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Home My WebLink AboutMinutes 1989MINUTES HUMAN SERVICES COMMITTEE January 9, 1989 7:30 P. M. Room 2402 PRESENT: Ald. Collens, Davis, Drummer, Feldman, Larson, Wold OFFICIALS Judith DeStefano, Ed Koran, Richard Lanyon, Doris and STAFF Wolin, Mary Anne Cappo, Don Wirth, Jean Ann Shulse, Keith Sennett, Paula Crismond, Mamie Smith, Charles Anderson, Kim Kuttner, Helen McCarthy, Joseph Zendell PRESIDING Alderman Drummer, Chair MINUTES The minutes of the December 19, 1988 Human Service Committee meeting were amended as follows: Page 4, paragraph 1, line 3 should be amended to state: "Stye- su ested that the Committee consider the issues raised by staff in an earlier memorandum regarding more flexibility being allowed to employers in common work areas. With this amendment, the minutes were approved unanimously. COMMUNICATIONS MEMORANDUM ON REVISIONS TO PROPOSED BOARD AND COMMISSION 1989-90 BUDGETS Ald. Drummer moved,seconded by Ald. Wold, to accept the City Manager's proposed revisions in the FY 89-90 Board and Commission Budgets and to recommend these revisions to the City Council. Richard Lanyon, President of the Library Board said that the board was sorry to see the reductions made by the City Manager and would like to see these funds restored. With the City Manager reductions the effective increase in the Library Board budget is .71., the Library Board would like an opportunity to restore the funds saved by the City Manager (primarily through the reduced medical insurance cost) to line items which the Board had reluctantly reduced based on the City Manager's original direction to prepare a budget with a 1.5% increase. The most significant reductions were the reduction in funds for book and material purchase and the reduction in library hours. Ald. Collens pointed out that the figures contained in this memorandum are the same as the figures contained in the City Manager's proposed budget and this budget document is balanced. If an expenditure is increased, a corresponding expenditure reduction or new revenue must be developed. She noted that the Human Services Committee had indicated already its' interest in restoring these two cuts when the budget was reviewed by the committee. Since that time she is aware that HUMAN SERVICES COMMITTEE Minutes of 1/9/69..... 2 the Library has found a way to restore the cut in the purchase of materials and to restore the Library hours as a result of a receipt of non -property tax revenues. Therefore, the need for this adjustment is not there. Ed Moran, Treasurer of the Recreation Board expressed the Board's concern about the changes made in the City Manager's budget. Since the Board just received this memo, and has not had an opportunity to review these adjustments. The Recreation board spent a considerable amount of time developing a balanced budget. Now to have this budget significantly changed without consultation with recreation staff or board is wrong. Doris Wolin, Library Board member, said she doesn't understand why the savings obtained through the medical insurance reduction is not going back to the Library Board for other needs. Ald. Davis explained that these budget adjustments are necessary in order to balance the budget; even with these changes the City Council has to come up with a large amount of new revenue sources. The original 1.5% budget guideline is a "planning tool" only; it was not meant to say to each board, commission, or department that it will necessarily have a 1.5% increase but rather that it should use that guideline in preparing its budget. Keith Bennett, Assistant to the City Manager explained that unfortunate problems occurred in completing this budget memorandum and distributing it and the budget to staff of the various boards and commissions in a timely fashion. Ald. Feldman. said he was sympathetic with the objections raised by the Boards and Commissions. The untimely communication does not offer these volunteers the respect they deserve. He urged that this procedure be changed and does not occur again. The motion to approve the proposed revisions was passed with four ayes and two nays, (Ald. Larson and Feldman voting nay.) MEMORANDUM FROM RECREATION BOARD REGARDING SCHOLARSHIP ASSISTANCE FOR SUMMER PLAYGROUND Ald. Drummer moved, seconded by Ald. Davis, to accept the Recreation Board's recommendation for option C, for scholarship assistance for summer playground. Ald. Wold thanked the board for the time and effort it put in to arriving at this reasonable compromise. In response to a question, Mr Moran said that the amount of city support does not change in this option. The board anticipates a 14% reduction in total participants, however it assumes the number of fee assisted participants will remain the same. Ald. Larson expressed concern about the reduction in participants. Judith DeStefano, Recreation Board Member, said that no one is turned away because of an inability to pay. In response to a question, Mr. Moran said that the Recreation Board and staff is working with the task force to provide a recommendation regarding a more stringent procedure for documenting eligibility for scholarship assistance. The motion was approved unanimously. HUMAN SERVICES COMMITTEE Minutes of 1/9/89..... 3 A LETTER FROM THE TOWNSHIP TRUSTEE ASSOCIATION OF COOK COUNTY DATED DECEMBER 27. 1988 A LETTER FROM THE TOWNSHIP OFFICIALS OF COOK COUNTY DATED DECEMBER 19. 1988 A NEWSPAPER ARTICLE ENTITLED NORTHWEST SUBURBS SEE FUTURE CONSIDERATION OF ORDINANCE 99-0-88 AMENDING THE CHILD DAY CARE HOME PERMIT ORDINANCE Ald. Wold moved, seconded by Ald. Drummer, to recommend passage of ordinance 99-0-88. Alberta Porges, Executive Director of the Evanston Coordinated Child Care Center (A-C's), was asked if she had any suggestions regarding the ordinance. She said she supported the ordinance but recommended that language be added to deny a permit for persons who had been arrested for drug offenses or for homes that were known by the Police Department to be "drug houses". Ms. McCarthy said that convictions rather than arrest would probably be required. The committee asked staff to consult with the Legal Department about adding drug offenses. Possibly Ms. McCarthy could be given diacretion'not" to issue a permit where arrest or a strong degree of suspicion had been noted by the Police Department. under the language in Section 8-18-5F: "That the Director has a reasonable belief that denial of the permit is in the best interest of the children." The Committee questioned the exclusion of background investigation of persons residing in the home who are age seventeen years or younger, since these persons may be known child abusers or have some other criminal history. Alberta Porges explained that children seventeen and under cannot be "convicted as abusers" and therefore it may be difficult to cover them in the ordinance. The committee asked staff to review this with the Legal Department. Ald. Feldman said that the ordinance should be drafted to strengthen the ability of the Director to deny a permit even if the remotest possibility exsist for potential harm to children. The need to protect the children out weighs the need to protect the right of the permit holder to carry on his or her business. Alberta Porges noted that the general discretionary language contained in 8-18-5F would give the Director considerable discretion in denying a permit. The Committee agreed that a section should be added to outline the provisions for revoking a permit. Ald. Davis suggested the possibility of suspension of a permit when a arrest has been made and a conviction is pending or while someone is residing in the household with a criminal history. The motion to recommend passage of this ordinance was as amended, was passed unanimously. The revised ordinance will be scheduled for the Committee and City Council agenda for January 23rd. CONSIDERATION OF RECOMMENDATION REGARDING AN INFANT DAY CARE PROGRAM TO SERVE HIGH SCHOOL STUDENTS Ald. Collens moved, seconded by Ald. Wold, to accept the recommendation of the planning committee to approve a infant day care program to serve I i1��91�' ql ll� � h I I j �I �I I I! III � I I IRS II I Ilq �ii I"I� III III III' I III �� Ili rid li I ��,qR �f 11;9► !,�� n Il�i�l tl'I p'i _- I ,I,��1711 � I I. HUMAN SERVICES COMMITTEE Minutes of 119/89..... 4 seventeen infants and toddlers for a twelve month program for a ten hour day at Family Focus/Our Place. In response to a question Dolores Holmes Director of Family/Focus Our Place said that the teen moms would be encouraged to spend as much time as possible with there babies. The importance of their relationship with their infants would be emphasized both by the day care staff and the staff at Family Focus as it is currently. Ald. Davis explained that the ten hour day would provide an option for those girls who needed care for this time, also the mothers would be encouraged to spend time at the center with their baby and to observe and model staff interactions with the babies. Ald. Davis noted that the Township Supervisor's memo speaks to covering 75% of the project costs, which leaves a 25% shortfall. Ms. McCarthy said that the Chair of the Infant welfare Society of Evanston had told her today of the tentative support of the Infant Welfare Society for this project. A final decision would be made by the Board on January 23rd, the Board did feel however that the salaries included for administration of the program were not sufficient in the budget included in this memorandum. This would increase the cost for the program for seventeen children for ten hour day by approximately eight thousand dollars, therefore, the shortfall is slightly more. Ald. Davis raised the possibility'of the City and District 202 providing some funding for the program. She requested that this be raised at the City School Liasion Committee scheduled for January 19th. Staff was asked to look for additional funding to make up the difference. Alberta forges recommended that an advisory committee be made up of Alderman, 4-C's Board Members, and School Board Members to supervise the evaluation of the project. The Committee unanimously approved the motion to recommend the development of a infant care program. The Committee expressed it's intention to take this matter to the full Council for approval of the township funding and some city funding. In the meantime, committee members and staff would attempt to come up with the remaining funds necessary. CONSIDERATION OF SMOKING RESTRICTIONS IN PUBLIC PLACES Ald. Collens said that based on the memo from the Assistant Corporation Counsel she assumed that changes would be made to the model smoking pollution control ordinance on page 5 paragraph 11 and page 9 section 1012, since the City has the right to regulate smoking in agencies governed by other public entities. In response to a question regarding response number 2 in the Legal Department memorandum, Ms. McCarthy explained that the Legal Department recommendation is to integrate all the clean air ordinance regulating restaurants and the proposed ordinance into one chapter. The fire code violations which might be overlapping would be maintained separately in the fire code. She said that the Legal Department is drafting the ordinance according to the City of Evanston format based on directions received from the Human Services Committee today. HUMAN SERVICES COMMITTEE Minutes of 1/9/89..... 5 Ald. Collens said she does not support the appeal process outlined by the Assistant Corporation Counsel because she believes the appeal should not be directed to the Health Department. She recommended that the appeal be sent to the City Manager except that the language in section 1011A stating "exemptions may be granted on a showing of financial impractibility" be deleted. She also recommended deletion of the language "at a public hearing," that be deleted from 1011B and that the City Manager be given discretion to grant the exemption based on "unusual circumstances or conditions". Ald. Wold asked whether churches should be added to the list of places exempt from this ordinance. She was particularly concerned about AA groups that are held in churches whose members made need to smoke. Ald. Feldman said he would be opposed to exempting churches from the ordinance since these are public places. Committee considered the possibility of saying that a church could request an exemption based on having AA groups. Ms. McCarthy suggested that granting exemptions for certain activities would be overly complicated to administer. She also pointed out that similiar activities is go on in many not -for -profit social service agencies, such as Acorn or Peer Services. The Committee asked staff to consult with the Legal Department about this issue. — The Committee adjourned at 9:05 P.M. fla, mc, Helen McCarthy Director of Health and Huma ervices 1 f . MINUTES HUMAN SERVICES COMMITTEE January 23, 1989 6:30 P.M. Room 2402 PRESENT: Aid. Collens. Davis, Drummer, Feldman, Larson, Wold OFFICIALS Edna Summers, Julian Coleman. Rita Shelby, Valerie Tatum, and STAFF: Jerry Edwards, Judith Aiello, Jeanne Fox, C. Louise Brown, Harvey Saver, Jane Volberding, Prentis Bryson, Lois Lee, Jane Punwani, Adena Romain, Jean Ann Shulse, Julie Harris, Janet Webb, Judith DeStefano, Ed Moran, Robert Campbell, Mary Ann McCudden, Paula Crismond, Athy Ames, Helen McCarthy PRESIDING: Alderman Larson, Chair Aid. Larson announced that there would be a Executive Session to discuss personnel matters at the end of the Township report. He announced that the committee would have a brief recess at 7:30 P.M. and re -convene in the Council Chambers. A sign-up sheet would be available at 7:10 P.M. for persons wishing to address the committee on the issue of Levy Center Program statement. Aid. Wold raised the question as to whether this would be considered a public hearing or an opportunity to give input to the committee. Ald. Larson questioned the distinction being made. Ald. Wold said that her understanding is that a public hearing would be decided on by the Committee as a whole and not just the Chair, and that considerable publicity would be given to a formal public hearing. Ald. Collens said she believes a public hearing customarily is giving the publi,• a chance to respond to a proposal or a draft ordinance which hi_s been widely circulated. Aid. Larson said his intent is to allow time for citizens to give their opinions regarding the Levy Center. The Committee agreed to receive public comment from 7:30 to 8:30 P.M. and to have the Committee discuss the issue from 8:30 to 9:00 P.M. MINUTES: The minutes of the January 9, 1989 Human Services Committee meeting were amended as follows: Page 1, paragraph 2: The Alderman presiding should be amended to read Alderman Larson, Page 1, paragraph 2 should be amended to include Ann Keppler to "officials and staff present." HUMAN SERVICES COMMITTEE Minutes of 1/23/89..... 2 Page 4, paragraph 1, line 7 should be amended to state: Alderman Davis explained that the 10 hour day would provide an option for those girls who needed care because of necessary work-study lobs or training. With these amendments, and a correction of several typographical errors, the minutes were approved unanimously. COMMUNICATIONS MEMORANDUM FROM ALDERMAN FELDMAN TO SUPERVISOR SUMMERS REGARDING THE INFANT DAY CARE PROGRAM A LETTER FROM CAROLYN LAUGHLIN DATED JANUARY 23, 1989 REGARDING THE INFANT DAY CARE PROGRAM TOWNSHIP ISSUES Supervisor Summers joined the Committee and distributed two memoranda, one regarding delayed reports and the other regarding personnel, dated January 23, 1989. She introduced Township staff Julian Coleman, Andrew Love, Ida Fitzgerald, Valerie Tatum, Rita Shelby, Kathy Hayes, and Jerry Edwards. Monthly Reports - September, October, November and December 1988 Ms. Summers clarified that these monthly reports are unchanged from those previously submitted. Ald. Collens asked about the relationship between the expenditure figures in the monthly report as compared to those contained in the bills list. Julian Coleman, Township Accountant answered that the monthly report is based on modified accrual accounting and the bills list is based on cash accounting. In most instances the figures will not agree except in the category of community action agencies where the monthly bills generally are consistent from month to month. The bills list is prepared based on checks to be issued in paymen' of bills. The checks are not sent out until after Council appr_-:31. Alai. Collens repeated her request for an explanation of all .-.'in�ency ac:ounts and Julian Coleman said it would be available f:,- the next meeting when the Township is on the agenda. She requestet a projection for year end expenditures by categories and a projec*_ion for the cash position at the end of the current fiscal year. in response to a question about the increase in the GA case load for November and December, Hs. Summers responded that this is :argely a seasonal increase based on people who are employed f_r seasonal summer employment being out of work now. In response to a ;uestion on the HUMAN SERVICES COMMITTEE Minutes of 1/23/89..... 3 September bills list regarding a Seminar for Unified Budget Panel Agencies, Ms. Summers explained that this is the cost associated with a special program for agencies in which she had a speaker Peggy Dillworth-Anderson come from out of town to address the group on the significance of family and extended family on the provision of social services. Ms. Anderson had done research in Evanston and had valuable comments to make. In response to a question about administrative costs associated with the donated funds initiative grant, Mr. Coleman explained that the grant allows for an allocation of administrative cost. A portion of the audit cost is allocated to this grant. Ms. Summers said that the memorandum to the Housing Commission regarding its affordable housing proposal is submitted to the Human Services Committee for its information. Ald. Collens moved, seconded by Ald. Drummer to adjourn into an Executive Session to discuss a personnel matter. The motion was approved unanimously and the Committee adjourned at 7:05 P.M. The Committee re -convened into regular session at 7:15 P.M. THE CONSIDERATION OF A RECOMMENDATION REGARDING FUNDING OF AN INFANT DAY CARE PROGRAM TO SERVE HIGH SCHOOL. STUDENTS Ms. McCarthy reported that she had been contacted by the Chairman of the Board of Directors of the infant Welfare Society, to say that the Board had approved the project based on the budget submitted in the memorandum dated January 19, 1989. Ald. Feldman said that one major reason to support this program is the possibility of a wide range of support services being available to the teen mothers. Has it been decided how these support services would be delivered? Ms. McCarthy said that the relevant agencies have agreed on the importance of support services and are currently working out which services would be provided by which agencies. Delores Holmes. Executive Director of Family Focus/Our Place, said that the agencies have committed to drafting a written agreement stating the r^:e of each agency. Ald. commended the Township Supervisor for her role in fi-d:nZ the pr�tram. Supervisor Summers stated her support for the program an, 1- ;u:='r, =*art -up Ald. Davis reported on the City School Liaison Committee Meeting held last week. She said the representatives from the School Districts expressed interest in the program. Superintendent Goldman, from District 202, shared his ideas for developing a vocational training program f-)r the teen mothers which would enable them to be future caregivers. This opportunity for combining training and infant care would dovetail nicely with the District's training goals. In response to a question about the H�!u_-ati)nal standards used for selection of caregivers, Mary Jane Chainsici, the Executive Director of the Baby Toddler Nursery, said that the senior _areg:ver .could be required to have a two year degree in Early Childhood and ex;erience in day 9 HUMAN SERVICES COMMITTEE Minutes of 1/23/89.....4 care. The caregiver position would be required to have an equivalent of eighteen hours in Early Childhood and experience in day care. She would recruit well trained and mature caregivers to serve this client population because she believes it is important to have the staff older and more mature than the teen mothers themselves. Ald. Drummer commended the idea of involving the teen moms in an eighteen hour credit program and hoped that this program could create other opportunities for the mothers to pursue further education passed high school. He would like this pursued by District 202 but expressed hope that the possibility of obtaining State funds would not slow down the program implementation. Ald. Collens reminded the Committee of the discussion at its December 12, 1988 meeting, that this particular option of providing infant day care at Family Focus was based on an emergency need for care for high school girls; however, the Committee expressed a commitment to work on the larger issue of limited subsidized day care. The Committee with staff assistance will need to identify other ways to expand slots for subsidized day care. Ald. Wold commented on the letter from Carolyn Laughlin which described the home day care option. Ald. cold said that the program offered at Family Focus could provide the support services necessary for teen mothers. It is centrally located and accessible to the high school. Based on the advantages it offers to this target population she believes that the additional costs are warranted. This is not an end to the discussion of day care but merely the first step. Aid. Wold moved, seconded by Ald. Feldman to recommend Council approval for the program as outlined in the January 19, 1989 memorandum. The motion was approved unanimously. CONSIDERATION OF A RECOMMENDATION FROM THE MAYOR'S EMPLOYMENT TRAINING COMMITTEE FOR THE MERC COMPUTER TRAINING PROGRAM Ald. Wold moved, seconded by Ald. Drummer to approve the year -long computer training program to be provided by the Minority Economic Resources Corporation (MERC) for an annual cost of $54,476. $6,280 would come from fiscal year 1988-89 Real Estate Transfer Tax funds and $.,+3,190 would come from 89-90 Real Estate Transfer Tax Fund. This program w^uld be funded equally by the City of Evanston and the Northern _..:nty Private Industry Council (PIC). In response to a question about lay :are needs for persons after job placement, Mary Pepperl-Snyder, Executive Director of PIC, said that day care needs during training have been covered through project funds and reimbursement through Project Chance from the Illinois Department of Public Aid. After job placement, funds are not available through this project grant to cover day care need. Delores Holmes, Executive Director of Family Focus/Our Place, and a member of the Mayor's Employment Training Committee, said that day care continues to be a problem for persons after job placement. Usually children are cared for through fimnl y and friends, since even with jobs these persons have difficulty paying f r day care. The HUMAN SERVICES COMMITTEE Minutes of 1/23/89 . . . 5 waiting list for subsidized day care takes a long time. Ald. Collens said that Ald. Brady had raised a question about the kind of follow-up being done on job retention. Diane Beasley, MERC Vice President of Training, said that the contract requires follow-up after 90 days; MERC policy is to follow-up for six months. At the suggestion of Ms. McCarthy, the Committee agreed to request MERC to conduct a follow-up up to one year after job placement. It was agreed that the Mayor's Employment Training Program would receive periodic program reports and would meet semi-annually to review the program or more often as necessary. Ald. Drummer commended the Mayor's Committee and the MERC staff for an excellent program. The motion was passed unanimously. CONSIDERATION OF ORDINANCE 99-0-88 AMENDING THE CHILD DAY CARE HOME PERMIT ORDINANCE Ald. Hold approved, seconded by Aid. Collens to ask City Council for adoption of Ordinance 99-0-88 as amended by staff since the January 9 meeting. The motion was approved unanimously. The Committee recessed at 7:35 P.M. The Committee re -convened at 7:40 P.M. in the City Council chambers. CONSIDERATION OF THE LEVY CENTER PROGRAM STATEMENT Ald. Larson explained that the Committee would receive public comment from the people on the sign-up sheet until 8:30 P.M., at which time the Committee would discuss the Levy Center Program Statement. Jat,et Hebb, President, Recreation Board - She reiterated the Recreation Board's previous recommendation that a multipurpose center providing a collection of social services would be best if adjacent to the Levy Center. Levy Center participants enjoy the Center because it is a happy place to spend their leisure time. The Board hopes to "transplant the aura of well being" which exists at the current Levy Center to the new location. She urged caution about adding social services to the recreation pr.grams which might interfere with this feeling of well being. Harry Robinson - He said the City Council shouli _,rrect a serious mistake," namely to relocate the Levy Center. The Levy Center building belongs where it is with its singular :entity and should not be moved. Mary Jane Gauen - She said she is very familiar w;"-h the Levy Center both as a prior Recreation Department staff rerson and as a participant since her early retirement in 198: Jhe urged the Committee to build an equivalent, independent str�_'.re f)r the new Levy Center, with no reduction in services. S`: asxed 'liar the current atmosphere of "a home away from home" not to ,es'r.yed HUMAN SERVICES COMMITTEE Minutes of 1/23/89 . . . 6 Eduardo Schoua - He said he is a Levy Center participant. He said that sometimes planners can have an easy solution which is "neat, plausible, and wrong." The reason Levy participants enjoy the Center is that they can leave their problems outside and participate in activities with friends in a warm, convivial atmosphere. He urged that the Center be left the way it is. Sidney Zwick - He raised a number of questions regarding the plans for Levy Center. Would the multipurpose center concept have been considered were it not for the relocation of Levy Center? How much more efficiently will services be provided in a multipurpose center? Why tear down a building unnecessarily and incur the tremendous cost, for construction of a new building? Where can another site be found? What do the seniors themselves want - one multipurpose center or two distinct buildings? Why not build a service center adjacent to the Levy Center? Can the City Council decision to move Levy Center be reversed? He suggested that the seniors throughout Evanston raise these questions with their Aldermen. Bill Hoyer He asked the Committee to listen to what the Levy Center members say they want. He said that 89% want to "stay where we are." The success record of Recreation services should not be ignored. He said half of the members will probably leave Levy Center membership and seek services elsewhere if the additional services for a multipurpose center are added to Levy Center. Mary Roberts - She said she was also speaking for Lucille McNally, who could not be present this evening, who had participated in a Federal study on senior multipurpose centers. She said according to this research, senior multipurpose centers do not reach many persons. The Levy Center participants are primarily those who led active lives and need to have their energy and talents used, A multipurpose center can not provide the same "club -like" atmosphere. She urged the Committee to follow the Recreation Board re--�mmendation. Dave Williams - He said the City Council should give the seniors the excellent center which they deserve. He urged that the planning for the center be carefully done and cited the problems with the Library and Chandler Center buildings as buildings which had been improperly planned. The City Council has committed to pr,),1.;i^,, st least an equivalent to the current Levy Center. This means in_luding the other social services in the building. Nora Treese - She asked if anyone had actually gone in and talked to Levy Center members about their wishes and about :gnat they get from using Levy Center. Joe Levy, Jr. - He said he is proud of the donati.n from his parents to create Levy Center. Levy has developed into much more than his parents envisioned. fie is grateful to the '-;y for the fine programs. He repeatedly runs into participants whl: 'ell him how much S r HUMAN SERVICES COMMITTEE Minutes of 1/23/88 . . . 7 the Center means to him. A participant should not have to go to Levy and be reminded of those handicapped, ill, and unfortunate persons. There are other places for the disabled to receive services. Levy Center should be kept as it is. Mabel Dittmar - She has been a Levy member since 1974. She asked whether the same recreation programs such as the Ceramics Class would still be provided with a new Levy Center. Gary Kenzer, Executive Director of the Community Nutrition Network - He said he had heard many incorrect statements tonight of which he was concerned. He wanted to clarify that the Community Network, Inc. provides the Senior Beals program. Federal law requires that any senior citizen may receive this hot meal program; there are no income guidelines; it is for people of all races and incomes; it is a senior's right to receive this service. If this service were located at the Levy Center there would be an opportunity for more people to take part in it. A multipurpose center provides for the best use of limited resources. Janet Larson - She said that although retirement is still a long way off, she herself is thinking about what she may need, what health services, what recreation services, what transportation services? Will she and others need advocates, day care, etc.? We need to plan for services for people 20 - 30 years from now. We should consult with Gerontologists and other experts about how to plan for future needs. John Buckley, Executive Director, Familv Counseling Service - He said that his agency has increased its service to seniors enormously in the past ten years. Now a third of agency service:; are to persons 60 and over. We need a center where someone can be viewed as a "whole" person with multiple needs; not just housing, not just recreation, not just legal, not just social services. A multipurpose center would increase accessibility to seniors and enhance communication between providers. We need to look at a vision of what will be needed 15, 20 years and beyond. Perhaps the current need for child day care could, in some way, be joined with the r.c-- ds of the elderly through some kind of intergenerational program. Ald. Feldman said that Aid. Korshak had prepared a letter which he asked to have read into the record of this meeting. "Because I must be at another Council Committee meeting I would ask that Alderman Feldman read this statement on my behalf. There appears to be some anxiety among members of the Levy renter regarding the Council's intentions respecting Levy. As a r-en;.r myself I find this an unhappy situation and wish to offer some wards of reassurance. I know of no one on the Council who is not appreciativice of the contribution made by this Recreational Center. HUMAN SERVICES COMMITTEE Minutes of 1/23/89 . . . 8 There has never been any thought of eliminating or modifying the services offered. There is no such thought now. There are approximately 13.000 people over the age of 65 in Evanston. Of that number, somewhere between 600 and 750 make regular or occasional use of the recreational opportunities offered. Certainly that number alone warrants maintaining Levy. However, we seniors have other needs in addition to recreation. There are health services and social services which grow in importance as we add years to our ages. We have for example, changing nutritional needs which warrant professional counseling. Changes in Social Security regulations require expert counseling. There is no intention to change the Levy programs to encompass these additional needs. They are quite different. Levy is now and should remain the Recreational Center as we know it. The additional services needed are then clearly not a substitute for the Levy Center. They are in fact a logical extension of the type service which the Commission on Aging was designed to do and is doing. Those who come for one type of service may from time to time elect to use the other. They are not in competition with each other, they simply reinforce each other. It will be class thus that the Recreational Center is and will remain a separate operation run as it is now. But next door to it, either in a separate building or a separate wing as costs may dictate, there should be an additional Health and Social Services operation for which the Commission on Aging would be responsible. If it is a single structure I would assume the Recreation Department would operate the building. In closing I suggest that it would make little sense to have the two operations widely separated. The inconvenience for seniors is obvious. But while it is right and proper that we show deep concern for the hundreds who value and enjoy the recreational facility, we certainly cannot overlook our obligations to the thousands of seniors for whose needs go beyond recreation." - - - - - - Signed.............Jack Korshak Ald. Collens expressed her support for Ald. Korshak's position. She said that no one plans to diminish the Levy Center program. Everyone is interested in how to enhance its services. We need to realize that Levy Center is not just a recreation center; it is already a multipurpose center providing a variety of services such as information ar.7 referral, Circuit Breaker assistance, Income Tax preparation assistan-e, transportation assistance. We are going to build a new building which will provide additional space for additional activities, beyond what we do already. Currently at Levy Center, there is not sufficient space to provide employment services, legal services, health services, or financial counseling. These kinds of services could be an advantage at Levy Center. Ald. Wold said she had seen one questionnaire distributer* by the Levy Center Advisory Committee. She was concerned because the wording was not impartial. She asked whether any other survey of Levy Center members had HUNAN SERVICES COMMITTEE Minutes of 1/23/89 . . . 9 been done to ask what services they would like. Judith DeStefano, Recreation Board member, said that she and Julie Harris had conducted a survey of members and their needs. Ald. Wold said she would like to know what additional services Levy members might like at a new Levy Center. Ald. Feldman said he understood the value of keeping the Levy Center identity with the same administration. He realized that many feared that services would be reduced and this is not so. We need the help of Levy Center members to plan a good building with good programs. He asked if the 25% space increase for Level II took into consideration possible future recreation needs. Janet Webb said that the Levy Center Task Force had looked at the recreation program needs well past the year 2000. This is how they had arrived at the 25% expansion. Ald. Collens moved, seconded by Ald. Drummer, to recommend to the City Council that the new building be approximately 35,000 square feet to accommodate the expanded recreation programs for 28,000 square feet and the additional social services for 7,000 square feet. This motion passed unanimously. The Committee agreed that the new Center should not be called the multipurpose center but should continue to be called the Levy Center. Ald. Collens moved, seconded by Ald. Drummer, that the responsibility for managing the recreation programs at the Levy Center would be left with the Recreation Hoard and Recreation Department and that the responsibility for managing the additional non -recreation programs would be given to the Commission on Aging. The Recreation Department would manage the physical plant. This motion was passed unanimously. Ald. Collens recommended that a complete package of recommendations regarding the Levy Center including space needs, costs, budget and services should be provided to the City Council. She requested that the Commission on Aging research the various programatic needs and prepare j- .z-zommendation for services ideal for a multipurpose senior center. she does not want to decide on services to be housed there based on which agencies are able and willing to offer services there but rather what services are really needed. Then we can pursue who and how they should be provided. The Committee adjourned at 9:00 p.m. Helen McCarthy, Staff MINUTES HUMAN SERVICES COMMITTEE February 13, 1989 7:30 P.M. Room 2402 PRESENT: Ald. Collens, Davis, Drummer, Feldman, Larson, Vold OFFICIALS Ald. Bleveans, Jean Ann Shulse, Jeanne Fox, C. Louise and Staff: Brown, Helen McCarthy PRESIDING: Ald. Larson, Chair MINUTES The minutes of the January 23, 1989 Human Services Committee meeting were approved unanimously. COMMUNICATIONS Recreation Board Memorandum regarding Greenwood Beach Adult Aquatic Camp In response to a question Ms. McCarthy said that all Aldermen (including those from the First Ward), had received a copy of this memorandum. Ald. Collens said that since the Committee had not heard from any other Aldermen, it could assume that there is no problem with this additional program. Report on Examination of Financial Statements and Supvlementary Information for the Township for the year ended March 31, 1988 Aid. Collens questioned the delay in the receipt of the report since it was dated July. 1988. Questions about the report can be addressed to the Township Supervisor at the next meeting. CONSIDERATION OF THE EMERGENCY SHELIER GRANT APPLICA.ION AND UPDATED COMPREHENSIVE HOMELESS ASSISTANCE PLAN (CHAP) Ald. Collens moved, seconded by Ald. Wold to approve the Emergency Shelter Grant Application and the CHAP. In response to a question about the CHAP assurance regarding the alcohol and drug -free nature of participating homeless facilities, Ms. McCarthy answered that the assurance must state that "the homeless facilities receiving support are free from the illegal use, possession or distribution of drugs and alcohol by its beneficiaries." HUMAN SERVICES COMMITTEE Minutes of 2/13/89 . . . 2 Carol Moschandreas, Executive Director of the Center for Public Ministry► said that the shelter policy is that no one can drink in the shelter. This does not preclude someone from drinking beforehand. If someone's behavior, whether due to drinking or not, is causing a problem for others he or she may be asked to leave the shelter. In response to a question Hs. Hoschandreas clarified that for every family who participates in the family shelter program, there has been at least one other family qualified to fill the shelter vacancy. Therefore, there is a need to increase the number of shelter apartments available. In response to a question about follow up, she said that only one of the seven shelter families have left the shelter without permanent housing. The other families obtained permanent housing and have remained in it since. The motion to approve the Emergency Shelter Grant application and the CHAP were approved unanimously. CONSIDERATION OF RESTRICTIONS ON SMOKING IN PUBLIC PLACES The Committee reviewed the draft of Ordinance 23-0-89. Ald. Drummer stated his concern that the ordinance needs an amendment to provide discretion for establishments to set designated smoking areas. Perhaps a blanket discretion could be included for places listed in Section 8-21-3. Ald. Feldman said many of the places listed in 8-21-3 could not and should not have a designated smoking area such as elevators, rest rooms and service lines. Ald. Wold suggested the possibility of listing those places precluded from having a designated smoking area. The Committee members reviewed where a designated smoking area is not provided for, but where it might be appropriate. It was agreed that a designated smoking area is not provided for in "businesses and non-profit entities patronized by the public" (8-21-3 A6) and public buildings. Ald. Collens noted that public buildings are not specifically referenced in this section except in 010, "in place of meeting or public assembly." Perhaps public buildings should be included under #6. This would mean changing the definition of non-profit entity to strike the last line which states "a public agency is not a non-profit entity within the weaning of this section." The Committee questioned the rationale for not considering a public agency a non-profit entity and asked staff to ask if the Legal Department is aware of a rationale. Ald. Drummer suggested adding language to Section B-21-3 A6 and/or 10 to allow a designated smoking area. Ald. Feldman objected to adding this to Paragraph 6. Designated smoking areas would not be practical in attorney's offices, banks, etc. These places are entirely different from sports arenas, for example. Ald. Collens moved that a new paragraph 13 be added to 8-21-3 A to state "Waiting rooms, hallways and other araas of governmental buildings where the public is invited, has access to, or must visit in order to conduct business HUMAN SERVICES COMMITTEE Minutes of 2/13/89 . . . 3 or to participate in programs or services offered therein, except in a separate area in the building. The Committee discussed the pros and cons of a "room" or "separate area" and decided the language "separate area" would be more practical. The motion passed unanimously. The Committee also agreed to add the language "during such time as a public meeting is in progress" to line 2 of paragraph 10 of 8-21 -3A. In response to a question about why long term care facilities are excluded from the ordinance, Ms. McCarthy said that smoking provisions for long term care facilities would be included in the proposed long term care ordinance revisions. Ald. Feldman said that this is a particularly difficult area to regulate because of many residents' extreme dependence on smoking. Ald. Larson pointed out a possible conflict when a designated smoking area of a restaurant is a place of employment for a non-smoking employee who wishes a smoke free area. He referred to 8-21-6B, paragraph 5 which states that the "health concerns of the non --smoker shall be given precedence." The Committee agreed that although this could be a problem in individual instances, this will have to be left to the individual employer to solve. This would be an extremely difficult area to regulate since there will always be persons who will be required to work in a smoking area, either as a waitress, nurse, janitor, etc. Ald. Collens questioned the language in 8-21-6C that "the smoking policy shall be communicated to all employees within 3 weeks of its adoption." Why couldn't this 3 week time be part of the 90 days provided for in 8-21-6B? Ald. Bleveans recommended this additional 3 weeks to allow additional notice to employees who smoke, giving them an opportunity to quit or otherwise modify their habit. Ms. McCarthy asked for clear Committee intent regarding the enforcement of this ordinance. would employers be expected to submit copies of their smoking policies to the Health Department and, if so, would the Health Department be asked to review and/or approve these policies? In the alternative. would the Health Department merely be asked to investigate on a complaint basis? Since a very large number of employers would be covered by this ordinance, this will have a significant impact on staff time. In response to a question, C. Louise Brown, Public Health Director, said that the affidavits from the restaurants which are required in the Clean Air Ordinance currently are notarized and sent to the Health Department. Ald. Feldman said that the policies should be sent to and maintained by the Health Department. Ald. Wold disagreed, saying we should assume there is compliance unless there is a complaint. Ald. Davis said it would not be meaningful for the City to be a repository of these policies. If there is a complaint, the City would not want to rely on a policy contained in its files, but would need to obtain the current policy from the employer in question. Ald. Collens pointed out the demands on staff to keep track of the policies submitted. She also questioned what the implications would be to the City receiving a policy which was not in compliance with the ordinance and merely filing it rather than returning it as not acceptable. - Ald. Feldman stated his belief that submitting smoking policies would not be . . 'L HUMAN SERVICES COMMITTEE Minutes of 2/13/89 . . . 4 a hardship on employers or City staff. He recommends that an employer submit an affidavit indicating that the smoking policy has been implemented and a copy of the policy. No decision was reached on this issue. Ald. Feldman requested a report from the Health Department on the effectiveness of the Clean Air Ordinance. From its experience over the last year, how many restaurants are in compliance or out of compliance with the smoking provisions? The Committee agreed that the Chair should set a date for public hearing regarding this ordinance. The meeting adjourned at 9:05 p.m. 11 �ct I � �-L 4_ C 4�- He1ea McCarthy, Staff r ' � DRAFT - NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE February 27, 1989 7:30 P.M. Room 2402 Present: Ald. Collens, Davis, Drummer, Feldman, Larson, cold Officials Don Wirth, Jean Ann Shulse, Paula Crismond, Edmund and Staff: Horan, Edna Summers, Julian Coleman, C. Louise Brown, Harvey Saver, Helen McCarthy Presiding: Ald. Larson, Chair (Ald. Feldman was temporary Chair) Ald. Feldman announced that Ald. Larson, Chair would be a few minutes late to the meeting and had asked Ald. Feldman to serve as Chair in the interim. MINUTES The minutes of the February 13, 1989 Human Services Committee meeting were approved unanimously. COMMUNICATIONS Staff Memorandum regarding Emergency Assistance for persons displaced due to overoccupancy Ald. Feldman raised a concern from Ald. Korshak that we seek to elicit financial responsibility from the landlord to assist in paying tenant's relocation costs in the case of overoccupancy. Ald. Davis said that an overoccupancy situation is different from a case where there are significant building code violations whi-i the landlord may benefit from financially. In an overoccupan=1 situation, the landlord may or may not be aware of the number of Persons occupying the apartment and receives no financial incenti7e. Ald. Feldman asked staff to pursue this question with the Legal Department. Memorandum from the Mental Health Board regarding, `iational League of Cities 1989 Innovations Award Application The Committee members expressed their support for the nomination for the National League of Cities Award Program. r HUMAN SERVICE COMMITTEE Minutes of 2/27/89 . . . 2 TOWNSHIP ISSUES Edna Summers, Township Supervisor, and Julian Coleman, Accountant, Joined the Committee. January 1989 Monthly Report Supervisor Summers said she was disturbed by the increase from 306 to 32S cases. Ald. Drummer said he had asked this question last month and had been reassured that this was a seasonal variation. Ald. cold pointed out that the number for the same month last year was 324, Ald. Collens asked about the $7,312 in Contingency Funds spent under General Assistance Fund salaries in January. Ms. Summers said that employees are paid for unused vacation time annually. Also, included in this figure is the accrued vacation time for the two personnel who left the Township last month. Ald. Collens asked about any anticipated budget savings as a result of the positions being vacant. Ms. Summers said that the employees had been paid severance and the impact on the current budget will be minimal. Summary of items contained in Contingency Accounts - January 1989 Ald. Wold asked for an explanation of the expenses for House of Thompson, Preston Flowers, and Evanston Housing Coalition. Ms. Summers said House of Thompson was for two client funerals. The flowers were for employees who were sick. The payment to the Evanston Housing Coalition was to two people who had worked on the Housing Program Report which the Township submitted to the Housing Commission. The final report was prepared by Ziri Smith & Associates. The check was made out to the Housing Coalition but was actually handed over to persons involved. In response to a question, Ms. Summers said she recalled that one of the persons was Carol Smith. She did not recall the name of the other person. Ald. Collens questioned several Contingency charges such as National Slack Forum, Business Women's Institute, Governmental Executive, Educational Workshop, etc. She said that these items should be included in the regular Township Training and Travel accounts and should not appear as contingencies. All regular anticipated expenditures should occur in specific accounts and not placed in a "catch-all" Contingency account. tor. Coleman said that the Township has traditionally, in the G.A. Fund, considered the Contingency account as a miscellaneous account. The other Contingency accounts are used for unanticipated expenses or budget overages. Ald. Collens asked for an explanation of the payment to Children and Adult Network, (CAN U) KERC and Youth Organization. The payment to CAN U was to enable kids to participate in the Fleetwood lourdain summer program who did not have the funds to do so. She had reviewed this with Mamie Smith, Director of Fleetwood, to assure _hat these funds were needed. Ald. Wold said that in the future, any such payments 1 .