Ms. Thomas had any comment about the rate at which other agencies process clients affects the Emergency -_ Assistance program; how many clients were currently in process for general assistance and being served by Emergency Assistance. Ms. Thomas said all general assistance applicants now get interim assistance from Emergency Assistance, and it is now taking approximately two weeks to get a caseworker assigned in the general assistance office. Ms. Thomas characterized the relationship between Emergency Assistance and Evanston Township as improving. HUMAN SERVICES COMMITTEE Minutes of 10/22/90 . . Rage Ald. Washington noted two corrections which should be made in the staff memo; that the reference to Illinois Bell was not correct. Ms. Thomas stated the memo should say Bell Fuels, and that the amount given for an individual housing assistance grant was not S150 for a singla person but rather $200. Ald. Washington also asked for more information about Emergency Assistance clients being served through any work release program with Cook County Jail. Ms. Thomas indicated that they have thus far served less than 5 cases in this regard and that clients are able to access the services because in some occasions they are given time off to do personal business or apply for these services. Mr. Terry noted State public assistance programs have decided to serve this population. As a follow up to Ald. Drummer's questions, Ald. Davis commented that if it took Ms. Thomas 12 years to get to know the system, we should consider a joint long term subcommittee between the Township and Human Services Committee to learn more about assistance programs. Ald. Drummer felt it was something he could support. He noted that three of the members of the Township Committee were also members of the Human Services Committee; however, he agreed it was a growing area worthy of review. Ald. Feldman suggested a joint meeting between the Township Committee and the Human Services Committee might be appropriate. Ald. Wallin felt that comparing the Township caseworker staff and the staff of the Emergency Assistance program, it was clear to her that staff stability was a key to having a successful program. Ald. Feldman summarized the Committee's response to the reference, staff memo and staff presentation as saying they had, in fact, taken another look at the Emergency Assistance program. Ald. Drummer stated very strongly that he was firmly against any agency other than the City running the Emergency Assistance program. Ald. Davis felt the Human Services Committee should keep the reference on a long term basis as something they would need to come back to and obtain further information on both the Emergency Assistance and Township General Assistance programs. It was the Committee consensus that no further immediate action on the reference was necessary at this time. Ald. Wallin asked for staff cormment on an article which had occurred in the Chicago Tribune of October 20th relative to an investigation of irregularities at the YWCA Battered Women's Shelter. Mr. Terry provided a report which indicated that a number of allegations and charges had been made which, while all interrelated, broke off into three distinct subject areas; one being staff terminations which had occurred at the YWCA and charges of racism regarding those; allegations made by a group of volunteers and others known as the "Friends of Battered Woman," that the services at the shelter were not run appropriately, and a third being a set of financial irregularity allegations made by the Illinois Coalition Against Domestic Violence, which had recommended to the Illinois Department of Public Aid that the YWCA no longer be the fiscal agent for the Battered Women's Shelter. A staff review into all allegations has begun. HUMAN SERVICES COMMITTEE Minutes of 10/22/90 . . Page 8 Aid. Drummer noted that the YWCA's Battered Women's Shelter is funded through Community Development funds; that this issue had come up in a previous Community Development Committee meeting, and that both the YWCA and those who were making accusations at the YWCA, were asked to prepare written statements for distribution to the CD Committee prior to their next meeting. Aid. Lanyon informed the Committee that in November, under his chairmanship, it was his intention to do a follow-up to the YAP Advisory Committee report accompanied by the anticipated report from former Police Chief Logan's At Risk Youth Committee; that he was perhaps going to call a large meeting to review youth issues. The meeting was adjourned at 8:59 p.m. Jay W. Terry DRAFT -NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE November 5, 1990 7:30 P.M. Room 2402 PRESENT: Ald. Davis, Feldman, Lanyon, Washington, Wollin ABSENT: Ald. Drummer OFFICIALS Joe Zendell, Richard Grodsky, Don Wirth, Sally Roethle, Gary AND STAFF: Silkitis, Paula Crismond, Bob Dorneker, Athy Ames, Jay Terry OTHERS Don Berry and Catherine Spriegel, Commission on Aging members; PRESENT: Muriel Chalem, Chair, Arts Council; Craig Springer, Vice Chair, Arts Council; Jane Chapman; Ed Moran, President, Recreation Board; Dennis Newton, Janet Webb, Margaret Halian, Irving Fernsten, members of the Recreation Board PRESIDING: Ald. Feldman, Chairman = TO ORDER The meeting was called to order at 7:40 p.m. MINUJEE The minutes of October 22, 1990 were considered. Ald. Davis offered the following correction: Page b, paragraph 2, line 3; the words ".....about whether or not City government can financially sustain a service of this nature." should be removed and replaced with "J,hat this oroaram may over time become a kind of local welfare system beyond meeting true 'emergency' needs apd, may inadvertently assume some of the obligations of State or federal assistance programs." With this correction, the minutes were unanimously approved. CONSIDERATION OF PROPOSED 1991-92 ARTS COUNCIL BUDGET Muriel Chalem, Chairman of the Arts Council, gave an opening statement. She said the Arts Council was created to coordinate efforts in the public interest and provided a history of the Arts Council and Noyes Cultural Arts Center. She believed arts were an integral part of what Evanston is, and noted that the mission of the Arts Council was to promote the economic development of the arts and also to identify underserved populations in terms of the arts. She was appealing to the Human Services Coma ttee's sense of - commitment and urged the Committee to be supportive of the Arts Council. HUMAN SERVICES COMMITTEE Minutes of 11/5/90 . . . Page 2 Craig Springer, Vice Chair of the Arts Council stated that the arts reflected the quality of life in Evansten and strength of community. He understood the fiscal constraints on government. The Arts Council took a look at their own budget; where they were spending dollars; the proposed budget has $16,000 in reductions from the previous year, including S7,000 in City support; that they were going to raise rent at the Noyes Cultural Arts Center to the point where the Center would probably support itself; they were looking for revenue increases through the Ethnic Arts Festival. He said to those who questioned why there should be City support of the Arts Council, he noted that the Arts Council does a number of things to promote the arts; the grants program which he felt provided a $2 million plus return on investment. He felt the Arts Council was able to push organizations to stringent affirmative action goals; that the Ethnic Arts Festival focuses on ethnic diversity; that through the Public Art program they promote access to art, because after all, art is for everyone. The Arts Council focuses promotional efforts for the arts community as a whole; the Fountain Square Concerts; Arts Week. He said to those who would raise the question of what is to prevent the same effort with less dollars, he noted that the Illinois Arts Council looks very closely at the amount of City support provided; that this year the Illinois Arts Council grant which the Arts Council receives was reduced when the City's support went down. He noted that the Human Services Committee has heard many of these arguments before; that the Arts Council has always had a sense that the Human Services Committee is supportive and that they ask for that continued support from Human Services and Human Services advocacy before the entire City Council. Please speak forcefully on our behalf. Ald. Davis asked what was the tradeoff between the increase