- HUMAN SERVICES COMMITTEE Minutes of 2/27/89 . . . 3 should go directly to the Recreation Department and not to a third party who was then expected to pay the Recreation Department. The Youth Organization payment was for the evening out, which clients spent at a play and dinner. This is to raise clients cultural awareness. Twenty-five clients and two staff attended which covered the cost of the ticket and dinner. This event was reported to the Human Services Committee. The payment to MERC was for four staff to attend the annual meeting and dinner of MERC, which is an agency with whom the Township works regularly. Ald. Collens said that she is not arguing whether there is a need for these expenditures. Rather, she would like such expenses to be budgeted in regular budget categories and not classified as contingencies. Ald. Davis said that a contingency account should be used for unforseen expenses or emergencies. Ald. Drummer Was excused from the remainder of the meeting. Financial Projections for 1988-89 Fiscal Year Ald Davis asked if a cash reserve is budgeted in the current budget. Julian Coleman said that in the past a cash reserve line item has been budgeted. In the 88-89 budget this cash reserve was eliminated and budgeted as Transfer to the Housing Fund. Ald. Davis asked how much of the projected fund balance for the Town Fund and the General Assistance Fund is needed for cash flow and how much is projected as true surplus. We need to know year-to-year whether we are increasing or decreasing our true cash reserve. Several years ego when we had a cash crisis in the Township, a specific P-.1.icy was adopted to increase the cash reserve. This was done successfully. Now we need to know the amount of reserve necessary to cover the cash flow needs. Julian Coleman said he can do a financial projection from 4/1189 to 3/31/90 as part of the budget projections. Basically the Township needs to have cash on hand to cover four months of expenditures. Ald. Feldman commented that the footnotes on page sever. were very helpful in answering questions. He suggested that footnotes be used more often in other reports to eliminate the need for Co=ittee members to ask questions orally. In response tc i question about the Housing Fund, Mr. Coleman said that $251,000 had already been transferred into the Housing Fund and the second payment will be made before the end of the fiscal year. Ald. Collens thanked the Township Supervisor for these reports and said they were very helpful in understanding the Township financial situation. Ald. Larson arrived at the meeting and took over the Chairmanship. HUMAN SERVICES COMMITTEE Minutes of 2/27/89 . . . 4 CONSIDERATION OF ORDINANCE 23-0-89 TO REGULATE SMOKING IN PUBLIC PLACES AND PLACES OF EMPLOYMENT Ald. Feldman asked if the Committee is ready for a public hearing based on the current Ordinance draft. The Committee agreed that it was. Ald. Collens moved and Ald. Feldman seconded a motion to establish a public hearing to receive input on the draft Ordinance. The motion passed unanimously. The Committee agreed to hold the hearing on Monday, April 10, 1989 in the City Council Chambers. It was requested that the building be posted for NO SMOKING prior to the meeting. It was agreed that staff would publicize the hearing through the media, the Chamber of Commerce and local service agencies such as Kiwanis and Rotary Clubs. CONSIDERATION OF DRAFT REPORT REGARDING THE LEVY CENTER Ald. Feldman asked if there was a breakdown of the anticipated operating costs for the new Levy Center. Ms. McCarthy said that an itemized breakdown for the Recreation Program costs and the Social Service Program costs had been provided in a staff memorandum dated January 19, 1989. It lists positions, utilities and other contractual services. Ald. Collens asked how the operating budgets work together, i.e., how will staffing be offset by fees and how will additional participation in the center affect estimated costs. Ms. McCarthy said that the two budgets - one for the recreation services and one for the social services - were developed separately using the same assumptions for expanded space and use. It has been assumed that with the 25% increase in space available for recreation that the use of the space and the revenues will be increased by 25%. In the January 19 memorandum it was stated that a possibility exists that there may be some decline in regular Levy membership if an expanded center is developed. However, this possibility is not included in the cost and revenue projections contained in that memorandum. Ald. Feldman and Larson said they doubted that any such reduction would take place. Ald. Wold and Collens questioned whether some of the operating costs included for the social service programs, in particular for information and referral, could be handled by volunteers rather than professionals. Ms McCarthy said that this question should be directed to the Commission on Aging. She said that Ms. Volberding, Executive Director, had planned to attend this evening but had become ill. Ald. Collens said that in addition to saving money, she feels that the participation of members in contributing to the center should be maximized as much as possible. It is vitally important for the life of the center. Ald. Collens expressed concern about how the center will be pulled together into "one coherent center." Who will make the decisions about what agencies provide services in the center? Aid. Wold asked what possibilities exist for Federal funding of the center. Ald. Feldman asked if the Commission's recommendations for services in the center were the result of research throughout the country on other Senior Y HUMAM SERVICES COMMITTEE Minutes of 2I27189 . . . 5 centers and on gerontologic literature. Ms. McCarthy answered that it was. Ald. Collens asked for additional detail on the current congregate meal program, who participates now and how many more could be accommodated with the space at the Levy Center. She asked the Commission on Aging to show why Adult Day Care should not be eliminated from the center. She has serious questions about its need and appropriateness at this location. The Committee agreed to continue this discussion at the next earliest opportunity. The meeting adjourned at 9:05 p.m. Helen McCarthy, Staff MINUTES HUMAN SERVICES COMMITTEE March 13, 1989 7:30 P.M. Room 2402 Present: Ald. Collens, Davis, Drummer, Feldman, Larson, Wold Officials Prentis Bryson, Dr. Paul Ravenna, Helen Leister, Jane and Staff: Volberding, Harvey Saver, Don Wirth, Jean Ann Shulse, Carey Wright, Paula Crismond, Don Colleton, Catherine Spriegel, Helen McCarthy Presiding: Ald. Larson, Chair MINUTES The minutes of the February 27, 1989 Human Services Committee were amended as f of lows: Page 5, paragraph 1, line 5 should read: "She has serious questions about its appropriateness at this location." ("its need" was stricken) With this amendment, the minutes were approved unanimously. COMMUNICATIONS Staff update regarding Infant Day Care Program Memorandum regarding enforcement of Indoor Clean Air Ordinance Ald. Collens requested that the recommended change regarding an affidavit from restaurants should be inserted in the new Indoor Clean Air Ordinance before it is introduced to the City Council. Memorandum on Public Hearing on Ordinance 23-0-89 Smoking in Public Places Memorandum regarding changes in Community Service System for individuals with developmental disabilities Memorandum from Township Supervisor to Housing Commission regarding Rental Proposal Ald. Wold announced that there has been an additional meeting of the subcommittee of the Housing Commission which has made the memorandum from the Township Supervisor obsolete. HUMAN SERVICES COMMITTEE Minutes of 3/13/89 . . . 2 YOUTH ADVOCACY PROGRAM - ACTIVITY REPORT Don Colleton, Chair of the Youth Advocacy Program Advisory Committee, and Carey Wright, Youth Services Coordinator, joined the Committee. Ald. Feldman said that Mr. Wright had provided an important service by attending a community meeting of people concerned about the recent shooting in the ninth ward. Mr. Wright explained the services available for high risk young people through the Youth Advocacy Program. Mr. Colleton provided a brief summary of the program to date and announced that the program is actively serving a caseload of young people and their families, and is fully staffed. An evaluation subcommittee is moving ahead with the outside consultant on the preparation of the program evaluation. In response to a question from Ald. Davis, Mr. Colleton said that the Advisory Committee expected that most of the referrals would come from the two school districts. Many of the youth referred by the schools would also be referred by agencies. Mr. Wright noted that there are fewer lb and 17 year old boys being referred to the program than he had expected. Ald. Wold asked about the service gaps noted in the report. Mr. Wright said there is a shortage of bi-lingual counseling, both through the program and in Evanston agencies. The lack of long term placement alternatives in Evanston continues to be a problem. Youth may need an alternative to living with his/her own family for anywhere from three months to three years. In response to a question, Mr. Wright said that even a placement in Chicago, such as Lawrence Hall, is not as good as an alternative in Evanston. In response to a question from Ald. Drummer, Mr. Wright said that in some cases a youth would do best in a foster home placement with another family. In other cases, he or she may do better in a small group home. Ald. Collens asked for clarification regarding the meaning of "number of referrals" versus "number of open cases." How many more cases will the program be able to accept? Ald. Feldman said the Coordinator will have the difficult job of choosing between keeping existing clients in the caseload or refusing new referrals because the caseload will be full. Mr. Colleton said that the Committee and staff are committed to staying with the most difficult cases. This was the reason for the program's initiation. However, there will be a time when the caseload is full since an active caseload of 45 families will probably be the maximum at any one time. Staff will have to take a hard look at the progress being made by youth and families in the program, and if all creative, non-traditional approaches have been tried with little success then cases may need to be dropped. Ald. Larson asked for a description of some of the difficulties in engaging these youth and families in services. Mr. Wright said that many of these families are under organized. They have difficulty making arrangements for school -related activities, health needs and many other issues. Becoming engaged in community services is difficult. Mr. Colleton added that for many of these families, the most pressing need is an economic one and they do not seek community services unless there is an acute situation. :n response to a question, Carey explained that "in -home counseling" refers to services whereby HUMAN SERVICES COMMITTEE Minutes of 3/13/89 . . . 3 the counseling agency would deliver family counseling in a family's home rather than expecting the client to come to the agency. In response to a question about parental involvement in the program, Mr. Wright said this varies markedly. Often the parent will give consent to work with their child but doesn't want to be involved. No parent has initially refused the services of the program. Often it is more difficult to engage the youth than the parent. Ald. Drummer said that his experience with CO -POPS has indicated a need for programs such as "Adopt a Child Program," or ways in which members of the community as volunteers can help individual youth. In response to a question, Don Colleton clarified that the Advisory Committee made a definite decision that even if the parent refuses to be involved with the program, the program will still stay involved with the youth and work toward involving the parent. Ald. Davis stressed the importance of assisting families with other stresses facing them which may not involve the referred youth, such as employment, housing, child care, or needs of other siblings. Kr. Wright confirmed that the Advocates often work with other family members on a variety of issues which don't specifically relate to the youth. The Committee thanked the staff and the Advisory Committee for its work and its thorough reporting. CONSIDERATION OF AGENCY CONTRACTS FOR YOUTH ADVOCACY SERVICES Ald. Drummer moved, seconded by Ald. Larson, to approve Evanston Hospital, Family Focus and Y.O.U. for the delivery of youth advocacy services in 1989-90. The motion was approved unanimously. CONSIDERATION OF DRAFT REPORT REGARDING THE LEVY CENTER Ald. Drummer asked which services contained in the Commission on Aging memorandum dated lurch 9 currently exist at Levy Center. Paula Crismond, Supervisor, Arts and Special Services for the Recreation Department, said that Levy Center currently provides, through volunteers, information and referral, Taxi Coupons, transportation information. Ald. Drummer expressed concern about the costs outlined in the memorandum and asked all of these are on -going costs. Hs. Volberding said that since most are for staffing, they would be on -going costs; however, approximately $6,000 is included for initial capital needs. Hs. Volberding said that there is currently a bill to come before the State Legislature which is a multi -purpose senior center initiative. Ald. Wold recommended that the lobbyist retained by Evanston should be informed about this bill and Evanston's interest. In response to a question about what attempts are being made to help Levy Center members be more comfortable with expanded services, Dr. Ravenna said that he talks frequently with Levy Center members. They will not abandon the Levy Center with expanded services. They are worried about an alteration of HUMAN SERVICES COMMITTEE Minutes of 3/13/89 . . . 4 their environment because of being in close proximity with more distressed or impaired people. However, he believes that many members will benefit greatly from this close proximity. Many need additional services which they are not now receiving. Also, they will realize that when they are more impaired they will not be "shipped out" but can remain part of the Levy Center. In response to a question, Ms. Volberding explained that the Executive Secretary position will serve the new proposed staff and the Executive Director of the Commission on Aging and the full-time nursing home Ombudsman. Ald. Collens stated her position that she wants to develop an expanded, enhanced. improved Levy Center and she is not in favor of setting up a separate entity attached to the recreation program. With that in mind, she recommends that adult day care be removed from the list of programs at the Center. Ihis service is not consistent with the other services which will be offered. Ald. Drummer proposed creating the capacity for adult day care, the necessary 2.400 square feet, in the building. Ald. Collens said she was not inclined to support this since she is pretty certain that the senior center should not include adult day care. even in the future. Ald. Larson said he has become aware of many persons living alone in the community who are not able to go to Levy Center because of their impairments. With an adult day care program at Levy Center, such persons might be able to participate in the service of the community. Ald. Feldman asked the experts in attendance for their comments about adult day care. Hs. Volberding recommended that adult day care be included in the center. She pointed out that many people needing adult day care are only temporarily in need. Some of these people may be able to participate in some limited ways in other Levy Center activities, She has visited four senior centers nationwide which include an adult day care component and these have been very successful. Jim Stavish, Assistant Director of Hiles Township Sheltered Workshop, said that eliminating adult day care from the Center will go along with fears which many seniors have about their future. We can assist in allaying these fears by maintaining adult day care in that center. It will communicate to seniors that increased disability does not mean being isolated from their friends and normal activities. This will provide the assurance that we still support seniors throughout the age continuum. Ald. Davis expressed the importance of a regional approach to many specialized services. It will not be possible for Evanston to provide all services. Due to lack of time no decision was reached on the inclusion of adult day care in the new Levy Center. The meeting was adjourned at 9:05 p.m. Helen McCarthy, Staff Ar. MINUTES Dralft HUMAN SERVICES COMMITTEE March 27, 1989 7:00 P.M. Room 2402 Present: Aid. Collens, Davis, Drummer, Feldman, Larson, Wold Absent: Ald. Davis Officials Prentis Bryson, Dr. Paul Ravenna, Russell Barta, Marc and Staff Berman, Catherine Spriegal, Helen Leister,Carol Henes, Ann Graff, Benn Greenspan, Ed Moran, Kathleen Brennimen, C. Louise Brown, Don Wirth, Paula Crismond, Joe Zendell, Jane Volberding, Jeanne Fox, Sharon Harris, Edna Summers, Julian Coleman, Owen Thomas, Helen McCarthy PresidinK: Aid. Feldman, Chair MINUTES The minutes of the March 13. 1989 Human Services Committee were amended as follows. The Presiding Official should read "Aid. Feldman" rather than Ald. Larson Page 4, paragraph 2, line 13 should read: Aid. Larson asked the experts in attendance for their comments about adult day care. With these corrections, the minutes were approved unanimously. COMMUNICATIONS Staff Memorandum on limits on vendors and exhibitors at City Sponsored lakefront festivals. Aid. Collens said that the interest on the part of the Human Services Committee in limiting activities conducted at the lakefront is to limit the impact to the lakefront of high attendance and heavy use. The suggestions outlined in the memorandum do not address these concerns. In her review of statistics on exhibitors at the Ethnic Arts Fair, she noted a rapid growth from 40 in 1987 to 75 in 198E and 125 proposed for 1989. She requested a report on the history of the lakefront festivals with statistics on growth in exhibitors and attendance and on past and anticipated revenues. She requested a report on consideration given to HUMAN SERVICES COMMITTEE Minutes of 3/27/89 . . . 2 holding the festivals at other parks so that the impact could be spread throughout the community. She is not prepared now to set a specific limit for exhibitors but is inclined to think that the numbers in the memo are too high. Don Wirth, Director of Parks. Recreation and Forestry, clarified that the numbers projected for exhibitors and vendors match the revenues in the proposed budget. He asked if the Arts Council and the Recreation Board should hold off on recruitment of vendors and exhibitors until a decision has been reached and the Committee responded "yes". Ald. Wold agreed that the increasing load on the lakefront parks needs to be reviewed. Ald. Feldman said that he hopes that we do not have to limit any festivals; possibly the burden of the festivals needs to be rotated among various parks. The Committee requested a calendar for the summer showing all anticipated lakefront festivals whether or not City -sponsored. Staff memorandum on reference from Ald. Summers regarding recreation fees The Committee requested that this agenda item be scheduled at a time that Ald. Summers could join the Committee to voice his concerns. CHAIRMAN'S PRIORITIES Ald. Feldman said that a list of his priorities had not been included in the packet. He said his two major priorities are to conclude the consideration of the Levy Center report and forward it to City Council and to conclude consideration of the Indoor Clean Air Ordinance and forward it to City Council. The Committee endorsed the Chairman's priorities. TOWNSHIP ISSUES Monthly Report for February, 1989 Supervisor's Report Supervisor Summers reported that the Public Aid Code has been amended to change the appeal process for General Assistance recipients in Suburban Cook County. A new Committee, including two Township Supervisors will hear these appeals. She has been appointed to this Committee. Any travel connected to this role will be paid for by the Township under appeal. In response to a question, Supervisor Summers said that the proposed Township Budget for 1989-90 would be ready in April of 1989. In response to a question, Ms. Summers and Ms. McCarthy stated that in the last several years, the Township has presented a budget to the Committee after the year-end figures are available. The budget must be approved by the end of the first quarter, which is June 30. 10 H- HUMAN SERVICES COMMITTEE Minutes of 3/27/89 . . . 3 CONSIDERATION OF THE HUMAN RELATIONS COMMISSION RECOMMENDATION REGARDING CONTINUATION OF THE SOLICITATION PROVISIONS IN THE FAIR HOUSING ORDINANCE Owen Thomas, Executive Director of the Human Relations Commission, and Marc Berman, Member, joined the Committee. Mr. Berman said that the Commission recommends that the solicitation provisions in the Fair Housing Ordinance be extended for another year. He said that one's interest in signing an anti -solicitation list, in order to be exempted from real estate solicitation, is based on one's perception of racial changes in the neighborhood. Several grass roots community organizations have indicated a willingness to go door-to-door to encourage people to sign the anti -solicitation list. The new Fair Housing Educator will assist in coordinating neighborhood efforts. Ald. Collens noted the communication from the Evanston Neighborhood Conference (ENC) regarding the door-to-door campaign initiated over the past weekend to recruit persons to sign the anti -solicitation forms. She asked when the results of this campaign will be known. The Southwest Evanston Associated Residents (SWEAR) is the neighborhood organization which will begin the campaign and serve as a pilot program. ENC will report to the Human Relations Commission monthly on their progress. In response to a question, Mr. Thomas said that to date, 25 persons have signed the list. They have primarily come from the ENC and SWEAR and from three Aldermen. In response to Ald. Collens' question as to the Commission's overall assessment of the anti -solicitation provision, Owen Thomas said that the Commission has very mixed feelings about the importance of the solicitation provisions. Ald. Feldman recommended that the Commission refine its criteria to decide whether the solicitation provisions are helpful or not helpful in the long run. Ald. Collens asked why the provisions related to signing an anti -solicitation list needed to be part of an ordinance: why couldn't the Commission coordinate this on a voluntary basis? Ald. Feldman pointed out that the sanctions against realtors who solicit persons who had signed this list are contained in the ordinance. Without these sanctions, the list would carry no weight with the realtors. Ald. Wold pointed out that a door-to-door campaign to ask people to sign on to this list could actually cause concern on the part of residents about their neighborhood. This will have to be handled very carefully by the volunteers or the result of this campaign could be to frighten rather than empower residents. The Human Relations Commission should monitor this activity carefully. Ald. Drummer noted that the Fair Housing Ordinance includes many provisions. Hopefully, ENC will assist in publicizing all aspects of the ordinance, including the anti -solicitation provisions. Ald. Drummer moved, seconded by Ald. Larson, to extend the anti -solicitation provisions for one year and to request staff to prepare an ordinance for introduction to City Council on April 11. The motion passed unanimously. CONSIDERATION OF DRAFT REPORT ON LEVY CENTER The Committee discussed the draft report on the new Levy Center dated February 22, 1989. Ald. Collens recommended that the Committee adopt Ald. Drummer's recommendation that the new facility be large enough to accommodate the 2,400 square feet needed for adult day care, but that the adult day care program not Ili � nil ' 'T II' 'I'III III i'n ii p In iu piiin u01' I I rynl li 1i I 'i i in n HUMAN SERVICES COMMITTEE Minutes of 3/27/09 . . . 4 be put in this space initially. Later adult day care and other appropriate services, as they come to the City's attention, could be placed in this space. Ald. Wold said that it could become much more difficult to add adult day care later after the facility has been operating. From her experience, space tends to be used when it is there; if it were taken away from the Recreation Department or some other entity in order to add adult day care, this could create a problem. Ald. Drummer noted that not adding adult day care initially might keep the operating costs lowered. Ald. Collens said it would not reduce operating costs but rather would reduce revenue from rent for use of this space. Jane Volberding, Executive Director of the Commission on Aging, recommended that the adult day care program be added at the time that the center will open. It is possible that this service could be phased in with special supportive services being provided in this space. which might be something less than a total adult day care program. In response to a question, Marilyn Gehant, from the Niles Township Sheltered Workshop, said that the proposed space is designed to accommodate 25 people in adult day care. Initially it might start with 8, 10 or 12 persons and gradually expand as the need expands. Currently there are 22 Evanston residents in the Great Opportunities adult day care program in Skokie. She added that the planning for the building anC space to accommodate adult day care should be done initially since it is much more costly to rennovate a building for the physical accessibility necessary for adult day care. In response to a question regarding the future need for adult day care, Ms. Volberding said that she would anticipate that in another five or ten years there may be a need for adult day care beyond 25 people; this might occur at another site. Currently there is no waiting list. Ald. Feldman expressed his support for mainstreaming the population needing adult day care and including it in the new Levy Center. The Committee agreed to include adult day care as one of the services to be provided in the center and that this program would be added at the time of the opening. Ald. Feldman asked if there were any other questions about the ten services to be included in the center, listed on page two of the retirt. Ald. Collens requested that #7 be expanded to emphasize the value of volunteers in the life of the center. Ald. Wold asked about the congregate meal program. Would an institutional kitchen be required? Gary Kenzer, from the Community Nutrition Network, said that only a small warming kitchen would be required. The meals would be delivered every other day frozen. Currently 65 persons are served at the current Fleetwood Jourdain site. The new Levy Center space would accommodate up to 100 persons. In response to a question, he said that the meals are prepared by a professional catering company specializing in dietary needs of seniors. The Committee agreed that a congregate meal program should be included in the Levy Center. Ald. Collens asked that the report include an explanation about the health services to be provided at the site. She also asked that reference be made to outside agencies rather than existing agencies. Ald. Larson asked if staff had taken into consideration future space needs. Will the building be big enough? Ms. Volberding said that the Special HUMAN SERVICES COMMITTEE Minutes of 3/27/89 . . . 5 Committee which developed the program statement looked carefully at needs in the future. Ald. Larson suggested that the building be designed with maximum flexibility so that walls could be moved to accommodate different programming needs. Ald. Collens requested that the first sentence under #5 MANAGEMENT AND OPERATION be deleted. A sentence should be added to express the importance of the facility operating as one integrated facility offering a variety of recreational and social services. The language pertaining to the management of Recreation Services by the Recreation Department and the management of Social Services by the Commission on Aging should be maintained. Ald. Collens asked whether the Committee should include possible site possibilities as part of the report to the City Council. Perhaps criteria for site selection should be added including accessibility and central location, etc. Ald. cold said she was concerned about the timing of the site consideration and favored having the program statement submitted to the City Council before consideration of site. Ald. Collens said that site availability will be a practical concern in implementing the recommended program statement. Ald. Larson moved, seconded by Ald. Drummer, to forward the draft report to City Council prior to consideration of site availability. Motion was approved - four ayes, one no (Ald. Collens voting no). The Committee asked that the draft report be revised and forwarded to the Committee for its review prior to submission to City Council. CONSIDERATION OF AMENDMENTS TO THE LONG TERM CARE ORDINANCE C. Louise Brown, Public Health Director, gave an overview of the materials presented to the Committee and summarized the major changes in the ordinance including expanded definitions, requirements for new applicants, provisions for a conditional license issuance to new owners; expanded resident rights, additional standards regarding advance directives, life safety equipment, mobility, smoking; the addition of administrative warnings; the increase in penalties; and the addition of restitution provisions. Ald. cold said she found the explanatory materials very useful and appreciated the work from the Mental Health Board, Commission on Aging and staff. She said that representatives of the Presbyterian Home had indicated their appreciation of staff consideration of input from the facilities. She raised a question about a requirement on page 95 regarding the need for a facility to call the hospital every three days when a resident is hospitalized. Perhaps some language could be added to exempt those facilities where a physician is on the staff of a facility and the hospital. C. Louise Brown explained the need for this provision since for many facilities, residents are "lost" to the system when they enter the hospital and the facility does not maintain contact with the hospital or the resident. She noted that the ordinance language is "communicate with" as opposed to "call"; if a physician is visiting the resident at the hospital, this would certainly be included as communication. . 1;_ 0 HUMAN SERVICES COMMITTEE Minutes of 3/27/89 . . . 6 Benn Greenspan, Mental Health Board member, noted that when a resident is at a hospital it is important that documentation regarding the resident's care be available at the facility, as well as the hospital. Lisa Capelli, representative of the James C. King Home, expressed the need for a balance between regulations directed towards poor providers and those directed towards good providers of care. Due to lack of time, Ald. Feldman suggested that this discussion be continued at the next meeting. It will be important to review the disagreement between the Mental Health Board and the Commission on Aging regarding a designation of resident representative. The meeting was adjourned at 9:05 p.m. 1/444,4.. kc okc?f Helen McCarthy, Staff APPROVED - 4/24/89 MINUTES HUMAN SERVICES COMMITTEE April 10, 1989 7:30 P.M. Council Chambers Present: Ald. Collens, Davis, Drummer, Feldman, Wold Absent: Ald. Larson Officials and Staff: C. Louise Brown, William Embry, Helen McCarthy Presiding: Ald. Feldman, Chair PUBLIC HEARING ON ORDINANCE 23-0-89 TO REGULATE SMOKING IN PUBLIC PLACES AND PLACES OF EMPLOYMENT Ald. Feldman welcomed persons present and described the procedures for the Public Hearing. He announced that written communications had been received from St. Francis Hospital, NBD Bank and Trulove Florists which will be copied for the Committee to review. SPEAKERS Clare O'Boyle, representing St. Francis Hospital, said that the Executive Staff at St. Francis Hospital of Evanston supports the Evanston Indoor Clean Air Ordinance. St. Francis Hospital has had a restricted NO SMOKING policy since 1987 and is preparing to make St. Francis completely smoke free by October 1, 1989. Sanford Stein spoke in favor of the Ordinance. The harmfulness of second hand smoke has been well documented. As a parent of a six year old asthmatic child, he favor: elimination of smoking in public place=. fie referred to his re.ent letter +j the Evanston Review documet:ting tiis experience in ri,st:turant9 and tt, implementation if the smoking ordinance. fie pointed out that 70 tc. ar. percent of smokers favor restrictions on smoking. Marilyn MontgomcU, representing the Chicago Lune Association, spoke in favor of the ordinance. In her position, she has worked with the implementation of the Chicago Clean Air Ordinance. She receives many calls from people residing in suburban areas asking for a smoke free environment. She pa6oed out several pamphlets to the Committee members, sited several statistics about the hazards .f second hand smoke and offered the lung Association's assistance in implementation of an Evanston ordinance. HUMAN SERVICES COMMITTEE Minutes of 4/10/89 . . . 2 Pam Byrne. She is a group leader in a smoking cessation program and spoke in favor of the ordinance. Dr. Mitchell Byrne, Vice President of the American Cancer Society -North Shore Unit, spoke in favor of the ordinance. He recalled his disappointment in the low 20% percentage set -aside for non-smoking in restaurants enacted in the earlier Clean Air Ordinance. Evanston should provide leadership in passing the proposed ordinance. Irene Gregory spoke in favor of the ordinance. She requested that the Committee consider prohibiting smoking in apartment building lobbies and hallways. She lives in a apartment building where the smoke from 4 apartments "wafts" under the door of her apartment. Midge Mason spoke in favor of the ordinance. She has never been a smoker; however she lived for a long time with a smoker and suffered a smoke inhalation accident, both of which have left her with a lung condition which impairs her breathing. Linda Carney-Soltys. She noted that less than a third of the public smoke; yet in this ordinance, smokers are given 50 percent of the public space in cafeterias, some waiting rooms, etc., and 80 percent in restaurants. This is unfair. She was a child of a smoker and lived in a smoke filled environment growing up. She has allergies which have been attributed to this environment. Connie Renveni spoke against the ordinance. She said she is a smoker and would like to stop. She is the owner of a book store in Evanston. She allows smoking in her store, notifies customers of this through posting, and has had a favorable reaction from customers. She wants the right to continue this policy. It is an infringement of her rights for the City to prohibit smoking in her store Irene Gregory. (Follow up to earlier remarks) Recommended that landlords be required to seal doors to apartments so that smoke could not pass from the lobby and hallways into individual apartments. Ald. Feldman thdnkod the speakers for thk,ir corrvnl•r.'_ I resY -r.to a question, Hs. McCarthy said that the Health r r'r;,ent had tified apprc,aimately 600 businesses which would fall under ti :s -jrdinance anL sent a copy of the ordinance to the 30 largest employers. T'e Chamber of C_mmerce provided notification to members. Ald. Col 1ons said that the luck of opposition indicates that the time has come for this -)rdinance. She moved, seconded by Ald. Davis, to introduce Ordinance 13 0-89 at the Council meeting on April 11 with adoption planned for April 24. This would require a suspension of the rules to introduce without its appearing on the a6EEnda. She noted that the section regarding an affidavit from restaurant -_•wners nea.ied to be changed for the final ordinance version. ..a HUMAN SERVICES COMMITTEE Minutes of 4/10/89 . . . 3 This will allow Ald. Bleveans, who has spearheaded the non-smoking effort, to vote on this ordinance before he steps down from the City Council. The motion was passed unanimously. The meeting was adjourned at 9:00 p.m. Helen McCarthy, Staff APPROVED - 4/24/89 MINUTES HUMAN SERVICES COMMITTEE April 11, 1989 7:00 P.M. Room 2402 Present: Ald. Davis, Drummer, Feldman, Wold Absent: Ald. Collens, Larson Officials Ald. Raden, Horton, Summers, Muriel Chalem, Charles and Staff: Harrison, Ed Moran, Janet Webb, Ann Graff, Prentis Bryson, Russell Barta, Robert Campbell, Barry Isaacson, Anne Knepper, Helen Leister, Mary Ann McCudden, Dr. Paul Ravenna, Adina Romain, Catherine Spriegel, Jeanne Fox, C. Louise Brown, Sharon Harris, Jane Volberding, Joe Zendell, Don Wirth. Jean Ann Shulse, Paula Crismond, Helen McCarthy Presiding: Aid. Feldman, Chair MINUTES The minutes of the March 27, 1989 Human Services Co=ittee were approved unanimously. COMMUNICATIONS Staff memorandum on Youth Issues Forum CONSIDERATION OF ORDINANCE 59-0--89 TO EXTEND THE SOLICITATION PROVISIONS OF THE FAIR HOUSING ORDINANCE Ald. Davis moved, seconded by Ald. Wold to approve Or"inan_e 59.0-89 and to introduce it to City Council. The motion was approved CONSIDERATION OF L1M1TS ON -VENDORS AND EXHIBITORS AT_ C:�'-. �NSOREQ LAKE FRONT ACTIVITIES — - - — —-------- - --- - Ald. Wold expressed her concern about the increase sirs of lake front festivals and their impact on the environment and neighborhood. The Ethnic Arts Festival, sponsored by the Arts Council, h,a- dad a 'large increase from 30 vendors and exhibitors in 1986-87 to a proposed 100-1?0 vendors and exhibitors for 1989. We need some limit to the growth `pstivals due to the impact on the lake front parks. She proposed limiting s., HUMAN SERVICES COMMITTEE Minutes of 4/11/89 . . . 2 Ethnic Arts Festival to its 1988-89 level of 75 vendors and exhibitors. Muriel Chalem, Arts Council member, said that although she understands the concerns of the Committee, she would hope that any limit would occur in the following summer and not go into effect for 1989. Due to the amount of publicity and recruitment activity already initiated, Joe Zendell, Executive Director of the Arts Council, stated his concern regarding corporate sponsors including Citicorp and Pioneer Press, who are excited about the Festival's growth. Ald. Davis recalled that when the Ethnic Arts Festival was initiated, concern was expressed about the expansion of activities on the lake front. It was agreed that the growth of these festivals needed to be monitored carefully. At some time the projected numbers must be carefully reviewed by the Human Services Committee. Joe Zendell said that the Arts Council had assumed that this review had occurred in conjunction with the budget review process. In response to a question, Don Wirth, Director of Parks, Recreation and Forestry, said that in terms of maintenance of the lakefront parks, a limit to 100 vendors and exhibitors for the Ethnic Arts Festival and maintaining the current number at the Recreation Arts Festival would be satisfactory. Ald. Drummer said that he would favor a fairer balance between the two festivals - such as putting the limit on the Ethnic Arts Festival at 100 or more but reducing the Recreation Arts Festival below the 139 figsre. Ald. Davis noted that the higher number projected for the Recreation Festival was based on a 17 year Festival history. Charles Harrison said that the City needs to recognize the needs of all the people in Evanston including the needs for recognition of the various ethnic groups. Ald. Wold stated her resentr..ent of the implication of this remark. People from throughout Evanston, of all ethnic groups, use the lakefront parks all summer. There is no attempt by this Committee to reduce the enjoyment of these parks by various et}nit groups by setting festival limits. Ald. Feldman recognized persons from the audience. Ed ?at_., on the Lakefront Committee of the Southeast Evanston Association, said he was pleased that the Committee was considering limits on the festival growth- He hopes that the large festivals could rotate to other parks and that eff,rts could be made to reduce the traffic congestion at the festivals. Davit Reynolds, a lakefront neighbor, asked that during the very intense use of _":e park during these festivals that the City provide adequate police +.rn Ald Davis sugf,ested that tht• Committee arrive at a ?emperary, .i t-r:-=__.:'.on `_r this summer and sot up a mochanism to rcviow this isstio W:'~ .e-At i:,-. �Qard, the Arts Council, and several AIderman prior to tho f(,i:.:::r.g Aid. Drummer moved, seconded by Ald. Wold, to set it max:-ur ' imit on vendors and exhibitors to 100 for the Ethnic Arts Festival an: `cr the Recreation Arts Festival for the 1989 summer. This motion incl„�. recomme-.dation that a committee be appointed by the Chairman of the Cc..��.ittee to review the festival question and come back to the Fir _...ices C-,m'rittee with recommendations for a long term policy. T'.:_ i n c I t& the possibility of setting limits on lakefront festivals an, ..-r:.erati_.^, of HUMAN SERVICES COMMITTEE Minutes of 4/11/89 . . . 3 other sites for these festivals. It also included the recommendation that the enforcement activities be increased to handle the traffic congestion, parking and other problems created by the festivals for the 1989 summer. Motion was passed unanimously. Janet Webb, President of the Recreation Board, suggested that this committee meet soon so that a decision could be reached prior to the Recreation Board budget discussion in August and September. CONSIDERATION OF THE DRAFT REPORT ON THE LEVY CENTER Ald. Feldman called attention to his April 6 memorandum highlighting his concern that the social service programs be assured the necessary autonomy, space and resources to be viable programs. Ald. Davis said that these assurances were already contained in the draft report. The autonomy was covered in Section V - Management and Operation by indicating that the social services would be managed by the Commission on Aging. The space and resource issues were specifically addressed in the draft report by identifying square footage and estimated budget for the social service programs. Ald. Feldman said that he is satisfied that this intent has been endorsed by the Human Services Committee. Ald. Wold moved, seconded by Ald. Drummer, to accept the report on the Levy Center dated April 6 and to forward it to the City Council for its consideration in the near future. Ald. Drummer noted that he is still not totally satisfied with the operating budget and hopes this can be reduced in the future. Ald. Davis noted that she sees that the recc :tended services are an expression of intent by the Human Services Committee. flew services or modification in services may be incorporated at other pints along the way. The motion was passed unanimously. In response to a question from Janet Webb, the Committee said that the expansion of the Leis.; re Learning Center activities is included as part of Level II in the program =statement. Ald. Feldman stated the need to clearly define how '`e report will be implemented. We must determine what the process will to and who will be responsible for it. There needs to be significant :nvolvement from the Commission on Aging and the Recreation Board, CONSIDERATION OF A14 Ni)MENTS T() TtiE LUNG TERM CARE ORD1NAN'-' Ald. Wold asked it staff had r�,ceived the letter from Inc- ;eorfian dat?c April 5, 1989 regardinf, the amendments. Ms. McCarthy said --f f had received the letter but they nor the Commission on Aging or the Meng, Health Board :ad had an opportunity to review it. A response will be --.a::able for t.-i next Committee Meet ifig, Aid. Wold asked if there would be w,,rdinE retarding the requirement of the facility to communicate Witt : Hospital .:hen a resident is hospitalized fp• 95?. C. Louise Brown. P_`:: Health Director, noted that the word is "communicate"; a facility physi-:�--. -risiting a resident in the hospital and noting it in the resident's medical the lznf, term care. facility would fulfill this requirement. HUMAN SERVICES COMMITTEE Minutes of 4/11/89 . . . A The Committee discussed the differing views of the Mental Health Board and the Commission on Aging regarding Section 8-15-3-7(0) on page 93 pertaining to requesting that a resident name a resident representative to act on his/her behalf through a durable power of attorney. Jane Volberding, Executive Director of the Commission an Aging, summarized the Commission's position. Although the Commission agrees that many residents are in need of a person who can represent them when they are no longer able to do so, the Commission disagrees on this process. The process in the Ordinance, namely that the facility shall request that the resident name someone, is likely to be implemented in a coercive way. The facility may actually begin to call upon the resident's representative rather than the resident even when the resident is still competent. The Commission would prefer language such as "the resident shall be informed of his/her right to name a resident representative." The real need is for outside persons who are willing to serve as resident representatives for people in need of this representation. Since the office of the State Guardian is swamped with requests, paragraph 7 on page 93 does not address the need. Ann Graff, Chair of the Mental Health Board, and Jeanne Fox, Executive Director, explained that the Mental Health Board's position is that it is necessary for residents, while they are still competent, to be encouraged to name a representative for such time as they are not competent. Otherwise the facility ends up deciding who represents the resident. Ald. Davis said that if the objective is to inform the resident and protect the resident but not coerce the resident into naming a representative, perhaps a mandated form to be used by all facilities with specified language would solve the problem. She recommended that a simple form be developed in which a resident would indicate that the advantages of naming a resident representative had been explained and that the resident either chooses to exercise the right to do so or chooses not to. Everyone agreed that this prose:: would work. The Committee agreed that 'ectinn '', :`, ? '10) 1., line 1, shall be changed to read: "for all legally competent rr,ridents, the facility shall inform, _�L way_of a form provided by_the_ Department, the resident of the ri&tit-_to name a resident representative to art on hi::/hr�r behalf through a durable power of attorney in the event that he/she-, -an no longer make competent decisions as to his/her medical or financial needs." The Committee also agreed that Section 8-15-3-2(0) 7-, shall read: "for all alleged disabled persons {residents), as defined in the Illinois Pr'_Fa'• Act, 11: Rev. Statute. chapter 110 112, Section lla -, the facility f.a.l :ile_or .'use_to be filed a petition for appointment of a legal guardian with a curt of competent jurisdiction within sixty (60) days of admission to the facility" Ald. Drummer suggested that a checklist for the facility be devel� ed to assist the facility in meeting the requirements of the ordinance. The Committee agreed to schedule further consideration of the ordinance at the April ?a meeting with the goal of comploting the Comm:" ee's discussion at that time. HUMAN SERVICES COMMITTER Minutes of 4/11/89 . . . 