in rents at the Noyes Center and the loss of community service from the tenants. Mr. Springer said there is some tradeoff; we ask the tenants for the amount of community service in the amount of City support they receive. We have now gone back to the tenants and said we are restructuring the rents; however we'd like to keep the notion of commmunity service alive to promote the notion of arts as a part of the community. Ald. Wallin commended a number of efforts of the Arts Council including the Gallery Guide. She noted the recent report from the Chamber of Commerce about the City's support of the Arts Center; that some of the claims made by the Chamber report were not supported by the facts. Ald. Feldman commended the Arts Council for their effort and planning; that the Arts Council presented a clear case for economy in government; with the kind of constituency you have you could have said no cuts, it all has to happen. Other boards and commission have said that. He appreciated the Arts Council's commitment to the process. Aid. Davis asked regarding the affirmative action program, training and technical assistance; how the effectiveness of training and compliance with affirmative action was monitored. Joe Zendell said a Northwestern University intern was starting a statistical study to review the five year impact on boards of directors and participant levels. He expected a report in about two months. He noted change is slow but firm commitments have been made at the Evanston Arts Center and the Ethnic Arts Festival. HUMAN SERVICES COMMITTEE Minutes of 11/5/90 . . . Page 3 Ald. Davis asked about the Arts Festival. In previous years, there have been limitations placed on vendors; how have those numbers been; whether the stable situation is okay. Mr. Springer said yes, acceptable; however, we could do much better. We could always serve a larger number of people; however, the Arts Council feel they can work with the numbers they have. Ms. Chalem noted that the Council is always turning vendors down. Ald. Wollin asked about the National Endowment funds. Mr. Zendell said it is not reflected in the budget because they were unsure as to receiving the grant, and it will go for capital improvements. Ald. Wollin reminded everyone that there was going to be a public forum on Public Art on November 27th; wanted to know if there were any other major expenditures relative to the Public Arts program. Mr. Zendell said that would be reflected in the capital budget; that the big question was the Public Arts ordinances; that he was hopeful it would be considered by the Planning and Development Committee in January. Ald. Feldman asked if any program was being diminished by reductions in the budget. Mr. Zendell said only the public service provided by tenants in the Noyes Cultural Arts Center. Ald. Feldman asked how is it quantified in the past. Mr. Springer said 20% of rent is acceptable community service; that had been the standard they had applied before. Mr. Zendell noted that the only other diminishment of service in the coming year was a reduction by one issue of Arts and Recreation Magazine. Ald. Feldman reminded the Arts Council that they are to monitor and test the effectiveness of the issues of that magazine. CONSIDERATION OF PROPOSED 1991-92 RECREATION BOARD BUDGET Mr. Moran introduced the Recreation Board, and said that the Recreation Board always did a lot of work. This year they went through a great deal of effort; there were a lot of difficult decisions made resulting in reductions of over 4%; that seven separate public meetings were held with staff and board members; that public input was very important to the development of this budget; in terms of revenue the projected increase was small; that the Board was committed on trying to hold the line on fees; that a major objective was to meet guidelines without service cuts. He noted there was an allocation for S1I,000 in new personal computers; that there were great benefits from using them; in the past the registration process for programs was highly centralized in the Civic Center; they are now proposing to take registrations back into the community; there will be a consolidation of job descriptions; desk top publishing - each center can publish its own brochures; helping to foster public/private relations; continue the Starlight Concerts; continue the lakefront Festival. They are looking to reinvigorate the Friends of the Fleetwood-Jourdain Theatre; there were be savings accrued from the Arts and Recreation Magazine as it will be publishing five issues down from six; that there were other cost savings; they are waiting to hear back on the options for the magazines. He noted that part-time seasonal salaries will go up to maintain quality of employment. He reminded the Committee that the recreation programs contributed to the quality of life in Evanston. HUMAN SERVICES COMMITTEE Minutes of 11/5/90 . . . Page 4 Dennis Newton said they tried to institute economies wherever possible; the Chandler Center was reinstituting the free holiday parties; they were looking to institute better marketing of the Lakefront Festival and other lakefront programs. He noted that Northwestern had begun its own beach program. The impact on the beach token sales for next year is unknown; they are proposing in this budget that token prices not increase. He noted that one of the complaints had been that boaters and sailbnarders have been priced out of reach; that they have decided to develop a package that includes the beach token, the parking fee and the launching fee. For those who utilize the packages, sailboarders would only pay 70% of what it would cost otherwise and boaters 90%. He noted that for softball this year there had been a great deal of rain creating schedule problems and problems with the field conditions; in the future the Recreation Department is going to maintain its own softball fields; they were instituting girls middle school softball teams and clubs; they were looking for more on -site supervision of the basketball program by full-time staff and that the need for part-time staff had been reduced. He noted that there was a 2.7% increase in fee assistance this budget. Ms. Hallan discussed the Levy and Leisure Learning program; noted that for the Levy Center, the Program Manager was going to be changed to Recreation Aide; that they were looking for more face-to-face leadership in the future; that coordination of senior citizen clubs was going to be organized out of the Civic Center rather than the Levy Center. She emphasized that programs and services will not be diminished; certain food service at the Levy Center was going to be modified; there would be no 'Fee increase planned for next year; the Advisory Council was going to focus on membership retention. The Leisure Learning Center was going to be self-supporting except for the fee assistance; that the Arts Camp element was merged with the Leisure Learning element. Iry Fernsten gave a report on the Fleetwood-Jourdain Center. He indicated that City support was being maintained to maintain quality of service; that some changes were being instituted to improve utilization; that the vacant Program Manager position was going to be reclassified as Recreation Aide; that the Recreation Aide was going to have more hands-on, direct service; that there would be more free programmings such as arts and crafts and games, more girls and adult women programming. It would have its current budget and $1,000 from the Evanston Sports Association, and also utilize Recreation Department buses for trips. He noted that the participation varies between 20 and 50 individuals; the Fleetwood-Jourdain Theatre would be putting an additional effort into marketing and audience development; there was a need to make the community more cognizant through the Friends of the Theatre. Janet Webb spoke about the Special Recreation; that they were looking at the requirements of the Americans With Disabilities Act which was passed, to make sure all of their services would be in compliance; tnat they would be continuing programs; that a comprehensive evaluation of Special Recreation is planned; that at the Crown Center there is planned growth in hockey and figure skating; there would be additional ice hours; holiday theme parties are back, and there is a plan to increase gym units. 3- HUMAN SERVICES COMMITTEE Minutes of 11/5/90 . . . Page 5 Ald. Feldman noted that a controversial element was the restructuring of staff at the Levy Center. He was interested in two points: that there would be no diminishment of the programs at the Levy Center, and also, after a specified trial period with senior citizen input, there be an evaluation and comment on the impact of the restructuring. Ed Moran said we can maintain the programmatic input; that there would be some infusion of personnel from administrative offices; he was confident, even with consolidation, we can deliver services and maintain the current service level. He noted that the Board had held open meetings with the Levy Center and the Leisure Learning Advisory Committees; they met to explain the formulation, and to get feedback. He felt that the Board and staff have made an effort to communicate with the participants at those centers. Mr. Newton indicated that he felt personnel issues were something within the domain of the staff rather than the Board. He felt as a board member, he does have a concern about the ability of certain persons. He was concerned about the emphasis on Levy versus the Leisure Learning Center. Ald. Feldman stated that whatever the result, a time should be set aside so the situation can be evaluated; that he wanted a formal evaluation of the staff restructuring, if it is put in place. He wanted the same commitment to quality and he wanted to set mechanisms in motion so this evaluation could take place. Mr. Moran said he wanted to reiterate his confidence level; however, he noted the entire Board has concerns that the situation be monitored closely, and he assured the Committee that there would be monitoring. Ald. Washington said she had received calls from senior citizens and seniors are concerned about the cutting of that position. Ms. Webb noted that another person would be handling the senior clubs and that they would be sending another person from the central office in the Civic Center to work at the Levy Center. Ald. Washington asked if there was no other alternative that -could be explored. Ms. Webb responded no, not to bring in the budget at the level you want it to be. Mr. Grodsky noted it is not staff's desire to cut services, it is a realignment of staff not a cutback. Ald. Davis noted that in the past there have been criticisms of the Recreation Department and other City departments for the multi -levels of management. She felt that the proposed realignments were reflecting a response to those concerns; that at Fleetwood-Jourdain and Levy the Program Manager being shifted to Recreation Aide appeared to her to be a shift from middle management to direct service. Mr. Moran said that was a correct characterization. Mr. Grodsky said this was an attempt to get all staff back into direct supervision of programs. Ald. Davis characterized that as responsive. Ald. Woliin noted that it was a restructuring because of attrition; it was an opportunity to make these changes; however, she agreed with the need to evaluate these changes following a six month period. She also commented that while she agreed that the Fleetwood-Jourdain theatre needed to improve its marketing, she noted that it was a big ticket item in the budget in terms of both the facility and management; that they need to look at a timeframe; in terms of a hard evaluation, perhaps in two years, as to whether or not the Fleetwood-Jourdain Theatre was ultimately viable long term. Mr. Moran indicated he had attended Saturday evening's performance at the theatre; that it was a quality program. He characterized it as "tremendous"; something everyone in the community need to make known to each HUMAN SERVICES COMMITTEE Minutes of 11/5/90 . . . Page 6 other. Ald. Wollin noted it is up against a lot of competition. Mr. Moran indicated it is a worthwhile program. Ald. Davis asked about the Middle School Program. She noted it was combined with the Youth Sports program element. She wanted to know how we monitor that there are enough middle school activities. Mr. Grodsky noted there was a line -by-line breakdown in the budget. He felt it should be easy to monitor; that the combination of those two elements was a recommendation of the Council Budget Priority Group III; that the staff would be doing individual monitoring and tracking of middle school activities. Ald. Davis asked if the dollar amounts for those two elements had been changed, and Mr. Grodsky said there had been no diminution. Ald. Feldman asked why there was no program for middle school softball for boys. Mr. Grodsky said the programming was directed at girls for now. It was something that had been brought to the Recreation Board by parents in the spring; that programming for boys was something to look at. He felt that the current sports camp was perhaps addressing that need. Ald. Feldman invited two members of the audience who wished to speak about the Recreation Board budget to address the Committee. William Noyer, Levy Center Advisory Committee and the Men's Club, indicated that he didn't belong to the Center that he heard the Recreation Board talking about; that there had been no input from the Advisory Committee at all as to the budget for the Levy Center; that there were a number of things being discussed tonight that he was just learning about for the first time; the Recreation Board or staff have not gone back to the Advisory Committee; that the Budget subcommittee of the Advisory Committee tried to get background into the Levy Center budget; that on September Ilth he received a draft budget from Mr. Grodsky; that there had been no time to get back to the Budget subcommittee of the Advisory Committee; that he had attended a Recreation Board meeting in which he indicated the information he was seeking, and the Recreation Board told him to write them a letter. He noted that the document presented to the Human Services Committee was dated October 26th; that the next meeting of the Levy Center Advisory Committee was not until December; that from his analysis from some of the documents that he had been presented was that there was an overall reduction in expenditures of 1.43%; however, the Levy Center personnel had been reduced 10.66% and City support for the Levy Center had been reduced 8.9%. He noted that there had been no change in the numbers at the Crown Center; that the Recreation Board once estimated that the youth accounted for 60% of its budget; adults 12% and seniors 28%. He noted that if seniors were only 28%, the Levy Center was only 12.7% of the total, where was the other senior programming. He noted there had been dues increases which the Levy family had agreed to cover; however, the Levy family, to the best of his knowledge, had never been billed. He noted that the Baxter Grant for $5,000 did not appear anywhere in the budget. He contrasted that with the Bazaar revenue, which was, in fact, counted in the budget. He felt that income could be reflected in a better way to show an increased figure which could allow support of the staff who were being restructured. He is very concerned about staffing levels at the Levy Center. He felt that staff now were so busy that they keep saying "we don't have time for you." He did not feel there had been adequate input into the Recreation Board's budget for the - tFs*= C HUMAN SERVICES COMMITTEE Minutes of 11/5/90 . . . Page 7 Levy Center. He also did not believe there had been a fair opportunity to assess the figures in the budget. Ald. Feldman encouraged Mr. Hoyer to analyze the budget, make his case, preferably in writing; that the Human Services Committee would be happy and available to consider a presentation by the Levy Center Advisory Committee later; that the Committee would be willing to listen. Morton Leibling made a statement to the Committee concerning a Ceramics teacher at the Levy Center, complementing her dedication and recommending her position be expanded to full-time. He submitted a copy of his statement for Committee records. The Committee unanimously voted to adjourn at 9:10 p.m. 1W Jay W. Terry DRAFT -NOT APPROVEQ MINUTES HUMAN SERVICES COMMITTEE November 19, 1990 7:30 P.M. Room 2402 PRESENT: Ald. Feldman, Lanyon, Washington, Woliin ABSENT: Ald. Davis, Ald. Drummer OFFICIALS Jeanne Fox, Harvey Saver, Jay Terry AND ME: OTHERS Art Diers, Chairman, Mental Health Board; Nicki Pearson and PRESENT: Carol Henes, Members, Mental Health Board RRESIOING: Ald. Lanyon, Chairman UI TO ORDER The meeting was called to order at 7:35 p.m. MINUTES The minutes of November 5, 1990 