5 Ald. Drummer was excused from the meeting. CONSIDERATION OF SCHOLARSHIP ASSISTANCE FOR SUMMER PLAYGROUNDS Ald. Summers, Raden and Morton joined the Committee. Ald. Summers reminded the Committee that he had made a reference to the Human Services Committee and the Recreation Hoard at the March 13 City Council meeting. The Recreation Board was not able to put it on its March agenda, but it is scheduled for their April 13 meeting. He is concerned that the scholarship assistance is not adequate for the playground program and should be retained at the 1988 level. The City is pricing recreation out of the range of many people. The City Council needs to address this policy question because it may be necessary to take funds from other places to maintain affordable recreation. Aid. Raden endorsed Ald. Summers concerns and added that she had distributed copies of letters from the Nichols neighbors to the Committee in support of a higher scholarship for the summer playground program. She added that the Evanston Foot Patrol Officers in the past have supplemented the scholarship program to enable a low income youth to attend the summer playground. Now the amount to be supplemented would be $37.50. Ald. Morton stated her concern that the City Council must develop a clear policy on what "public" recreation is. We have strayed away from public recreation in order to offer a variety of fee supported programs. Janet Webb, President of the Evanston Recreation Board, reminded the Committee that initially scholarship assistance was approximately $30,000, In 1988 it had risen to $93,000. and $84.000 is budgeted for 1989. In response to a question, she said that if the City Council supports this budget increase to raise the scholarship assistance for the summer program,, the Recreation Board would strongly support it. This reduction had only !,een proposed by the Recreation Board in order to meet budget policy. Ald. Wold moved, seconded by Ald. Mavis to approve, :ri --,ncfpt, decreasing the fee for persons eligible for the maximum scholarship assistance in the summer playground program to $11.75 per child, at a increased cast of $16,600; and to appoint a subcommittee of representatives of the Human "ervices Committee and the City Manager to determine where funds to suppur.. this increase would come. The motion was approved unanimously. (Ald. Prur:: -•r not present ) Ald. Davis spoke, to hor �onrerns rer,arding the timing of rt: t,,s-Eet chant,as. This discussion _1n3 (4t,1iion should have occurred f,ri.r budget :ij,proval To deal with it now raises a dangerous preco(lent for fu•.r�- budgets. The Committee adjourned at 9:00 p.m. Helen McCarthy, Staff APPROVED MINUTES HUMAN SERVICES COMMITTEE April 24, 1989 7:30 P.H. Room 2402 Present: Aid. Collens, Davis, Drummer, Feldman, Larson, Wald Officials Ann Graff, Art Diers, Prentis Bryson, Jeanne Fox, Kathy and Staff: Brenniman, C. Louise Brown, Jane Volberding, Helen McCarthy Presiding: Ald. Feldman, Chair MINUTES The minutes of the April 10, 1989 Human Services Committee were approved unanimously. The minutes of the April 11, 1989 Human Services Committee were approved unanimously. COMMUNICATIONS Letter from St. Francis Hospital dated April 10 regarding, the Smoking Ordinance Letter from the NBD Bank of Evanston, NA dated April 10 regarding the Smoking Ordinance letter from_Trulove Flowers regarding the Smoking Ordinance Letter from Don Berry_dated ll/?3/88 regardiPL_LeU_Center Site Planning Ald. Wold noted that this communication had beer, circulated to the 6th Ward Aldermen and others sometime last year. Aid Collens recommended that it be considered in relation to site planning at a later date. TOWNSHIP ISSUES Ald. Feldman reported that there will be no Township Report tonight and that the Township Monthly Report and 1989-90 Budget will be considered at the May 8, 1989 meeting. HUMAN SERVICES COMMITTEE Minutes of 4/24/89 . . . 2 CONSIDERATION OF AMENDMENTS TO THE LONG TERM CARE ORDINANCE Ald. Feldman noted that a letter dated April 24, 1989 from Edgar Vanneman, Jr., President of the Georgian, had been distributed to the Committee this evening. Helen McCarthy noted that a revised staff memorandum dated April 24 responding to an April 5 letter from the Georgian, had been distributed to replace the staff memo dated April 20. She said the revised memo included two items, regarding smoking policy and windows, which had been inadvertently omitted from the prior memo. Ald. Davis asked what are the legal constraints affecting the City's ability to exempt facilities with "independent living residents" from the ordinance. Is there room within the law for some flexibility regarding these residents? Kathleen Brenniman, Assistant Corporation Counsel, stated that based on the research she had conducted, facilities with independent living residents must be included under the Long Term Care Ordinance. However, it might be possible to waive certain ordinance provisions in relation to these residents. In response to a question as to whether the Georgian is physically unique in terms of the location of independent Jiving residents and other residents, C. Louise Brown, Public Health Director, said that the Georgian houses all of their residents with different need levels in one building. Sometimes residents with different needs reside on the same floor. Therefore, it would be impractical for the Georgian to be exempted for its independent living residents. In the case of the Presbyterian Home which has separate, unique apartments for its independent living population, it can be handled differently. Jane Volberding, Executive Director of the Commission on Aging, pointed out that the Georgian situation is similar to the Mather Home and the King Home in that independent living residents reside in the same building with residents needing a higher level of care. Ald. Wold said she would favor some arrangement whereby the Georgian and other similar facilities could seek waivers from certain Ordinance provisions for their independent living residents. Helen McCarthy noted that the Ordinance has a relief section on Page 158 which provides for a process for facilities to be waived from certain requirements. The current Ordinance language includes terms like "practical impossibility or an extreme hardship" as a basis for seeking relief. This language could be expanded to include a specific reference to situations in which independent living residents would be overly restricted by the Ordinance. Under this process a facility could seek relief from thoso provisions in the Ordinance which would be overly restrictive. The Committee asked staff to work on such language and :o meet With Mr. Vanneman from the Georgian to work out an agreement, if possible. Ald. Davis moved, seconded by Ald. Wold, that the Ordinance be approved as amended to date by the Committee and that staff prepare an Ordinance with these amendments and the proposed changes to the waiver section fcr the Committee to review at a future meeting. At that time, the Committee would return exclusively to the proposed changes in the waiver process. Ms. McCarthy noted that staff also will propose several changes in definitions which have come about through changes in State standards since the draft was prepared. The motion was passed unanimously. HUMAN SERVICES COMMITTEE Minutes of 4/24/89 . . . 3 CONSIDERATION OF IMPLEMENTATION OF LEVY CENTER REPORT Ald. Collens suggested that the report be taken to the City Council at the next meeting, in its present form. After there is City Council concurrence with the recommendations the Committee can deal with the details of implementation, including site selection. The Committee agreed to this process. Ald. Feldman extended his thanks and beat wishes to the retiring members of the Human Services Committee, Ald. Collens, Wold and Larson. Ald. Drummer and Davis echoed his comments. The meeting was adjourned at 8:00 p.m. Helen McCarthy, Staff APPROVED MINUTES HUMAN SERVICES COMMITTEE May 8, 1989 7:30 P.M. Room 2402 Present: Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wollin Officials Edna Summers, Julian Coleman, Jerry Edwards, Rita Selby, and Staff: Stephen Engleman, Jeanne Fox, Jane Volberding, Sally Roethle, Helen McCarthy Presiding: Ald. Davis, Chair MINUTES The minutes of the April 24, 1989 Human Services Committee were amended as follows: Page 3, paragraph 1, line 2 was amended to read: after there is City Council concurrence with the recommendations the Committee can deal with the details of implementation, including site selection. With this amendment the minutes were approved unanimously. Ald. Feldman noted that the report on the Levy Center, to be considered by the City Council that evening, did not contain a reference to certain site requirements, such as being centrally located and having ready access to public transportation. It was the concensus of the Commmittee that these have been considered necessary site requirements; however, the Committee had decided not to include issues related to site selection in this report to the City Council. COMMUNICATIONS Memorandum from the Recreation Board regarding the Public Forum on the Recreation Budget T Ald. Davis noted that this public forum would be a good way for the Human Service Committee members to learn more about the Recreation budget process and to hear citizen input. Although several members had prior commitments, an attempt will be made to have representation from the Human Services Committee at the forum. HUMAN SERVICES COMMITTEE Minutes of 5/8/89 . . . 2 TOWNSHIP ISSUES Consideration of 1989--90 Township Budget Supervisor Summers and Julian Coleman, Township Accountant joined the Committee. Stephen Engleman, Township Assessor, requested an opportunity to present a written and oral report to the Committee on the Assessor's budget. He was not prepared to do so at this meeting and the Committee agreed to set aside time at a future meeting. Julian Coleman explained the Township budget process. The budget must be approved by the Township Trustees by the end of June, 1989. Certain items in the Township budget are fixed items over which management has no control, such as contractual agreements with community action agencies as determined by Unified Budget Panel recommendations and subsequently approved by the Human Services Committee. Other expenses such as salaries, client medical expenses, and various programatic and administrative expenses are under management's control. The main expense in the Township budget is rent and personal costs to Township clients. He explained the difference between the Town Fund and the General Assistance Fund; the General Assistance Fund supports the grants to clients, most staff salaries and the Work Opportunity Program. The Town Fund supports the Supervisor and Assessor's budgets, the medical costs, and the community action programs and a significant transfer to the General Assistance Fund. Both funds are levying the maximum property tax at this time, with the General Assistance Fund collecting just short of $600,000 and the Town Fund collecting just under $1.5 million. He summarized the revenues on page two and three of the proposed budget, noting that the interest income is a result of a sound and secure investment program. On page two, the $40,000 from the State of Illinois refers to the Donated Fund Initiative Grant. Up to $150,000 can be reimbursed by the State based cn a formula of 75¢ from the State with a 254 match from the Township. In response to a question about the ,rant level, Supervisor Summers said that the grant was raised to $314 three years ago. Earlier the Township Grant had been reduced due to the poor financial condition of the Township. After the $700,000 debt had been paid off, the Supervisor decidod to raise the grant level. Ald. Davis noted that the projected ,rant level is 315 cases, the same as list year; however, the actual caseload average has been lower for all except one month during the year. Mr. Coleman explained that this had been carefully considered and it was agreed that budgeting at this caseload provided a cushion in case there should be an unforseen increase in the caseload. In response to a question as to whether there has been an analysis of the relationship between the GA caseload and the Fvanston unemployment rate, Ms. Summers said she believes there is some relationship, however, the caseload is also related to the length of time that a client is in training and, therefore, stays on a caseload. Since the GA HUMAN SERVICES COMMITTEE Minutes of 5/8/89 . . . 3 clients are getting younger and need training, the Township may maintain them on the caseload longer with the goal of their eventual independence. Many of these clients have never been employed. Ald. Feldman asked for the caseload history to be compared to the unemployment rate and to hear a report from the Township regarding the employment needs of the clients. In response to a question as to why the line item titled "Budgeted Reserve" was deleted in this budget, Mr. Coleman reviewed the financial history of the Township explaining that in the early 1980s' the Township had to borrow significant funds in order to meet the needs of an increased caseload. To deal with that crisis, a decision was made to levy at the maximum of both funds and to budget a reserve of $500,000 per year in order to eliminate short term borrowing. Now the fund balance is high enough that a budgeted cash reserve is not necessary; in fact last year a decision was made to spend down the cash reserve balance by transferring the $500,000 for housing purposes. Several Committee members asked for clarification about the apparent equating of the fund balance with a budgeted cash reserve. flow do we know the amount of fund balance necessary to cover cash needs throughout the year? Julian Coleman stated that the fund balance reflects actual cash on hand. It equals assets minus liabilities at a particular point in time. When a cash reserve is budgeted, it is an amount set aside in excess of revenues, but it is really a bookkeeping entry. If the Committee wants to continue having a budgeted reserve of $500,000 then it would mean that the anticipated fund balance at the end of the fiscal year would be $500,000 less. Ald. Feldman and Davis expressed continued confusion over this question and asked for some additional information which would clarify the amount of initial fund balance necessary to cover cash flow needs throughout the year. The Committee began a review of specific line item expenditures with the Town Fund beginning on page seven. Ald. Feldman said he appreciated the budget format and particularly the percentage comparisons with FY 89 budget. In response to a question about the increase in projected travel costs for the Supervisor, Supervisor Summers said that she has been elected to the State Board of Township Supervisors which holds a two day training session and regular Board meetings which she has not attended before. Her membership on the Township Hearing Board will not be a cost born by the Township since the Township under appeal will pay her travel expenses. The Township per diem rate is $50 per day which includes meals but does not include air fare or hotel. Ald. Drummer asked why the dues and subscriptions are maintained al the prior budget level when the actual expenditures were considerably lower. Hs. Summers said that the Township changed many of the magazine subscriptions to relate to the client population. Social Workers are members of a variety of organizations which require dues. The Committee had other questions about differences between actual expenses and budgeted figures and asked the -upervisor to prepare HUMAN SERVICES COMMITTEE Minutes of 5/8/89 . . . 4 a report which gives an explanation of any significant increases or decreases by line item from the actual FY 89 experience. In response to a question about the salary increase for the Supervisor and the Assessor, Supervisor Summers said that this increase was approved last year in her prior term of office. Committee members had a number of questions about the community action programs not approved through the Unified Budgeting Process listed on page eight, in particularl "Emergency Youth Services," "Senior Service," and "overhead expense." Ms. Summers said that the Emergency Youth Services was not intended for any specific program at this time. She reminded the Committee that the Township had funded on an emergency basis the "Working Wonders" program at Family Focus last year. Likewise, the Senior Service program does not refer to any specific project. The overhead figure of $5,000 is associated with any miscellaneous expenses connected with the community action programs. Ald. Feldman said that he preferred that a contingency fund be maintained for unforseen requests from outside agencies. last year that fund had been budgeted at $50,000. fie would like to see the Emergency Youth Services and Senior Services deleted as separate items and combined with the general community action contingency amount to a total of $55,000. This does not imply an agreement to spend this money on any given program. The Committee asked the Supervisor to make this change. The Committee agreed that it would expect the Supervisor to come to the Committee for approval prior to the commitment to spend these funds on any given program. Ald. Lanyon asked for any written materials which summarize all of the items not funded through Unified Budgeting. In response to a question about how the Township will hold down medical program costs in light of the large increase in actual expenditures in FY 89. Supervisor Summers said that she and her staff have been very distressed about the high medical bills particularly in hospital in -patient and detox programs. She is planning several new initiatives: 1) they will revise how hospitals can bill for client's treatment; 2) the Township will appeal to the Illinois Department of Public Aid on behalf of some clients who are disabled to enable them to obtain green cards which will assure Medicaid reic.bursement for their care; 3) the Township will initiate a new cor.tra--t with Dr. McClure. The Township is looking at ways to reduce th- ,etox costs. A f(�w clients cost a tremendous amount of money becauez =f repeated hospital visits. Ald. Davis asked for a written description of the plans for staying within budget in the medical program ac1-_::nts. Ald. Feldman commended the Supervisor for taking a strong and _restive approach to solving these problems rather than merely increasii,g the budget to cover increased costs. The Committee reviewed the line item accounts in the General Assistance Fund on pages five and six. In response to a question, about progress in HUMAN SERVICES COMMITTEE Minutes of 5/8/89 . . . 5 the recruitment of a new Township Director, Supervisor Summers said that she is not ready to hire a new Director. At this time the staff is participating in in-house training and she is reorganizing and restructuring the office. In response to a question, she said she would expect to hire someone from outside the current staff for the position. Ald, i,anyon questioned the timing of a large reorganization prior to employment of a new director. Ald. Drummer asked about the increase in salary for the Office Manager. Supervisor Summers said that this position had been a part-time position previously and now it will be full-time. The salary of $24,000 is not the current salary but the salary to be reached by the end of the year. In response to a question about the new charge of $10,000 for legal/audit, Hs. Summers said that this is merely the allocation of legal/audit costs to the General Assistance Fund as well as the Town Fund. The total legal/audit cost is $27,000 which is a $12,000 increase over last year. The increase is in anticipation of the litigation involving the Reingruber case started several years ago. Aid. Drummer expressed concern about the reduction in Work Opportunity Program costs from $60,600 to $40,200. Supervisor Summers said that most of this reduction occurs in the lunch and transportation line item and staff feels that this reduction will not cause a problem. The Committee appreciated Supervisor Summers' suggestion of a special meeting to consider the Township budget at a time when other Aldermen could be present. The Committee agreed to meet on June 5 at 7:45 p.m., exclusively to discuss the Township budget. The meeting was adjourned at 9:00 p.m. Helen McCarthy, Staff y APPROVED MINUTES HUMAN SERVICES COMMITTEE May 22, 1989 7:30 P.M. Room 2402 Present: Aid. Davis, Drummer, Feldman, Lanyon, Washington, Wollin Officials Stephen Engleman, Edna Summers, Julian Coleman, Jerry and Staff: Edwards, Andrew Love, Benn Greenspan, Carol Henes, Marsha Nelson, Jeanne Fox, Jane Volberding, Kathy Brenniman, C. Louise Brown, Harvey Saver, Helen McCarthy Presiding: Ald. Davis, Chair MINUTES The minutes of the May 8, 1989 Human Services Committee were amended to change the date from May 22 to May 8. With this correction, the Minutes were approved unanimously. COMMUNICATIONS The following Communications were distributed at the meeting. Memorandum from C. Louise Brown with attached comments from St. Francis Extended Care Centers Shore Homes and the Presbyterian Home Letter from James C. King Home dated May 22, 1989 Letter from Stephen Engleman describing the budget increases in the Township Assessor's office Several communications from the _Town54�T responding, to questions rai':_.ed in the Administration and Put:ic_Wori_s_ Committee on May_ 8, 1989 — - -- Memorandum from the Corporation Council regarding Township client records CHAIRMAN'S PRIORITIES The Committee approved the Chairman's priorities. HUMAN SERVICES COMMITTEE. Minutes of 5/22/69 . . . 2 CONSIDERATION OF ALDERMANIC LIAISONS TO BOARDS AND COMMISSIONS Ald. Davis gave historical perspective to the Rules Committee's direction that an Aldermanic Liaison should be appointed to each Board and Commission. She proposed that this process be continued with a written clarification regarding the role of the Aldermanic Liaison. After discussion the Committee agreed that the Aldermanic Liaison should serve as a resource and contact person for the respective Board or Commission. This Alderman will read the Board's minutes and keep up to date on their activities and be the person for the Board or Commission to contact for information or direction about City Council policy or procedure. There is no expectation that the Liaison would attend Board or Commission meetings or that the Liaison would serve as an advocate for that Board. Ald. Davis distributed a list of the current Board and Commission Liaison assignments and asked each Committee member to let her know their first and second choice for a Liaison assignment. CONSIDERATION OF AMENDMENTS TO THE LONG TERM CARE ORDINANCE Ms. McCarthy summarized the changes in the Ordinance draft submitted in the packet, highlighting the changes in response to the Georgian's concerns. The Waiver section, Section 8-15-7 was revised to allow for Waiver requests based on requirements being overly restrictive for "independent living residents." She said that Mr. Vanneman had had an opportunity to review ,is language and agreed that it was workable. Ald. Drummer moved, seconded by Ald. Feldman, to accept the proposed changes outlined in the May 16 staff memorandum. The motion was approved unanimously. Ald. Davis noted the memorandum from C. Louise Brown, Public Health Director, with three letters from facilities which had been received that day. Staff had an opportunity to review these comments and are prepared to report to the Committee. The letter from the James C. King Home was received after 5.00 p.m.; however, the concerns raised in it are contained in the letters from the other facilities. C. Louise Brown reported that final copies of the Ordinance had been delivered to all 13 facilities on Friday, May 19. These four letters have been received in response. She reviewed the letters and the staff resf.:,sc St. Francis Extended Care Facility - She nott•: 'hat the facility is requesting that there be no prioC approval f,r the adminstrator's training program. She said that the ordinance language does not include prior approval. It is the intent of the Department to approve the administrator's training programs as meeting, the- requirements of the ordinance, on an annual basis during the licensure process. The Department will clarify with all of the facilities that they do not need to submit a description of training programs prior to the administrator's attendance. HUMAN SERVICES COMMITTEE Minutes of 5/22/B9 . . . 3 Shore Homes - The facility states that the qualifications for the qualified mental retardation professional (QMRP) are too stringent for a small facility with fewer than 15 beds. Staff believes that this requirement needs to be maintained and noted that it will be a Federal requirement which will become effective in October, 1990. Shore could request a Waiver for this requirement for their small facility with high functioning clients. Shore also asked that the requirement for the Certified Nurses' Aides to have completed the basic Nursing Assistant Program within 45 days of employment is too difficult. Staff believes the requirement should be maintained since in many homes, there is a "revolving door" of Nurses' Aides leaving the facility after a short time before completing training. As a result, there may be a high number of Aides who are not adequately trained. Aid. Feldman said he agreed that Aides should have the necessary training before employment or immediately thereafter. Presbyterian Home - Presbyterian Home continues to disagree with the requirement that the facility should communicate with hospital staff and the resident every three days while the resident is in the hospital. She reiterated staff concerns that facilities have the obligation of maintaining contact with the hospitals about their own residents. This issue was raised by the Presbyterian Home previously; however, staff continues to believe that in the Presbyterian's case where a physician from the facility is regularly visiting the patient at the hospital, this visit merely needs to be documented in the resident record at the facility. She said staff would be willing to strike the words "and the resident" from the language as this contact may be difficult in some cases. Aid. Feldman disagreed with removing this language because of the importance of maintaining contact with the resident himself. Jane Volberding, Director of the Commission on Aging, stressed the importance of a contact with the resident prior to discharge from the hospital. Benn Cre(,nspan, member of the Mental Health Board, Lone, Term Care Committee, pr�inttl jut 'hat the facility is the family and home of the resident and as such, should have contact with the resident during the hospitalization. The facility is being paid to hold a bed open and it is not an exceptional burden on the facility to maintain this contact. A representative from Presbyterian Home noted that making these calls to the hospital is taking a nurse away from the bedside of residents at the facility. Louise Brown noted that it did not havF, to be it nurse making Lhetzt� cor._-ts Aid. Wol l in moved, seconded by Ald. Prurnmor, to maintain the lanz-1age as proposed in the ordinance with an addition of "if appr:priate" or "if practicable" after the phrase "and the resident." The motion was approved unanimously. C. Louise Brown said that the Presbyterian Home als,. requested that the word "reasonable" be added before the words "cost' for residents to attend a religious service and the staff agreed. The facility also requested that there not be a requ:rement for a staff person to be assigned to a smoking area when smokers are present. :she HUMAN SERVICES COMMITTEE Minutes of 5/22/89 . . . 4 said that staff believe it is extremely important for a staff person to be present. In the last year there have been three serious accidents in nursing homes as a result of careless smoking, one resulting in a resident's death. Ald. Feldman believes that many decisions about the needs of residents are intrusted to the facilities and that the facilities should be able to determine which residents actually need to be monitored while smoking. Lisa Capelli from the King Home said that if this requirement is maintained, the hours allowed for smoking in designated areas will be reduced by the facility which will infringe on residents' right to smoke. Ald. Drummer moved, seconded by Ald. Lanyon, to direct staff to draft new language which would give discretion to the facilities to monitor smoking areas based on needs of residents. The motion was defeated 3 to 3, Ald. Drummer, Lanyon and Washington voting aye; Aid. Feldman, Davis and Wollin voting no. Therefore, this language will be maintained in the draft going to the City Council. Ald. Davis summarized that the ordinance will be introduced to the Council that evening and will be up for adoption on June 12, 1989. An ordinance in final ordinance form will be prepared by staff in the interim. She requested that staff update the cover memoranda and chart explaining the requirements and the summary of facility responses. TOWNSHIP ISSUES Due to a shortage of time, Ald. Davis asked Mr. Engleman, Township Assessor, to address the Committee regarding his budget. Mr. Engleman noted that there are two major capital expenses included in his budget proposal. These will not be ongoing expenses in future budgets. The first major expenditure is for the preparation and printing of a brochure to send out to every household to explain the quadrennial reassessment process. This will provide information to the property owner explaining the reassessment the procedure for appeal. The second major increase is for a computer system. The current property records system is manual and extremely cumherscne. It is necessary for this information to be computerized. This will enable his office to correlate information obtained through the assessment system with other information obtained by the City. The budget includes the most expensive proposal for a computer system; however, he has not rna:=• a decision about the system to be purchased and it may very well be less eilz_---ve than, that which is included in the budget. Ald. Davis asked whether- '.._•rc. exist_ currently educational brochures, perhaps put out by the County .-.:sessor, which would eliminate the necessity for printing our own brochure Mr. Engleman said that the number of Township Assessors have talked about doing a book jointly since the County Assessor does not distribute one. Aid. Davis recalled some prior booklet on the subject and Mr. Engleman said he w^•.::d lriok for it and distribute it to the Committee. In response to a question from Ald. Lanyon, Mr. Engleman said that the American Management systems las developed software for use by township assessors. This software will be• ;.urcha.-od if the 113M computer is purchased. Ald. Lanyon suggested that Mr.-:igleman consult with the City's Data Processing Department to gain their exper.en,e with ,omputer HUMAN SERVICES COMMITTEE Minutes of 5/22/89 . . . 5 purchases and to discuss possible interface. Ald. Feldman said that he had just reviewed the communications from the Township Supervisor and noted that he is looking for a comprehensive written response to his letter to the Supervisor. Ald. Davis announced that she has appointed a Aldermanic Subcommittee to review City policy regarding the size and number of lakefront festivals for the future and to recommend a policy to the Human Services Committee. A representative from the Recreation Board, the Arts Council and several lakefront neighborhood associations will be invited to the Committee meetings. She plans to hold one meeting in June and one in July in order to bring a recommendation back to the Human Services Committee prior to the budget preparation. The meeting was adjourned at 9:00 p.m. Y4" ), , 0',4' Relen McCarthy, Staff t APPROVED MINUTES HUMAN SERVICES COMMITTEE June 5, 1989 7:45 P.M. Present: Ald. Davis, Feldman, Lanyon, Washington, Wallin Absent: Ald. Drummer Officials Ald. Korshak, Collens, Paden, Rudy, Rainey, Brady, Esch, and Staff: Morton, Stephen Engleman, Edna Summers, Julian Coleman, Jerry Edwards, Joel Asprooth, Helen McCarthy Presidint_ Aid. Davis, Chair MINUTES The minutes of the May 22, 1989 Human Services Committee were amended as follows: Page A, paragraph 3, line 21 was amended to read "in response to a question Pram Ald. Lanyon, Mr. Engleman said that the American Management Svstems had developed software for use by Township Assessors." With this correction, the minutes were approved unanimously. COMMUNICATIONS Three memoranda from the Township -Supervisor to the Township Trustees dated June 5 List of questions posed of t_he__Township Su e�ryisor at the May 8 Human Services Committee meeting, Ald. Davis askod all of the Comm ittet, members tri submit to her their preferences for Board or Commission liaison assignments. WORK SESSION ON TOWNSHIP 1989-90 BUDGET Ald. Davis reviewed the anticipated budget schedule with budget introduction on June 12 and budget adoption on June 26. Stephen Engleman, Township Assessor, joined the Committee to respond to questions regarding the Township HUMAN SERVICES COMMITTEE Minutes of 6/5/89 . . . 2 Assessor's budget. He reported that the booklet developed by the Cook County Assessor's office would not be available in quantities large enough for distribution to Evanston households until the fall. The notices for reassessment will go to households sometime after June and before January, 1990. Most people do not understand the significance of the property reassessment on their taxes until they receive next year's tax bill. By that time it is too late to appeal the assessment. In response to a question, he said that one way to reduce printing costs would be to print and distribute a A page booklet which specifically explains the quadrennial reassessment process and its effect on the tax bill. Such a booklet would not cover all the areas covered by the County Assessor's booklet. Also, it might be advantageous to distribute other information including the County Assessor's booklet at other times of the year. In response to a question, he recommended leaving the printing line item at $10,000 to allow for maximum flexibility for information distribution but he could handle at least a distribution regarding the quadrennial reassessment with a $5,000 amount. The possibility of distributing information along with the City HIGHLIGHTS distribution will be explored. The Committee agreed to reduce the line item for printing, on page 7, to $5,000. The Committee began the budget review with the General Assistance Fund, pages 5-6 of the April 23, 1989 budget draft. Ald. Feldman suggested reducing the Director's salary from $38,000 to $28,000 and the line item titled "Merit/Cost" because the Director will not be hired until at least July 1, resulting in a total savings of $15,026. In response to a question from Aid. Brady, Supvr. Summers said she will be hiring a new Director; however, in accordance with the recommendation from the Executive Corps, she believes that the restructuring and training of staff is necessary. Ald. Feldman expressed his belief that a competent professional hired as a Director would find it extremely difficult to come into an office which had recently been reorganized. It would be preferable to hire a Director who could be involved in the restructuring of the office. Ald. Feldman said he understood that many positions had received new job titles and staff persons had been asked to fill out new applications and submit new references including academic credentials. Supvr. 5urnmers said she had reviewed the personnel files recently and found inadequate information in the files and she felt that they needed to be updated. Ald. Feldman said he had understood that Dr. Compton, the consultant retained by the Supervisor, had lod Township staff to believe that ho was in a p^Eition to hirt? or fire staff and to otherwise dirc-CL the oftice. Supvr. _,: ..-; said that she understood that on at least one occasion he had call•'_ himself an Acting Director of the office and that she had clarified with `;im specifically that he was not an acting director. In response to a question as to whether he was still working for the Township, Supvr. Summers said that he was and that she intended to continues his services as long as she had furls left to pay him out of the prior budgeted amount. Approximately $5,000 remains, In response to Ald. Feldman's question, she said she has not received a response from Dr. Compton summarizing his resume and credentials. Nor has she received a statement from him regarding thE, psychological tests a±r:r.istereil to Township clients. She :,aid that she expected Dr. Compton restonI to these requests. Ald. Fe1Liman --a i d that based on hi:; response iuest i ns at the II +'r III RtI1Iril�ll I'I�1TIP I III,i II prr;t-p9i1^I''Ally ri 11 1r1 r ,. III I HUMAN SERVICES COMMITTEE Minutes of 6/5/69 . . . 3 May 22 Administration and Public Works Committee meeting, he is skeptical about Dr. Compton's intention to respond. Ald. Feldman asked if there was a Township staff person who could respond to questions regarding the psychological tests administered by Dr. Compton. Mr. Jerry Edwards, Supervising Case Manager, stated that three of the tests used are the MMPI (Minnesota Multiphasic Personality Inventory),the CAQ (Clinical Assessment Questionnaire), and the 16 PF (16 Personality Factor) exam. The case study forwarded to the City Council is a result of an analysis of a battery of tests administered to a client. Such an assessment is helpful to the case workers in determining what needs a client may have. Certain agencies such as PEER Services need a a written assessment of a client in order to plan treatment. Ald. Feldman said in his opinion, the case study forwarded had an astonishing number of contradictions and errors. Ald. Rainey said that generally the personality tests referred to by Mr. Edwards are sent away for scoring. She said it was obvious that the person preparing the final report did not understand how to read the scoring materials, since the typist typed recommendations which did not apply to this case study. She noted that on the last page the entire test was invalidated with the comment "in this case, test should be retaken." Ald. Rainey asked how many Township clients are referred to the Department of Rehabilitation Services (DORS). Mr. Edwards said thst DORS has been very slow in providing assessments to Township clients. His understanding is that the agency is not funded adequately to do so. In response to a question as to whether, if adequately funded, there a great similarity between the DORS assessment and an assessment from Dr. Compton, Mr. Edwards said that there is. He pointed out that the DORS service office for this area is Rolling Meadows, which is a great distance. In response to a question, Supvr. Summers said that Dr. Compton was charging $25 per hour for staff training and $35 for other services. In response to a question from Ald. Davis, Mr. Coleman said the training was funded in the FY '89 budget from the Community Action programs Contingenzy account. In the FY '90 budget, training is in the Employee Education account. No staff training is included in the $20,000 requested for psychological outpatient services. Ald. Korshak pointed out that the starting date for a Director will probably be after August 3. Based on this, the Committee and the Supervisor agreed to reduce the Director's salary, the Merit Cost line it on and the line items under Administrative Overhead, including, IMRFIFICA. rnsuran-t"'Benefits, Unemployment Compensation and Workmen's Compensation Dn =,? August 1 date of hire. Ald. Korshak askt,d if the Township used purchase :-Iers. Mr. Coleman responded that the Township does not use purchase order_: rather an item is ordered and after delivery, the invoice is approved and signed by the Supervisor. Most of the Township vendors are in the nature of overhead, such as telephone services in which case purchase orders would not apply. In response to a question about whether there had been any purchases exceeding $5,000 in the last year, Supvr. Summers said that the equipment HUMAN SERVICES COMMITTEE Minutes of 6/5/89 . . . 4 purchase had exceeded this amount. They reviewed bids from four companies and decided on one company. Ald. Rainey summarized her review of the State statute regarding the Township in her discussion with the Corporation Counsel, Herb Hill that afternoon. She said that all purchases (except professional services) exceeding $5,000 shall be advertised publicly and shall be approved by the Township Trustees. Based on the State statute, it is necessary for all contracts and purchases exceeding $5,000 to be approved by the Township Trustees from now on. Supvr. Summers said she would certainly comply since she wants to proceed according to the law. Ald. Feldman requested a legal opinion as to whether it is lawful to pay for service when there is no legal contract for service with the vendor. Ald. Lanyon asked Mr. Coleman if he had a contract for accounting services with the Township. Mr. Coleman said that he did not and stated that his firm provides controllership services for the Township and also serves as an internal auditor in cooperation with the outside auditor, Hill, Taylor and Co. He noted that Hill Taylor had requested Mr. Coleman to provide some internal audit review to assist in a more thorough overall Township audit. In response to a question, he said he does not believe that this will require a significant increase in his time. Ald. Rainey asked what the projected costs for Mr. Coleman's accounting function and he said for FY '90 he is projecting $12,000 to $15,000 a year. In response to a question, he said that there have been some months in the past year when payments issued were as high as $2,200 to $2,400. Ald. Rainey reiterated the responsibility of the Board of Trustees to approve all contracts for services, including the letter of engagement with the outside accountant as well as consultant services such as Mr. Coleman's. The Committee requested an itemized listing and description of all services included under professional services in the General Assistance Fund on page five and in the Town Fund on page seven. The Committee asked for a breakdown of all services included as legal/audit in the General Assistance Fund on page five and in the Town Fund on rage seven. Ald. Lanyon asked for the Corporation Counsel to review the Township procedures to assure compliance with the State statute, Aid. Feldman moved and Ald. Lanyon seconded a motion to deduct the cost of employee dental insurance from the Insurance/Benefits line item on page five, in the amount of $1,796. The motion passed unanimously. In response to a question regarding the line item, Employee Education, Supvr. Summers said that this is for tuition for employees to take work re:='ed college courses including tour:�-: at l.tyolta, Roosevelt and Nat innsi "he :')wnship pays half the t of tuition for each course which h--� approval. A1d. Collens noted that the Miscellaneous and Contingency 1:n�- :'ens were increased from last year's total of $4,500 to the proposed t.'a: of $6,000. Ald. Feldman moved, _seconded by Ald. Wollin, to reduce the-:ntined total back to $4,500. The motion was passed unanimously. In response 'c, a question about the difference between the line item Semi nar/Conference-z and Travel, Supvt-. Summers said that travel refers only to mileage for home •::sits. Ald. Feldman proposed that Sominars/Conferences be reduced from $/,? „ tc $1,500. Supvr. Summers strongly opposed this reduction as continutd :~ainir,g for staff is very valuablo. Ald. Feldman moved, seconded by Ald. :.a7.y-n, tr, reduce this line item to $`,,000. HUMAN SERVICES COMMITTEE Minutes of 6/5/89 . . . 5 In response to a question from Ald. Rainey about the plans for the line item Equipment Purchases of $8,000, Supvr. Summers said that this was to cover whatever equipment needs might arise. She did not have a list of items to be purchased. Ald. Davis asked Supvr. Summers to prepare an itemized list and description of anticipated capital expenditures and to adjust the $8,000 figure based on this list. The Committee asked for an itemized breakdown of all Dues/Subscriptions in the General Assistance Fund and in the Town Fund. Ald. Feldman questioned the case projection of 315 cases when the actual caseload had averaged 288 last year. He proposed reducing the caseload for budget purposes to an average of 300. Supvr. Summers agreed to this reduction and the Committee asked that this change be made in the budget. The Committee reviewed page six of the General Assistance Fund budget. Ald. Rainey asked how the Township could show $19,000 being spent on lunch and transportation in the Work Opportunity Program for the month of March, 1989, bringing the year end expenditures to $39,709. Mr. Coleman explained that only $1,000 was actually spent in March. The other $18,000 had been reserved for future expenses. $40,000 had been budgeted in this line item including funds for a program in cooperation with the Private Industry Council (PIC) of Northern Cook County which would enable Township clients to obtain employment in the western suburbs. Part of these funds would be spent either on transportation to these jobs or as a partial rental subsidy for apartments in Schaumberg. Supvr. Summers explained that there is no contract with PIC and that the Township is negotiating with them on the program. Ald. Rainey and Korshak stated that funds can only be encumbered into the next fiscal year when there is a signed contract or obligation for expenditure of these funds. In this case, no such obligation exists and this program should be considered as part of the 1989-90 proposal. It was clarified that this is different from a situation in the Community Action Program area where an agency with a signed contract may not have yet billed for the last month of service. This is a proper encumbrance. The Committee requested a list of any a--ounts payable from FY '89 which have been encumbered. The Committee agreed to the following: the actual FY '89 amount for Lunch/Transportation should be reduced by $18,000 and the fund balance as of April 1, 1989 increased by the same amount. The FY '90 proposal for Lunch/Transportation should be increased by $18,000. The Committee requested an itemized list and de_ ription of how the total amount in the Lunch/Transportation line i'cm w,cd be spent, including the number of client.,7 to be assisted. It wa_ c:a.:.`ied !hat any proposed for :sr; apartment would cumu befor" the H-.min Gr,: es - ittee and Board of Trustees prior to signature. Ald. Rair.�:y sai41 she had many questions about the Schaumberg proposal, particularly i.:w coup the Township continue to support persons living in Schaumberg. Sup-jr Su.,-..ers said that for a period of six months, the clients would still be• eligit.e for Seneral Assistance from the community of their prior residcence. The Coroitto@ reviewed the Town Fund budget on pages seven and eight. Ald. i'_rshak proposed that the Supervisor's Travel be reduced from $5,000 to 3:,000. Supvr. Summers explained that approximately $1,000 of this supports her 'ra•ce! as a mernbor of the statewide Board of Township Supervisors. The rest cf the f-�nds go for her to attend statewide and national meetings of Township Snip rvis_r_ In response HUMAN SERVICES COMMITTEE Minutes of 6/5/89 . . . 