were considered. It was pointed out that Mr. Irving Finston's name was incorrectly spelled in the minutes. With that correction the minutes were approved unanimously as corrected. COMMUNICATIONS Recreation Department Proaram Narrative - November This communication was accepted without comment. Response from Levy Center Advisory Board on Levy Center Budoet Ald. Lanyon noted this was the follow-up received from the questions that were raised at the Recreation Board's presentation to the Human Services Committee. Ald. Feldman asked if this was Bill Hoyer's personal observations or whether they reflected the comments of the Levy Center Advisory Committee in general. Mr. Terry stated this material was provided to him by Mr. Hoyer as a follow-up to comments made at the Human Services Committee meeting on November 5. Aid. Feldman indicated he was interested in hearing the official position of the Levy Center Advisory Committee on the proposed budget for the Levy Center. Ald. Lanyon directed staff to contact Mr. Hoyer and convey that to him and the Levy Advisory Committee. HUMAN SERVICES COMMITTEE Minutes of 11/19/90 . . . Page 2 ,Presentation by Former YWCA Women's Shelter Volunteers Mr. Terry summarized the memorandum he submitted to the Human Services Committee, and stated he would have an overall report on his assessment of the allegations at the shelter, most likely by the next Human Services Committee meeting. The Committee then heard presentations by two former YWCA volunteers, Rosaline Herstein, and Emily Metz. Ms. Metz began her presentation by stating she was a Wilmette resident; an active volunteer in many areas; she has served as a volunteer at the shelter on the Crisis Line; the Speaker's Bureau; in the Children's program. She complimented the program and noted the program had received awards in the past on its use of volunteers. She characterized the use of volunteers at the Battered Women's Shelter as terrific. She read a letter which she had prepared, noting that the program had been an outstanding program in the area; however, she noted that an organization is only as good as the people that are working in it. She noted that in the past there had been extensive volunteer training; that volunteers provided a friendly ear to victims of domestic violence and that volunteers were part of an overall plan to serve the domestic violence victims. However, earlier this year, the YWCA had instituted new management which had severely affected the program for battered women; that there was a very serious lack of communication with the volunteers; the role of the Crisis Line volunteer had been diminished. She was hopeful that would change and that volunteers would again be an important resource for the program. Ald. Wollin asked how things were different now. Ms. Metz noted that the Crisis Line volunteer always had access to clients and records; now they feel that someone is always looking over their shoulder; that there is no client contact; that the Crisis Line office used to be in-house, and is now located in the YWCA offices; there used to be an open door policy; there could be follow-up contact by the Crisis Line volunteers. She believed that since the shelter was communal living, away from friends and family, every contact could help, Ald. Feldman asked who instituted the changes and why. Ms. Metz said she really didn't want to comment on that. In Ms. Herstein's presentation, she characterized herself as a volunteer at the shelter for four years. She noted that in many of the public statements the YMCA is quoted as saying the problems have been created by disgruntled employees who are saying "like it or leave." She noted that the program serves women who are in crisis; they need vocational and job counseling; they need help with their kids; legal advice; housing. She said residents of the shelter now only stay three weeks; that the number of children served by staff has grown dramatically; there have been 11 staff members who have resigned. She has contacted a former resident who said the place feels like a detention center; television hours have been cut; warnings are given out and if you have three warnings you are out; women have been restricted to the living room only in evening hours; women were eating hot dogs every night. She noted that the Y has instituted some changes in response to these criticisms, but she wanted to know why some of these things were not corrected earlier. She believed that at present, there were eight to nine beds empty at the HUMAN SERVICES COMMITTEE Minutes of 11/19/90 . . . Page 3 shelter; that other shelters in the metropolitan area and other advocacy groups are no longer making referrals to the Evanston YWCA, and noted that the Illinois Coalition Against Domestic Violence had advocated for removal of the YWCA as the fiscal agent for the Illinois Department of Public Aid domestic violence funds. She believed that the City of Evanston and the Human Services Committee want the highest possible care for victims of domestic violence. She recommended that the City withhold all funds until the Coalition Against Domestic Violence and the Illinois Department of Public Aid have made a final determination of continued funding for the shelter. Ald. Washington asked if the Battered Women's Shelter was not at the YWCA who would host such a site. Ms. Herstein said she believed the shelter was very profitable; that many agencies such as ACORN, Family Focus could house a battered women's shelter. She noted that there are no regulations on a battered women's shelter; that anyone could open one up. Marilyn Fishbach, President of the Evanston/North Shore YWCA, made a presentation. She stated she was very sad to hear some of the comments made in the previous two presentations. She said the YWCA is very committed to the issue of domestic violence; that they have been shepherding this program for eight years; they understand the concern of a number of the volunteers; that some of the changes which came about in the YWCA this year came about as a result of an effort to try and professionalize the services being offered. She realizes that those changes have caused some difficulty. She questioned the extent to which the Executive Director was fully made aware of all of the unhappiness; it was never the intent of any of the changes to disrupt the service at the shelter. She had no immediate explanation for the existence of hot dogs on the menu; noted that the change had been made since that time; that would be an issue that the Board would need to look into; there had been changes since some of the complaints were made; extra outside cleaning had been hired to lessen the cleaning responsibilities of the shelter residents. She noted, however, that some of the things in communal living are difficult; that there need to be house rules; the house rules are explained very clearly to those residents who come in. She said that it is true that if there are three violations, a person may be asked to leave, but violations are only given for very, very serious charges. She noted that since September only five violations total have been issued; most of those violations have been issued by counselors who are citing women for missing the very counseling sessions they should be attending. She noted that the YWCA has never changed its policy on length of stay; that the reasons for leaving are varied. She characterized the changes that had been made from what was thought to be a clinical program to one more of case management. She noted the shelter is serving more employed women than ever before; those women need to continue to work so that the hours spent at the shelter were going to be less. She said she realized that it is difficult to discuss the services at the shelter because feelings are so intense. She recognized the volunteers feeling they have a moral ownership of the program. She felt that the YWCA Board had identified the need to make changes; however, there was a need for the groups to all cooperate with one another. She felt the commitment of the HUMAN SERVICES COMMITTEE Minutes of 11/19/90 . . . Page 4 YWCA and the commitment of the volunteers was exactly the same; that they had hired an executive director who had experience in domestic violence who had started shelters; they are presently in discussions with ICADV to try and resolve the issues which were cited in their letter to the Illinois Department of Public Aid; that they are working to be in total compliance with ICADV requirements. She again emphasized that the YWCA was extremely concerned about the charges that had been made, and said that the books and records of the YWCA are open to inspection by those who have concerns. Ald. Feldman asked that the staff report be ready as soon as possible and indicated there may be a time when both the volunteers and Ms. Fishbach need to come back. CONSIO RATION OF PROPOSED 1991-92 MENTAL HEALTH BOARD BUDGET Art fliers introduced the other members of the Board that were present. He wanted to acknowledge the contribution of Ald. Feldman to the Mental Health Board. He noted that in the past the Mental Health Board had put an emphasis on long term care activities; working with those agencies that work in long term care facilities so that they could explore every possible way of monitoring the services; that the Mental Health Board was moving into a new area as a result of the Omnibus Budget Reconciliation Act (OBRA) passed by Congress a three years ago in which one of the provisions of that law states that anyone capable of independent living shall be provided with the opportunity to do so. This has led to the development of CILAs (Community Integrated Living Arrangements); the Mental Health Board is currently in the process of reviewing the possible impact of CILAs and bringing recommendations to the City Council of what monitoring tools may be necessary. The Mental Health Board is making every effort to review this in a responsible manner; they have established a CILA committee; they expect to bring recommendations back to the City Council in the spring. He commented also about the Mental Health Board participation in the Unified Budget Process (UBP). He noted that the Board is recommending the exact same allocations as last year. However, he did not want to leave the impression that the Board had merely rubber stamped last year's allocations; that there was a rigorous discussion; the Board believes the UBP is a very important part of their work; that it allows Board members to appreciate the services being provided and validate the reasons for their existence. He noted the UBP Task Force priority of resources for children; that after much discussion the Board members voted to allocate the same level of funds to the Evanston 4C's. He said even though 4C's may not see it that way that they were perhaps doing them a favor; that perhaps they could be nudged towards raising more of their own funds; it would provide time to gear up to find funds from other sources. He noted also that last week PEER Services gave the Mental Health Board an award for the work of the Evanston Substance Abuse Prevention Council, particularly as it related to having the poster contest with District 65 and the fact that the winning poster will be the 1991 City of Evanston vehicle sticker. He wanted to recognize the outstanding work done by staff, both Jeanne Fox and Harvey Saver. Ald. Wollin asked about the CILAs that are currently in existence; whether there has been an easy or a difficult process in dealing with them. What has HUMAN SERVICES COMMITTEE Minutes of 11/19/90 . . . Page 5 been the Mental Health Board experience thus far? Mr. Diers responded that because of Jeanne Fox's hard work it has been a relatively smooth process. He said the policy question to be faced is what about more CILA's and to what extent can that question be addressed in a responsible manner. Ald. Wollin noted her attendance at the North Shore Housing Forum earlier in the previous week, and noted that the legal issues regarding the CILAs and Fair Housing are still to be reconciled. She asked what was the City's current action plan relative to that issue. Mr. Terry responded that essentially we would be following a two track process; that any distance requirements and other zoning considerations would be considered as part of the development of the new zoning ordinance to come up to the Council through the Planning and Development Committee, and that any questions of licensure or permits or any City regulation of these facilities would probably follow on the recommendations of the Mental Health Board, and those recommendations would be submitted through the Human Services Committee. Ald. Feldman believed that the CILAs presented both an opportunity and responsibility. It provided a chance for these individuals to live in the community and provide for integration in the total community. He was unsure as to what the City's level of response was going to be to this; however, he felt it was a very important area to focus on; that there were many in the community awaiting the plan, both the recipients of the service and neighbors in the community. He reminded the Committee that their work was cut out for them. Ald. Washington asked about some service projections of St. Francis Hospital which had not been met and numbers were decreased. Ms. Fox noted that question had been asked at the UBP process and the answer that had been received was that they were serving less people more intensely. Mr. Diers commented that the percentage of total Mental Health Board funds to children has increased over the past years. Ms. Fox clarified that the agency projections were projections developed by the agencies and not by the Mental Health Board. Ald. Feldman expressed his appreciation to the Mental Health Board for the work on their budget and they came in with a zero increase. He felt it was a pleasure working with members of the Mental Health Board; that the volunteers who serve on the Mental Health Board work very hard and it was an honor to serve with them. Ald. Wollin thanked the Board for its continued staff leadership in the UBP process. She acknowledged the enormous amount of time preparing the materials for the UBP. She felt that all things considered, it was worth the effort. She felt it helped to make agencies be more accountable and she wanted staff to realize that their work was appreciated. Ald. Washington echoed that appreciation for staff work. CONSIDERATION OF UBP FUNDING RECOMMENDATIONS - PROPOSED FORGIVENESS OF CITY LOAN TO YOUTH JOB CENTER (YJC) It was the Committee consensus that the recommendations of the UBP Panel and the Youth Job Center loan forgiveness recommendation should be considered HUMAN SERVICES COMMITTEE Minutes of 11/19/90 . . . Page b Jointly as the two recommendations were closely linked. Ald. Feldman noted that he was unable to attend all of the UBP recommendation sessions, but he saw the effort that was put in. He said it was always his position, which he has stated many times, that there must be an attempt by to set priorities and to then let the community know what those priorities are. He commended the City representative to the UBP for doing exactly that and he was quite satisfied with the UBP Panel recommendations. Ald. Wollin clarified regarding a t three loan payments have been ma repaid. She noted that paying of presented this year; that they were and that by forgiving this part of on the agency of the UBP reduction cut of only S420 and that similar that she strongly supports the forgiveness of the YJC loan. ,po. In the YJC loan repayment, the fist e and that only S4,580 remains to be F the debt was part of the YJC budget planning to repay the final installment, the loan there would be a limited impact for the next fiscal year it really was a small cuts were made in other agencies; recomnendations of the UBP, and the Ald. Feldman made a motion that the UBP recommendations be accepted. The motion was seconded and approved unanimously. Ald. Feldman made a motion that final payment of the YJC loan be forgiven. The motion was seconded and approved unanimously. The Committee identified some other issues that they wished to discuss at this time. Ald. Wollin noted some concern at having reviewed the Community Development Block Grant (CDBG) Committee allocations for public service to the agencies; that had Ald. Drummer been present at this meeting she intended to ask him for some of the Committee rationale behind those allocations. She would like it placed on the next agenda that Ald. Drummer be asked to give a report from the CD Committee so that the Human Services Committee might have a better sense of the philosophy of the CDBG Committee in making their funding allocations. Ald. Canyon noted he had communicated to staff a desire to have a follow-up to committee discussion to reducing costs in