6 to a question about the per diem rate, Supvr. Summers said that the Township policy is for a per diem rate for meals and local transportation of $50 with an additional $25 for an emergency. Receipts must be submitted for all expenses. Ald. Feldman said he could not see any justification for City personnel having a per diem of $20 per day and Township having this per diem. The Committee requested the official City travel policy and the official Township travel policy so that they might be compared side by side. The Committee agreed to reduce the Assessor's Contingency Fund from $1.000 to $500. The Committee reviewed the Community Action Programs and Medical Program accounts on page eight. Ald. Feldman said he would not support any additional payments for psychological outpatient services without a satisfactory contract. It was agreed that the line item titled "Psychological Outpatient" was misleading and the Committee suggested a category of "Psychological Assessments" or some other category that would better describe the service being rendered. Ald. Wollin moved, seconded by Ald. Lanyon, to reduce this category from $20,000 to $15,000. The motion was passed unanimously. The Committee discussed the discrepancies in the bills from Behavior Management Institute, Inc. Ald. Rainey said that although the hourly rate for staff training was supposed to be $25 it appeared that the Township was billed approximately $35 an hour for all services. She pointed out that these hourly amounts ranged from $31 to almost $36 with an average of $35.12 per hour. Ald. Feldman asked if there was any system whereby the Township knew the exact client seen on what date and at what hour by Dr. Compton and whether there was a way to relate this to the number of hours billed in the month. Supvr. Summers said that Dr. Compton did not bill with this backup information included; however, the caseworkers are aware of who has been seen by Dr. Compton. Ald. Feldman pointed out that this is not a workable system since the caseworker is not involved in bill payment. In response to a question about the difference between billable and non -billable hours, Supvr. Summers said that there was come time which was not billed for ty Dr. Compter. Ald. Rainy said that all future bills from Dr. Compton would be suspect by her and would be carefully scrutinized. Aid. Davis requested that the note pertaining to the Infant Welfare Society Grant be changed to indicate that the Teen -Baby llursery is "housed" not "administered" at Family Focus and that this expenditure is not necess-arily a "one time" charge, t)ut will be evaluated by all fum:er- at the en. .f the first full school year. In respance to a QUPSt ion abe",' the overhead expense in that Community Action Program area, Mr. Coleman Sa„� that this catef,ory is for all overhead expenditures which pertain to the Co=,_;,nity Action=-ograms and do not fall under other accounts, Specifically included are funs- for a seminar for agencies funded through the Unified Blj'gct Panel (UBP'. The Committee requested a itemized list and description of 'ow this $5,0�: would be spent and to reduce this overhead expense accordingly. It was agreed that the $50,000 Contingency amount is for additional fund-Z of UPP agent, es or for other Community Action Program overages which wc�_;`. to approved .y the Committee. 1 HUMAN SERVICES COMMITTEE Minutes of 6/5/89 . . . 7 The Committee asked the Township Supervisor for a copy of the agreement with Helen Hayes Thomas to provide computer consultation. In response to a question about when her services will terminate, Supvr. Summers said that they will continue to use her as she is needed. In response to a question about whether there is a modem connection between her office and the Township, she said no. In response to a question, the Supervisor said she is preparing a description of the steps being taken to reduce the medical program expenditures. Ald. Collens expressed her surprise at receiving a list of General Assistance clients and ask.ed why this list had been sent. Supvr. Summers said that the Corporation Counsel had been asked by Ald. Feldman about the right of the Trustees to obtain this list and he had informed her that the Trustees have a right to this list. Ald. Feldman said his intention had been to determine whether the Trustees had a right to the list but not to actually obtain the list. The Aldermen agreed that due to the need to protect the privacy of the clients, that these lists should be carefully destroyed or returned to the Township Supervisor. The Committee requested staff to prepare a list of all budget changes and requests and to forward that list to the Township Supervisor as soon as possible. The Committee asked the Township Supervisor to prepare the revised budget and as much of the explanatory information as possible by the Thursday packet. so that the Human Services Committee can review the budget on June 12. The Chair allowed an opportunity for public comment. Art Newman: Mr. Newman said he was very concerned, as an attorney, that the Township has an unlicensed psychologist or psychiatrist providing services. This could create significant liability for the Township. Second. he is concerned that the Supervisor has no professional advice regardinf what the General A--i Lance grant level should be. This is a complex decision affecting our local welfare costs in relation to the Social Security program. With no General Assistance Director, this issue is not getting the attention it deserves. Third, he questions whether the Work Opportunity Program is working. is it reducing our caseload and, if not, it should be abandoned. A 1 d , Davis thanked the Aldermen for their attendar.-e and diIigenca? The meeting Was adjourned at 11:25 p.m. lldlen McCarthy, Staff APPROVED MINUTES HUMAN SERVICES COMMITTEE June 12, 1989 7:30 P.M. Room 2402 Present: Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wollin Officials Janet Webb, Dennis Newton, Henry Krasnow, Edna Summers, and Staff: Julian Coleman, Jerry Edwards, Kathleen Brenniman, C. Louise Brown, Jeanne Fox, Don Wirth, Jean Ann Shulse, Helen McCarthy Presiding. Ald. Davis, Chair MINUTES The minutes of the June 5, 1989 Human Services Com=ittee were approved unanimously. COMMUNICATIONS Memorandum from Rules Committee dated 5/30/89 The Committee reviewed the memorandum from the Rules Committee suggesting that the Chair of the Standing Committee, at the start of each meeting, ask individuals to identify themselves if they wish to address the Committee that evening,. Ald. Dryr% �r questioned whether this might lead to an expectation for public c_.^-ent at the start of the meeting,. Ald. Davis said she did not envisi-.n that but rather that the Committee Chair could allow relevant cor,:.;-nts from the public during the Committee's discussion as it has in try past. Ald. Feldman said he welcomed encouraging the public with pertinent information to address the Committee. Letter front Youth Job __ Center dated May, 31. 1989 Ald. Davis said she plans to address this reque at a future *ea[ing, but this would be an opportunity for Committee members to request additional information for that discussion. Ald. :allin said she found the I e t t e r to be somewhat contradictory, par' larly the second paragraph regarding P.I.C. funding. Ald. Fc•'.^_-Kn agreed that the letter was contradictory and said he would like -o know exac:.y why Youth Job Center believes it is unable to repay '..e loan, in light of grants and P.I.C. funding, received. Ald. Davi .aid it wculd be helpful to know the fund balance at the end of la_' J=-ar, the ine�,me HUMAN SERVICES COMMITTEE Minutes of 6l5189 . . . 2 and expenditures this year, and the anticipated fund balance at the end of June, 1989. The Committee requested staff to address a letter to the Youth Job Center requesting this information. Ald. Davis announced the assignment of Aldermanic Liaisons to the various Boards and Commissions as follows: Ald. Wollin Ald. Lanyon Ald. Washington Ald. Drummer Ald. Davis Ald. Feldman Recreation Board Human Relations Commission Commission on Aging Ladd Arboretum Committee Arts Council Environmental Control Board Library Board The Committee asked staff to write a letter to each Board and Commission notifying it of its liaison and describing the expectations of the role of the liaison. The Committee thanked Helen McCarthy for her assistance to the Human Services Committee and her service to the City and wished her well in her new role. CONSIDERATION OF AMENDMENTS TO THE LONG TERM CARE ORDINANCE Ald. Davis reviewed the staff memorandum describing the three changes in the Ordinance from the draft ordinance introduced on May 22. The Committee agreed that the administrative process for handling Waiver requests from facilities will facilitate that process. Ald. Drummer moved, seconded by Ald. Wollin, to approve these amendments and to recommend adoption of Ordinance 48-0-89. The motion passed unanimously. CONSIDERATION OF TOWNSHIP 1989-90 BUDGET The Committee thanked the Township Supervisor for the quick turn -around on the revised budget and responses to Committee questions. The Committee reviewed the memorandum from the Township dated June 8 responding to Committee questions. Section aion_ 1 In response to a question about "other consultant services," Julian Coleman, Township Accountant, said this includes consultant services to assure that client records are kept in accordance with State requirements for Title XX funding. Such a consultant would need to be familiar with State of Illinois grant compliance requirements. In response tn a question regarding the difference between a low estimate and a high estimate for consultant services, Mr. Coleman said that the high estimato is based on additional services which might be needed, particularly due to turnover in staff and need for training. HUMAN SERVICES COMMITTEE Minutes of 6/5/89 . . . 3 In regard to accounting services, the high estimate may be needed based on new funds received, requests for information from the Trustees, and auditor requests. Section B - Question 2 The request for $17,000 in legal services is based on the possibility that the class action suit against a number of Townships initiated nine years ago may come to trial this year. Also, the Rite Reingruber case against Evanston Township may be heard. If these funds are not spent, they will be reappropriated into the fund balance. If not budgeted but needed, the Township would need to come to the Human Services Committee for additional funding to cover these costs. In response to a question as to whether the accounting services had ever run over the budgeted amounts, Mr. Coleman said on occasion it had run $2,000 to $3,000 over, but never $8,000 or $10.000 over. question 3 The request for Equipment Purchases was deleted from the budget. Question 4 Suprv. Summers noted that Dues and Subscriptions had been reduced in the Supervisor's budget from a $3,500 request to a $2,000 request. In response to a question, Supvr. Summers said that the $924 was for the Township Officials of Cook County membership and the $599 was for the Township Officials of Illinois. The Township belongs to four organizations within the state. In response to a question, she said that the membership to the Greater O'Hare Association is helpful for job finding in the northwest suburbs. C. D. Publications covers Federal funding opportunities and comes out once per month. Staff uses this and the Government Executive publication. In response to questions, Supvr. Summers was not sure what the charge for Thompson Publishing Company and for the Mental Health Board were for. It was clarified that this list of publications comes to $2,669 and the budget in the General Assistance Fund for Dues and Subscriptions is $2,000, Even though some of these subscriptions and memberships cover more than one year, the Supervisor will need to eliminate some of these in order to meet the budget. Question 5 Ald. Feldman said that the proposal for $18,000 for persons to be employed in the northwest suburbs will need further study. Supvr. Summers said that the proposed $18,000 would support three persons at a time sharing an apartment with their housinf, costs being subsidized by the Townshir The Townshir staff has 1noiced at :ti:;rtments and estimates that it coin'. a three tedroLIM apartment for $890 per month. Any proposed lease woul: :ome to the Cc= ittee and Trustees for approval. In response to a question as to why this S:8,000 was included as part of Lunch and Transportation, Supvr. Summers said teat the alternative to leasing an apartment in Schaumberg would be _: pay transportation for G.A. clients to travel from Evanston, to SchaumberL The Committee requested that this $18,000 be shown as a separate line item titled "P.I.C. Employment Venture" to highlight this new philosophy and program. A note should be included at the end of the budget to explain the use of these funds. Ald. Lanyon suggested that since at the earliest. *his prrtram w:•.:Id HUMAN SERVICES COMMITTEE Minutes of 6/5/89 . . . 4 begin in the fall, perhaps the total allocation should be reduced to a six month cost. The Committee asked the Supervisor to consider the time line for program start-up in determining the amount of funds to request. Question 6 Ald. Lanyon said he believed that the Township per diem rate should be in line with the City's. He noted that in the payments issued to two Township employees recently the $25 emergency amount had been used for local Taxi travel. In his opinion, local travel should be included in the regular per diem. In response to a question, Supvr. Summers said that although staff may receive advance payments prior to a trip, receipts are required for all expenses, and unused funds over $50 must be returned. Ald. Feldman asked why two Township staff people were sent to the Presidential Inauguration. Supvr. Summers said that these were line staff and this afforded them an opportunity to see government in action. She did not recall the total expenses for that trip. She inquired about the cost of the Aldermanic trip to Russia. Ald. Drummer said the cost per person was approximately $1,600. Local travel and expenses were paid by their hosts. Aid. Feldman moved, seconded by Ald. Washington, to reduce the Seminar and Conference line item in the General Assistance Fund budget from $5.000 to $4,000 and to reduce the per diem rate to $35 per day. The motion was passed unanimously. Question 7 Ald. Davis raised questions about the accounts payable titled Unified Budget Reserve for $35,000 and Youth Job Center for $5,000. Supvr. Summers said that $35,000 had been set aside by the Township Trustees last year to be used in Unified Budgeting. These funds had not been spent. Also, $5,000 had been included in the budget last year as potential reimbursement for each Township client placed by Youth Job Center. This money had not been spent because not a single Township client was placed by Youth Job Center last year. For the current year budget, Youth Job Center will receive a $5,000 grant by the Township as approved by the Unified Budget Panel. In response to a question, Ms. McCarthy clarified that the $35,000 set aside last year had been earmarked for potential Unified Budget increases. These funds had not been spent; however, the Unified Budgeting allotment for the Township for the 89-90 fiscal year was increased by that amount. She concurred with the Township Supervisor that the Unified Budget Panel recommendation had been for the Youth Jot Center grant of $5,000 to be changed from a per placement reimbursement to a grant. She said that the $39,957 item for Emergency Assistance Services was a true encumhranr(( as this amount was approved in the City's 1989-90 budge- as an additional contribution from the Township for F.mi•rt,en: y Assistancr In response to a question, Supvr. Summers said that $4,635 for Psyzt. atric Outpatient Services was for services which had been rendered but n: t yet billed. The Committee agreed that the $35,000 Unified Budget Reserve --nd the $5.000 for Youth Job Center should be deleted from actual FY 89 exper.-ses and added to the April 1, 1989 Fund balance. Question 8 Supvr. Summers said that this contract is exactly the sane as the signed contract which she has in her office. Ald. Lanyon said he had many que=-ions q HUMAN SERVICES COMMITTEE Minutes of 6/5/89 . . . 5 about it; however, due to a shortage of time, he agreed to ask Supvr. Summers in the interim. The Committee agreed to introduce the Township budget in this form and requested that the changes be made and a clean copy forwarded for the June 26 meeting for adoption. Ald. Davis said the Township budget would appear on the Human Services Committee agenda on that day in case other changes were needed CONSIDERATION OF RECREATION PROGRAM FEES Janet Webb, President of the Recreation Board, Henry Krasnow and Dennis Newton and Jean Ann Shulse joined the Committee. Janet Webb provided an explanation and review of a number of charts which provided a historical overview on the amount of City support and the amount of fees collected to support recreation programs. For example, in 1975 27% of the recreation budget was supported through fees and 737. through City funding. In 1988-89 59% was supported through fees and 411. through City support. Each year, the Recreation Board is faced with large increases in costs over which it has no control, such as health insurance and utilities. Therefore, to maintain a budget within budget policy, the Board must reduce other expenses. She summarized the fee assistance program indicating that in 1984-85 $35,000 was budgeted for fee assistance. In 1968-89 $98,000 was budgeted. The Recreation Board has tried to increase fees as little as possible. There has been approximately a 2% increase in fees over last year. The Board sets fees based on competition from other communities and from other facilities and agencies within Evanston such as the YMCA. Ald. Feldman said he was impressed with the increase in fee assistance given and asked staff to provide some comparison of the number of people who benefited from this fee assistance over the last several years. He also requested information comparing the amount budgeted for fee assistance and the amount spent on fee assistance over the last several years. In response to a question about how the Recreation Board finds the money to support fee assistance which is over the amount budgeted, Henry Krasnow, said that usually there must be a decrease in the amount of capital expenditures. Also, occasionally, it can be supported with unanticipated revenues. In response to a question, Ms. Webb said that there is no fixed ratio between resident fees and non-resident fees. The goal is for non-resident fees to be 50". higher; however, this varies lopcnding upon the- program and thq competitive market. Ald. Washine,'on faked ah,.,iit th,� Sumner plaaygrwiml foe increase. M! Webb explained that in order to provide additional ftv assistance, the Ft?,ration Board had recommended to the Human Services Committee that the fee be increased from $88 to $150 but the maximum fee assistance be increased. She said most children at the Fleetwood-Jourdain program are receiving fee assistance. Ald. Washington said she knew of a woman who was being .harged $25 for her two children which was too high for her considering her putt is aid income. Ks. Webb said that the Recreation Board ha: wrestled wi;h the problem; balancing the needs of low income people for fee assistance and the needs of the general community. The Recreation Board wou''l welcome additional HUMAN SERVICES COMMITTEE Minutes of 6/5/89 . . . funds to accomplish both goals. In response to a question from Ald. Wollin regarding a family rate for beach tokens, it was explained that this had boon tried several' years ago; however the definition of family had been controversial and this program was eliminated. Ald. Feldman asked for an approximate breakdown for the income levels for families to receive a 251 fee assistance, 501 fee assistance and 75% fee assistance. He asked if the Board had considered a finer breakdown. Ms. Webb said that a finer breakdown might require additional clerical time which would negate any cost savings benefit. In response to a question from Ald. Lanyon, the Recreation Board indicated that there was no written methodology for calculating their program fees. The Committee requested that the information contained on the charts be reduced to B-112 by 11 sheets and distributed to the Committee. The Committee expressed appreciation to the Board for this presentation and will look forward to reviewing the Board's recommendation on a fee policy later in the summer. The meeting was adjourned at 9:05 p.m. Helen McCarthy, Staff 1 Present: Absent Officials and Staff Presiding: MINUTES APPROVED MINUTES HUMAN SERVICES COMMITTEE June 26, 1989 7:30 P.M. Room 2402 Aid. Davis, Drummer, Feldman, Lanyon, Washington Ald. Wollin Fred Mc Dougal, Tom Parkinson, Geisla Daugherty, Ann Jennett, Edna Summers, Julian Coleman, Harvey Saver. Carey Wright, Jeanne Fox, Bruce Zimmerman Ald. Davis, Chair The following amendments were made to the June 12, 1989 minutes: I. The last sentence of the discussion of Question #6 on page 4 should indicate that Ald. Washington, rather than Ald. Lanyon seconded the motion to reduce the Seminar and Conference Line Item. 2. A sentence should be added on page 6 indicating that, in response to a question from Ald. Lanyon, the Recreation Board indicated that there was no written methodology for calculating their program fees. 3. The last sentence of the discussion of Question III on page 4 should indicate that the $35,000 reduction in the Unified Budget Reserve and the $5,000 reduction in the Youth Job Center (YJC) from actual FY '89 expenses should be added_ to the April 1, 1')8q runt{ Balance instead of de!,:-:.ed from. The Committee votfod unanimously to approve the June 1:. 1')89 minutes as amended. COMMUNICATIONS Report_from "FacinL the Nineties_ A Community Forum_on Youth Issues Ald. Davis noted that the Forum and the report are both very HUMAN SERVICES COMMITTEE Minutes of 6/26/89 . . . 2 informative. Ald. Drummer noted the difficulty in developing solutions for the problems identified in the Forum. There being no further comments, the Committee accepted this communication. CONSIDERATION OF REQUEST BY YOUTH JOB CENTER (YJC) TO FORGIVE THE 1987 LOAN OF $18.380 The Committee called on Fred McDougal from the YJC. Mr. McDougal stated that the Board has been troubled for some time as to how to handle the loan from the City. Mr. McDougal read the last paragraph of the Installment Note for this loan, which reads as follows: "Should the undersigned be unable to repay such indebtedness on the due date (it being understood that foundation grants and other similar dedicated funding sources will not be available to repay such indebtedness) it is understood that the Evanston City Council shall, upon petition of the undersigned, review this loan with the possibility of the loan becoming a grant and the balance forgiven. Mr. McDougal emphasized that excluding revenue received from foundations, the YJC does not have the money to retire the loan. He stated that the agency does have sufficient funds for the loan repayment if foundation money is counted, but emphasized that the use of foundation money to repay a loan could raise problems in raising future funding from foundations. In response to a question from Ald. Drummer, fir. McDougal stated that the agency has approximately $35,000 in cash on hand as of this date and has received about $47,000 in foundation money in the last year. Mr. Parkinson (YJC) stated that the agency had originally budgeted $30,000 in foundation revenue and emphasized that the actual revenue from this source was $45,175. He stressed that the agency's success in raising foundation money has resulted in more money than anticipated. Ann Jennett, Director, stated that the agency's hard work in raising foundation money has resulted in the agency's current fund balance position. Mr. McDougal n,)t-,! that the agency does not segregate foundation revenues from other agency revenues. Ald. Drummer noted that the foundation revenue is only a portion of the agency's revenue and emphasized that because the agency comingles revenues, the agency fund balance does not consist solely of foundation revenues. Ald. Feldman stated that the only way the agency could ',ustify its claim that the fund balance consists of foundation revenues is f the agency had put the foundation money in a separate account and w: '.. expenses ata:^st this account. Ald. Feldman emphasized that the age,,;y has no way of distinguishing between those expenses funded by foundation money and :hose expenses funded by other revenue sources. Mr. Parkinson stated that it is the agency's understanding that the installment note exempts foundation revenue from being use! for loan repayments. Ald. Davis referred to the last paragraph .:f the installment note and emphasized that the reference in the note to dedicated funding sources" was intended to exempt grants or other revenues designalr.d for a HUMAN SERVICES COMMITTEE Minutes of 6/26/89 . . . 3 specific purpose. She emphasized that it was not intended to exempt foundation revenues from being used for loan payments when such foundation revenues are co -mingled with other revenues and a significant fund balance is on hand. Ald. Washington questioned whether the agency couldn't use fundraisers to generate revenue to pay back the City. Ann Jennett stated that the agency is developing a fundraiser for the fall and emphasized that recent fundraising events have not produced the desired revenue. In response to a question from the Committee, the hoard clarified that the agency had received $21,875 in revenue from the Private Industry Council (PIC) in fiscal year 1988 and received no revenue from this source in fiscal year 1989. The hoard emphasized that the agency had anticipated 52 placements under the PIC program, but had placed only 3B individuals, resulting in less revenue than anticipated. Ald. Davis noted that the first paragraph of the installment note states that in the event the agency receives payments under the PIC program, the agency agrees to pay all or part of the loan prior to June I, 1989. Ald. Davis noted that in 1987 there had been considerable debate among Human Service Committee members concerning the loan repayment schedule. She noted that the Committee had agreed to a balloon payment on June 1, 19B9, with the understanding that payment would occur earlier if the YJC received revenue from PIC. She emphasized that those were the terms of the repayment and that the receipt of PIC revenue was the trigger to a repayment earlier than June 1, 1989. Ald. Davis noted that the repayment schedule was tied to the PIC revenue because the shortfall in PIC revenue was the reason for the City's loan to the agency. Ann Jennett noted that the PIC revenue was received in bits and pieces and that it was decided to hold payment on the loan due to the agency's cash flow situation. Ald. Davis emphasized that the whole purpose of the loan was to tide the agency over until PIC revenue was received and also emphasized that the money was received. Ald. Feldman noted that the installment note does not s,iy that repayment of the 1,3an will occur from agency profits. He emphasized that the City never expected the payment to be made from profit and stated that the minute the agency received PIC revenue, that revenue was to be used for loan repayment. Ald. Feldman noted that neither the Council or the Human Services Committee had pushed the dg,ency for the lnan repayment. Ald. Feldman acknowledged the difficulty the agency face. in raising, funds an,: stated that the Committee was seeking, a good faith of fort by tho agency 'o repay the loan. Ald. Feldman also emphasized that the Committee has tj to consistent with its practice in reviewing the budgets and funding roquests of the Township and other agencies. Ald. Feldman stated that he is really hopeful that the agency will return to the Human Services Committee with another plan for repayment of the loan. Mr. Parkinson stated that he hopes there i:, no misu-derstanding. The agency does have the money to repay the loan and is ready to make the repayment. He emphasized that the agency's only argumer,*_ is that it would have to use foundation money. Ald. Drummer stated that `Q loan ►,,uld be repaid if tho agency has tho money and emphasized that a Eood faith t,ffort to repay the loan is needed. HUMAN SERVICES COMMITTEE Minutes of 6/26/89 . . . A Ald. Washington questioned whether the agency would receive additional revenue if it placed Township clients. Ann Jennett stated that the agency had discussed a performance based contract with the Township and that it was determined that the Township did not have job -ready individuals in the age group addressed by the YJC. Ald. Davis emphasized that it is important to clarify that the revenue situation with PIC was the whole reason for the City's loan to the YJC. She stated that what was hoped would happen when the loan was made did happen, i.e., the agency received PIC revenue, and the expectation of the loan repayment now exists. Mr. McDougal suggested that it would be appropriate for the agency to come back to the Human Services Committee with a repayment proposal seeking guidance from the Committee. The Committee agreed with this approach and stated its interest in receiving a loan payment proposal from the agency. 1989-90 TOWNSHIP BUDGET The Committee called on Township Supervisor Edna Summers, who stated that she believes the Budget Summary dated June 26, 1989 reflects the requests made by the Committee at its prior meeting. In response to a question from Ald. Davis, the Township indicated that the actual FY '89 expenses for Work Opportunity Program (W.O.P.) - Luncheon and Transportation costs already reflects the reduction of $18,000 associated with the PIC program. In response to a question from Ald. Feldman, Supvr. Summers stated that the $18,000 for the W.O.P. involving the Schaumberg Motorola project would be used for either rent or transportation for the program participants. She emphasized that there would be no ancillary expenses that would increase costs beyond the $18,000 annual amount, and clarified that $10.000 was being requested in FY '90 based on a partial year's operation of the program. In response to a question from Ald. Feldman. Supvr. Summers stated that the agreement for this program is still being negotiated. Ald. Feldman questioned whether the allocation for this program could be removed from the budget due to the fact that the progran is still being negotiated. Supvr. Summers stated that there would be no problem in removing this allocation from the budget. Ald. Feldman emphasized that if the program becomes imminent, the Township should come back to the Human Services committee. In response to a question from Aid. Washington, the ,xplainod that $835,000 was proposed as an appropriation in the Town fr transfer to the General Assistance Fund. Ald. Feldman noted that ir. the Township's original budget submission, the March 31, 1990 Fund Balar.-e for the General Assistance Fund was approximately $36,000. The Committee aEreod to reduce the appropriation in the Town Fund for the transfer- t_ the General Assistance Fund from $835,000 to $135,000. The Committee than agreed to eliminate the $10,000 ap;r.rria*ed in the FY '90 budget for the PIC program under the W.O.P. In rose,-. " a question HUMAN SERVICES COMMITTEE Minutes of 6/26/89 . . . 5 from Ald. Feldman, the Township indicated that the $28,500 in salary for the Director in FY '90 anticipates that this position will be filled on August 1, 1989. The Committee agreed to leave the appropriation for the salary at $28,500. Ald. Feldman stated that he would recommend the following questions regarding the Township be addressed in the future: 1. Are there things that Evanston Township can do to reduce its caseload? He noted that Oak Park has a relatively smaller percent of their residents on assistance from the Township. 2. Can a rational, scientific approach for determining the Township grant level be developed? Ald. Davis noted the difficulties of reviewing the Township budget in the midst of its fiscal year. She stated that she believes the Human Services Committee has come to the consensus that the budget should be adopted prior to the start of the Township fiscal year. Supvr. Summers stated that would be fine with the Township. Ald. Davis then summarized the adjustments made by the Co.-,.nittee this evening, noting that the Committee had agreed to reduce the transfer from the Town Fund to the General Assistance Fund from $835,000 to $735,000, resulting in a projected March 31, 1990 Fund balance of $186,520.72 for the Town Fund. Ald. Davis also noted that the Committee had agreed to reduce the appropriation for the W.O.P. by $10,000, resulting in a Fund Balance projection for March 31, 1990 in the General Assistance Fund of $36.442.10. Ald. Feldman then moved that the Committee recommend City Council approval of the Township budget. Ald. Washinglon seconded the motion. The Committee voted unanimously to approve the Township budget. The Committee extended its appreciation to Township Supervisor Summers and her staff and consultants for their participation in _ -,ary Productive budget review. TOWNSHIP MONTHLY REPORT - HAY, 1989 Supervisor Summers indicated that she had no comments on 'Y4s report. The Committee agreed to accept this report as submitted. CONSIDERATION OF FUNDING GUIDELINES FOR 1990-91 FOR -." Y FUNDING OF PURCHASED HUMAN SERVICES It was noted that the guidelines used by City paneliF,s jr. t!e Unified Budget Panel (UBP) were modeled after guidelines develc;.-d by the Mantal Health Board (MHB). The Committee referred to a memorar,,m da-?� May 18, 1989 from Director of Health and Human Services, HelEa-. KrCarthy, ;hat indicated that. the City's use of these guidelines had not te:r: hF•:r:ul HUMAN SERVICES COMMITTEE Minutes of 6/26/89 . . . 6 Ald. Davis questioned whether the use of percentages in the guidelines lends an aura of exactitude to the process. which does not exist. She questioned whether it would be helpful to use the guidelines without the precise percents. Harvey Saver. Assistant Director of the Mental Health Hoard, stated that the percents are arbitrary and are intended to be an educational tool to provide some relative rankings of the agencies based on the criteria. Ald. Davis stated that she believes the priority service areas listed on Attachment E are the most useful. In response to a question from the Committee, staff indicated that it would be most useful to have the guidelines defined by the third week in September. Ald. Feldman stated that he believes the three new members of the Human Services Committee should receive an overview of the funding guidelines. Ald. Davis agreed and emphasized the need to address the fact that City panelists have not followed the guidelines in the past. The Committee agreed to schedule a special meeting at 7:45 p.m. on July 31, 1989 to discuss the guidelines with current and prior panelists. It was agreed that the criteria do not hava to be redefined, but rather the meeting would focus on the funding guidelines. There being no further business, the meeting was adjourned at 9:00 p.m. i Bruce Zimmermdn, Staff cc: Joel Asprooth APPROVED MINUTES HUMAN SERVICES COMMITTEE July 10, 1989 7:30 P.M. Room 2402 PRESENT: Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wollin OFFICIALS Owen Thomas, Carey Wright, Joe Zendell, Jeanne Fox, and STAFF: Shelly Volk, Jean Ann Shulse, Don Colleton, Bo Price, Delores Holmes, Hike De Vaul, Manuel Isquierdo, Bob Rutledge, Bruce Zimmerman PRESIDING: Ald. Drummer, Chair MINUTES Ald. Davis requested that the first full sentence on page 3 of the Committee's June 26, 1989 minutes be amended to read as follows: She emphasized that it was not intended to exempt foundation revenues from being used for loan payments when such foundation revenues are co -mingled with other revenues and a significant fund balance is on hand. The Committee voted unanimously to approve the June 26, 1989 minutes as amended. COMMUNICATIONS Memorandum from Recreation Board concerning Fee Assistance/Scholarship Polic The Committee acknowledged receipt of this comml.r;ra'ior, and agreed to schedule discussion of the Recreation Fee Assis`ar:�'."_hoiarshit Policy at a future meeting,. In response to a question from Ald. Feldman., superintendent of Recreation, Jean Ann Shulse stated that there are times when the Department does incur additional expenses due tj the scholarship program. She explained that there are times whc-n the additional program participation generated by the scholarshiF program squires additional program support expenditures. HUMAN SERVICES COMMITTER Minutes of 7/10/89 . . . 2 Human Relations Communication Chairman Drummer noted that the Committee had received a letter from the Human Relations Commission indicating their interest in meeting with the Committee. Shelly Volk, Chairman of the Human Relations Commission, stated that the Commission was not requesting a specific date at this time but was alerting the Human Services Committee that the Commission would like to meet with the Committee at some point in the future. The Committee directed staff to contact the Commission to schedule a meeting within the next two months. ORDINANCE 50-0-89 HUMAN RELATIONS COMMISSION PROPOSED REVISIONS TO THE FAIR_ EMPLOYMENT ORDINANCE Owen Thomas, Director of the Human Relations Commission, noted that the Commission had heard testimony from the Human Rights Commission requesting language in the Fair Employment Ordinance which would prohibit discrimination on the basis of sexual orientation and marital status. Ald. Feldman stated that this proposed amendment to the Ordinance did not seem controversial to him and expressed his support. He requested that a representative from the Human Rights Commission provide the Committee their reasons for proposing this language. The Committee then called on Michael Troyer, a resident of Evanston who spoke on behalf of the Human Rights Commission. Mr. Troyer stated that some Gays and Lesbians are open about their sexual orientation and marital status. He emphasized that others are not. He noted that some Gays and Lesbians have lost jobs when their sexual orientation or marital status was revealed. He also cited an example in which job references revealing a person's sexual orientation had prevented someone from being hired. Mr. Troyer stated that he finds it extremely scary that sexual orientation can cause someone to be fired, even when their performance is excellent. lie noted that there were 100 names on a petition supporting 'hi7, -tango which was submitted to the Human Relations Commission. Mr. Troyer emphasized the need to protect people from discrimination on the basis of sexual orientation or marital status. Ald. Feldman then moved that the Committee recommend City Council approval of this ordinance. Ald. Davis noted that the ordinance covered both employees and applicants. There being no further discussion, the Committee voted 5-0 to recommend City Council approval of 'his ordinance. It was noted that this ordinance would be introduced at tonigh' s "cuncil meeting and is scheduled for adoption at the City Council meeting -',_:y 14, 198'7. PROPOSED REORGANIZATION FOR THE YOUTH ADVOCACY PROGRAM (YAP) Ald. Drummer noted that the Human Services Committee had received a recommendation from the YAP Committee suggesting that the organizational structure of the program be changed to make the three Youth Advocates employees of the City, supervised directly by the Youth Services Coordinator. The Committee called on Mr. Don Colleton, Chairman of the YAP ',)m*nittee, who HililHIT I II I1,11I I I ,1111II III III11I[1111 r1l11' 111 11111 It i 11I,� II' 1^1 i i'11 � III I �i 1 I i i I II 11111 I1li o ' �I 'il I� �� III � ��I, 'I!I �� 11�� i� III!III �li ��111, P 1I ��' I ,fl P ,ICI' 4R I flr � II HUMAN SERVICES COMMITTEE Minutes of 7/10/89 . . . 3 introduced other Committee members; !Bike DeVaul, Bo Price, Delores Holmes, Manuel Isquierdo, and Bob Rutledge. Mr. Colleton stated that the Committee was requesting City Council approval of the revised organizational structure and minor changes in the program's budget. Mr. Colleton went on to explain that when the program was adopted in 1987, the organizational structure was a bit unusual, in that the three advocates would work for host agencies through contracts with the City. He noted that under this organizational structure the City then employed a Youth Services Coordinator to oversee the Advocates employed by the agencies. Mr. Colleton stated that this organizational structure led to unclear lines of reporting and authority. Mr. Colleton also stated that the Committee has concluded, after considerable deliberation, that a reorganization is needed in order to clarify the lines of authority and the organizational structure. Mr. Colleton stated that there was almost unanimous agreement on the reorganization among Advisory Committee members. He stated that one member expressed concern over the reorganization but had also indicated that he would support the reorganization if implemented. Mr. Colleton stated that it was proposed that this reorganization become effective on September 1. Ald. Feldman congratulated the Advisory Committee on their decision and expressed his support. He then questioned whether this reorganization had been discussed with the City Manager. City Manager, Joel Asprooth, indicated he had discussed this reorganization at some length with the former Director of Health and Human Services, and believes this reorganization is in the best interest of the program. Ald. Feldman also questioned whether the program is developing some kind of measure to indicate progress by program participants. Ald. Feldman mentioned that the number of encounters with authoritarian figures, school grades, or absences from school are examples of criteria which could be used to measure the program. Ald. Feldman emphasized the importance of measuring the success of the program as reflected in the lives of program participants. Mr. Colleton suggested that there might be two end points for measuring program progress. One such end point would to 'he program's efforts to work with community agencies to allocate resources for high risk youth. The second would be the impact of the program on families. Mr. Carey Wright, Youth Services Coordinator, stated that a consultant had been hired to evaluate the program and that a report from the consultant is anticipated in October. He suggested that this report would have information on the effectiveness of the program. Mr. Wright also emphasize: .hat the program has given hope to somt, families experiencing difficulties " h high risk youths and has also kept thL' conditions of high risk you!!', front of co.—,,munity agencies. Mr. Colleton also stated that the prograr eals with :he most difficult cases in the City and that it will take ar, 'unusual approach to achieve success. Aldo Davis noted that the consultant's report on the pr:6ram'5 organizational structure, presented to the Committee this evening mentions that few agencies are making referrals to the YAP program and that most referrals are coming from the school districts. Ald. Davis noted that in pr:.r discussions on the program, it was determined that this is appropriate because the school districts have such comprehensive and frequent contact wit'' Nigh risk youth. — ',1'�ii�ll II�lUI I �I II !II" I lil"II"II"liii I'Illl II I' �I a li I ii i�ii i `_ I�,III �I� III I��,�I Illll,l I 1i�� li�lli�j��l'I��,I �I��il1l I��III�UIIII��II'I�,�!Ilill�l�l�lll!I,IIPIIIAIII'�II"I'��lil'�lll'I�li�li�'�I��o�I��I�, ol'llil�ll' I�,II"IIPII�!'lll��lll,l� HUMAN SERVICES COMMITTEE Minutes of 7/10/89 . . . 4 Mr. Colleton stated that the consultant had taken a fresh view and had observed the same thing previously observed by others that schools are the primary source of referrals. He emphasized that as more agencies develop a higher consciousness of the YAP program, referrals will come from a wider variety of sources. Manuel Isquierdo, Assistant Principal of School District #202, emphasized that the schools see problems faster and can identify high risk youths very quickly because they see a number of multiple problems early. He stated his belief that schools will generally be the largest source of referrals to the program. Mr. Mike DeVaul, of the YMCA, emphasized that his agency doesn't have the frequency of contact with these youths as do the schools, who see kids five days per week. Ald. Davis stated that sometimes evolution is needed in a new program to get the program to where you want it to be. She noted that the consultant's report had mentioned that each of the three agencies currently employing the advocates has made a commitment to the program and developed a sense of ownership in the program. She noted that the report referred to the desire of agencies to have the youth advocates remain with the agencies and questioned the YAP Committee as to how they are addressing the sense of ownership among the agencies. Mr. Colleton stated that, hopefully, the Committee was being sensitive to the agencies. fie emphasized that based on the Committee's deliberations, it had just concluded that program operations and services would be improved by the reorganization. fie emphasized that each agency is different and approaches the program differently. He also stated that the agencies have agreed to support the program under the reorganization. Mr. Colleton also stated that the concept of a host agency was intended to develop those agencies as models to encourage community agencies to deliver services for high risk youth, and emphasized that the YAP program is not in the business to displace community service agencies. Ald. Davis questioned whether the special investment of these three agencies can be capitalized in the reorganization. Mr. Colleton stated that, hopefully, these three agencies will become anchors in a coalition of agencies to persuade others to participate in the program. Ald. Lanyon stated that he was encouraged to see this recommendation come to the Human Services Committee at this time and stated that he agreed the current organizational structure was unusual. He also expressed his support for Ald. Feldman's suggestion that the agency come up with a means to report and measure the effectiveness of the program. Mr. Colleton emphasized that he believes the report scheduled Lo be received this fal', will previdt? such information. Mr. Isquierdo stated that it is too early fj• measure the impact of the program on high risk kids. However, he emphasized that the program is making real progress right now because high risk youth have been identified. He stated that the challenge will be to come back to the Committee and show what the program is doing with these kids. Mr. Isquierdf) also stated that it is a concern of members of the agency coalition that this be a community -wide effort and not just a City effort. Ald. Feldman praised the composition of the YAP Committee are; its independence as well as its willingness to rethink prior positions. Ald Feldman noted that IIWllll�llifli ill JIII IIII � ' 1 II1I�' I l +'I ll,l i ! " lII�' I � l � I,'Ijlhl� 111 Iql I Illlll! l i 11{I I�I P I1111"��jl��1 J1 I ! P' � 1 I I I I II I ' ' li III ' ' ' N I gyp! pll"I1I11I ill! -I ,II��l1IIl�1IIII I��Ril HUMAN SERVICES COMMITTEE Minutes of 7/10/89 . . . 5 the consultant had raised the question as to whether Evanston has the strength of agencies to deliver the necessary services to high risk youths. He questioned whether this Is the type of issue the Committee Is willing to consider. Mr. Colleton responded that the Committee is willing to consider that issue and may determine that existing agencies may need to reconsider their service delivery to high risk youth due to the unusual requirements of these youth. He emphasized that looking at this question is viewed as a part of the Committee's mission. Delores Holmes emphasized that some of the existing agencies were not designed to serve high risk youth, and that was why the YAP program was developed. She emphasized that at the time the YAP program was developed, it was known that a gap in services existed. Ald. Washington stated that she had heard good things about the program and praised the program for reaching out to people who really need assistance. She encouraged the Committee to call on her because she is interested in the program and would like to meet with representatives of the YAP. Ald. Wollin stated that she hopes the consultant was being rhetorical in the last sentence of his report which reads "this leaves the choice of advocating for the clients or the status quo of the social service community." She emphasized that she does not believe this is a true choice, Mr. Rutledge emphasized that this program is really breaking new ground and that there are a handful of such programs similar to this one in the country. He stated that the Committee knows that working with these youth is extremely difficult and expressed his pride in Evanston for taking on this program. He suggested that it will be a challenge for this program to help existing social service agencies to tailor their services more appropriately for high risk youth. Ald. Feldman stated that he believes comments made during this evening's discussion have increased the dimension of the program and that he feels a little bit more optimistic about dealing with a very difficult problem in the community. He suggested that in preparing its r:isFion statement, the YAP Committee include some of the types of comments made tonight. The YAP Committee then summarized its proposed budget changes required for this reorganization. The Committee noted that funds would be transferred from Contractual Services to Salaries due to the three advocates being City employees under the reorganization. The Committee also :acted that the budget reflected the use of tho City's benofit package as well a: Auto Allowan.