the Health Department, and he expects a report for the next meeting. Ald. Wollin noted an article which had appeared in the Chicago Tribune regarding Parks Departments in Chicago, and that the favorable coverage in the paper of the recreation programs at the Fleetwood-Jourdain Center; that she asked staff to communicate to both Rich Grodsky and Mamie Smith of the Recreation Department the Committee's thanks for the work they are doing. Ald. Feldman indicated he had a strong interest in learning more about the issues raised at this evening's meeting relative to the Battered Women's Shelter and wanted as much follow-up on that as possible. Ald. Wollin indicated she too is very interested. Her only hesitancy about really getting into it was the extent to which it would deal with an agency's personnel issues. Q HUMAN SERVICES COMMITTEE Minutes of 11/19/90 . . . Page 1 Aid. Wollin made a motion that the Committee go into an executive session to discuss City personnel issues. The vote was 4-0 to go into executive session. The Committee went into executive session at 8:35 p.m. The Committee reconvened from executive session and unanimously voted to adjourn the meeting at 8:58 p.m. 1�\ > Jay W. Terry DRAFT -NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE December 10, 1990 7:30 P.M. Council Chambers PRESENT: Ald. Drummer, Feldman, Lanyon, Washington, Wollin ABSENT: Aid. Davis OFFICIALS Sally Roethle, Vincent Adamus, Richard Grodsky, Don Wirth, AND STAFF: Paula 'Crismond, Athy Ames, Lois Miller, Jane Volberding, Jay Terry OTHERS Prentis Bryson, Barry Isaacson, Helen Leister, Mary Ann RBE5ENTNT: McCudden, Katheryn Spriegel, Commission on Aging members; Bennett Johnson, Mary Roberts, William Hoyer, Ruth Carnahan, Morton Leibiing, Mary Wemette E'SIDING: Ald. Lanyon, Chairman = TO ORDER The meeting was called to order at 7:40 p.m. MINVIES The minutes of the Human Services Committee meeting of November �, 1990 were approved unanimously without correction. COMMUNICATIONS United Way Board President's Letter This letter suggested that next year the Nichols Lighted School not be required to go through the Unified Budget Process (UBP), that it be funded by the City through some other means. Ald. Lanyon indicated that would be something which could be considered next spring or summer in advance of the UBP. Letter from Rev. Rodney Mc Allister - Second Baotist Church This letter was requesting free gym time at the Robert Crown Center. Ald. Lanyon stated that following receipt of the letter he had spoken to Superintendent of Recreation, Richard Grodsky, who indicated staff were working on the matter and it was his hope that the matter would be resolved. Aid. Drummer indicated he would like to hear more about the issue; how did they think the matter could be resolved. HUMAN SERVICES COMMITTEE Minutes of 12/10/90 . . . Page 2 The Committee invited Rev. Mc Allister to make a statement. Rev. Mc Allister indicated that he was very active in the neighborhood around the Robert Crown Center; that he is working with over 100 youth right now who are showing involvement with drugs, gangs, and negative peer group, and that he tries to instill faith and renewed hope in these young people; that he is on the board of Y.O.U.; he works with other youth programs; that he currently runs a basketball program with ten teams, each with 16 young men on it. Through this process he has become very understanding of the wishes and needs of these young men, He believes there is a gap in constructive programming for young males in South Evanston, and that there is a need for far greater access to the Crown Center. He was requesting the Human Services Committee to recommend greater pro(Iram priority for the population utilizing the Crown Center for basketball programs. Ald. Drummer asked staff if there was a structure of an agreement. Mr. Grodsky said he had spoken to Rev. Mc Allister who provided a list of dates from January to May when they were looking for the gym. They responded with a list of which dates were available. He noted that the establishment of fees was a Recreation Board policy and that there had been no waiver of fees; that the basketball program of Rev. Mc Allister was in the lowest class of fees, just enough to cover the Recreation Department costs; that there was a proposed waiver of the extra supervision cost which was waived last year. Ald. Feldman asked if an extra supervisor was always necessary. Mr. Grodsky said no that for many of the hours a supervisor was in place anyway; that they are willing to eliminate supervision on a trial basis; however, he cautioned if problems developed during the program a supervisor may be requested. Rev. Mc Allister noted that Second Baptist has used the center in the past and has always paid the rent. Aid, Feldman asked if the Recreation Board had ever donated time before. Mr. Grodsky indicated that in his limited tenure with the City that has never been done. He could not guarantee it had never happened before. Ed Moran of the Recreation Board indicated that in the time he had been with the Recreation Board it had never happened. Mr. Moran and Ald. Feldman clarified some of the fees which were charged. Ald. Drummer asked if the fees were the sane as last year's. Mr. Grodsky again said the fees would be no more than last year; that they offered to reduce rental; that there would not be extra staff, but if problems developed extra staff may be required. Ald. Drummer asked if they would be willing to consider free time. Mr. Grodsky indicated that was a policy decision to be determined by the Recreation Board. Ald. Drummer wanted some idea of how much money was involved for the league activities. Rev. Mc Allister indicated the league had been operating for three years. What he was looking for was in addition to the league time which they are paying for, they would like 14 hours of donated time. He disputed Mr. Grodsky's claim of no increased costs; that last year's charge was S26 per hour, and he believed that this year's charge was going to be $35 per hour. Rid. Washington asked Mr. Grodsky if that were so, and Mr. Grodsky said he had instructed the Crown EW HUMAN SERVICES COMMITTEE Minutes of 12/10/90 . . . Page 3 staff that it should be the sams as last year. He did not believe a formal request had been received from Second Baptist, but he promised to follow up on that issue. Ald. Washington asked if it was true that Second Baptist Church owed the Recreation Department $143.50 in previous gym rental charges and Mr. Grodsky responded yes. Ald. Washignton asked if Second Baptist Church brought the gangs to the Crown Center or were gangs there anyway, and Mr. Grodsky responded that he couldn't answer that question but he did note that the gang related incidents did occur while the basketball league was going on. Ald. Washington asked whether the $143.50 was for rental only or for the extra supervision and was Second Baptist notified that they would be charged extra for supervision. Mr. Grodsky said the $143.50 was for the rental not supervision and yes, Second Baptist was notified. Ald. Drummer felt that if the letter was on the agenda, that meant to him that the matter had not been resolved. He felt if 160 male participants were involved in this program the thought would be how to accommodate. He directed Rev. Mc Allister to call his own alderman to work with the Recreation Department. He wanted to be satisfied that Rev. McAllister and the Recreation Department were on the road to negotiation. Rev. Mc Allister said he had made no headway with Mr. Grodsky; that he had been informed that the Committee was the forum at which to bring this issue; that he wants a change in Recreation Board policy; if the appropriate way was to talk to his own alderman he was willing to pursue that. Mr. Moran noted that it would be a policy change; that the Recreation Board has wrestled with questions of this nature in the past and has not been able to resolve them. He wanted to clarify that it was not Rich Grodsky's option to waive the fees; that any fee waiver had an overall budget impact that everyone needed to look at. Bennett Johnson said the Recreation Board is still operating as it was in the old days; that Mr. Grodsky is on the At Risk Youth Committee at the high school; he is very aware of the problems of high risk youth; that the Recreation Board needed to analyze hihether their no fee waiver policy was still effective; that if there were 200 youth involved in this program and it was a positive program that the Human Services Committee should instruct the Recreation Board to be flexible. Ald. Lanyon indicated the Commmittee would not be coming to a decision tonight. He felt that Rev. Mc Allister should follow a three step process; that regarding a specific use for a specific time of the Crown Center he should work out those details with Mr. Grodsky; that if he had a request to change the policy of the Recreation Board on fee waivers that he should pursue that formally through the Recreation Board and also that in pursuing both of these requests, he should work with his own alderman and inform him of the issues. Keen Evanston Beautiful This communication was passed out at the meeting and clarified their position regarding the $5,000 grant which currently comes to the Environmental Control Board and the proposal to change that to the Ecology Center budget. The Committee indicated they would take the memo under consideration during the budget process in January. HUMAN SERVICES COMMITTEE Minutes of 12/10/90 . . . Page 4 RESPONSES TO BUDGET INQUIRM The first response was from the Commission on Aging. Ald. Lanyon asked Barry Isaacson, Chairman of the Commission on Aging, to address the Committee. Mr. Isaacson noted that a number of Commission members were present at the meeting and available to answer questions; that the memo which had been sent for the meeting relayed the Commission members' hope that it would be used in the budget process; that it was the product of further deliberations; that the Commission had reviewed their budget request and they were very sensitive to the overall budget situation the City found itself in; that they had reviewed their personnel costs; noted that personnel costs were 92% of their budget; however, they were limited in flexibility; they were standing by the Ombudsman program and that their budget included those grant requirements necessary to retain the Ombudsman program grant. Ald. Wollin said she was appreciative of the Commission on Aging's effort; that the Committee has throughout this process been very reluctant to cut programs and not people. She noted the request for an Ombudsman surcharge as something to be considered in the coming year's budget. She noted that in the memo this was something a state had done, and asked whether any local government had every done it before. Mr. Isaacson said not to his knowledge. Ald. Wollin said whether or not the surcharge program was in place, she was appreciative of the effort put in by the Commission members to resolve the budgetary questions. Ald. Feldman also indicated his appreciation for the effort put in and characterized it as agonizing; reminded the Commission that often little things can save money. He appreciated the cooperation of the Commission members. He wanted it made very clear that the Committee supported the activities of the Commission on Aging; that the Commission is sorely needed in the community; that a call for fiscal responsibility is not a diminishment of need and that he would be supportive of the Commission's budget in the upcoming budget discussions in January. The communication on the update of the Health Department budget was accepted without comment. The Committee moved on to consider the Levy Center budget. Ed Moran reviewed some of the items which had been in the packet. He pointed out the December 4th memo in which the Recreation Board responded to some of the points stated in Mr. Hoyer's earlier communication, and he was hopeful that this had been responsive. Ald. Wollin wanted to note that while the Commission on Aging members were still present in the audience that there was going to be a special meeting held Monday, December 17th, in which the Commission on Aging, Recreation Board and Levy Center Advisory Committee were all invited to review potential sites for the Levy Center. Ald. Feldman indicated his strong desire was that everyone would leave the meeting this evening with an understanding, that they are happy with the way things are going. The issue is how different people perceive the proposed HUMAN SERVICES COMMITTEE Minutes of 12/10!90 . . . Page 5 staff reorganization. He did not believe the issue was dollars or percentages; the structure itself is the issue. He wants to hear from the Recreation Board reassurance that their design and plan is adequate and there will be no program suffering. Mr. Moran responded that the Recreation Board believes services are essential; that they are a high priority; that they were faced with a difficult issue; that Athy Ames made a tremendous contribution to the Center; that her retirement created a gap in many respects; that it was obvious that she had done a great job and would be very hard to replace. As President of the Recreation Board he was satisfied that staff had a good grasp of the situation; that the proposed plan called for one person to be in charge of separate but coordinated programs; that the Recreation Board was doing all it could to determine that we are meeting all of the Levy Center needs. The person selected would be familiar with both programs at the Levy Center. Could they do a better job with more money - yes, he believed that was true, but under the circumstances and the budget constraints the Recreation Board had received a charge from the City Council that such money wasn't available; that the Recreation Board was doing what it could to satisfy the Levy constituencies, and he was confident that was happening. Ald. Feldman indicated that the response was not axactly what he wanted to hear; that he was aware of the genesis of the Recreation Board proposal; he knew what charge the City Council had given the Recreation Board and he knew what motivated the proposal; however, he had been assured that the plan presented was a good plan; that there would be no detrimental effect on standards of service. He felt that if the Recreation Board believed that the change would be detrimental that it had an obligation to tell the Council that and then it became a City Council question. He believed previous presentations that they had devised a system to accomplish the same with a little less. He does not want to say there is any cutting back on senior programs. That issue has never been debated. His feeling was that there should absolutely be an evaluation plan, and he asked whether it was possible that objective standards could be developed which the Levy Center Advisory Committee could agree to for the evaluation process. Mr. Grodsky indicated that at the December 4th Levy Center Advisory Committee there had been a limited discussion of an evaluation process; the Committee had some concern about the propriety of an evaluation; that they saw the evaluation process as a means of placating the Advisory Committee; that the Advisory Committee is still skeptical of such a process; that speaking for staff Mr. Grodsky said there would be an evaluation process of the new staffing; it would involve written evaluations, oral evaluations, quality circles and analysis of data such as the number of registrations. He noted that the selection of the new person to run both programs, if the plan was approved, would be done according to the City's personnel code; that he was sure there were a number of qualified internal candidates. A1d. Lanyon stated he had an issue with the Levy Center restricted funds being managed outside the City budget. He noted that a similar type issue had come up with the Library Board's Per Capita Grant, and it being managed outside the City budget. He felt that the Levy Restricted Funds needed to be brought in the City budget in order to be consistent. He requested that the City budget staff consider this proposal and prepare a response. HUMAN SERVICES COMMITTEE Minutes of 12/10/90 . . . Page 6 The first speaker on the Levy Center issue was Mary Roberts. She reminded the Committee that they had received a letter from her today. She noted that she was reading this letter at the request of Jean Levy -London. In the letter she reminded the Committee that the Advisory Committee is extremely disturbed by the proposed personnel cuts for the -Levy Center; they did not like the idea of a director with divided responsibility. She emphasized the vital part the job plays in providing a sympathetic presence and emotional support for those who need it; that they find evaluation after six months unsatisfactory