-P for tho three aivncateG. The C.ommit too corrected the a-..ar amount :f the appropriation for Acl_ount )21400 (Other Professional Servi_..$), noting '`.at the figure should read $1,000 for the period September through February 1990 instead of $21.000. It was noted that this $1,000 would be used to r,.:rchase legal services for clients. Ald. Mavis noted that the proposed budget included an appropriation for rental expense and questioned whettir the Committee has a vision for where the offices will be. Carey Wright Rated that the Committee knows the offices will be out in t,Ie community anl� have researched some potential sites. lie also noted that the Youth Services Coordinator will still have an office in the Civic Center. Mr. Wright sated HUMAN SERVICES COMMITTEE Minutes of 7/10/89 . . . 6 that the Committee hopes to locate an office for the advocates within the next two months and is also considering the use of one to two other outposts to serve the community. Ald. Lanyon then moved that the Committee recommend City Council approval of the proposed reorganization and budget revisions. Ald. Davis seconded the motion which was approved 6-0. YOUTH ADVISORY PROGRAM (YAP) - QUARTERLY REPORT Ald. Drummer stated that he feels very strongly that the YAP Committee is addressing the issue of troubled youth. He emphasized that there are some real problems involving high risk youth and stated his belief that the YAP program is addressing the core of the problem. fie encouraged support for the program. Mr. Colleton stated that the Committee is very happy with Carey Wright and stated that Mr. Wright deserves much credit for the program. Mr. Colleton also stated that he is thankful for the diversity of the YAP Committee and its commitment to the program's goal of serving high risk youth. In regards to the Year -At -A -Glance Summary attached to the Quarterly Report, Ald. Davis noted that there was no mention of drugs. She questioned whether the program is seeing such problems in the program participants. Mr. Wright stated that as the program gets involved with families it becomes obvious that drugs and alcohol are frequently a real problem. He stated that seldom are drug and alcohol abuse the reason for referrals to the program, because other problems are brought to the forefront earlier by the referring agency. Ald. Feldman questioned whether the YAP Committee had lost members since it was established. Mr. Colleton stated that they have lost three or four members and presently have some vacancies. Bo Price addrAssed the Committee stating that he believes some families are willing to participate in the YAP program due to the composition of the board. The Committee thanked the Advisory Committee and accepted the Quarterly Report. TOWNSHIP BUDGET PROCEDURES AND ISSUES Tho Committee noted that there were several ieG::r- s raised dur:'g the Conn ittoe's Jung 5th meeting on the Township budget. A''1 Lanyon stat:)d that after the Township budget review, he believed that :he Committee needs to provide the Township with a clear understanding of thFr Human Services Committee oxpectat ions regarding budget procedures and c'c—r Township :ssues. He suggested that a Task Force be established to develcf, an ,utline :f these issues and then distributed a suggested outline as z ='arting point :o the Committee this evening. Ald, Drummer suggested th., nk,. to invo:;e the Township Supervisor. Ald. Feldman reminded the of his prior reference to discuss the grant level of Township assistan:e a;.d the numt-r of HUMAN SERVICES COMMITTEE Minutes of 7/10/89 . . . 7 cases on the Township's caseload. lie emphasized the need to study the Township's policies concerning the grant level and service to clients. Ald. Wollin noted that some of these questions involved policy issues while others involve procedural issues. Ald. Davis suggested that with the employment of a new Township Director, now is a good time for the Township to develop new procedures. Ald. Washington expressed her interest in reducing the number of clients on the Township rolls and encouraged the Committee to do something about this. Ald. Feldman, Washington, and Lanyon then volunteered to serve on a subcommittee to deal with these Township matters. Ald. Drummer suggested that the Township Supervisor also appoint some members to the subcommittee. It was also noted that perhaps members of the Administration and Public Works Committee (A b, PW) would also wish to serve on this subcommittee due to their involvement in reviewing Township bills. It was agreed that the Committee check on the procedure to be used for appointing members of two different standing committees to this subcommittee. CHILD CARE Ald. Davis noted that the United Way is presently doing a study of child care and hopes to complete this study by September. She expressed her desire to keep this issue before the Committee and suggested that the child care issue be considered once the new Health and Human Services Director is hired. There being no further business, the meeting was adjourned at 9:00 p.m. Bruce Zimmerman, Staff -- 0 DRAFT - NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE July 24. 1989 7:30 P.M. Room 2402 PRESENT: Ald. Davis, Drummer, Feldman. Lanyon, Washington, Wollin OFFICIALS Jeanne Fox, Fred McDougal, Joyce Thomas, Edna Summers. AND STAFF: Julian Coleman, Bruce Zimmerman PRESIDING: Ald. Drummer, Chair MINUTES The Committee voted 6-0 to approve the minutes of the July 10, 1989 meeting as submitted. COMMUNICATIONS The Committee acknowledged receipt of three communications from the Township Supervisor. The communications included the following: A letter dated June 12, 1989, from Julian Coleman and Company to the Township setting forth the terms of his accounting firm's relationship with the Township A letter dated July 19, 1989, from the Township to the Behavior Management Institute, Inc. concerning a Purchase of Service Agreement A letter dated June 30, 1989, from the Illinois Department of Public Aid notifying the Township that the Township is being awarded a Donated Funds Initiative Contract with a 751 State share equaling $112,813 for FY 1990 YOUTH JOB CENTER (YJC) PROPOSAL FOR LOAN REPAYMENT The Committee acknowledged receipt of a communication from the YJC indicating that the agency proposes to repay the City its loan of $18,380 through four payments of $4,500 which would be due on August 1, 1989, ?Barth 1, 1990, July 1, 1990 and lurch 1, 1991. Ald. Davis indicated that she thought this was a workable schedule, but noted that the proposed payments of $4,500 totaled $18,000 instead of the total loan amount of $18,380. Ald. Davis proposed to change the payment schedule to add $100 per payment for each of the first three payments and $80 HUMAN SERVICES COMMITTEE Minutes of 7/24/89 . . . 2 to the fourth payment. She indicated that she would support this schedule and moved that the Committee recommend City Council adoption of this schedule. Ald. Wallin seconded the motion. Ald. Wallin indicated that she views this proposal as a valiant effort on the part of the agency. She moved to amend Ald. Davis' motion to include a provision that the agency would pay the City interest on delinquent payments based on the Treasury Bill rate existing at the time of the payment deadline. Ald. Wallin indicated that the interest would be applied only to the amount of the delinquent payment and would be applied beginning on the day after the payment deadline. In response to Ald. Feldman, staff stated that they could not recall an example in which the City charged interest on loan repayments in the proposed manner. Ald. Feldman suggested that the interest payment schedule would establish a precedent and stated that the agency has expressed their intent to maize payments on schedule. He expressed an unwillingness to single out this agency. Ald. Wallin stated that she viewed this as an incentive to encourage the agency to make payments on time. Ald. Davis stated that she would support the proposed amendment because she does not view it as a major hardship for the agency and because the City is extending the payback schedule over a longer period of time. She also emphasized that the interest can be waived if the City so chooses. Fred McDougal, President of the YJC, indicated that they would not be opposed to the interest being applied on the day after the payment due date. The Committee then voted 4-2 to approve Ald. Wallin's proposed amendment to the motion, to allow for interest being applied on the delinquent payment on the day after the payment deadline, based on the prevailing Treasury Bill rate. (Ald. Feldman and Drummer voting nay) The Committee then voted 6-0 to approve the amended motion to accept payments of $4,600 from the agency on August 1, 1989, March 1, 1990, and July 1, 1990, and a payment of $4,580 on March 1, 1991, with interest being applied on the day after the payment deadline, based on the prevailing Treasury Bill rate. TOWNSHIP SUBCOMMITTEE - STRUCTURE AND PURPOSE Chairman Drummer summarized the Committee's prior discussion on this matter in which the Committee expressed interest in the establishment of a subcommittee consisting of members of the Administration and Public Works (A & PW) Committee and Human Services Committee which would consider the policies and procedures of the Township. Ald. Drummer ;noted that some of these policies and procedures fall within the area of responsibility of the A & PW Committee and others are Human Services Committee matters. Chairman Drummer also reported that he had discussed the establishment of a subcommittee with the Mayor who would appoint the subcommittee due to its membership including Aldermen from the Human Services Committee and the A & PW Committee. Ald. Drummer stated he had discussed this subcommittee with the Township Supervisor, who has indicated her interest in the establishment of a more permanent committee which would report directly to the City Council and would work with the Township on a regular basis in regards to Township matters. HUMAN SERVICES COMMITTEE Minutes of 7/24/89 . . . 3 Ald. Davis stated that perhaps the City may be ready to return to a permanent Township Committee or some type of hybrid based on the subcommittee structure currently under consideration. She suggested that the Rules Committee should consider this matter, looking at the old Township Committee structure and how it would work now. Ald. Davis also emphasized that it is difficult for the Human Services Committee to clear its agenda for two months to consider the Township budget. She emphasized that a separate committee on the Township is probably right because it would simplify things for the Township which would no longer have to report to both the A & PW Committee and the Human Services Committee. Ald. Feldman stated that he has no objection to a separate committee but emphasized that his interest is in following up on the momentum from the recent Township budget review sessions. He stated he wants to further the evaluation of the Township matters identified during the budget sessions. Ald. Feldman stated that he was not sure a permanent committee is needed but could be convinced. Ald. Feldman also suggested that a new committee that takes on the responsibilities of the A & PW Committee and the Human Services Committee regarding the Township, already has one hand tied behind its back. He emphasized that his interest is to charge the new committee with the responsibility of focusing on the concerns raised at the budget hearings and identified on Ald. i.anyon's outline of issues, and then to re-examine whether it should then take over the Human Services Committee and A & PW Committee responsibilities. He emphasized that he knows there is a tremendous amount of work to be done in this regard prior to the next Township budget being submitted. Ald. Washington stated that she agrees with the concerns expressed by Ald. Feldman and stated that she is not ready to give up the Human Services Committee's role regarding the Township. She expressed interest in knowing more about the old Township Committee. Ald. Davis stated that the new Committee can not modify Township processes unless the Committee really studies and evaluates Township matters. She said she would be very cautious about establishing a third committee involved in Township matters which would require that the Township report to all three committees. She emphasized that the new committee would have to get familiar with both Township operations and the monthly report. Ald. Davis then moved to make a reference to the Rules Committee to consider the structure and form of the Committee to consider Township matters with a priority on those policies, procedures and processes raised during recent months. Ald. Wallin stated that she can see the need to consolidate, but expressed caution about establishing a third committee. Ald. Lanyon stated that he perceived a need to provide guidance to the Township regarding its budget. He emphasized that it had been agreed that the Township budget process would begin earlier in the calendar year and that there is not much time. He suggested that perhaps the Committee should back up and focus on his outline of budget procedure issues now and then focus on the larger issues later. Ald. Drummer stated that in his opinion, one thing that became very clear during the last Township budget process was that the Human Services Committee was just not able to get fully immersed into Township matters. HUMAN SERVICES COMMITTEE Minutes of 7/24/89 . . . 4 Ald. Feldman emphasized that the message to the Rules Committee should be that the greatest reason for considering this committee is not that the Township Supervisor reports to two Standing Committees of the Council, but rather the greatest need is to address the issues regarding process, procedures, and policies which were raised in the last three to four months during Township budget deliberations. He emphasized that this should be the primary and immediate focus of the new committee and that any ancillary tasks should be assumed after this is completed. Ald. Davis stated she believes her motion and Ald. Feldman's suggestion are not far apart. Ald. Davis stated that she is not in favor of Ald. Feldman's last suggestion that the ancillary tasks not be assumed until after completion of the evaluation of policies, procedures and process, because she does not believe it makes sense for a committee to establish procedures and budget mechanisms and then turn these matters over to another committee. Ald. Feldman stated he would like to see the committee consist only of Aldermen. Ald. Davis said she would accept as an amendment to her motion, Ald. Feldman's language suggesting the primary initial focus of the new committee would be to consider the policies, procedures and processes raised in recent months, but would not accept the language involving deferring on other ancillary tasks until the completion of the evaluation on processes, procedures and policies. Township Supervisor Summers indicated that there have been times that the Township has had issues which she wanted to discuss with the Trustees. She cited as an example the Unified Budget Process (UBP) time as a point in which she would like to discuss funding priorities with Trustees. She would welcome a Township Trustee Committee and emphasized that she views it as unnecessary to have several committees dealing with the Township. She believes this current system results in fragmentation and does not afford adequate time to discuss the Township matters. She expressed interest in a permanent committee for the Township which would encompass the areas of responsibility of both the A b PW and Human Services Committees and emphasized that this new committee would then make recommendations to the full City Council. Ald. Feldman stated that he did not see any inconsistency between the reference under consideration and the suggestions of the Township Supervisor. The Committee then voted 6-0 to make a reference to the Rules Committee to consider the structure and form of a Committee established to consider Township matters with primary initial focus on the policies, procedures and processes raised in recent months. Ald. Lanyon requested that the Rules Committee be informed that time is of the essence due to the forthcoming Township budget schedule. TOWNSHIP MONTHLY REPORT - JUNE 1989 Supvr. Summers stated that the Township will be undertaking efforts to educate people on the eligibility requirements for receiving Township assistance. She emphasized that many referrals are often made to the Township which involve individuals who are not in ^ornpliance with the Township eligibility guidelines. Ald. Lanyon noted Chat the monthly report for June did not include historical information sent the Human Services Committee with prior monthly reports. Ald. Drummer requested that the Township provide this information in the future. There being no further comments, the Committee accepted the Township monthly report. HUMAN SERVICES COMMITTEE Minutes of 7/24/89 . . . 5 OTHER TOWNSHIP HATTERS Supvr. Summers introduced Jeff Andringa, from the accounting firm of Hill, Taylor, & Associates, who will be conducting the audit for the Township FY ending March 31, 1989. Supvr. Summers indicated that Mr. Andringa would be willing to come in to discuss the audit with the Human Services Committee at any time. Ald. Drummer noted that the Supervisor had forwarded a letter to the Committee from the Illinois Department of Public Aid indicating that the City is being awarded a Donated Fund Initiative Grant with a 75% State share equaling $112,813 for FY 1990, with a local match of $37,604. In response to a question from Ald. Wollin, Supvr. Summers indicated that this revenue was not in the Township's budget because the Township must apply for the grant each year. The Township's Accountant, Julian Coleman, stated that this grant will be shown as revenue in the Town Fund and that about $75,000 is anticipated in the current Township fiscal year. Supvr. Summers indicated that the revenue will go for community services under the Township's Community Action Program. Ald. Davis questioned how the Township will keep track of where the new money is spent, given that it is not a budgeted item. She stated that the Committee would like some method for tracking where this money is spent. The Township clarified that expenditures will not increase because this grant will be applied toward budgeted expenditures. The Township emphasized that the grant represented unbudgeted revenues and will result in a higher Fund balance for the Township's current fiscal year. Ald. Feldman questioned whether the Township's auditor, in looking at internal controls, would look at the responsibilities of the Township Supervisor as defined by State statute and the Auditor's professional experience. Ald. Feldman noted that the Committee, on a number of occasions, has found that some traditional practices in the Township are not consistent with good quality control. As an example, he cited two contracts for services provided to the Township which the Township was unable to locate. The auditor stated that he believed this matter was addressed in the Auditor's letter of recommendation for either the last fiscal year or prior fiscal year. Ald. Feldman emphasized that he would expect the Auditor's firm to discover all that the Committee has discovered and urged the auditor to examine all State and Township legislation addressing the requirements of the Office of Supervisor regarding such matters as contracts and billing procedures. The auditor emphasized that he will strs:ture audit tests in areas where problems are known. Ald. Davis noted that :he present audit will cover the period ending March 31, 1989. Ald. Feldman asked Mr. Coleman whether there was a way that he could receive a reasonable expectation of what the Township will pay Mr. Coleman for his services to the Township regarding financial statements, budget, attendance at Human Service Committee meetings and other assistance. Mr. Coleman indicated that he would anticipate his services would cost the Township approximately $15,000 and indicated that if it would exceed chat amount, they HUMAN SERVICES COMMITTEE Minutes of 7/24/89 . . . 6 would come to the Human Services Committee and request authorization to expend above the $15,000 level. Ald. Lanyon questioned whether the Committee is to approve the contract with Julian Coleman. The Township noted that this contract was already underway for this fiscal year beginning on April 1, 1989. Ald. Feldman noted that it was certainly the intent of the Committee to approve purchase of service contracts prior to implementation in the next year. Ald. Lanyon then moved for approval of the current contract with Julian Coleman, seconded by Ald. Feldman. The Committee then voted 6-0 to approve the contract between the Township and Julian Coleman as described in the June 12, 1989 letter from Mr. Coleman to the Township. CONSIDERATION OF UNIFIED BUDGET PANEL, (UBP) FUNDING REQUESTS FROM TWO NEW AGENCIES Chairman Drummer noted that it has been a practice of the Committee that new applicants for UBP monies come to the Human Services Committee first for approval to apply for the funding. Ald. Davis then moved that the Committee grant Interfaith Housing Center of Northern Suburbs, and the National College of Education Latino Outreach Program the right to apply for consideration for City of Evanston Human Service funding through the UBP for 1990-91, with the understanding that the City has very limited new dollars available to fund human services and that the new agencies will be in competition with currently funded agencies for the monies allocated by the City in FY 1990-91. Ald. Feldman asked staff what the chances are for a new applicant to receive money. Jeanne Fox, Director of Mental Health, indicated that the needs of senior citizens and latinos require attention but stated that she can not indicate the likelyhood of funding. The Committee then voted 6-0 to approve Ald. Davis' motion. RECREATION DEPARTMENT STAFFING ADJUSTMENTS - BUSINESS DIVISION Chairman Drummer stated that he could see no problem with the proposed conversion of the designated permanent part-time and temporary positions in the Recreation Department, Business Division, to one full-time Registration Coordinator. Jean Ann Shulse, Superintendent of Recreation, stated that the full-time Registration Coordinator proposed in the current year would be a data control clerk and that it is anticipated that this ;osition would begin on September 1, 1989. She also clarified that the Recreation Board would be proposing the addition of a Bookkeeper for the next fiscal year. Ald. Lanyon asked for information on the responsibilities of the Clerk II and Clerk III positions presently budgeted in the Recreation Business :;ivision. Ms. Shulse indicated that the Clerk III is a Payroll Clerk and the Clerk II is a Registration Clerk, but emphasized that both these functions are separate from that discussed in the memorandum. In response to a question from Ald. Lanyon, Ms. Shulse indicated that the Recreation Depar—ment has had three different Business Managers in the last three years. HUMAN SERVICES COMMITTEE Minutes of 7/24/89 . . . 7 Ald. Davis then moved for approval of the conversion of the designated permanent part-time and temporary positions into one full-time Registration Coordinator in the current fiscal year. She emphasized that this change would result in no increase in cost to the City and also stated that she believed it not appropriate now to consider the addition of the Bookkeeper. In response to a question from Ald. Washington, Hs. Shulse stated that the conversion to this full-time Registration position would require the elimination of two permanent part-time positions and a reduction in Temporary Salaries. There being no further discussion, the Committee voted 6-0 to recommend City Council approval of this conversion of part-time positions to a full-time Registration Coordinator. There being no further business. the meeting was adjourned at 9:05 p.m. Bruce Zimmerman, Staff DRAFT - NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE July 31, 1989 7:45 P.M. Room 2402 PRESENT: Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wollin OTHERS Ald. Collens, Brady, Warshaw, Esch, Harvey Saver PRESENT: Bruce Zimmerman PRESIDING: Ald. Drummer, Chair CONSIDERATION OF FUNDING GUIDELINES FOR FY 1990-91 FOR CO"UNITY PURCHASED HUMAN SERVICES Ald. Drummer stated that the Human Services Committee had never made a determination on the best use of the Funding Guidelines used during the last two years for the purchase of human services. He also noted that the current Guidelines and scoring system require considerable staff time and emphasized that the ideas and continents of past and current City panelists on the Unified Budget Panel (UBP) would be very helpful to the Committee in considering the usefulness of these procedures. The Committee then called on Ald. Collens, who noted that two years ago the Committee adopted the system for scoring funding applications used by the Mental Health Board. She emphasized that the development :f the evaluation forms for this process was very useful but that the Q•:=_,uation process itself was not all that useful in application. She suggested that one reason that the process was less than useful was that some aldermen serving as panelists did not like the process and chose not to use it. A second reason identified by Ald. Collens was that by the time staff completed the paper work and computer work required by the process, the decisions on funding had already been made by the panelists. She that the process required -,onsiderable staff time and did not h:?!; the panelists to reach their funding recommendations. Ald. Collens di: a-rnasize that it would be helpful to the panelists to know the Human :.es Committee's priorities on the service areas identified on Attachment _- of the May 18, 1989 memorandum to the Committee on Human Service Funding ;uidelines. Ald. Feldman stated that he believed the Human Services _'Z.mittee should articulate its priorities to the panelists. He emphasized that because the Committee is attempting to develop a tool for the panelists and transmit the Committee's priorities to them, he is very interest?c :.. -he panelists' thoughts. Ald. Collens stated that it helps to know whet'.er -ne Human HUMAN SERVICES COMMITTEE Minutes of 7/31/89 . . . 2 Services Committee views items such as Board support or cooperation among agencies as important, but that such criteria may not translate to a score. Ald. Warshaw stated that the Committee does provide panelists useful information on priorities and criteria but that the problem is in translating these priorities and criteria into numbers. Aid. Feldman questioned whether the same funding decisions would be reached without the funding guideline process as those reached through the process. Ald. Drummer stated that gut reactions often led to funding decisions which were extremely close to those reached through the currently used funding guideline process. In response to a question from Ald. Feldman, Harvey Saver, Assistant Director of Mental Health, stated that the process has been most effective in putting peoples' ideas on the table and in providing a consistent set of criteria for panelists. He emphasized his belief that there is a considerable amount of gut reaction involved in the current process. Ald. Brady emphasized that it is very important for the panelists to know the priorities of the Committee from one year to the next. She encouraged the Committee to provide panelists direction on their service area priorities and also a list of other criteria for panelists to consider. Ald. Lanyon noted that the top three service area priorities on Attachment E received no City funding and questioned the reason for this. Mr. Saver stated that these service areas fit into the funding priorities of other funding agencies such as the Township, which freed up City money for other service areas. He also mentioned that applicants for funding did not cover all of the service areas listed on Attachment E. Ald. Saris emphasized that the service area priority rankings provide the benefit of detaching the service areas from the agencies providing the service. She emphasized that this was intentional in order to move funding decisions away from political and personal views of the agencies. Aid. ;.anyon questioned whether former Director of Health and Human Services, Helen McCarthy, was able to establish funding guideline alternatives prior =s her leaving the City. Ald. Davis stated that Ms. McCarthy did not have time to do this. Aid. Drummer stated that it seems to hire that it is 'he funding guideline forms and criteria are useful but that the process of formulating scores is a problem. Ald. Warshaw stated that, as a panelist, she needs a rethinking of priorities each year from the Human Services Committee. She stated that it would help to know when priorities are shifting and emphasized that she can incorporate a philosophical came, although she may not be able to translate that into a score. Aid -:-':ans suggested that another reason why City funding was not applied thu tcg three service areas in the prior year was that the $71),' Real :.state Transfer Tax revenues, set aside for purchased h1-:'.a' Services, was earmarked for job related programs. She encouraged .ne Committee to consider whether this money should be continued to be earmarked in this manner. She also emphasized that early in the process j__, funding ,curce discusses their priorities and stated that the Township ar,d Mental Health Board fund priorities which free up City money for other =a:'.ice areas. Aid. Feldman questioned whether the final total Mppearing on Attachment 3 of the July 20, 1989 memorandum to the te, pr)vided HUMAN SERVICES COMMITTEE Minutes of 7/31/89 . . . 3 useful information to the panelists. Aid. Collens stated that in her view, it did not. Ald. Warshaw said it was not harmful, but that the tabulation of that score is awfully burdensome to staff. Aid. Collens suggested there were two reasons why the final score on Attachment 3 was not that useful to panelists. She stated that in the past, only two Aldermen had completed the ranking process and that that number is too few to make the ranking meaningful. She also stated that because the scoring process required so much time on the part of staff, the earliest the panelists would receive the scores was the same night that preliminary funding decisions were made. Aid. Feldman questioned how panelists would remember and compare agencies if the funding guideline process was not used. Aid. Warshaw and Collens emphasized that panelists keep their own notes as well as receive minutes of each review session when proposals are discussed. Ald. Davis stated that she believes one of the real values to spelling out priorities without completing the ranking process is that the priorities insure every agency is viewed in light of the same criteria, and also encourage panelists to ask the same questions of each agency. She stated her belief that panelists will not lose much if they are not required to go through the scoring process. Aid. Drummer stated his belief that the Human Services Committee should go through the process of establishing service area priorities as well as criteria for panelists to consider. He also suggested the need to confer with the Township regarding the Township's funding priorities. Aid. Feldman expressed interest in seeing how funding decisions compare with prior years. Aid. Davis emphasized that the City is approaching the UBP season. She suggested that there will not be a lot of change in the weighing of criteria on Attachments B, C and D of the May 1B, 1989 memorandum to the Committee. She suggested that each member of the Human Services Committee go through an individual ranking of the service area priorities listed on Attachment E of this memorandum. She also stated that it would be very helpful to have Mr. Saver provide an explanation of the service areas listed on Attachment E. Ald. Brady encouraged the Committee to have staff provide a memorandum on the sse of : F $70,000 in revenue from the Real Estate Transfer Tax. It was the general consensus of the Committee that the weighted scores for the criteria appearing on Attachments B, C, and D were appropriate. The Committee indicated that members should contact staff if tte! determine there should be any changes in these criteria. The i::ee a -so agreed to consider the service area priorities at its meet: -,a :f la, 1489 and requested that staff provide information to the descriDing the priorities as well as a form for ranking the prior ties prior to that meeting. The Committee also directed staff to prepare a :memorandum on the use of the Real Estate Transfer Tax money. There being no further business, the meeting was adjourned at 3:�0 p,m. Bruce Zimmerman, Staff PRESENT: ABSENT: OFFICIALS AND STAFF: PRESIDING: MINUTES APPROVED MINUTES HUMAN SERVICES COMMITTEE August 14, 1989 7:30 P.M. Room 2402 Ald. Drummer, Feldman, Lanyon, Washington, Wollin Ald. Davis Harvey Saver, Don Wirth, Joe Zendell, Jean Ann Shulse, Paula Crismond, Dennis Newton, Bruce Zimmerman Ald. Drummer, Chair The Committee voted 5 - 0 to approve the minutes of the July 24, 1989 meeting as submitted. The Committee voted 5 - 0 to approve the minutes of the July 31, 1989 meeting as submitted. COMMUNICATIONS The Committee acknowledged receipt of an August 1, 1989 Communication from the Health Department concerning Measles. The Committee also noted that this meeting's packet included an August 8, 1989 memorandum from the Human Services Committee to the Council concerning a revised Loan Repayment Schedule for the Youth Job Center (YJC). It was noted that this matter is on the City Council's agenda this evening. LAKEFRONT SUBCOMMITTEE REPORT Aid. Feldman suited that he is sensitive to the concerns about the use of the lakefront parks for additional festivals but does n(,t want to preclude the lakefront from use for additional festivals in the future. In response to a question from Aid. Lanyon, staff indicated that the two festivals currently held at the lakefront initially received City Council approval. In response to Ald. Lanyon, Don Wirth, Superintendent of Parks, Recreation and Forestry, stated that the City does not issue permits for picnics at the lakefront when the number of people exceed 100. He stated that picnics for more than 100 people are permitted at Lovelace or Mason Parks, and that Leahy Park or the canal lands parks are considered for such picnics when necessary. iF 9 it II II I III11I 11 9I ijrI I' °III II 1' I11', 1 ' III HUMAN SERVICES COMMITTEE Minutes of 8/14/89 . . . 2 Ald. Feldman noted that parks other than those at the lakefront are presently not viable locations for large festivals due to the lack of electrical systems and parking, and the presence of playing fields. Aid. Feldman expressed his interest in hearing from the Recreation Department as to the cost of making another park a viable location for large festivals. Ald. Drummer stated that he feels much like Aid. Feldman, in that it makes little sense to move festivals to other park sites if they are not viable sites for large festivals. Ald. Drummer also emphasized that some neighborhoods could benefit from festivals being held in parks other than at the lakefront. In response to Aid. Lanyon, Mr. Wirth clarified that the Recreation Board policy includes three levels of picnic permits. A Family Permit is for those numbering 26 people and under. For 26 to 100 people, a Small Group Permit is issued. For over 100 people, a Large Group Permit is issued, for parks other than at the lakefront. In response to Aid. Feldman's question concerning park improvements, Mr. Wirth stated that upgrading parks for large festivals would require that the City consider the configuration of the park for pedestrian traffic flow, the aesthetics of the park as an attraction for the public and for festival vendors, the impact of the festival on playing fields, the need for electrical hookups and the traffic and parking impact of the festival on neighborhoods surrounding the parks. Mr. Wirth stated that upgrading parks for large festivals could be very expensive, depending on the level of improvements desired. He emphasized that some basic amenities are necessary to make festivals a success. Ald. Feldman questioned whether there are additional festivals being considered. Joe Zendell, Executive Director of the Arts Council, stated that the Arts Council has been approached about the use of James Park for a Bluegrass festival, and has also discussed the possibility of a handicapped arts festival at Lovelace Park. Mr. Zendell emphasized that corporations are willing to pay for such festivals. Ald. Woilin emphasized that the public and some members of the Lakefront Subcommittee expressed concerns that not all festivals be held at the lakefront. She stated that many people believe the impact of these festivals on the neighborhood is too great and that the residents along the lakefront cannot put up with the impact of large festivals every weekend. Ald. Feldman stated that he does not feel the lakefront parks are neighborhood parks, but rather City parks. lie stated that he views this issue as a dilorrra because Evanston does benefit from festivals. Ald. Feldman agreed that :akefr r;c parks can certainly not be useid every weekend for large fostivalE, bul, questioned whether large festivals could be held at these parks one or twa additional weekends. He suggested a need to strike a balance between the need to be sensitive to the impact of these festivals on neighborhoods as well as the benefits of the festivals to the community. Aid. Feldman emphasized that he does not know whether additional festivals would be too harmful to the park environment, but that he does not want to preclude the use of the lakefront for large festivals or limit the number of large festivals. +!ld. Drummer suggested the need to expand and upgrade .ther parks as an alternative to the lakefront for large festivals. He Emphasized that the lakefront cannot handle all future additional festivals ar.'1 suggested that HUMAN SERVICES COMMITTEE Minutes of 8/14/89 . . . 3 maybe one or two more could be located at the lakefront. Mr. Zendell noted that the City had experienced difficulty in the design and planning of the Jewish Cultural Arts Festival which was held at the lakefront in 1988, and was sponsored by an outside organization. He emphasized the need for the City to develop guidelines for non -City planned festivals and suggested that members of the Arts Council and Recreation Board could develop these guidelines for operating and planning festivals by outside groups. Ald. Feldman emphasized his belief that the Council would be sensitive to an oppressive number of festivals at the lakefront. Ald. Lanyon questioned whether the City should not maintain its current policy concerning lakefront festivals instead of the proposed language in the subcommittee's report. Ald. Wollin emphasized that the language should emphasize that the upgrading of other parks would be completed for the purpose of locating additional festivals to other parks. Ald. Feldman questioned the reasonableness of the limit of 100 vendors for the Ethnic Arts Festival and 135 vendors for the Lakefront Arts Festival. Mr. Wirth stated that the festival sponsors would be interested in a higher number of vendors, but emphasized that resource management becomes an issue as the festivals expand in size. He suggested that some limits are needed. He also clarified that the Human Services Committee had reduced the number of vendors from the limits of 139 and 120, recommended by staff, to 135 for the Lakefront Arts Festival and 100 for the Ethnic Arts Festival. Ald. Feldman questioned why the limits were dropped and why there is a difference in the limits. Staff noted that it was their belief that the Committee considered the fact that the Recreation Arts festival was 15 years old and should not be cut. It was also noted that the Ethnic Arts Festival was four years old and should be given an opportunity to grow. Staff noted that the number of vendors does have some impact on the park environment as well as the number of people attending, but emphasized that weather is the primary determinant of attendance. Ald. Wollin stated that increasing the number of vendors will increase the rjr�•a )f the park affected by the festival and will create a greater impact on the site. Ald. Feldman questioned whether damage from large festivals is irreparable. Mr. Wirth suggested that weather dictates the recovery of the grass areas in the parks. Ald. Feldman suggested that the limits on vendors sounds both unscientific and arbitrary. Ald. Drummer suggested that there is a need for some limit on the number of vendors. Jean Ann Shulse, Superintendent of Recreation, stated that :-;h is personally comfortable with the current numher of vendors for the R rya ion Lakefront Arts Festival, based on the festival's experience over the last several years and based on the department's concern over impact on the park. In response to Ald. Feldman, Hr. Zendell stated that the Ethnic Arts Festival may have more vendors next year due to the success of this year's festival. fie doted that there were 78 vendors at the 1989 festival and 70 at the 1986 festival, but it is not anticipated that the 100 vendor limit will be a problem for the next couple of years. Ald. Drummer suggested that at this time, it does not appear that the limits on vendors are unworkable. Ald. Feldman stated that if a point is reachod where a good case can be made for increasing the number of HUMAN SERVICES COMMITTEE Minutes of 8/14/69 . . . A vendors that he would support the increase. Ald. Feldman also emphasized the need for community meetings to consider the use of other parks for large festivals. Ald. Feldman noted that Ald. Davis was unable to attend this evening's meeting and had been extensively involved in the consideration of this matter by the Lakefront Subcommittee. He suggested that the Committee might wish to hold this matter until Ald. Davis is present. Ald. Wollin stated that she agrees this matter should be held in Committee until Ald. Davis is able to attend. Dennis Newton, Recreation Board member, then addressed the Committee emphasizing that the Board does view festivals as an important recreational opportunity and emphasized that the quality of the existing festivals needs to be maintained. Ald. Washington stated that she wants to be sure that additional lakefront festivals are not precluded. Ald. Feldman stated that it is absolutely critical to know more about the amount of improvements and costs associated with upgrading other parks for large festivals. The Committee directed staff to prepare information on the improvements and costs associated with upgrading the parks and provide this information to the Committee for further consideration. The Committee also asked staff to consider whether any information could be provided on the impact of these festivals on the parks. Ald. Feldman suggested that there could be something very nice about locating festivals in other parks. Ald. Drummer suggested that as an example, the Starlight Concerts could be very attractive in other parks than the lakefront. The Committee agreed to hold over this matter for further consideration. SERVICE AREA PRIORITIES FOR PURCHASE OF HUMAN SERVICES The Committee called on Harvey Saver, Assistant Director of Mental Health, to explain the results of the Committee's survey on service priorities. Mr. Saver noted that in terms of priorities, physical survival and employment were ranked the highest, followed by counseling and social services, overcoming pathology and advocacy/legal representation. He stated that physical survival for children and physical survival for adults with children were viewed as the most important service priorities. He suggested that what the Committee now has is an initial draft of priorities for use in establishing Human Services Committee priorities. He noted that in the prior year they Committee did some shifting of priorities after the initial ranking proce.,s. Ald. Feldman noted that in comparing last year's rankings to this years's, he personally views last year's rankings as better. Ald. Drummer stated that his views have changed somewhat from last year. Ald. Drummer stated that he now questions whether day care should be viewed as a social service or as education, and stated that he does not like it grouped as a social service. Ald. Feldman suggested that there is a difference between day care provided by the private Sector and the day care needed by those who cannot afford it. Ald. Wollin suggested that day care zan also be viewed as employment issue. Ald. Drummer asked whether the Co"..;ttee HUMAN SERVICES COMMITTEE Minutes of 8/14/89 . . . 5 wishes to fine tune the rankings. Ald. Feldman stated his desire to do so and suggested, as an example, that he does not believe counseling for adults with children is a higher service priority than the physical survival of seniors. Ald. Wollin suggested that in determining these service priorities, the Committee needs to consider whether the City needs to address the physical survival of seniors. Mr. Saver stated that the Homeless Shelter is the only program funded which falls under any category of physical survival for any age group. Ald. Feldman stated that physical survival is first in his way of thinking, and suggested that these rankings are very personal, philosophical responses on service areas, not a reflection of the need of the community. Aid. l.anyon suggested that maybe the rankings are a victim of mathematics and that perhaps adjustments in rankings should be made as was done last year. Ald. Washington stated that ranking the service priorities was extremely difficult and that she found herself ranking these areas in terms of the community, as well as her personal views. She suggested the need to have Committee members discuss their views on the service priorities. Ald. Feldman stated that he would like a dialog on service priorities. Harvey Saver mentioned that it would be very useful if the Committee reached its decisions on service area priorities in time for a meeting of the Unified Budget Panel (UBP) on September 14, 1989. Ald. Washington suggested that some of the definitions and criteria are confusing and need discussion. The Committee agreed to place this matter on its agenda for August 28, 1989. The meeting was adjourned at 9:00 p.m. Bruce Zimmerman, Staff APPROVED MINUTES HUMAN SERVICES COMMITTEE August 28, 1989 7:00 P.N. City Council Chambers PRESENT: Ald. Drummer, Feldman, Lanyon, Wollin ABSENT: Ald. Davis, Washington OFFICIALS Bruce Zimmerman, Jay Terry, Harvey Saver, Carey AND STAFF: Wright, C. Louise Brown, Robert Thompson, Edna Summers, Carol Hoschandreas, Julian Powell, Tom Jager, Don Wirth PRESIDING: Ald. Drummer, Chair The meeting was called to order at 7:25 p.m. MINUTES The Committee voted 3 - 0 to approve the minutes of the August 14, 1989 meeting as submitted. Ald. Feldman arrived at this time. YOUTH ADVOCACY PROGRAM (YAP) OFFICE LEASE Aid. Drummer noted that this lease follows up on the City Council's prior approval of the reorganization of the YAP program. Ald. Drummer also noted that the monthly rate for leasing office space from Family Focus would be $319.17. Ald. Lanyon moved for approval of this lease by the City Council, seconded by Ald. Wollin, The Committee voted 4 - 0 to approve this motion. AIDS -DROP -IN CENTER REQUEST FOR TOWNSHIP FUNDING Aid. Drummer stated that the Committee was being asked to approve an allocation of $70,000 in Township funding for support of a drop -in center for persons impacted with HIV -AIDS. Aid. Feldman asked whether the constituency to be served by this center is the same as that served by the Township. Public health Director, C, Louise Brown, indicated that the center would serve persons testing HIV positive and persons with AIDS, as well as their family and close friends. Ms. Brown noted that there is no similar service closer than the Lakeview area in Chicago. In response to a question from Ald. Feldman, Ns. Brown stated that the people to be served by this program are frequently dropped by their health insurance carriers HUMAN SERVICES COMMITTEE Minutes of 8/28/89 . . . 2 and frequently lose their jobs due to their health conditions. Rev. Robert Thompson noted that an important feature of this program is to not only provide supportive services, but also provide an education for the community. Ald. Feldman emphasized that he believes the people proposed to be served by the Center need help and care, and stated that his questions are aimed at seeking clarification. Ald. Feldman questioned whether there is an existing agency in Evanston that could serve this population through either a program addition or adjustment, and as an example, mentioned PEER Services. Ms. Brown stated that not all of the population to be served will have a drug problem. She noted that a coalition of community based service agencies has joined together to form this program because these agencies recognize the need for this service, but are not set up to provide this type of program. In response to a question from Ald. l.anyon, Ms. Brown stated that the health Department has identified 34 cases involving AIDS and that one half of these people have died. She emphasized that this number does not include those people who have tested HIV positive. Ms. Brown stated that the department has no way of knowing the number of HIV positive people, but that this number is significantly greater than the number of people suffering from AIDS. In response to a question from Ald. Wollinconcerning the source of referrals to the center, it was noted that most of the population to be served by this program have contact with other agencies in the community who will then make referrals to the drop -in center. It was emphasized that the AIDS Hotline will also carry Information on the drop -in center. Ald. Wollin questioned why this funding request will not be addressed through the Unified Budget Panel (UBP). Tom Jager, Director of the United Way, noted that this program will currently be sponsored by the Center For Public Ministry. and that if it eventually spins off into a now agency, then it might approach UBP for funding. Carol Moschandreas, Center for Public Ministry, also noted that this request represents start-up money for the program and that the UBP generally funds only an established agency. Ms. Moschandreas stated that this is a "one shot" funding request and emphasized that they don't anticipate requesting Township money in this manner again. Ms. Moschandreas stated that the drop -in center will be a program of the Center For Public Ministry and hopefully will prow strong enough to become a separate agency. She clarified that the coalition of community service agencies will provide an advisory function for the program. Rev. Thompson noted that the agency is also requesting, 'Township funding at this time due to the critical need for this program :111d the extensive time required to complete the URP funding application process. Rev. Thompson emphasized that the program i5 ready to go right now and that a director has been identified. In response to a question from Ald. Feldman, Ms. Brown stated that individuals served by this program will be coming from Evanston, as well as other communities. She emphasized that it is very difficult to project the growth in the service population but noted that the incidence level of AIDS is not slowing down and that people testing 111V positive are living longer. Ald. Feldman suggested that there are perhaps two ways in which the program might grow. One would be as a result of an incrr-ase in the service population, the second might be a result of the drop in center becoming well known in this area. Rev. Thompson emphasized that it. is also HUMAN SERVICES COMMITTEE Minutes of 8/28/89 . . . 3 a responsibility of the Center for Public Ministry to evaluate policy and that the agency will evaluate where the service population comes from in order to encourage other communities to support the program. Ald. Feldman emphasized his belief that Evanston has a history of being a compassionate community which is conscientious about accepting its social service responsibilities. He also acknowledged that it is important to be concerned over issues such as funding, constituencies and program responsibility, but emphasized that the needs of this population transcend these issues. Ald. Feldman stated that it is one thing to take care of your own residents and another to take care of everyone else's. He also stated that he does not believe the community is willing to take on a program which serves, for example, one third of the metropolitan area. Ald. Feldman stated that he would hate to see arbitrary limits on the number of people served in this program and that in order to avoid such limits, emphasized the need for the program to be proactive in anticipating problems such as funding support. He stated that he was encouraged by the program's willingness to consider other communities for support. Hs. Brown noted that the City of Evanston has a higher percentage of persons with AIDS, per capita, than the City of Chicago. The Committee then called on Township Supervisor, Edna Summers, who noted that the Township has had a number of recent client cases which have involved AIDS. She emphasized that the $20,000 in funding for this program would come from the Community Action Contingency Fund, and noted that this funding is viewed by the Township as a one time grant to assist the program in getting established. Ald. Lanyon suggested that the $20,000 allocation of Township funding is reasonable and noted that he also views this as start-up funding. Ald. Lanyon moved for Committee approval of this funding. Ald. Feldman seconded the motion. Ald. Feldman noted that the program's initial request was in the amount of $26,188. fie asked that the Township explain how it arrived at the recommendation to provide $20,000 in funding. Township Supervisor, Edna Summers, noted that the Township would be providing funding in the area of housing and for the Baby Toddler program and suggested that the $20,000 amount was viewed as appropriate in light of the Township's reserve. Ms. Summers projected that the Township would have a year end reserve of $400,000 which she emphasized, becomes a working find for tho Township until property tax ri•venue is received. She also ,..7-hasized that the Township is just beginning the UBP process and su?,t-=ted that if the additional $6,788 is allocated now, it may affect the Township's ability to meet funding requests from UBP applicants. In response to a question, Rev. Thompson noted that the program has no current indication of where additional money will come from immediately and suggested that more money now will program more breathing room. Ald. Drummer noted that there is $50,000 budgeted in the Township's Community Action Contingency Fund and that granting this allocation of $20,000 would then leave $30,000 for other program needs during the remainder of the Township fiscal year. Ald. Wollin stated that she would hate to soe the allocation of Township money for this program impact on the Township's ability to meet UBP funding x HUMAN SERVICES COMMITTEE Minutes of 8/28/89 . . . 4 requests. In response to Ald. Feldman, Supvr. Summers stated that allocating the $20,000 in funds from the Community Action Contingency Fund would not require dipping into the Township reserve. Rev. Thompson noted that if the program receives $20,000 in funding now, it can begin on September 1, 1989 and will then need to raise the additional $25,000 in required funding. In response to a question from Ald. Drummer, Rev. Thompson stated that the program will not collect the addresses of program participants, but emphasized that Evanstonians will not be excluded from participating in the program. Rev. Thompson also noted that it is anticipated that a room with a capacity to serve 20 to 30 people will be utilized by the program. Ald. Drummer then asked that Rev. Thompson clarify the staffing for this program. Rev. Thompson stated that there will be one director with support staff from the Center For Public Ministry. Ms. Moschandreas stated that it is anticipated that some clerical assistance personnel will be added and that there may eventually be a need to add part-time people who are capable of addressing the specific needs of this population. In response to Ald. Feldman, Rev. Thompson stated that there is no intention to provide overnight care through this program. Ald. Feldman also questioned whether the program has considered a fee for service, knowing that some participants may be employed. Rev. Thompson stated that he has never run a program which doesn't give participants an opportunity to contribute. However, he stated that there is no plan to make a formal or informal request for contributions from participants. The Committee then voted 4 - 0 to recommend that the City Council allocate $20,000 in Township funding from the Community Action Contingency Furd as a one time grant for the drop -in center. TOWNSHIP MONTHLY REPORT - JULY, 1989 The Committee called on Edna Summers, Township Supervisor, to present her monthly report for July. Ald. Drummer noted that the report lacks the list of cases previously requested by Aid. i.anyon. Ald. Drummer also requested clarification on the 11 individuals identified in the report as having failed to attend scheduled appointments. Supvr. Summers noted that when an individual fails to attend a scheduled appointment the first time during a year, that person can reapply for Township assistance in Fr days. If such incidents occur more than once, she stated that the pers.r. _an reapply for assistance after 90 days. Ald. Drummer noted that the reference on the first page of the report to "employable cases" represented a change in terminology. Supvr. Summers indicated that she will provide an explanation of this change in terminology. Ald. Feldman noted that the July caseload is lower than in prior months. Supvr. Summers confirmed that the July caseload is lower and emphasized that some clients are now working and others have been terminated because they were not following through on their programs. Ald. Feldman questioned whether the Township sees a pattern in the elements affecting the client caseload. _Supvr. Summers stated that the Township does see a large number of cases inv,lving drug.,; HUMAN SERVICES COMMITTEE Minutes of 8/28/89 . . . 5 and alcoholism. She emphasized that the Township does monitor these cases to be sure the individuals follow through on their treatment, but also stated that often the people suffering from these conditions develop illnesses related to their addictions. Ald. Feldman questioned whether a persons unemployability is due to drug dependence or vice versa. Supvr. Summers stated that the two problems go hand -in -glove. Ald. Lanyon asked for information on the status of hiring a new Township Director. Supvr. Summers stated that the Township is down to reviewing their final candidates, who will be reviewed by a panel of community service agency representatives. She anticipates having the new Director hired by the end of September. The Committee then accepted the report for July. Super. Summers also informed the Committee that the Township will be coming to the Human Services Committee and City Council on September 11 requesting City Council approval of the Township Levy. BENT PARK SOCCER FIELD RELOCATION Ald. Drummer reported that representatives of the Bent Park Neighbors and the Gross Point Soccer Club have reached an agreement satisfactory to both parties and the ward Aldermen. He noted that this agreement will not require City Council action. The Committee expressed its appreciation for this agreement and called on Don Wirth, Director of Parks, Recreation and Forestry, to briefly explain the agreement. Mr. Wirth noted that under the agreement, soccer would be played at Bent Park during the Spring 1990 season; at James Park during the Fall 1990 season; and then at Bent Park during the Spring 1991 season, if necessary. Mr. Wirth stated that under the agreement the Gross Point Soccer Club will encourage their members to park on the Park side of streets adjacent to Bent Park. In addition, the Parks Department will provide additional maintenance, seating and soil care for Bent Park. The agreement calls for represent ativ"s of the Soccer Club and Bent Park Neighbors to select a turf expert to advise the City on the condition of the Lovelace Park Soccer Field restoration. Ald. Lanyon asked what the impact of this agreement would be on James Park. Mr. Wirth stated that under the agreement, existing soccer fields would be used for these games and that the only impact woull be a potential reduction in the number of co ed soccer programs held a, James ?ark. In response to a question from Ald. Wollin, Mr. Wirth stated that the agreement would not require adoption of an ordinance for parking restrictions adjacent to Bent Park. The Committee thanked Mr. Wirth and agreed that this matter could be removed from its agenda. FUNDING GUIDELINES FOR PURCHASE. OF HUMAN SERVICES Ald. Drummer stated that the Committee needed to provide its priorities to the UBP for a meeting on September 14, 1989 and als-1 encouraged the Committee to consider a policy for the use of $70,000 in Real Estate HUMAN SERVICES COMMITTEE Minutes of 8/28/89 . . . 6 Transfer Tax revenues presently earmarked for job training programs. Ald. Drummer suggested that the Committee recommend to the City Council that the $70,000 not be earmarked. but rather used for purchased services in general. Ald. Feldman voiced his support for Ald. Drummers comments and suggested that the Committee make this recommendation to the Council. Ald. Drummer also stated that he was willing to adopt the same service area priorities as those used during FY 1989-90. Ald. Feldman, Wollin, and Lanyon all expressed their support for using the FY 89-90 service priorities. The Committee agreed to forward these priorities to the City panelists on the UBP. The Committee also agreed that there would be no process for ranking and scoring applicants as was done in prior years. It was agreed that the Committee will convey its service area priorities and program criteria to the panelists. The Committee directed staff to develop a memorandum to the Council recommending that the $70,000 in Real Estate Tranfer Tax revenues be used for community purchased services in general, with no earmarking of the revenues. Ald. Wollin asked that the memorandum emphasize that a variety of programs funded through the UBP, such as day care programs, can be related to employment and job training. There being no further business, the meeting was adjourned at 8:45 p.m. Bruce Zimmerman, Staff M APPROVED MINUTES HUMAN SERVICES COMMITTEE September 11. 1989 7:30 P.M. Room 2402 PRESENT: Ald. Davis, Drummer, Feldman, Lanyon, Wollin ABSENT: Ald. Washington OFFICIALS Edna Summers, Julian Coleman, Sally Roethle. Jay W. AND STAFF: Terry, Owen Thomas, Joel Asprooth, Vince Adamus, Don Wirth PRESIDING: Ald. Feldman, Chair The meeting was called to order at 7:40 p.m. MINUTES The Committee voted 5 - 0 to approve the minutes of August 28, 1989 meeting as submitted. COMMUNICATIONS Ald. Davis raised some questions regarding the Real Estate Transfer Tax memorandum to be sent to the Council that night. She was not clear following a reading of the Council agenda, the minutes of August 28 and the memo as written. She felt there was a distinction between removing the restrictions on the use of the Real Estate Transfer Tax money and assigning a broader definition to the use of that money. She emphasized the use of the money for training and supportive services for employability. !tanager Asprooth stated that he felt the minutes of August 2? reflected both a broadening of the definition and the removal of the rs_ 'rictiar. Ald. Feldman indicated he was in favor of a broadening of lhc- Ald. Drummer stated he was in favor of removing the restricti-n �-r,t'irel} and using the $70,000 for general purchase of services. Mr. fsprooth indicated that if it was the Committee's desire to broaden the definition, then they needed to define what the new restrictions on the money would be, Ald. Davis felt: some restrictions were important as a rationa:c- for the use the Real Estate Transfer Tax. The decision to change these restrictions was based on a Unified Budget Panel (UBP) task force reccrendation of last year. The memo reflects some or the concerns which w.-:-;. raised It was her feeling that the restriction should be amended _= "for employment training and support services affecting employability" pc:-.'ing out that HUMAN SERVICES COMMITTEE Minutes of 9I11189 . . . 2 support services could be anything from daycare to alcohol counseling. Ald. Feldman asked Manager Asprooth if it made a difference and Mr. Asprooth responded that he felt Ald. Davis was trying to be true to the original intent of the Council when the first usage of the $70,000 was approved. At this point, Mr. Asprooth gave a brief history of how that decision was made. He felt that the Council was trying to be consistent through the years in how that money should be used. Ald. Feldman asked if the memo could be amended for the evening's meeting according to the rules. Ald. Drummer indicated he accepted Ald. Davis' amendment to the memo but still felt that the $70,000 should be used for general purchase of services and did not see the reason to develop a new restriction. Ald. Feldman asked if there was anything the amended definition would not cover. Ald. Davis related a fear that she had that without some restriction the Transfer Tax would be used for just about anything. Ald. Feldman theorized that perhaps certain services for young children or the elderly would not be allowed under the restriction. Ald. Drummer once again indicated his general concern that there is never enough money for human services. Ald. Feldman felt that the amendment should be approved and if the UBP could not live with it that they would, in fact, inform the Human Services Committee at a later date. Ald. Lanyon indicated he did not have a problem with the original memo. Ald. Davis moved that the memo be amended to say "funds earmarked for services related to training, employment and support services related to employability." Ald. Feldman asked the City Manager what the procedure would be; whether this was a resolution. Mr. Asprooth replied that it could be handled at this evening's meeting. At this point, the Chairman directed staff to write up the language for appropriate adoption at that evening's meeting. TOWNSHIP PROPERTY TAX LEVY ORDINANCE Ald. Feldman opened the discussion by asking Julian Coleman at what rate the Township was taxing. Mr. Coleman stated he did not have the exact number but the Township was taxing at the maximum allowable rate. Ald. Davis moved that the Township Property Tax Levy Ordinance be approved. Ald. Drummer seconded this motion and the Committee voted 5 - 0 to approve. SCHEDULE OF BUDOE:'r HEARINGS FOR BOARDS AND COMMISSIONS Ald. Feldman asked if the list was complete and whether anyone had any problems. Ald. Davis indicated that she potentially would be unable to make the Committee meeting of November 13 and was concerned because that was the meeting in which the UBP recommendations were t. be considered. Mr. Asprooth sugf,ested that the Human Services Committee _oul move all of it's normal business on November 13 and devote the Noves-t.,r 21) meeting to the UBP considerations. Ald. Davis indicated that would t. very hplpful to her. Ald. Feldman indicated that they would move to NovE-�.-r .', 'he UBP HUMAN SERVICES COMMITTEE Minutes of 9/11/89 . , . 3 considerations. Ald. Drummer inquired as to whether that meant the November 13 meeting was being cancelled, Ald. Davis felt that the Committee should follow Mr. Asprooth's suggestions. There was general agreement that the meeting on November 20 would cover the UBP and that all of the regular Committee business would be on November 13, including the hearing for the Mental Health Hoard. PROPOSED FUNDING FOR COMMUNITY PURCHASED SERVICES Ald. Drummer moved for approval of the funding level, Ald. Davis seconded. Aid. Davis then raised a question which had been related to her by Ald. Collens; whether or not the $70,000 Real Estate Tax figure had a 1.57. Increase built into it. Mr. Asprooth indicated he was not sure which calculation had been made. He did not think a large amount of dollars was involved so he thought it could be increased. At this appoint, the motion to approve the funding level for community purchased services was approved unanimously. Ald. Drummer then made a comment that, once again, all budgets were maintenance budgets and indicated his desire that at some point, significantly larger amounts of money be allocated to human services. LAKEFRONT FESTIVAL POLICY Ald. Rudy entered the meeting at this time. Aid. Feldman called on Ald. Rudy who stated that he supported the original proposals of the Lakefront Festival Subcommittee. He indicated he was strongly in favor because the community had input in the development of their recommendations. He reminded the Committee that there was not one "lakefront," but rather a series of parks along the lakefront, and in his view the concern was really around Centennial Park. He felt that there was a possibility that Centennial Park was being overused and that the neighborhood was concerned that not happen. Ald. Drummer then indicated he supported the original proposal of the subcommittee. fie felt it safeguarded the neighbors. He felt that the City should look at other potential sites; that the neighborhoods could benefit from having festivals, and that the parks belong to all of the City but he wanted the neighbors around those parks to be reassured. Ald. Davis then reminded the Committee that many neighbors and neighborhoods ware represented. She felt that ---:o mendations of her subcommittee provided a balance between impart r. thr• parks in the neighborhoods versus the desire of all of the city to -.se the lakefront. She felt it may or may not be easier in another park, depending upon specific festival needs. She commended the memo prepared by Mr. Wirth outlining some of the issues involved. Ald. Lanyon indicated that he was very concerned with the use of the word "permanent" in the recommendations. fie felt that certain festivals have caused problems. He felt that a language that just indicated that the City will make efforts to use other parks would be acceptable and that the use of the word "permanent" was not appropriate. Ald. Wollin respon�ed that the vendor limits in the recommendations were set with staff input an,d that a number HUMAN SERVICES COMMITTEE Minutes of 9/11/B9 . . . 4 of reasons, including environment and parking, caused the Committee to want to set limits on the size of festivals. Ald. Feldman then asked Mr. Wirth if there was a direct correlation between the number of vendors and the number of attendees at a festival. Mr. Wirth responded that there was no direct proof but there was a sense that there was a correlation. Ald. Feldman said that most festivals had shown a tradition of attendance growth over the years if they are well run. Ald. Davis felt that vendors were not the only factor, but a factor. She gave, as an example, the Arts Festival in which there was growth but it leveled off after a certain point. Vendor limits are just one mechanism to perhaps cap attendance. Ald. Feldman emphasized that he felt there was a real value in looking to other neighborhoods to increase the number of festivals. He asked Mr. Wirth if there were common support needs for festivals which could be transported to other parks. Mr. Wirth cited generators as an immediate concern. lie did not feel that the current generators owned by the City were appropriate for festival use. Ald. Feldman responded that, obviously, some capital investment would be necessary to hold these festivals in other parks. Mr. Wirth said yes, electric would be the first one. Mr. Asprooth stated that if it was the sense of the Council that there was value in holding festivals in other parks, it was a fine idea and that the expense would perhaps not be that great as to prohibit some capital purchases. Ald. Feldman felt that some capital purchases already having been made would expedite approval of future festivals. He, however, strongly emphasized the need to get neighborhood input from the areas near the other parks. Ald. Drummer indicated he was very glad that the Committee was moving in the direction of using other parks; he felt that they should look to other underutilized parks. He stated that some questions which can not be resolved will come up in the future, but it was important for the City to move on planning to have festivals in other parks. Ald. Davis questioned whether there should be a reference to the Recreation Board. Mr. Wirth felt that the best next step was to have the City Manager's office review possible capital improvements and the cost. Hr. Aspr�:'` agreed, but at the same time the Recreation Board could look at the feasitility of program issues of holding festivals in other parks. Ald. Dav:= indicated that there were always some unknown questions and that the capital costs could be phased in. Ald. Davis moved to have the policy language of the Lakefront Subcommittee recommendations adopted. The language is as follows: It is recommended to the Human Services Cor-ni:*ee that the two existing City ft,st ivals continue at Dawes Park on the ::ief nt, with :he earlier imposed vendor limits of 100 for the Ethnic hr:: :tiva; and ::35 for the Lakeshore Arts Festival being made permanent.Requests for any additional festivals in the future shall be considered by the City Council in the context of park sites other than the Iakefr,,r.t. The Starlight Concert series and July Fourth program are intended to tz? included in the motion. Also, any requests for group picnic or events tco large to be accommodated with the existing lakefront picnic permit fc::cy would require approval by the Human Services Committee. Ald. Drummer seconded and the motion was approved 5 - 0. HUMAN SERVICES COMMITTEE Minutes of 9/11/89 . . . 5 REFERENCE TO INVESTIGATE POSSIBLE INEQUITABLE APPLICATION OF THE ONE AND ONE-HALF MONTH SECURITY DEPOSIT. Ald. Wollin asked Owen Thomas if it was true that the Human Relations Commission had not yet received any complaints on this issue. Mr. Thomas indicated that that was correct. Ald. Drummer then stated that if the issue of the one and one-half months security deposit came to Council, he would support it's elimination. He felt the new policy of prorating the extra one-half month security deposit was awkward. If it was a problem then it should be eliminated. He supported the idea of a checklist as proposed in Owen Thomas' memo. At the same time, he emphasized that landlords have a right to protect their investment and that there are currently very few provisions in the law that property must be maintained. Ald. Davis felt that the mission of the Committee this evening was not to review the one and one-half months security deposit. The issue was whether or not it was applied unfairly. She felt that at this point no evidence had been presented and was uncertain as to the Committee's role. She questioned whether or not, in the next Fair Housing brochure, the use of the one and one-half months security deposit could be used as the type of issue which citizens should approach the Human Relations Commission if there was a complaint. Ald. Rainey entered the meeting at this time. She then was asked to discuss her reference. Ald. Rainey stated the reference came from arguments which she has heard used by property owners and the property owner's community. Ald. Rainey has a great concern that property owners have an opportunity to discriminate against potential renters. She cited a hypothetical case in which an "undesirable' person comes in, is not shown any apartments, not given an application, no reference check is made, and the property owner already tells that person that the rent is, for example, $650 with a one and one-half months security deposit. The tenant indicates that they cannot afford the one and one-half months rent and so they will not be shown an apartment at all. On the other hand, a potential tenant who looks good is not confronted with the security deposit issue right away. Most potential tenants don't know they are being discriminated against because potential tenants don't know one another and can't compare experiences. Ald. Feldman then asked Ald. Rainey if that meant, therefore, that no complaints could come in because people don't know to complain. Ald. Davis asked Ald. Rainey how she differentiated between security deposit discrimination and other discriminatory behaviors. Ald. Rainey indicated that the amount of rent is public information, that no one has looked into this farm of discrimination. 'She indi :.< ' that •wh`lo :he could not produce tangible evidence, what she was rk�a..y asking eke Human Services Committee for was a test. Ald. Wollin pointe! out that certain property owners charge one and one-half months for pets, but the pet charge is based on past experience. Part of the selection process for any landlord is "will this person make their monthly rent Ald. Rainey felt that any landlord will tell you the security deposit is not a standard for determining ahility to pay rent. She had no problem wi'h the pet deposit example. Ald. Wollin asked Ald. Rainey if this was or was not a racial issue. Ald. Rainey indicated it was not just racial but all people who are perceived to be undesirable. At this point, Mr. Aspr,c�*h indicated that now that the Committee is aware of Ald. Rainey's intent in terms of making HUMAN SERVICES COMMITTEE Minutes of 9/11/89 . . . 6 this reference, he felt it was more appropriate that this issue be deferred to an executive session and the discussion continue in private. The Committee agreed with this recommendation. The meeting was adjourned at 8:45 p.m. Jay W. Terry APPROVED MINUTES HUMAN SERVICES COMMITTEE September 25, 1989 8:00 F.M. Room 2402 PRESENT: Ald. Davis, Feldman, Lanyon, Washington, Wollin ABSENT: Ald. Drummer OFFICIALS Jane Volberding, Dennis Ceplecha, Jay Terry, Vince AND STAFF: Adamus, Jeanne Fox, Ann Graff, Sally Roethle, Donna Hriljac, Russell Barta, Prentis Bryson, Mary Ann McCudden, Robert Campbell, Barry Isaacson, Helen Leister, Adina Romain, Paul Ravenna, Stacy Sochacki, Catherine Spriegel, Teresa Valdes PRESIDING: Ald. Feldman, Chair The meeting was called to order at 8:00 p.m. MINUTES The minutes of the September 11, 1989 Human Services Committee were approved unanimously. COMMUNICATIONS Revised Funding Level for Community Purchased Services Ald, Feldman asked if everyone understood the revised funding level for purchase of services. There were no questions. Emergency Assistance - Monthly Report Ald. Wollin expressed some concern that at t`:e six month time period, more than half of the Assistance funds ::Nre =pent alre3�4y- She asked for an explanation. Mr. Terry responded that we anticipated getting some additional FEMA money to supplement that budget, but that a more definitive answer to her question would be forthcoming. ENVIRONMENTAL CONTROL BOARD BUDGET Ald. Wollin asked Donna Hriljac, Chairman of the Control Board, her opinion as to communications between the City recycl,nt progr&m HUMAN SERVICES COMMITTEE Minutes of 9/25/89 . . . 2 and the Environmental Control Board; whether or not those communications had improved. Ms. Hriljac responded that Dave Barber's appearance at the last board meeting was a positive development. She characterized the communications as being better but felt the two groups needed to continue to work together. Ald. Wollin asked as to the status of a potential noise ordinance; feeling it was desperately needed to protect both the neighborhoods and as a standard for measuring noise that occurs. Ms. Hriljac responded that they are still researching the issue. They want to see how the City of Chicago handles noise problems; that Dr. Frank was working on it; there are some new developments in the field that need to be researched before they can be developed. Aid. Feldman asked the status of the Environmental ordinance. He wanted to know how close it was to fruition. Ms. Hriljac responded that the board was very much involved, very active in working on this. She characterized the latest recommendations from the firm of Barton-Aschman as lacking credibility. She indicated that Barton-Aschman has changed contact persons. She thanked Bruce Zimmerman of the City Manager's office for all his assistnnce in the process. She indicated that the board ultimately would not use the Barton-Aschman draft ordinance, but they would use Barton-Aschman's research and draft their own. One of the concerns is that Barton-Aschman will not make an ordinance specific to the City of Evanston. There are recommendations that include giving the Board property seizure authority which Ms. Hriljac felt was inappropriate. Aid. Feldman indicated that this report was disturbing considering the Cost of the Barton-Aschman contract. Ms. Hriljac agreed. She again stated that the Environmental Control Board has made a number of requests to Barton-Aschman to which they have not responded satisfactorily. Aid. Davis inquired as to the payment procedure on this contract. Does the City demand that the product rust be acceptable before payment? Ms. Hriljac responded that one of the concerns was that with each new request of the Board to Barton-Aschman, 'hey want to raise their costs. Aid. Davis asked whether the legal component of Barton-Aschman was very much involv,:ed in this Ms. Hriljac responded no, that the lawyers merely signed off on a Barton-Aschman review. They did promise that the City of Evanston would get an ordinance which would stand up in court. Aid. Davis asked as to the City Manager's involvement. She felt that starting over from square one would be drastic at this point. Ms. Hriljac responded that Bruce Zisr:�erman has been at every meeting and he has followed up at the last meet:^g, but felt that Barton-Aschman was the source of the problem. Ald. a ndicated tr,a she was disturbed and called f r the City —) have a of act.--.. in dealing with Barton-Aschman. Aid. Feldman indicated pis intention to communicate to the City Manager the concern so that same communication could be made to Barton-Aschman. Ald. Feldman asked '!s. Hriljac to submit her concerns about the Barton-Aschman contract in writing with copies to go both to the Committee and the City Manager. Aid. Lanyon asked whether this contract was in the Human Services Committee jurisdiction. Ald. Feldman responded yes because the Human Services Committee arc: -_vet the orig:.^.al contract. Aid. Feldman again stated it was upsetting an4 not satisfactory and that Barton-Aschman needs to know the City's level dissatisfaction. Ms. Hriljac responded that the Environmental Control Boar-. s level of HUMAN SERVICES COMMITTEE Minutes of 9/25/89 . . . 3 concern included a Board member going to see a Vice President of Barton-Aschman, but little improvement resulted from this. Ald. Lanyon asked for a status report on this contract for the next Human Services Committee meeting. A brief discussion was then held regarding the scheduling of the next meeting of the Environmental Control Board. It was agreed that the Environmental Control Board will hold its next meeting, while at the same time, developing a communication to the City Manager and Chairman Feldman indicating their displeasure with Barton-Aschman. The Committee then moved on to other budget questions for the Environmental Control Board. Ald. Davis inquired as to the reason that revenues will not cover expenses in next year's proposed budget. Ms. Hriljac responded that the plastic in the Recycling Center can presently only be handled by a single hand -grinder at the Center. The volume of plastic at the Center is overwhelming. The Board wishes to trade in their current hand -grinder for a faster power -grinder. Aid. Davis asked whether that should be reflected under a capital outlay. Dennis Ceplecha responded yes, it will be, but it is also reflected in the Environmental Control Board budget. Ald. Davis then asked, given the tight budget considerations and the large percentage increase for the Environmental Control Board, whether or not there was any possible place to cut the budget. Ms. Hriljac responded that most of the budget goes to the staff person and she did not see any other area for cuts. Ald. Wollin asked whether the Recycling Center would get through the current slump in market price for its materials. Mr. Ceplecha responded that price is always an unknown. There is an expectation of an increase in plastic prices because of increased competition. A new company is being formed. The price of paper may go up sometime in the future because a new paper processing plant is being developed. Glass and aluninum prices will probably stay at their current level which is reasonably acceptable. Ald. Wollin asked wtiat the City Ccu.n,cil could do to encour-tve more recycling. She expressed her, concern that the Evanston Review is not published on recycled paper. Ms. Hriljac responded that it was ar old notion that recycled paper dirties the presses. She felt that was a myth and was no longer true anymore. The FSC Company has made some strides in having recycled paper be acceptable for printing presses. Ald. Wollin suggested FSC go to the Pioneer Press to show them how recycled rarer would not dirty their presses At this point, Ald. Feldman brought the discussion bac% _: Barton-Aschman, and indicated that he has been aware of the concern wit:. `hat contract for some time. Yet Barton-Aschman, when asked, say they are unaware of concern. Hs. Hriljac asked if Chairman Feldman would lire to have copies of the past minutes of the Environmental Control Board meetings and Chairman Feldman said yes, along with the letter of concerns about Barton-Aschman which is going to be sent to the Committee COMMISSION ON AGING BUDGET Chairman Feldman welcomed the members of the Commission on Aging HUMAN SERVICES COMMITTEE Minutes of 9/25/89 . . . 4 represented by Chairman, Prentis Bryson and Executive Director, Jane Volberding. Mr. Bryson began by stating he had good news for the Committee. The Ombudsman grant from the Suburban Cook County Area Agency on Aging was going to be continued. He also outlined the work of the Commission on Aging. He discussed with the Committee the work with the Mental Health Board, in terms of developing their budget proposal, that the staff of the Commission on Aging and the Mental Health Board be increased by one person with the person's salary to be split 507. between the two agencies. Mr. Bryson expressed his concern that professional staff were doing clerical work down in the Commission and that the time was not being used appropriately. He felt the Commission had a number of well -documented accomplishments. Included in those were the changes in the Long Term Care {LTC) ordinance and the !Nursing Home Ombudsman being elected to a national board. Ms. Volberding indicated that Carolyn Wanner, the Nursing Home Ombudsman was at the National Ombudsman Caucus in Washington, otherwise she would be present at the meeting. Ald. Davis asked whether the new position would then increase the Commission's total budget for personnel of full-time equivalent from 2.5 to 3.0. Ms. Volberding stated that was correct. Ald. Washington asked if this meant that the new staff person would work half days for each department. Ms. Volberding responded that no, the work balanced out in the end, but certain days would be devoted to each department depending upon the workload. Aid. Wollin asked why, since the executive secretary was also split between the two agencies. that we s could not put one individual in the budget. Ms. Volberding responded that the technical expertise of the executive secretary was needed by both agencies and that the clerical support of the clerk typist was needed by both agencies. Ald. Davis asked for a history of how the executive ' secretary was split funded. Jeanne Fox, Mental Health Director, provided some background as to how that position developed and split funding was created ostensibly to help the Commission on Aging, find the f,.:nds to have the part-time Ombudsman position created. Ald. Feldman asked whether the Commission on Aging was utilizing the new computer. Ms. Volberding responded not yet, but that they were working on it. Ald Feldman then wanted to know if new staff were going to be necessary to operate it. Ms. Volberding indicated new staff would not be necessary. A.1d. Feldman asked whether all communications were typed and whether new ;ersonnel position would be pertinent t) the proposed new multi -r r=, Volberding said yes, all communications are type' thit addi[.:nal person w e ld help with the maintenance of the clier,t tracking Este^ and help keep tabs of taxi coupon registrations and wc,,:_d, in fact, be assisting in the client tracking that would oz-_ur with the new multi -purpose center. Ald. Feldman asked Hs. Volberding if she kept track of referrals to other agencies. Hs. Volberding responded she does the best she can in keeping track. Ald. Feldman then indica_-d that since the seniors are 'becoming the greater portion of the populs`n, the Commission is accepting greater responsibility. He sympathized wish the frustration of staff doing clerical work. Ald. Wollin then ask-4 about the 1,500 information and referral calls listed on the activity Are these HUMAN SERVICES COMMITTEE Minutes of 9/25/89 . . . 5 calls primarily from isolated older persons? Ms. Volberding responded the needs assessment questionnaire resulted in a wide distribution of the Commission on Aging's phone number. Many of the questions she receives are housing questions. The persons who call are not necessarily older; sometimes children or grandchildren will call to ask about potential services for their parents. Ald. Wollin indicated that she has been giving Ms. Volberding's phone number out to senior citizens and wanted to know if that was the correct referral process. Ms. Volberding said that was fine. Ald. Davis asked what future plans the Commission had in mind for implementing the Long Term Care (LTC) ordinance. Stacy Sochacki, Chairman of the LTC subcommittee of the Commission on Aging, indicated that there would be two new focuses; one which would be on education of the facilities as to the requirements of the ordinance, and also the staffing of the facilities. Ald. Davis asked as to the status of Phase Il of the LTC ordinance revisions. Jeanne Fox responded that one of the major delaying factors is the delay in the Federal government putting out final OBRA regulations and that the City really cannot move until the Federal regulations are out. Mr. Terry added that he felt we are still learning things about the implementation of the first phase of the ordinance. There have been requests for waivers to the ordinance, staff time involved in the receivership, and training needs of the facilities which were identified in the first orientation session. A report on the status of the LTC ordinance revisions will be forthcoming to the Committee. Ald. Washington asked the Commission what it was doing regarding the development of standards for home health care and any monitoring of the agencies who provide home health care. Ms. Volberding responded that home health care standards may be coming state-wide. Ald. Washington related some problems with a Nurse's Aide she had experienced. Ms Volberding stated that licensure by the state is forthcoming for home health care. She reminded the Committee that in -home services also is a LTC issue; 'it's just not in an institutional setting. Ald. Feldman then asked about the identification of persons not currently attached to thA current Levy Center, who may be interested in using the new multi -purpose center; whether the Commission had done any more work in identifying who those persons might be. Mary Ann McCudden indicated that the housing needs assessment responses prJduced a wealth of information beyond the housing need. Prentis Bryson reminded the Committee Lhat more information would be forthcoming from the housing needs assessment questionnaire. Ms.Volberding echoed that, saying much more data would be forthcoming. Ald. Davis asked whether the aria:ssis of .,.._ ata, by Northwestern, was the result of a zontract Ms. _~arcing s;�:.led no, that Northwestern was doing this service for Evanst� free and that the needs assessment will produce volumes of useful information. Ald. Feldman asked how the contact with Northwestern was initiated. Ms. Volberding indicated she was at a professional meeting and met Celia Berdes with the Northwestern Center on Aging and they had a discussion which led, ultimately, to the Commission using Northwestern for t�u needs assessment data. A 1 d . Feldman felt that, in light of some 79S Live publicity Northwestern University has received, there should to an effort to publicize this benefit that the Commission on Aging is receiving courtesy of Northwestern University. HUMAN SERVICES COMMITTEE Minutes of 9/25/89 . . . 6 At this point, Ann Graff, Chairman of the Mental Health Board, made a statement in which she formally added the Mental Health Board support to the Commission on Aging budget, particularly with regards to the additional staff person and that the additional staff person would also be a part of the Mental Health Board's budget request. A motion to adjourn the meeting was approved unanimously at 9:04 p.m. Jay W. Terry APPROVED MINUTES HUMAN SERVICES COMMITTEE October 10, 1989 8:00 P.M. Room 2402 PRESENT: Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wollin OFFICIALS Jan Molinaro, Donna Hriljac, Owen Thomas, Willie Hurd, AND STAFF: Brenda Huff, Mark Berman, Karen Carlson, Sandra Donaldson, Paul Fischer, Susan Johnson, Shelly Volk, William Hoyer Jay W. Terry, Joel Asprooth, Sally Roethle, Vince Adamus, Judy Aiello PRESIDING: Ald. Feldman, Chair MINUTES The meeting was called to order at 8:00 p.m. by Ald. Feldman. The minutes of the September 25, 1989 Human Services Committee were approved unanimously. l COMMUNICATIONS Memorandum regarding Emergency Assistance Ald. Drummer asked questions about the organization C.A.P.E. He wanted to know if the organization was still in existence and how long, it had been since funds had been raised M- Terry responded that to his knowledge, the organization was nct still in existence and that it had been well over a year since the City had received any funds for utility assistance from this organization Mr. Asprooth also indicated that fundraising had r,ot occurred for this organization in quite some time. He related how a holiday event had ' been used to fundraise for C.A.P.E. Status Report of the Environmental Control Board -',.:dy Aid. Feldman provided a background on the reason for the request for the status report. Aid. Lanyon asked as to whether or not the program was six months behind schedule. He waned to know why there hadn't been more feedback to the City Council. He also wanted to know why there hadn't been an aggressive effort to inform the council. Ald. Feldman indicated he had heard cf iroblems indirectly but was 4,,:erating under the assumption that 1---7'on-Aschman would respond to feedback and correct whatever problr-._ were identified. Aid. Feldman asked as to what percent of the pr=v-;-' received so far was perceived as usable. Ald. Lanyon asked if reviewing HUMAN SERVICES COMMITTEE Minutes of 10/10/89 . . . 