because by that time irreparable damage could be done, especially with the uncertainty of the Levy Center's future location. The Advisory Committee implores the Committee to find a full time director for the Levy Center. She implored the Committee to look at it as much more than programs; look at the emotional support provided by the Center. She can not emphasize enough how worried she would be that even with a six month evaluation she would feel there would be this period of limbo and a sense of decline. She also wanted to clarify one of the other memos in the packet. The Men's Club had been told by the Advisory Committee that they are free to make comments. She noted the Men's Club statement does show agreement on the personnel question. Aid. Feldman said he knew how important the emotional support can be. He asked Ms. Roberts if she had an objection to the six month evaluation, would she be willing to consider a three month evaluation. Ms. Roberts said she couldn't speak for the Committee, and Ald. Feldman urged her to consider the idea. Mr. William Hoyer stated he shared the concern. about the staff needed; however, he felt the bigger problem was the gulf which was developing between the Levy Center Advisory Committee and the Recreation Board. He felt there was no communication or preparation for meetings at which these announcements are made. He felt the authority of the Levy Center Advisory Committee was being undercut and that they weren't being allowed to participate in the decision making process. He noted that with many programs for older persons, preparation for change takes a long time; that programs should not be sprung on them and be told this is the way it is going to be. The Men's Club lost its program leader; that they are trying to run it with the volunteers and doing the best they can; however, there has been an attrition problem with volunteer leaders; they want a program leader for the Men's Club; that the proposal for a Recreation Aide does not reassure them, but more important he felt that the Men's Club and Advisory Committee should be part of the decision making process; that the members should not be expected to respond to oral reports only which are sprung on them with no notice; that they would like documents to read. He believed the Leisure Learning Center and the Senior Citizens Center had nothing in common, and he reminded the Committee that the Levy Center is the only place in which senior citizens have activities for recreation. Ruth Carnahan indicated that she was in support of those statements made by Mary Roberts; that in her experience as an activity director at a retirement center, she felt the biggest problem with the new plan is that there would be no one for the seniors to relate to on a daily basis. Morton Lei bl i ng felt that a focus on budgets and dollars was a focus on the wrong criteria; that the Recreation Board always tells us "sunshine- and ' HUMAN SERVICES COMMITTEE Minutes of 12/10/90 . . . Page 7 roses"; that the seniors are all taken care of and with volunteers everything will be covered. He said many volunteers are handling clubs already; that the staff provided counseling. He felt that no one could take Athy's place; the Advisory Committee had no real input to these decisions; that rumors are allowed to run rampant; that there is great fear and that membership in the Levy Center has, in fact, declined. Ald. Wollin said she was appreciative of the comments that had been made. She reminded them that the Council has been agonizing over the future of Levy Center sites; that the commitment has always been there to a multi -purpose senior citizen center; that the Committee does want input from the three Committees as to where the new center should be. She noted that the proposed budget plan called for some staff support to be moved from the Recreation Department's central office that would lighten the burden at the Center and that certain clerical duties would be handled by those staff. Mary Roberts responded that clerical staff are not the issue; that it is not clerical work that won't be done; that if recreation aides are used they are not the types of people who can provide the presence and emotional support needed to run a senior center; that a person can't be full time because of the Leisure Learning Center, and the time will be split. She felt there was adequate office help now. Ald. Feldman asked the Recreation Department staff, during their deliberations as to who they hire for this center, will the issues being discussed tonight be brought into consideration: that the person should be a resource person, an emotional support person; reminded the Recreation Department to be aware the fear is that it will be a person who won't have time and will not be available and that the person will not welcome this type of communication with the users of the center. He also directed Recreation Department staff to develop new ways to involve the Levy Center Advisory Committee and other groups in the communication process; that the Committee members want to feel they are being treated as adults; that they should be allowed preparation time for meetings, and that they should have a sense of inclusion in the decision making process. He felt those were reasonable requests and he asked the Recreation Department staff to go the extra mile to agree to those requests. Mary Wemette indicated she concurred with the statements of her fellow Levy Advisory Committee members; that there has been a series of events which has contributed to making center users apprehensive; the rumors of the center being demolished; the uncertainty of a new location; then John Nemerovsky left, and there was no replacement; and now Athy is going to retire and the new director will only be a part time person; that it seems like the place just isn't important to the community anymore. She agreed with many of the comments made by Ald. Feldman. Ald. Drummer indicated he had wanted to hear the Levy Center participants' side of the story. He felt that the proposed reorganization of the staff structure was a good idea, but that occasionally there are some good ideas that if a majority of the people don't believe it is good for them that they can't be effective. He cautioned the Recreation Department staff -that older persons need change explained to them, and that if it is a good plan that the HUMAN SERVICES COMMITTEE Minutes of 12/10/90 . . . Page S explanation should be made again. He felt that the City had very few advisory boards with real effectiveness, but felt that the Levy Center Advisory Committee had been very effective in its work. He was not sure if the staff plan of the Recreation Department was the best plan, and in view of the fact that the Committee would be taking no vote at this evening's meeting, he thanked all the people who has testified as providing the Committee with good issues to think about. REPORT ON YWCA BETTERED WOMEN'S SHED$ Ald. Feldman expressed his appreciation to Mr. Terry for the report. He felt that many of the significant factors which would determine the fate of the Battered Women's Shelter were out of the control of the members of the City Council, and he recommended that the Committee, for the time being, adopt a wait -and -see attitude and be able to respond as circumstances dictated. Ald. Drummer agreed with the assessment of the situation as it was contained in the staff report. He felt that the Committee needed to be very concerned about the state of services to battered women in Evanston. He questioned the time table for the Human Relations Commission to resolve the discrimination charges. Mr. Terry responded that there had been two delays in the Human Relations Commission staff review process. One was the illness and hospitalization of the Commission's Executive Director, and the second was that the YWCA had not yet responded to an extensive request for documentation of all personnel actions which had been taken at the agency. It was Mr. Terry's understanding that the YWCA legal staff were developing that response. Ald. Drummer felt there was nothing the City Council could or should do at the present time to address the situation. Ald. Wollin noted that in a worse case scenario they may be faced with a shelter that was serving Evanston residents only, and she did not feel that option was necessarily unacceptable. The Human Services Committee voted to adjourn at 9:00 p.m. Jay W. Terry