2 the draft reports. Mr. Hoyer responded that five reports have been reviewed by the Environmental Control Board. He indicated that the October 5 meeting of the Board had to be cancelled. Mr. Hoyer characterized the information provided by Barton-Aschman as between two thirds and three quarters usable. Ald. Drummer felt that six months was a long time. He asked whether there was any Environmental Control Board/Barton-Aschman friction which is preventing progress. Mr. Hoyer responded that Barton-Aschman told the Environmental Control Board they were on the cutting edge. and that they could handle it, but they have not yet met some of the expectations. The major concern was that the work produced was not Evanston specific. Ald. Drummer asked whether it was felt that Barton-Aschman misrepresented themselves. Mr. Hoyer responded he felt that they merely misrepresented their capabilities, At this point, Mr. Asprooth indicated that the City was aware that what they were doing was unique. He reminded the Committee that the study grew out of a special committee related to the Research Park, but then the Environmental Control Board was given a mission to review the entire City. There has been difficulty in getting Barton-Aschman to focus on Evanston. The City looks to the consultant for planning leadership. He did not feel that a six month delay was that serious for a ground breaking venture. Ald. Drwr.er asked whether we are at a critical juncture in deciding whether to continue with the current consultant. Mr. Asprooth indicated staff were not ready to recommend a change in consultants, but there was a process that could involve some re-evaluation. Ms. Hriljac reminded the Committee of those bids received to the original RFP, Barton-Aschman's proposal was clearly the best. Ald. Wollin asked whether the fee was set and not contingent on a time -frame. She felt if we ended up with a usable produce without additional cost, the situation was acceptable. Mr. Asprooth indicated there have been no new dollar demands but some issues have come up, particularly regarding the legal component. He felt the City staff may end up drafting the ordinance language in-house. It is—riclear right now whether Barton-Aschman would ask for any more funds, but ne ,urrently does not expect any problems. Ald. Washington asked if there is an estimated time of completion. Ms. Hriljac responded that deadlines were rarely :net. Ald. Washington asked whether it was appropriate for Bare^-Aschman to come before the Human Services Committee. Ald. Lanyon quest-oned whether the scope of work hRs been followed diligently. He again was c,jncerned about the lack of feedback to City Council. Mr. Hoyer rest:^.se_ gnat there nad been considerable delays for the work being comple-, 'hat wa_ 'he reason there has not been more feedback to Council 4Dav:_ _=ked whether there was any feeling as to whether Barton -A__' an would a`•_orb some of their costs in the development of this pro�e_t. Mr. Asprooth indicated it was a little early to know that. Ald. Davi-t then asked again about the legal component of Barton-Aschman proposal. __ was a factor in their favor in the original proposal. Mr. Hoyer respor•'e: that there has not been significant legal involvement, but nerely a s_reaning of some of the work that has been produced. Mr. Asprooth indicated it was his preference that Barton-Aschman focus on some of the planning issues, not some of the formal ordinance language issues. Ald. Davis expressed HUMAN SERVICES COMMITTEE Minutes of 10/10 89 . . . 3 confidence in the Environmental Control Board's ability to monitor this project and she felt it was premature for the Human Services Committee to meet with Sarton-Aschman. Ald. Feldman expressed his strong concern about the lack of response to the Environmental Control Board questions by Barton-Aschman. He felt this reflected a lack of leadership. He also felt that Barton-Aschman has not staffed this project adequately. He indicated that he expected City staff to report back to the Human Services Committee on the prognosis for the Barton-Aschman project as it developed. Ms. Hriljac indicated that despite misgivings about Barton-Aschman an effective ordinance would still be produced. The Environmental Control Board has learned a lot about the issue and has some of its own in-house expertise. RESOLUTION AUTHORIZING THE SUBMISSION OF AN APPLICATION TO THE ILLINOIS DEPARTMENT OF COMMERCE AND COMMUNITY AFFAIRS FOR FUNDING AVAILABLE THROUGH THE ILLINOIS CLEAN AND BEAUTIFUL PROGRAM - FUNDS TO BE ADMINISTERED BY KEEP EVANSTON BEAUTIFUL Ald. Lanyon moved and Aid. Drummer seconded approval of this resolution. Ald. Drummer then expressed his concern about the litter around Evanston Township High School, particularly in the area on Dodge Street between Evanston Township High School and Dempster. He felt the the litter problem has become more severe since school is back in session. He requested the placement of litter cans on Dodge between Dempster and the high school. Mr. Asprooth responded that this area has been a target in the past of Keep Evanston Beautiful and the Dempster -badge Merchants. He felt that litter was a problem that needed eternal vigilance and indicated that it may be time for staff to renew their efforts in this area. Ald. Wollin indicated that she had provided to Public Works Director Barber her suggestions for can locations and encouraged other Aldermen to do the sane if they have not done so already. She reminded the Committee that the area in question had been a target on Trash Buster Day, Ald. Drummer again, indicated his preference for City trash cans in this area. Mr. Asprooth indicated he would follow up with Mr. Barber. The motion to approve the resolution was then passed unanimously. FARMER'S MARKET COMMISSION 1990-5i BUDGET Chairman ?an Molinaro was present for this discussion. :.a-. Lanyon asked whether the $900 budgeted for enforcement was enough. Ms. Aiello responded that the enforcement plan was going to be targeted enforcement of certain farmers. Ms. Molinaro indicated the best advice they have received indicates that the day to visit these farmers with spot cheeps is the day after a Farmer's Market has occurred. Ald. Lanyon asked whether it was a requirement for the Farmer's Market that all produce to ti-re Qrown. Ms. Molinaro indicated that this enforcement action was as a result of some of the disgruntled farmers who had participated in previous =arner's Markets; that yes, it was a requirement that things be home grown ;.. .-,ere was same HUMAN SERVICES COMMITTEE Minutes of 10/10/89 . . . 4 feeling that certain sellers at the Farmer's Market were not selling home grown items. Ald. Drummer inquired as to how the investigators or enforcers would have access to the farms. Ms. Aiello indicated that the participants in the Farmer's Market would have to sign a form in the 1 beginning allowing access to their location. Ald. Drummer then asked what the penalty was for a violation. Ms. Aiello indicated that the plan was to deny access for a year. Ald. Washington asked who would actually do the ' farm inspections. Ms. Aiello responded that the current plan was to hire someone on an hourly basis. Ald. Wollin asked whether there was a review of the selling of the amount of fruit versus vegetables versus flowers. Ms. Aiello responded that the plan was to look for a balance between the people selling the three different groups of items. Ald. Davis asked if an individual farmer could sell some of all three groups. Us. Aiello indicated yes, that was appropriate provided they indicated at the beginning of the year which items they will be selling. HUMAN RELATIONS COMMISSION 1990-91 BUDGET Ald. Feldman welcomed the Human Relations Commission, Ald, Drummer asked the Commission's opinion of the status of race relations in the City of Evanston. He questioned why there was no specific objective for the next budget year, targeted towards race relations. Shelley Volk, Chairman of the Human Relations Commission, responded by saying we know in the United ! States it is a major problem. Ald. Drummer responded by saying he was inquiring specifically atout the race relations in =vanston. Ms. Volk responded that the status in Evanston and the United States were s interrelated as Evanston did not exist in isolation. Mr. Fischer, ' Commission member indicated the Commission is concerned about relations in the community; race relations are a concern in the areas of schools and housing; there were obvious problems in the housing, arn,. Y?ren Carlson indicated that outreach into the communities would bt-- a priority in the future for the Commission. Ald. Drummer asked if there was a need for a specific objective in regard to race relations. Susan .7ohnson indicated it was hoped that the message would always go out from Human Relations that improved race relations was one of their goals. Al,. Feldman stated he felt a distinction needed to be made; the Human Relati_-:s Commission had an objective to deal with the securing of individual r:,�;5ts .yid. Feldman felt A11. Crammer was --oncerned atout peopl_- te'ting a::ne on a daily basis ir. Evanston and what was the state of ir'arYersona' relations in Evanston. Ms. Volk responded that those issues tend to dovetail. If there were no racism, the Human Relations Commissicr, would not need to j exist. Marc Berman, Commission member, responded that they have developed two campaigns related to people getting along with one another. He felt that one of the dilemmas the Commission had to deal with was how to raise consciousness ryithout making people defensive and _rising adversarial feelings. He felt the Commission would be taking more •risual activity in the future. Ald. Drummer indicated that was an acceptat:e .esponse. HUMAN SERVICES COMMITTEE Minutes of 10/10/89 . . . 5 Ald. Wallin indicated she had some budget questions. She inquired as to who received the 3,000 newsletters which are mailed out. Members of the Commission responded that neighborhood groups receive the lists. Ald. Wollin asked how many names were currently on the Anti -Solicitation list. Mr. Hurd responded that the current list is at 167. Ald. Wollin asked, in terms of packets of unsolicited advertising, what are the real estate firms responsibilities regarding unsolicited mail. Mr. Hurd responded that the Corporation Counsel has reviewed this issue and that real estate advertisements are to be removed from those packets going to persons who live at the addresses on the Anti -Solicitation list. Ald. Wollin asked why a printout of all the individual addresses that had received the advertising packets was necessary. Mr. Fischer indicated that the Corporation Counsel had reviewed this issue and felt that a solicitation, no matter what form it took, was a solicitation. Ald. Feldman asked if an individual list of people who received advertisement had to he submitted if the entire City is solicited. Mr. Hurd responded that originally, more general information on the distribution area of advertisement was acceptable, but now it is preferred a list of every address be included. Ald. Davis and Ald. Wollin both indicated the production of huge computer printouts which listed every address in the city for city-wide solicitations was not productive and was not seen as contributing significantly to the cause of fair housing. A list of zip code areas to which distributions were made should be sufficient. Ald. Wollin asked if the list of non -solicitation names was updated and sent out monthly. Mr. Hurd responded that the list was updated monthly but only distributed on a quarterly basis; it was available for pickup on a monthly basis. Ald. Davis inquired about the 1990 objective of the Fair Housing brochure, indicating that enforcement of the Fair Housing is a top priority. In addition to reminding everyone in the community of the enforcement powers of the Human Relations Commission, she indicated the brochure should have more of a positive feel about it in regards to pr,moting, better race relations in the community. Ald. Davis and other Cor..:ttee members indicated a desire t review draft brochures. Ald. Lanyon asked why 1004 was a new account, and wtet!er or not the part-time position was new or current, and whether the new trochure would be a translation of an existing brochure into Spanish or a whole new brochure. Mr. Thomas responded that a new account number was necessary because new grant money had been received. He indi^:ated that there would be a new brochure developed, not a translationn, of ar, ez:s':: g one and that it is a current part-time staff parson with a higher ,.,..nF_r -f ~ours due to the increase in both phone in -take and field work. Ald. Lanyon raised a concern as to the number of Justice Venter programs being down while the number of cases is increased. X;. Thomas responded that Justice Center programs are joint programs of the Commission and other agencies and that was part of the reason why the programs had decreased. Aid. Washington asked how the Ccmmission intended t_ `and:_ an increased workload since she perceived that race relation issue: were going to be more prevalent. Mr. Thomas responded that while Evans` n ;:d have some race relation problems, the solution of those pios:emZ ::cn t always involve more money. Impruving dialogue was often a key t_ 'he °elution. HUMAN SERVICES COMMITTEE Minutes of 10/10/89 . . . 6 Ald. Washington then reiterated her concern that there would be an increase of problems and complaints to the Commission. Ald. Feldman reminded the Commission that they had earlier submitted a request to the Human Services Committee to meet with the Committee on a regular basis. He felt that a improved dialog between the two groups was necessary and he directed City staff to again schedule the Human Relations Commission on a regular basis to meetings of the Human Services Committee. The Committee unanimously voted an adjournment of the meeting at 9:10 p.m. Jay W. Terry APPROVED MINUTES HUMAN SERVICES COMMITTEE October 16, 1989 7:30 P.H. Room 2402 PRESENT: Ald. Davis, Drummer, Lanyon, Washington, Wallin OFFICIALS Jay W. Terry, Vince Adamus, Sally Roethle, Josh Orlan, AND STAFF: Sheila Davis, Linda Lutz, Don Wirth, Don Wright, Mary Ann Cappo, Paul Gottschalk, Doris Wolin, Ann Wise, Hatt Bracket PRESIDING: Ald. Davis Ald. Davis called the meeting to order at 7:40 p.m. She explained that Ald. Feldman would be delayed. ECOLOGY CENTER 1990-91 BUDGET Ald. Davis asked the Ecology Center representatives to come forward. The Ecology Center was represented by Josh Orlan, President, Sheila Davis, Vice President, and Linda Lutz. Mr. Orlan said the Center was pleased to present a budget with a 1.5% increase. He indicated that this budget was going to bring more "bang for the buck." The restructured camp sessions were resulting in excess of 10% increased participation. They have doubled the amount of school children who are using the Center. He praised Ms. Lutz for an article she had published in a national journal and showed the Committee the new logo for the association. Ald. Lanyon asked a question about the elimination of a clerical position. Hs. Lutz indicated that position had never been filled and the clerical duties were being completed without difficulty. Ald. Wollin asked where the teaching off -site was bei::g done. Ms. Lutz indicated primarily in District 65 schools. The Center will also F.1 to clubs and preschools if they are asked. Hs. Lutz ::!:ca'ed between the problem in classes getting buses and the staffing level at -he Center, the Center cannot handle too many classes at once. Ald. Davis asked about the Center's fee assistance and grant programs. Ms. Lutz indicated that currently, the Center only provides program for pay. There is a concern that there are segments of the population that are missing out on the Ecology Center, The Associaticr. has made a grant application to the Women's Auxiliary for summer camps and after -school programs for fee assistance to those programs. HUMAN SERVICES COMMITTEE Minutes of 10/16/89 . . . 2 Ald. Davis asked what help the Executive Service Corp has been. Mr. Orlan responded that they have been very helpful in providing direction and new ideas, but that the actual administrative work is still the responsibility of the Canter staff. Aid. Lanyon asked if any new fee assistance program would be consistent with the guidelines used by the Recreation Department. Ms. Lutz responded yes, they would use the same scale. Ald. Lanyon asked whether there was any overlap in the education responsibilities of the Environmental Control Board and the Evanston Environmental Association. Ms. Lutz felt there was no overlap. She has attended Environmental Control Board meetings, but the Environmental Control Board tends to have a policy responsibility and the Evanston Environmental Association has a primary education responsibility. Aid. Wollin agreed that she did not believe an overlap was present. Ald. Washington requested more information about the fee assistance program and asked whether the Center was charging District 65 for the programs it was putting on. Ms. Lutz responded yes, District 65 had been charged. There currently is no fee assistance. The grant for the Women's Auxiliary has just been written and there has been no response to the grant application yet. Aid. Davis asked whether or not the FFrgusson Fund was supporting a larger percent of the programs and if so, why has the Fund grown or is there a new direction to the fund. Mr. Orlan responded that it is the goal of the Board that the Fund continue to grow and that there is a long range goal that the Center be self-supporting. Ald. Drummer commended the Environmental Association fcr their hard work and complimented the objectives in the 1990-91 budget. Mr. Orlan thanked Aid. Drummer for his support. The Board was excused. Aid. Feldman entered the meeting at this point and became presiding officer. LIBRARY 1990-91 BUDGET The representatives of the Library Board came forwar. :he Library was represented by Don Wright, Mary Ann Cappo, Paul Gotts_:a:k, Dorin 'Nc-:an, Ann Wise and Matt Bracket. Ms. Cappo gave an opening ._a_ement in which she indicated that the Library Board had an action plan. There were three concerns of the Board. They wanted to meet the guidelines of the Manager's office for a 1.5% increase. They also, however, wanted t_ recognize staff needs and also maintain appropriate expenditure :ev;,--- for Litrary acquisitions. Pr i.i,arily, the Board was able to meet _.` = t-.' get gL'ide:;^,es by proposing an increase in the fines for overdue bocr_= ':he fine fir an overdue book has been ten cents a day since 1977, and t';, l,ar� is HUMAN SERVICES COMMITTEE Minutes of 10/16/89 . . . 3 proposing that fine be increased to 15 cents as of March 1, 1990. It is expected that many libraries in the area will increase their fines next year. The Library is experiencing an increased number of part-time staff needs. The Work Study Students from Northwestern have been reduced from 18 to 11. There has been increased use at the Periodicals Desk and increased usage of the Libraries during the summer months and vacation times. The State per capita grant has been included in the budget. The Board emphasized the per capita grant is designed to let local libraries do things which their local funds do not support. The State Per Capita grant is supposed to be enhancement monies not replacement. In the past the Board has used the Per Capita funds for feasibility studies, computer purchases and software purchases. The Board is concerned about the absence of funds for equipment. The book sales have been held with the proceeds being used to supplement some of this. Ald. Lanyon asked if more details were available about the Per Capita grant being included in the budget. The State Per Capita grant is currently $1 per capita. It arrives on a fiscal year much different from the City's fiscal year. The budget will reflect half of this year's grant and one half of next year's grant. After some budget adjustments, the two halves were put in the Library's 1990-91 City budget, but currently the expenditure level for the second half of the year has not been determined. There are currently five different fiscal years for libraries in the State of Illinois. Ald. Davis asked for some further explanation of the refinement of the branch library and Bookmobile system as described in the budget statement. Mr. Wright responded that a year ago a study was done of all three units and role statements were developed for all three units and that they are now in the process of implementing those role statements. For the Bookmobile, there is a constant evaluation of the stops that the Bookmobile makes. In the South Branch, there has been an evaluation of the collection in the South Branch. There has been a move to make it a much more popular collection with, perhaps, r goal cf fewer total t^,:ks taut greater circulation of the books that they do have. Ald. Davis asked if it was intended that the South Branch still have a solid children's section. Mr. Wright responded yes and there would be an effort to further improve the preschool collection. Ald. Davis indicated that she had a personal experience with her son in the Summer Reading Program and felt it had been quite beneficial. Ald. Drummer asked about the Adult Services line item ;n " e budget- He wanted to know whether the budget increase was relate: _o an increase in service or personnel cost. Mr. Wright responded that nest of the increase was due to an increase in library materials. Ald. Drummer asked the total number of Library employees. Mr. Wright said there were 105 names on the payroll but that the names were equal to 60 full-time employees. Aid. Drummer indicated a summary sheet with number of empl=sees and the total request would be helpful in future budget information. _'_'. Drum*ier asked about some discrepancies in the figures between the :3?t statement and the summary sheet. Mr. Adamus of the Manager's office :.._..A_'ed that those HUMAN SERVICES COMMITTEE Minutes of 10/16/09 . . . 4 changes were made in the Manager's office related to calculation changes and not policy changes. Ald. Wolliri asked about the projection for assistance being way down in the next budget. Mr. Gottshalk responded that the current figure was simply incorrect. It should have been 210,000 not 260,000 instances of assistance. Ald. Wallin asked about the estimate of the number of books checked out. Mr. Gottshalk indicated that the current year figures justified the optimism for the large increase in the number of items checked out. Ald. Davis asked about Children's Services, with a goal of outreach of 300 when the actual 88/89 figure had been 184. Mr. Wright indicated that the current year's outreach has increased dramatically and that the goal of 300 would easily be met. Ald. Wollin asked about the relationship to the Roving Reader Program. Mr. Wright indicated they supported it and books and materials were provided to that program. Ald. Drummer asked about the total financial support of the Friends of the Library. Mr. Wright indicated there was financial support through the year. They support the Summer Reading program, the Holiday Book Fund, and recently made a special gift of $3,000 for the total PBS Video package. He estimated the total amount of support in a year of between $7,000 and $8.000. The Friends of the Library like to emphasize that they are giving funds to support special projects and in no way are to be used to support operating costs of the Library. Ald. Drummer indicated he has no concern with the use of funds of Friends of the Library but was merely trying to identify all the outside revenue coming into the Library. Ald. Drummer asked about any support of adult education by the Library. Mr. Wright responded that the Libraries provide c:nsiderable material support to the various adult education programs in the e_—unity. Ald. Lanyon asked for a description of increased pr_7rams for day care. Mr. Wright indicated that there is a three step pr:cess to relate the Library to day care. One is a story hour in which a story teller is provided. The second is an effort to introduce the :ay care provider to the materials available in the Library and introduce the children to a Library and backs. The third is to get the ch,ldrer. gay care t;, visit the Library. :r the surraner, day care centers receive _pecia': person of the Summer Reading program. Ald. Feldman asked if Mr. Wright knew of any reasons why the activity measures are up. Mr. Wright indicated he knew of nD singular reason but perhaps the new book selection policy was helpful. Pe felt the selection was now more pointed to the needs of the community. 'he increase in the purc:-=se of paperback books had led to increased Ald. Feldman asked what measures were used to evaluate some of there '`: ngs. Mr, Wright indicated that there were several measures the Library One was a HUMAN SERVICES COMMITTEE Minutes of 10/16/89 . . . 5 shelf availability study, in which a random sample of books is checked on a given day to see if they are available, in an attempt to find out what the odds are that you can find a given book at a given time. He indicated there are Erome consumer satisfaction interviews done at random of people as they are exiting the Library. There is also a random analysis of books left on the tables in the Library. Ald. Feldman indicated that there was great anticipation for the new Library and questioned staff on their ability to handle all of the demands. Mr. Wright indicated that he looked forward to that type of challenge. Ald. Davis asked if there were any problems with certain populations using the Library; specifically whether there was a problem with homeless using the Library and also whether unsupervised young children were coming in after school. Mr. Wright indicated latch key kids are the latest subject of all the literature in the library administration field. The Evanston Libraries have always had some latch key kids but very few. The staff in the Children's Library have a close relationship with these children and if there is ever a problem, they are aware of it very quickly. The problem of long term sitters in the Library who perhaps have some other problems are almost negligible. Mr. Wright indicated the various agencies serving the homeless and the Mental Health Board have been of great help in alleviating that problem. Ald. Lanyon asked about the reasons for the reduction in the Work Study Students. Mr. Wright indicated that Northwestern University gets its allotment from the federal goverment. It is his understanding that Northwestern is increasing the number of students that they are using for themselves and they are allowing fewer numbers of students to come off campus for work study. Ald. Feldman asked which subcommittee of the Library Board was responsible for receiving the feasibility studies and hating oversitht of the new Library. Ms. Cappo responded that there is a Space Planning and Physical Needs Committee of the whole and indicated that now that the Library project was going to be moving again that Committee would reed to meet and define its mission once more. Aid. Feldman :i:Y-e.- .f the public relations pens:.,. --f t}e :...trary, Ms. Ward's salary was }aid out of the Per Capita grant. Ms. Cappo indicated yes. Aid. Feldman thanked all of the members of the Library Board for their attendance at the meeting. The meeting was adjourned at 8:35 p.m. Jay W. Terry APPROVED MINUTES HUMAN SERVICES COMMITTEE October 23, 1989 7:30 P.M. Room 2402 PRESENT: Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wollin OFFICIALS Jay W. Terry, Vincent Adamus, Sally Roethle, Jean Ann AND STAFF: Shulse. Don Wirth, Joe Zendell, Steve Fiffer, Janet Webb, Henry Krasnow, Dennis Newton. Ed Moran, Julie Harris, Carey Wright. Joel Asprooth PRESIDING: Ald. Feldman, Chair The meeting was called to order by Chairman Feldman at 7:33 p.m. MINUTES The minutes of the October 10, 1989 Human Services Committee were approved unanimously with the following additions and corrections. At the end of line 18, page 5, paragraph 1. insert "Ald. Davis and Ald. Wollin both indicated the production of huge computer printouts which listed every address in the city for city-wide solicitations was not productive and was not seen as contributing, significantly to the cause of fair housing. A list of zip code areas to which distributions were made should be sufficient." The sentence in line 24 of page 5 which begins "She suggested" should be deleted. The minutes of October 16 were approved unanimously. YOUTH ADVOCACY PROGRAM (YAP) - QUARTERLY REPORT Ald. Feldman asked when the consultant's evaluation of the program would be available to the Committee. Mr. Wright and Mr. Terry both responded that the evaluation would be considered at the November 6 meeting. The YAP Committee had just received the report and wanted to formally transmit it to the Committed and be present for the November 6 meeting. Mr. Terry assured the Committee that a copy of the report would be part of the agenda packet for this meeting. HUMAN SERVICES COMMITTEE Minutes of 10/23/89 . . . 2 Aldermen Lanyon and Feldman asked the status of the vacancy in the YAP program. Mr. Wright responded the position had been vacant since July 31, Ald, Feldman asked about the impact of the workload on the remaining two advocates. Mr. Wright indicated that there certainly was enough work for the two advocates to do but that he believed the two advocates were currently able to cover, along with his assistance, the existing workload. Ald. Feldman asked if other agencies had been asked to help out with the workload, and Mr. Wright indicated not at this point. Ald. Washington asked where and by what means recruitment for the vacant position had taken place. Mr. Wright responded that in addition to ads in local papers, an ad had been placed in a Sunday Chicago Tribune earlier this year. Ald. Washington asked how many minorities were currently youth advocates. Mr. Wright stated the two existing advocates were not minorities. Ald. Washington encouraged the staff to consider minorities for the vacant position. CITY FUNDING LEVEL FOR UNIFIED BUDGET PROCESS (UBP) Ald. Drummer moved that the funding level, identified in the staff memo, of $482,856 be approved. The motion passed unanimously. ARTS COUNCIL 1990-91 BUDGET Mr. Steve Fiffer, Chairman of the Arts Council, gave an opening statement in which he told the Committee that the Governor's Awards for the Arts had just held its ceremony in which a number of artists who are Evanston residents or have some type of relationship with Evanston, received awards. In addition, the City of Evanston had received an award for its awareness of the arts and its ongoing commitment to the arts. He encouraged the Human Services Committee to demonstrate its commitment to the arts by passing the Arts Council's proposed 1990-91 budget. He reminded the Committee that the 1989-90 budget was a decrease from the previous year and that the current budget proposal would not meet the arts needs in the community, but it would be an increase. He informed the Committee that the Arts Council has raised revenue through various means, and that there was a concern that the vendor cap at festivals may hinder their efforts at raising revenues. Whenever the Arts Council approaches private funders they are always asked what is the City's commitment to the arts. Mr. Fiffer reminded the Committee that the arts are a draw in bringing business to the City of Evanston. Aid. Davis asked about the activity measure of increa «d programming space downtown; whether or not a response had been received from the Rotary on the plan to use their auditorium. Mr. Zendell responded that Rotary International is reviewing issues such as insurance and the types of performances that would take place in their auditorium. The current thought is that some sort of jazz series could be put on at the Rotary auditorium. Ald. Lanyon asked if the auditorium were suitable for all sorts of arts performances. Hr. Zendell stated that the auditorium was best suited for music performances and children's theater but it was inappropriate for things such as dance presentations. Ald. Feldman asked if there were any plans for a theater in the new library. Mr. Zendell stated that to his knowledtc, there are only HUMAN SERVICES COMMITTEE Minutes of 10/23/89 . . . 3 plans for some multi use space. Ald. Feldman responded that the multi use space would probably be small and that the Arts Council should be interested in something larger. Mr. Zendell reminded the Committee that the Evanston Comprehensive plan indicated that a downtown performance location for the arts is a need. The Northlight Theatre Group has been interested in a downtown location and are still looking. The Research Park is a possibility. The Arts Council is always looking for opportunities that would be available in the downtown area. Ald. Feldman asked whether the Council supported the Coronet Theatre. Mr. Zendell responded yes, the Theatre had an ad in the Arts and Recreation Magazine. Ald. Feldman asked the status of the equipment in the Coronet Theatre, in light of the fact that the Wisdom Bridge Theatre Group had recently used it. Mr. Zendell responded that the equipment used by the Wisdom Bridge was probably a majority of their own equipment and not that of the Coronet Theatre, except the sound system. Ald. Davis asked about the proposed objective for an Arts and Recreation Magazine survey; how much analysis was intended. Mr. Fiffer responded that the Council is constantly re-evaluating how to best promote arts in Evanston, however, they have no intention of hurting the recreation programs. They currently want to look at all alternatives. Ald. Davis asked the Council's timeline for the Public Art Ordinance. Mr. Zendell responded a presentation was made to the Planning and Development Committee earlier in the year. Many questions were raised which require some research about other cities. Mr. Zendell indicated the Ordinance could go to the Council anytime between January and March. The City will not know about its National Endowment for the Arts Grant application until April and the actual money would not be received until July of 1990. Ald. Wollin asked if the pilot project would be held off until then, and Mr. Zendell said no, that the Council would move on the pilot project now in view of the fact that money is in hand. Ald. Drummer asked about the Council's ability to respond to the needs of the community. Mr. Fiffer responded that certain applicants have stopped applying for Arts Council dollars because of the process involved. He did indicate, however, that a wide range of applicants was being met and that all applicants are told that they must meet affirmative action guidelines. Ald. Drummer repeated his question of whether the fiveds of the community were being met. Mr. Fiffer responded that all worth applicants are funded to a certain extent and that staff is actively seeking out worthy applicants. Mr. Zendell responded that the answer really is no, that the basic audience at most arts activities were non -minority but that the groups are raking efforts. He cited, as an example, the Evanston Symphony had an affirr&'_ive action plan and he felt some results were going to be seen. Ald. Drurrs-.er indicated he was encouraged that more dollars had been allocated to this effort. Ald. Davi, asked for- ,,,me further information about the Northwestern University Internship Program. Would there be enough interns in view of other information the Committee had received that Northwestern was reducing its commitment. Mr. Zendell responded that there was, in fact, a shortage of work study students but that there was an availability of interns. It was their hope that the Arts Council would have two interns; one to work in the areas of affirmative action, and the other would be responsible for festival development. HUMAN SERVICES COMMITTEE Minutes of 10/23/89 . . . 4 Eileen Eitrheim in the audience, an employee of the Gus Giordano Dance Company, spoke up and indicated to the Committee that she was new to Evanston and that she was impressed with the strong affirmative action concern of all arts persons. She reminded the Committee that all potential funders of arts look at the level of local support. Ald. Feldman asked for more information about the proposed not -for -profit corporation for the Arts Council; if they had any idea of the amount of dollars they could raise. Mr. Zendell indicated no, that the original idea came about solely in an effort to obtain a bulk mailing permit but that the establishment for a not -far -profit was now seen to have some fundraising potential. Ald. Lanyon then asked about the amount of dollars for the National Endowment for the Arts Grant. Mr. Zendell indicated that the grant application was for $70,000, but the amount of money received could be less than that - all the way down to $30,000 per year, which the City would be required to match. The Treasurer of the Arts Alliance asked to be recognized. She indicated her support for the Arts Council budget. RECREATION BOARD 1990-91 BUDGET Janet Webb, President of the Evanston Recreation Board, introduced those present representing the Recreation Board. Ed Moran made a number of presentations on behalf of the Recreation Board; displaying a number of charts comparing the history of the expense/revenue relationships of the Recreation Board budget. He indicated that the budget was going to come in under the allowable percentage increase as defined by the budget policy guidelines. He showed a chart on Fee Assistance which indicated there would be a decrease projected for this fiscal year, but stated their anticipation was that for the 1990-91 fiscal year, fee assistance would be back up to the 1988-69 level. Mr. Horan displayed charts regarding the expense/revenue relationship showing a total decline over the years in the City percentage of the total of the Recreation budget. Ald. Davis asked Mr. Moran if he knew at what year the City's budget policy was put into place. Mr. Moran responded he was not sure. Ald. Feldman pointed out that the increases come at a time in which there have been increases in the numbers served and expanded programs. Henry Krasnow, on behalf of the Recreation Board, indicated that most programs are run as to support the fixed expenses of centers. City increases have not met the fixed cost increases. Mr. Krasnow indicated that City support is not smaller because the Recreation Board has expanded progrars. Ald. Davis asked if there was a rule of thumb among professionals in recreation as to what percent of recreation is supported by fees. Ms. Shulse, Superintendent of Recreation, responded that it varied greatly but that the reliance on fees and marketing is growing nationally among all park districts and recreation boards. Mr. Moran continued his presentation, indicating that the Recreation Board was very concerned about how to meet the 2.5% increase guideline, and yet expand programs. The Recreation Board is recommending some small fee increases. They are always concerned about losing participation through fee increases. They believe marketing efforts are very important. The budget i HUMAN SERVICES COMMITTEE Minutes of 10/23/89 . . . 5 includes some increases In maintenance and there is also a need for new equipment at certain facilities. as part of a total effort to keep participation levels high. Attendance at various facilities and events is analyzed on an annual basis. The Board eliminates unpopular programs. The Board is continuing the seed money for the Starlight Concerts, and it is their hope that program will continue to gain momentum. Mr. Moran outlined changes in the proposed 1990-91 budget including an added bookkeeper position. Mr. Horan indicated that the Recreation Board staff have experienced greater administrative activities as the different fee structures and the fee assistance programs have expanded. The registration for various programs have gone from thousands to tens of thousands of registrations. The bookkeeper position will make sure the paper requirements of the Board do not get in the way of actual operations of the Recreation Board activities. Scholarship expenses have now been broken out among all the various line items in the budget; it was formerly in the Business and fiscal management line item. This change has been implemented in an effort to identify the impact of the scholarships on the various programatic line items. The weather in the summer of 1989 has proven to be a problem in terms of revenue from the Beach Token. Beach Token fees fell short this year due to the number of rainy weekends. It is possible that the deficit could be as much as $60,000. It is the Board's current plan that they will cover this deficit, but it will be difficult to do. Another plan in the proposed budget is for James Hill, that the sledding and tobogganing would only be operational in January and February. The Board believes funds could be saved if December operations are deleted. They have reviewed the past year's operations at James Hill; there has not been much use because there had not been much snow in December. However, the department in prepared to respond to heavy snow in December and monitor hill operations if a number of people go sledding there independently. Ald. Feldman asked if people could use James Hill if unsupervised. Mr. Moran responded no, but if a number of people attempt to use the hill, there would be a response and the hill could be opened for supervised activities. The proposed budget includes an additional $13,000 for custodial maintenance at the Crown Center. Mr. Moran indicated the Board was not yet prepared Co approach the Human Services Committee on a revamped fees and charges policy. There have been a number of meetings over the past months. The Board still plans to adopt a revised policy which, perhaps, may be available by November. Whenever this policy is completed, it will be communicated to the Human Services Committee. Ald. Davis asked if the new programatic breakout of fee assistance will lend itself to the analysis of a new fee policy. However, according to Mr. Krasnow, the data that would be available would not necessarily lead to a policy change. Ald. Davis responded that the data would tell the Recreation Board which programs could stand fee increases. Ms. Webb responded to Ald. Davis that was information that was always known to the Recreation Board, but now they would be able to share that information with the Human Services Committee. Ald. Davis asked about the elimination of the ice rink program, and asked whether the rinks would be flooded anyway. Mr. Wirth indicated that the money was currently in the Parks budget for the next year for flooding the rinks without supervisory personnel. However, he did not know if the funds available for that would remain following review of the Manager's office. Mr. Asprooth indicated to the Committee that it was not certain whether the funds would be available next year. HUMAN SERVICES COMMITTEE Minutes of 10/23l69 . . . 6 Ald. Drummer asked for information abouC the Summer Playground program, indicating that the budget showed more dollars but not an increased participation. Ms. Shulse responded that the increase in funds was caused by the scholarship breakout by program, that there were not, in fact, more real dollars in the Summer Playground program. Ald. Drummer asked about the decrease in participation in Baker's Park. Ms. Webb responded it was perhaps a result of a significant number of the children having grown up and there were not as many children in that age group (6-12) utilizing that park. Aid. Drummer asked if it was the opinion of the Recreation Board they were reaching all the individuals who could use that park. Ms. Webb indicated there were alternatives available to the children; certain parents put their kids in "Y" Camp or Sports Camp. Ms. Webb indicated there was no ceiling on the number of participants in the Summer Playground program. Ald. Drummer asked what the scholarship rates were. Ms. Shulse responded the scholarships could be anywhere from 25 to 50 to 75%. In some cases, this meant a payment of all the program costs except $12.75. Ms. Webb also reminded the Committee that for 175 children in the program, individual police officers have paid the $12.75. Ald. Drummer then inquired about those children who may be in need for whom there is no police officer to cover those costs. Ms. Webb stated she felt the $12.75 fee was appropriate and that given the amount of time the program lasted, it was a relatively small fee to pay. Aid. Drummer asked as to the intent and principles of the program, whether it was seen as a substitute for day care or whether some values were imparted as a result of participation in the program. Ms. Webb responded that the Recreation Board did not see the Playground program as a substitute for day care, but that some parents use it as such. She felt that certain values are instilled in the children who are participating. Ald. Drummer indicated his ideal would be the Summer Playground as an extention of school itself. Ms. Webb responded that the salary level of the playground supervisors were not near the salary level of teachers. Ald. Feldman noted that the individual police officers who were sponsoring children in the program were doing it out of a perception that the parents were not interested in paying for that type of programming for their children - not, necessarily, out of economic reasons. Ms. Webb indicated the program at Fleetwood had very high attendance and that the program was excellent. Ald. Washington asked what the total cost of the Arts and Recreation Magazine was. Ms. Shulse indicated the costs that could be identified would be $114,046. Ald. Washington asked for the amount each center is required to pay back for the cost of the magazine. Ms. Shulse indicated :he would provide that breakout to the Committee in writing. Ald. Washington also asked to have that broken out by percentage and staff costs be included. Ald. Lanyon asked about an activity measure related to the magazine cover quality monitor rating. Ald. Davis asked if that was a requirement of the Baxter grant. Ms. Shulse indicated the cover quality of the magazine was an important element that required monitoring. Ald. Lanyon asked why the readership survey was listed in the budget page as being not applicable for all three budget year categories. Ms. Shulse indicated the survey took place only when it was affordable and that there have not been funds in the budget to implement that survey in the last two years. Ald. Lanyon asked why money collection at the HUMAN SERVICES COMMITTEE Minutes of 10/23/89 . . . 7 beaches was going to be monitored by August 15th. Ms. Webb and Ms. Shulse both indicated that the money collection would be monitored all summer long, but that the process would need to be completed by August 15th. Ald. Lanyon asked if it was possible to determine revenues by beach. Ms. Shulse indicated they did have that information and would get it to him. Ald. Wollin indicated to the Recreation Board that she was impressed that the City budget guidelines were met. Ald. Drummer asked regarding the decrease in the budget for the Drum and Bugle Corp. Ms. Webb responded that the budget was $16,000, which was for 70 children with a breakout of $240 per child. Ald. Drummer indicated it was a year around program and whether or not a dollar cut did not then mean a cut in the amount of children who would be participating. Ms. Webb indicated she did not see it that way, that with a cut of $1,500, the Drum and Bugle Corp could have some fundraising efforts on its own behalf. Ald. Drummer asked who was reimbursed for the Drum and Bugle Corp. Ms. Webb indicated the musical directors were paid and that the uniforms were cleaned. Ald. Drummer reminded the Board that the Drum and Bugle Corp was addressing a community need, that the children who participated in the Corp were getting discipline. Ms. Webb responded that the Board was responsible for meeting the City Manager's guidelines of a 1.5% increase. She pointed out that Fleetwood Center is getting a total increase of over 5%. Ald. Davis asked about the Fleetwood -Jourdain Theatre brochure. Ms. Webb indicated that the quality of the brochure had been upgraded in a goal of trying to increase group sales. Ald. Davis asked why the workshops were not being held. Ms. Webb indicated a loss of staff was the reason for this. A member of the audience, Mr. Bo Price, asked when the community would have an opportunity to comment on the Recreation Board budget. He indicated his displeasure of the cut in the Drum and Bugle Corp. Ald. Feldman and other Committee members indicated that another session with the Recreation Board was necessary; the time allotted had not be appropriate for full Committee review of the Recreation Board budget and full community input. The staff was directed to reschedule a second session on the Recreation Board budget at an upcoming Human Services Committee meeting. The meeting was adjourned at 9:08 p.m. Jay W. Terry DRAFT - NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE November 6, 1989 7:30 P.H. Room 2402 PRESENT: Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wollin OFFICIALS Joel Asprooth, Carey Wright, Don Colleton, Dan Hoses, AND STAFF: Harvey Saver, Jeanne Fox, Bob Roy, Delores Holmes, Don Baker, Manuel Isquierdo, Jay Terry PRESIDING: Ald. Lanyon, Chair MINUTES The minutes of the October 23, 1989 Human Services Committee were approved unanimously. COMMUNICATIONS Community Development Proposals The Committee reviewed the letter from the Community Development (CD) staff requesting comments on the CD proposals. Ald. Feldman indicated the City representatives had just finished the Unified Budget Process (UBP) and felt that if the CD Committee was interested, they could have gone to the UBP process. Ald. Wollin asked what the past practice had been in terms of evaluations. Ald. Drummer felt that an evaluation had little value; that the CD Committee tended to fund the same agencies; outside evaluations of those agencies had little impact on the Committee, and that agencies were funded at the same level or, if cuts or increases were involved, there is generally across all agencies on a proportional basis. Ald. Davis indicated that in the past, more time was spent in evaluating the CD agencies and that fir many reasons, it was not deemed appropriate to continue prioritizing these proposals. Ald. Feldman indicated that an agency's existence and the fact that it did good work did not necessarily justify funding. He encouraged the CD Committee to examine priorities and not fund agencies that looked for ways to spend money to justify their existence. Ald. Feldman stated that he did not accept the practice of federal money isolated in certain areas. He felt that as a result of the UBP this year, there was a more open budget allocation process, and the CD process should examine improvement. Ald. Drummer indicated that the ':u Committee would agree with that. He felt that through natural attrition, certain agencies would close because partial funding would do them no good, and 1 . i. HUMAN SERVICES COMMITTEE Minutes of 11/6/89 . . . 3 in the evaluative part of the report and, also along with Ald. Feldman, questioned whether Mr. Ehrensaft was prepared to do that in the future. Mr. Colleton responded he did not know what Mr. Ehrensaft's response would be but felt it was appropriate to ask. Ald. Davis asked about Mr. Colleton's reaction to the report's recommendations of the need to impact with younger children; whether a standardized intake form was appropriate, and what were the basic needs not being met. Mr. Wright indicated that a lack of affordable housing and inadequate health opportunities were two of the most basic needs not being met out in the community. Delores Holmes stated that housing aggravates other problems. If there is no appropriate living arrangement, it is very difficult to prepare food adequately. Bob Roy, Evanston Community Defender responded to the question on standardized intake forms by saying intake is designed around the function of the agency and the function of the client, and that the agency's role is to only make referrals to other agencies. Aid. Davis asked if a standardized intake would provide a comprehensive picture. Mr. Roy indicated yes, but many agencies strive to minimize the amount of paperwork necessary. Mr. Colleton responded to the age question by saying absolutely, there is a need to intervene with some of these children at a younger age. Ald. Feldman indicated he felt the report did not provide any direction or the information necessary to act on the future of youth programs; that the report provided many mixed messages. It, at one point, indicated that the client base should be broadened but also warned against overburdening staff. The message of the report, he felt, was with hope, patience and determination we should go on but offered no direction as to where it should go. Ald. Feldman stated he felt the report provided ammunition to the critics of the program. The report, in his view, lacked any significant demonstration of successes in an individual's life and discussion of how the program made a difference in anyone's life. He indicated that, as a public official who was responsible for approving expenditures, he needs this type of program information and the report was not providing that. Mr. Ehrensaft entered the meeting at this time. In an opening statement to the Committee, he said the report reflected that many public dollars are already being spent on these families. He felt it took at least a generation to get to the problem level that was present with these dysfunctional families; that six months was not an adequate amount of time for the YAP program to show any significant success. He felt that every family the YAP was involved with was, in his words, a disaster and sometimes there were many disasters present per family. The question was, how could these families be served differently? He indicated he did do research around the problem of dysfunctional families and that not much was being done nationally. He felt the strength of the program was its diagnostic efforts, but that the families were resistant to participation and that agencies are also frustrated with dealing with these families. He indicated there was a need for social service agencies to be held accountable. Ald. Feldman responded that the agency problems were recognized, but there was no indication in the report of what was necessary for agencies to do to solve the problem. He felt the report was entirely lacking of a list of things which could be done and what the projected costs were. He indicated that perhaps an evaluation had not been done at this point, but that all persons involved with the program were still HUMAN SERVICES COMMITTEE Minutes of 11/6/89 . . . 5 met; a more coordinated approach was appropriate, and working with fathers was something that should be explored and that the YAP program should explore some therapeutic services. Ald. Feldman indicated that all of the recommendations in the report were elemental; before the program was established everyone knew the coordination was a need. He knew that gaps in services existed; he did not see a single professional insight provided in the report. Ald. Wollin indicated that having sat through the Unified Budget Process, she was aware of the need of adolescent treatment for substance abuse and psychiatric care. Mr. Terry stated the Unified Budget Process was not necessarily designed to articulate all of the needs of the high risk families. The Unified Budget Process funded the mainstream needs of social services and that agencies in the process emphasized their successes rather than those families that were proving difficult to serve. Ald. Feldman indicated that another meeting was necessary to conclude the discussion of the YAP program. Ald. Drummer recommended that the Advisory Committee be charged to meet with Mr. Ehrensaft and get answers to both the Advisory Committee and Human Services Committee concerns and that they should get back to Human Services after a clarification of these issues had been accomplished. Ald. Davis indicated that in any further communication, it would be helpful to clarify the definition of "service gap" whether it was a service gap that was present or whether a change in the delivery system of the service was appropriate. Mr. Asprooth indicated that any further evaluation of the program should also include case studies so that a reader might be walked through the typical YAP case. Mr. Colleton indicated the Advisory Committee would be getting back to the Human Services Committee with further information. A motion to adjourn the meeting was approved unanimously at 9:01 p.m. Jay W. Terry 4 . . t REVISED DRAFT — NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE November 13. 1989 7:30 P.M. Room 2403 PRESENT: Aid. Davis, Drummer, Feldman, Lanyon, Washington, Wollin OFFICIALS Sally Roethle, Vincent Adamus, Harvey Saver, Jeanne Fox, AND STAFF: Jane ❑olberding, Ann Graff, Art Diers, Florence Winfield, Carol Henes, Henry Krasnow, Ed Moran, Jean Ann Shulse, Don Mirth, Martha Logan, Jay Terry PRESIDING: Ald. Lanyon, Chair The meeting was called to order at 7:30 p.m. COMMUNICATIONS Background on Consultant Contract Ald. Wollin asked if the full $6,000 had been paid to Ken Ehrensaft. Mr. Terry responded that $4,400 had been paid and the balance has been invoiced. Ald. Feldman stated that his review of the engagement letter with Ken Ehrensaft and his review of the final report indicated to him that sections of the contract had not been covered, and it was his opinion that based on the work product received thus far, the balance should not be paid to Mr. Ehrensaft. Ald. Wollin asked if a further discussion of the Youth Advocacy Program (YAP) evaluation was on the Human Services schedule. Kr. Terry stated that the YAP Advisory Committee was meeting November 16 and that their subcommittee had been charged to meet with Mr. Ehrensaft and we are awaiting a response from them. Ald. Feldman indicated he had asked staff for additional background material on the beginning of the YAP project and indicated that our knowledge base had not been increased as a result of the Ehrensaft report. MENTAL HEALTH BOARD BUDGET REVIEW Ann Graff, Chairperson of the Mental Health Board, introduced the members of the Mental Health Board who were present. Ald. Wollin asked about the recommended new position to be split with the Commission on Aging. Ms. Volberding responded that the Commission on Aging of HUMAN SERVICES COMMITTEE Minutes of 11/13/89 . . . Page 2 did not include the new position in their budget either, and that in both agencies' budgets the new position was only mentioned in the cover memos. Ald. Washington asked the status of the OBRA implementation. Ms. Fox indicated that most of the issues had been listed in their cover memo; however, details need to be worked out. The community is responsible for developing plans. Ms. Graff stated there are 650 mentally ill (MI and developmentally disabled (DD) persons currently living in Evanston Long Term Care (LTC) facilities who will be effected by the implementation of OBRA. Many MI and DD persons will have to leave the LTC facilities and move into community housing called Community Integrated Housing (CILAs). It is the Board's opinion that these persons are all Evanston residents and it is the community's responsibility to ensure that they are placed in appropriate alternative housing if the need is determined by the OBRA assessment process. Ald. Feldman asked questions about the CILA's; whether that was subsidized housing or if those would be new facilities or renovated. Ms. Fox indicated yes, they would be subsidized; the type of facility depended upon the need for the facility; however, there would be no more than eight persons living together. Ald. Feldman noted that the CILA's would be scattered throughout the community and, therefore, the Mental Health Board must raise public consciousness on this issue. Ms. Fox noted that the League of Women Voters had appeared at the Mayor's Community Forum to outline their priorities. The Mental Health Board has formally agreed to work with them in the coming year to educate the community regarding mental illness and housing needs. Housing, Options for the Mentally Ili of Evanston (H.O.M.E.), a not -for -profit Corporation developed by the Mental Health Association of Evanston, has received grant money from the Illinois Department of Mental Health and Developmental Disabilities (DMHDD) to plan and develop housing for mentally ill persons. Ald. Davis asked about the new Fair Housing regulations, and whether the Group Home Ordinance of Evanston is in violation of the Fair Housing rules. Ms. Fox responded that she is not sure, but her opinion is yes. Ald. Davis asked about the proposed monitoring of family type housing. Ms. Fox noted that the agencies that run these facilities will be licensed, and that the City's role in monitoring is unclear. Ald. Feldman complimented the Mental Health Board on their list of issues and concern:, and asked about proposed follow up. Ms. Graff indicated they would share any results with the Human Services Committee and that they expected to be working with the Unified Budgeting Task Force to determine those results. Ald. Feldman asked regarding the issue of working with families; what generated that issue? Ms. Graff said it came up through the Unified Budgeting Process (UBP), and there is a general feeling that unless the family issue is addressed, other issues could not possibly be addressed. Ald. Davis asked about the objective of evaluating the substance abuse . 1% HUMAN SERVICES COMMITTEE Minutes of 11/13/89 . . . Page 3 treatment for adolescents, and whether or not that objective would be coordinated through the new Mayor's Task Force on Drugs. Ms. Fox indicated that the results of the evaluation and assessment would be relayed through the Director of Health and Human Services. Mr. Terry indicated that staffing to the new Task Force on Drugs had not been worked out yet, but it would seem to be a cooperative effort between Human Services and Police. Ald. Davis asked about a number of activity measures in the budget. Mr. Saver indicated the many of the activity measures were agency objectives identified through the UBP. Ald. Davis asked whether any models of community case management existed nationally. Ms. Fox indicated yes, research has been done and that is information that will be shared with the community and the Committee in the future. Ald. Wollin and Ald. Feldman both complimented the Mental Health Board on their leadership in the UBP and the excellence of their budget. FOLLOW-UP REVIEW OF RECREATION BOARD BUDGET Ald. Washington indicated she was not interested in the cost of the Arts and Recreation magazine per facility, but rather what the cost was per magazine. It appeared that the cost was less than 50 cents per magazine. Henry Krasnow, Recreation Board member, reminded the Committee that the increased money shown for the chargebacks in the various center budgets is money that is not there for the individual centers to spend; it is only money given on paper which then must be given back. Ald. Washington indicated her preference that money going to the magazine should, in fact, be going toward further programs to serve low income persons. Mr. Krasnow reminded the Committee that within a given center's budget, you couldn't say which particular dollars go for the magazine. He reminded the Committee that the magazine is essential to increase attendance, which increases revenue to support programs which don't support themselves. Ald. Washington indicated she felt the magazine cost too much. Ald. Davis indicated she believed the magazine was a good marketing tool; that the allocation of magazine costs by center was an accounting mechanism that didn't involve additional discretionary money that could be spent on programs; that the cost of the magazine could be reflected �j any number of different accounting methods. Ald. Feldman remarked that, historically, the debate on the magazine centered on whether it was a money making vehicle or an expense, and that he didn't feel adequate market surveys had been done. Mr. Wirth responded that a market survey was done a year and a half ago by Northwestern; there is another planned for next year; the literature showed that the magazine reached all segments of the community. Ald. Feldman noted that historically, it was never demonstrated that the dollar differential between a "glitzy" magazine and a "non -glitzy" magazine was that significant, and absent that showing, it is important not to risk the level of revenues derived from the current magazine. However, he felt that r. HUMAN SERVICES COMMITTEE Minutes of 11/13/89 . . . Page a the issue called for constant re-examination. Ald. Lanyon asked if the readership survey called for Was going to be the same as the market survey. Ms. Shulse responded no, the readership survey was something that was in the back of the magazine; whereas, the marketing surveys are telephone surveys. Bo Price, in the audience, indicated his belief that the magazine did not benefit the Fleetwood -Jourdain Center; that there were no articles about the Women's Basketball team. He felt that door-to-door outreach was much more effective in his community and that the magazine did not have a marketing impact. Ms. Shulse pointed out that the Recreation Department published whatever anybody gave them; that the staff of the individual centers need to send in more material and that the marketing survey done a year and a half ago showed a good response in all segments of the City. Ald. Drummer asked about the mechanisms for getting fee assistance. Ms. Shulse responded that now, most persons bring verification for fee assistance when they sign up for programs. Ald. Drummer asked about the extent to which the procedures are publicized. Martha Logan, from the Recreation Department, responded that the fee assistance is advertised in all brochures, but the step-by-step process for application was not identified. Ald. Drummer suggested that perhaps handouts on the fee assistance policy could be developed for distribution at the center, and asked where verification took place. Ms. Shulse responded that the forms for fee assistance are available everywhere. but that the verification takes place in the Civic Center. Ald. Lanyon asked what is required for verification for fee assistance, and were there any cases in which fee assistance could not.be completed. Ms. Shulse indicated that they were close to 100% of verifying all applications for fee assistance; only occasionally did the demand for a program and the sign up time not allow staff to verify fee assistance requests. For verification, various federal forms, tax forms, letters, tax stubs were used. Ald. Feldman asked why only certain programs were fee assistance covered. Ms. Shulse responded that the Levy Center trips for the seniors were far too expensive for the Recreation Department to pick up fee assistance costs, and that many of the adult recreation leagues were excluded from fee assistance because they were corporately sponsored or it was impossible to differentiate among members of a team as to who was financially eligible and who was not. Ald. Feldman asked why there was no clear, articulated fee assistance policy in the Recreation Department publications. Mr. Krasnow responded there is a clear statement of fee assistance procedure. The question is what is the difference between procedure and policy. Ald. Feldman responded was all he was interested in was a statement of welcome, letting all persons in the :c.,-unity know that regardless of income, they are welcome to use the recreation facilities. Kr. Moran, Recreation Board member, indicated that there was both a policy and procedure in place; that the Recreation Board had spent considerable time on both. Ald. Washington asked about the dollar allocation for the summer playground, and how much of that was fee assistance. Ks. Shulse reminded the Committee that this was the first budget year that fee assistance was broken out by program in the budget. Ald. Drummer stated he felt that Ms. Shulse was a good manager and that staff had the primary management responsibility, but that the Recreation Board was not doing an adequate advocacy job; that they stated they would love to provide all programs for free but that if the Board HUMAN SERVICES COMMITTEE Minutes of 11/13/89 . . . Page 5 really felt that way, they should have submitted a budget that reflects that. Mr. Krasnow stated that the Board had thought many times of presenting an unbalanced budget, but they decided to respect the City Manager's budget guidelines, in light of the fact that the City Manager is required to submit a balanced budget. Mr. Koran indicated that signals had been sent to the Board that if they exceeded budget guidelines, those requests would be rejected. Ald. Drummer indicated that other budgets have been increased in the past and that the Board should serve as more of an advocate; that he is tired of hearing Boards indicate they can live with the 1.5% increase. Ald. Davis stated that every board is an advocate for its services and is, by and large, unhappy with the dollars they have been given. However, it is the City Council's responsibility to evaluate what cuts or program changes a board or commission has made in presenting a balanced budget; and then it is the Council's responsibility to decide whether we agree with such cuts or changes within the context of the rest of the budget or whether we, as a Council, think that budget guidelines should be exceeded in some areas by cutting allocations in other areas or by increasing revenues. Ald. Drummer felt that the boards were not present to balance the budget; that the boards jobs were to advocate for services in the community. Ald. Wollin reminded the Committee the property taxes are at a limit. Ald. Drummer felt it was not a question of more property taxes, but rather a question of priorities. Ald. Feldman indicated he saw the boards as identifiers of problem areas, identifying gaps in services, but he felt that it was possible to balance the budget and also send a message of community need, and that the boards had a year-round job of monitoring needs, and that the boards did, in fact, have an advocacy role. Bo Price, from the audience, told the Committee that he spoke at the Recreation Board's public hearing, and was speaking on behalf of the Fleetwood-Jourdain Center. Mr. Price identified programs that had to be eliminated because the center had to make revenue. He felt that the Board was cutting programs designed to keep high risk children off the streets; that they were told to have a family orientation, yet the Spring Fling, which is very successful, had to be eliminated. Mr. Price also stated that the center recently had a Halloween party in which 500 baskets for the children were prepared; that there were, however, 580 children that showed up and that over 80 children went home empty handed that night. He felt the cuts at Fleetwood-Jourdain were having a very dramatic, negati7e impact on the children in the community; that children were being told to get off the street but there were no dollars or space or volunteers for them at Fleetwood-Jourdain. He passed out to the Committee the Fleetwood Advisory Council memo which he felt was self-explanatory. He felt that the Drum and Bugle Corp had fundraisers; the neighborhood volunteer commitment to the Drum and Bugle Corp was very high. Mr. Price cited. as other problems with the Recreation Board, there was not enough consultation with the Fleetwood-Jourdain Advisory Council; the Recreation Department was too laden with bureaucracy. He felt the commitment to Fleetwood-Jourdain had been extensive by the community, that the center was beautiful and without graffiti. Ald. Drummer responded that he felt Mr. Price had said it all; there was no standard operating procedures in the Recreation Department; the Youth in Charge Program HUMAN SERVICES COMMITTEE Minutes of 11/13/89 . . . Page 6 had been very successful at the center, and that he himself had introduced photography lessons to young women at the Fleetwood Center. He admonished the Board,for talking about dollars and not people. David Froelich of the Coalition for Equal Access to Recreation Facilities then spoke, and indicated his group was concerned about facilities and fee assistance. He indicated the beach brochure, for example, did not have enough language or enough visibility for the fee assistance policy. Mr. Froelic agreed with Ald. Feldman's comments about fee assistance; there was a need to make fee assistance more accessible, and that the City had a responsibility to provide programs to all persons. Ald. Feldman asked for more information about Mr. Price's comments. He requested the exact listing of the $7,500 in cuts Mr. Price identified in his letter. He wanted to know the impact of those cuts, the impact of the Theatre cuts on the number of people accessing the program, and the quality of the program. He also asked about the nature of the $2,000 cut in Contractual Services. He indicated that no one wanted to cut access to programs; many programs had been developed because of concern for the community Mr. Price represented, but he wanted to vote money for programs that, in fact, produced results. Ald. Davis asked about the numbers and further information regarding revenue and expense figures at the Flee twood-Jourdain Center versus the Fleetwood Community Theatre. She asked why there was a projected 23% decrease in vroiected revenues from fees and charges at the Fleetwood Theatre and whether that decrease was related to lower budgeted expenses for the Theatre next year. Ms. Shulse responded that ticket sales at the Fleetwood Community Theatre are not growing; certain concerts were not held which were to have generated some revenue; the manager of the Theatre is a permanent part-time position that has been very difficult to keep filled; it is a position that has experienced a high amount of turn -over but requires a high level of skill. In general. the decreased expenses projected for the Theatre next year are represented by some cuts in concerts that were budgeted but not performed this Year, some capital expense cuts, and some part-time staff reorganization. Ald. Davis asked, in fact, if there was an overall cut in the proposed expense levels for Fleetwood Center as opposed to the Theatre. Ms. Shulse responded that there had actually been a $6,000 increase in the expense budget. Overall, City support increased by $8,975. However, if one subtracts scholarship expense allocations, the net decrease in Cite support is about $4,000. Although the Fleetwood Jourdain Advisory Board referred in its letter to reductions falling to $7,500. this amount is not a reduction from last vear's budget. Rather, the $7.500 reduction was from an earlier staff budget proposal to the Recreation Board. Mr. Wirth indicated that to his knowledge, the Recreation Department had never denied access to services; that volumes of procedures are in place; subordinate staff very much hale an input in the development in budgets, so that the original budget for the Fleetwood Center was, in fact, developed by Fleetwood staff. Mr. Wirth also announced that $1,000 had been granted to the Recreation Department from the Evanston Sports Association for the purpose of supporting the Drum and Bugle Corp at the Fleetwood-Jourdain Center. Ald. Wollin requested more information about the HUMAN SERVICES COMMITTEE Minutes of 11/13/89 . . . Page 7 dollar differential between the Drum and Bugle Corp and Mr. Price responded it was $2,000 cut from $18,000 to $16,000. Mr. Krasnow reminded the Committee that the fixed costs of recreation have gone up more than the City's support of recreation has had, and that the Recreation Board is not interested in cutting any more programs. Mr. Froelich stated that everybody wants to increase awareness and services. He questioned whether anyone knew what percentage of the community is not aware of the Recreation Board services or not using the services. Ald. Washington expressed her displeasure with the Season On Ice brochure, feeling the expense of that brochure was perhaps not justified and targeted that as a program which could have been cut. Mr. Mirth responded that a number of nice brochures for a number of facilities or programs had been developed and that the Crown Center brochure was seen as a mechanism for increasing additional revenue for the program. Ald. Washington asked again why there needed to be cuts at Flee twood-Jourdain; in the fifth ward children are at risk, and the programs at Fleetwood -Jourdain should not be cut. Kr. Price reminded the Committee that some new programs did not happen because the dollars were not available to implement them. The Committee made a motion to adjourn at 9:45 which was approved unanimously. Jay Te y r DRAFT - NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE November 20, 1989 7:30 P.H. Room 2402 PRESENT: Ald. Davis. Drummer, Feldman, Lanyon, Washington, Wollin OFFICIALS Ann Graff, Jeanne Fox, Harvey Saver, Owen Thomas, Sally AND STAFF: Roethle. C. Louise Brown, Marc Bermann, Susan Johnson, David Woodworth, Jay Terry PRESIDING: Ald. Lanyon. Chair The meeting was called to order at 7:38 p.m. MINUTES The minutes of the November 5, 1989 Human Services Committee were approved with the following amendment: Page five, line eight, add to the end of the sentence but was unclear as to what other service Raps the consultant had identified. The minutes of November 13 involved considerable amend-ments and corrections from Ald. Feldman and Ald. Davis, to the point that all corrections were to be handed in to staff who were to produce a revised set of minutes for the meeting of the 13th, attach them to this set of minutes with the corrections made in the 13th meeting to be underlined. The minutes of November 13 were then approved with all the amendments offered by Ald. Feldman and Ald. Davis. Ald. Wollin, at this point, entered into the record for this meeting her view of the discussion in the meeting of the 13th. She submitted a memo to the Committee which she wanted submitted to the record. The points on that memo were: r HUMAN SERVICES COMMITTEE Minutes of 11/20/89 . . . Page 2 1) The Human Services Committee supports the budget policy of the City and reinforces the goal for boards and commissions to present balanced budgets within the allowable guidelines. 2) Boards and commissions have the responsibility and the right to advocate for particular needs within their area of expertise, but they are expected to do this within the budgetary constraints. 3) Limited dollars will make for tight programming and limited capital expenditures; however, these constraints must be born equitably across the community, and the honorable intentions and diligent work that volunteer boards invest in the budget process must not be overlooked by the Committee or City Council. It is unfair to criticize their efforts just because the board's priorities do not match those of individual Committee members. Ald. Nollin stated it is always the City Council's responsibility to balance the budget. Ald. Drummer indicated that in his statements of the meeting of November 13, he did not want to imply non-compliance with the budget policy; however he did stand behind the statements that were made at that meeting. He felt that if the Recreation Board had identified needs that exceeded the budget guidelines, they should, in fact, submit a budget that could come in unbalanced. He also noted that if they did so, they would not be the first board to submit a budget that was over the budget guidelines. He did not feel the Recreation Board was responsive to the community, and felt that the Recreation Board needed to be more sensitive to community needs. He felt the board did have the leeway to exceed the guidelines, provided they were advocating on behalf of the community. COMMUNICATIONS Update on enforcement of Indoor Clean Air Ordinance The Committee reviewed a memo from C. Louise Brown, Public Health Director regarding enforcement of the Indoor Clean Air Ordinance. Mr. Terry passed out a copy of the new state law which is awaiting the Governor's signature. Ald. Feldman indicated he had been contacted by the Americans for Non-smoker's Rights; he had some concerns about the state law. He felt that the state law was, perhaps, not strong enough, and was concerned about the portion of the law prohibiting home rule communities enacting their own ordinance. He asked staff to contact the Law Department to see if Evanston, since their ordinance was in effect before October 1, 1989, could be allowed to amend their ordinance in the future. HUMAN SERVICES COMMITTES Minutes of 11/20/89 . . . Page 3 Ald. Feldman asked Ms. Brown whether the enforcement activity was what she had expected when the ordinance was passed. Ms. Brown indicated she did not know what to expect when the ordinance was passed. She felt the ordinance seems to be accepted throughout the community and that it is not a major problem. Ald. Feldman felt there was a need for constant reinforcement of the ordinance, and until it was part of the community culture, the Health Department and other city officials needed to publicize the ordinance as much as possible. Ald. Davis indicated that it appeared to her that Evanston still retain the right, under the state law, to amend its existing ordinance and regulate smoking. RECOMMENDATIONS OF THE UNIFIED BUDGET PANEL. (UBP) The concensus of the Committee was that the quality of the material submitted for Committee approval was very high, and staff were commended for submission of the material. Ald. Davis and Ald. Feldman both commented as to how much they had learned through sitting in on the UBP and felt it was a very beneficial process. Ald. Feldman recommended that other boards and commission members sit through the process. The Committee unanimously concurred with the recommendations of the UBP. DIALOGUE WITH THE HUMAN RELATIONS COMMISSION The Human Relations Commission was represented by Chairman Marc Bermann, and members Susan Johnson, David Woodworth, and staff member Owen Thomas Chair Bermann indicated that the purpose of the dialogue was to begin a face-to-face, interpersonal relationship with the Human Services Committee. The Human Relations Commission would articulate its priorities, but still sought to get direction from the Human Services Committee as to the predominant community issues. Primarily, the Human Relations Commission has been dealing with fair housing issues. This is seen as the major role of the Commission. As the Commission has branched out into other issues, inevitably, they come beck to housing issues. The highest priority mission of the Human Relations Com- ission is the enforcement of the Fair Housing Ordinance. Other issues that have come up as the Commission has gone out in the community, is the need to manage the diversity of the community and to protect the rights of all the individuals living in it. Mr. Bermann indicated he was hopeful the Commission could have a coordination role. Many agencies identify the same problem, and there is a need to coordinate the responses to those problems. HUMAN SERVICES COMMITTEE Minutes of 11/20/89 . . . Page 4 Mr. Woodworth reported on the activities of the Fair Housing subcommittee of the Commission. This subcommittee has been concerned with how to manage the hearing process. It is an arduous process, and it is necessary for complete attendance; however, attendance has been unpredictable, and the actual meetings have been hard to predict. It is a time consuming process. The subcommittee has also been actively involved in the rewriting of the ordinance to need HUD guidelines. The City has 40 months to bring its ordinance into compliance with federal guidelines. The subcommittee has completed approximately 80 to 90 percent of the draft of a new ordinance, which will be coming to Human Services in the future. Ms. Johnson reported on the activities of the Outreach subcommittee. This is a subcommittee which came into existence only in July. One of the first goals of the Outreach subcommittee was to schedule regular commission meetings out in the community. In the past month or two, they have been active in co -sponsoring the School Board Candidate Forums. The first meeting out in the community will be in February. For their planning purposes, they have divided the City into three parts; south of Dempster, Dempster to Payne, and Payne north. The first meeting of the Commission out in the community will be in the south portion of town, at or near the Oakton School. The Commission is responding to a whole host of issues regarding Oakton School and the concerns that still exist about racial imbalance at the school. The other objective of the Outreach Subcommittee is to be very supportive and work closer this year with the Neighborhood Justice Center, Mr. Bermann reported on the activities of the School subcommittee of the Human Relations Commission. This subcommittee was formed a year ago as a reaction to many issues. In the meetings that have held, there has been participation but no hard core interest group. The subcommittee had not been able to develop any action goals. In an effort to correct that, a meeting was held this year in which both school district Superintendents were invited to state their objectives. The subcommittee developed an objective for promoting better race relations in school, the solving of interpersonal problems, and the celebration of the diversity of the community. They are looking at a wide range of issues and literature on the subject so that better recommendations can be formulated. Ald. Wollin asked the Commission if they had reviewed the issue of small group homes, whether they had worked with the Mental Health Hoard and developed any plans for educating the community. Mr. Hermann indicated the Fair Housing Ordinance is the framework for responding to any of those requests; however, the Commission had not as yet had any specific dialogue with the Mental Health community. Ms. Johnson noted that it was one of the reasons they were appearing before the committee, to learn about other priorities. Mr. Woodworth indicated the revised ordinance would include language that would cover the area of small group homes. Ald. Davis asked the Commission members, that in their review and effort to bring the Fair Housing Ordinance into federal compliance, were they also HUM SERVICES COMMITTEE Minutes of 11/20/89 . . . Page 5 commenting and communicating with the Zoning Commission and their work. Mr. Thomas responded that staff have made contact, and that once issues had been identified, there was hope for a better dialogue between the Zoning and the Human Relations Commission. Ald. Davis commended the Commission for its attempt to deal with some of the broader community issues. She felt it was a difficult task and commended the Commission's efforts to try and get some focus to its dealing with those Issues. Ald. Davis inquired as to the status of the brochure revision. Mr. Thomas indicated that process Was just beginning and promised to keep the Committee informed. Ald. Washington asked whether the Commission dealt with job harassment situations. Mr. Thomas responded that he investigates employment related complaints if City contracts are involved. He felt there was much staff work that was not reflected, in the activities of the Commissioners themselves. He cited a number of employment related situations where he had intervened in order to investigate. He reported that he has responded to calls from members of the City Council, and that he has tried to mediate certain issues quietly without controversy. Ald. Washington asked if all of the services were listed in the brochure. She felt the community was unaware of all these services being provided by Commission staff. Mr. Thomas responded that there were information sheets available, but that budget limitations limited the development of major brochures. Ald. Feldman commended the Commission for the work they do. He felt the work they did was the bedrock of community relations; they were effective in removing barriers. He was concerned that we have various facilities for problem solving, but do we have facilities to insure that children who get along with one another develop and have long term good race relations. He felt that the mission of the Commission affected everyone and told the Commission members to take their function from their name, that human relations was the most important thing they did. Ald. Lanyon concurred and felt that community education was the ,most important function of the Commission. Ald. Drummer commended the Commission and told them that he left with a good feeling following the last appearance before the Committee, and that is why he had few questions this time around. He did inquire as to the Commission's perception of how the community was accepting their work. Kr. Bermann responded that most persons do not acknowledge or understand the role of the Human Relations Commission. He indicated that all Commissioners have accepted the responsibility in that all Commissioners have assumed their role as 24 hours a day; that they wish to have a visibility equal to that of the HUMAN SERVICES COMMITTEE Minutes of 11/20/89 . . . Page 6 Executive Director of the Commission; that negative press reports have overshadowed the small improvements which have been made. Mr. Woodworth reported that the nomination process had been overhauled. Most Commissioners have four years left on the term. Commissioners have done a lot of self education, getting to know each other better, and working closer with the Commission staff. Ald. Davis commended the Commission on their response to the changing needs. She saw this as a time of transformation for the Commission, but was wondering how the Commission members dealt with the conflict between the time necessary to implement the Fair Housing Ordinance and the desire to shift their focus into other issues. Mr. Bermann responded that one of the ways was the development of the three subcommittees, and also, all Commissioners have agreed to be rotating hearing officers and they cover for one another in the hearings. Mr. Woodworth indicated that the enforcement of the ordinance was something that all of the Commissioners had a philosophical commitment to, and it permeated all their work in the other areas. Mr. Bermann indicated that there was a degree of self examination going on among the Commissioners, including a definition of integrated living, and there also is a concern that for every complaint filed there may be six to twelve complaints which have not been filed because persons :re inhibited from doing so. Hs. Johnson felt that one of the Commission's important roles was their ability to put groups in touch with one another; they wish to continue work in the area of drugs and youth programming, and do a follow up to the Youth Forum which was held earlier in the year. Ald. Lanyon commended the Commission for their desire to put the work of the Commission in the neighborhoods. Ald. Feldman commented on Mr. Bermann's appearance before the Mayor's Forum, in which he indicated uncertainty over the Council's support for fair housing and integration. Ald. Feldman felt that while there may be some differences on strategy, there is total unanimity on the Council to the goal of integration; that the Council is, in fact, committing a substantial amount of resources to the problem. He urged the Commission to put all uncertainty to rest, and that all Council members are committed to the goals. Ald. Wollin concurred with Ald. Feldman's remarks, and indicated that all Council members who were present at the Mayor's Forum were concerned about Mr. Bermann's perception. Mr. Bermann responded that everyone acts on perceptions, that there is some concern in the community of how the divisions which are evident in the City Council relate to a commitment to the overall goals. He indicated he made his statement at the Mayor's Forum in an effort to elicit a response. He felt Ald. Brady had responded articulately at the Forum; however, he noted that the average citizen only responds to bits of information and may not get a sense of the Council's overall commitment to solving the problem. HUMAN SERVICES COMMITTEE Minutes of 11/20/89 . . . Page 7 Ald. Feldman indicated that problem was a long standing one and that the Human Relations Commission should not be burdened with that type of myth. He encouraged all Commissioners to check out those type of negative perceptions with any Council member immediately. Mr. Thomas noted that one area in which uncertainty can develop is that Commissioners are not privy to the decisions and discussion in the City Council executive session; the members of the Commission needed to have a better understanding following those executive sessions as to the Council's goals. Ald. Lanyon thanked the members of the Human Relations Commission for appearing before the Committee. A motion to adjourn the meeting was unanimously approved at 8:58 p.m. . I Jay W. Terry, Staff DRAFT » NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE December 4, 1989 8:00 P.K. Room 2402 PRESENT: Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wollin OFFICIALS Sally Roethle, Joel Asprooth, Alberta Porges, Jay Terry, and,STAFF: Bill Embry, Mary Jane Chainski, Jackie Foster, Donna Campbell, C. Louise Brown PRESIDING: Ald. Lanyon, Chair The meeting was called to order at 8:01 p.m. MIN[lTES The minutes of the November 20, 1989 Human Services Committee, which included a corrected copy of the minutes of the meeting of November 13 were approved unanimously. CONSIDERATION OF EVANSTON/GLENCOE HEALTH SERVICES AGREEMENT RENEWAL C. Louise Brown, Public Health Director, gave a history of the contract. The contract had been in place since 1964. There was a major reduction in the contract in 1984, in which one other suburb, Winnetka, dropped out. It was decided to just continue to provide environmental health and food service inspections for the village of Glencoe. Director Brown described the level of inspections that took place for the village of Glencoe. She said a formula for cost break out for the inspections and lab services had been developed, and according to the formula, it was estimated that for food inspections, 91.5% of the services provided by the Health Department are for establishments in Evanston, and 8.57. are for establishments in Glencoe. A costing out of that figure comes to a figure in excess of $12,000. The laboratory services provided for the village of Glencoe cost out at approximately $2,200. Therefore the total annual cost to the city of Evanston that can be estimated for direct health Department services is approximately $14,400. Ms. Brown reminded the Committee that historically, it was determined that if the City was going to provide services to other municipalities, it had to be financially advantageous for the City to do so. The proposed contract agreement with Glencoe calls for annual payments in excess of $20,000. so the revenue to be received by the City definitely exceeded the expenditure level. 1t luRill II[I ' I I I II II I I I A i i III 4 HUMAN SERVICES COMMITTEE Minutes of 12/4/89........ Page Two Manager Asprooth, however, reminded the Committee that the additional revenue would cover some of the administrative overhead. He also reminded the Committee that the other suburb which used Evanston a few years ago found it much more economically advantageous to use another municipality to provide the services. Ald. Drummer moved, and the Committee voted unanimously to approve the Glencoe/Evanston Health Services Agreement. 1990-91 FUNDING LEVEL FOR TEEN -BABY NURSERY Nary Jane Chainski introduced the representatives from the Teen -Baby Nursery who were present at the meeting. She indicated that in addition to Human Services, the Township Committee will also be asked to approve a funding level for the Nursery this year. Ald. Drummer moved that the Human Services Committee continue to fund and support the Teen -Baby Nursery at the recommended funding level. Ald. Davis indicated to the Committee that she has been serving on the Teen -Baby Advisory Committee. She felt the Committee had done a marvelous job in starting the program, and felt that the Advisory Committee was an excellent example of a cooperative effort when the community identifies a need that it wishes to address. Ald. Feldman asked whether or not the mothers who are participating in the nursery program are, in fact, staying in school, in view of the fact that this was one of the reasons the program was initiated. Hs. Chainski responded that she believed that was the case. She stated that comparisons of attendance from previous years are difficult because not only is participation in the nursery a new factor for many of these girls, motherhood itself is a new factor, and it is not easy to determine how much just being a new mother has affected school attendance. She indicated that the case managers for the nursery conduct monthly staffings on the girls, and that attendance reports come from the high school, at least on a monthly basis. However, she expressed a need to get more frequent reports from the high school. Donna Campbell, of Evanston High School, indicated that she has close contact with the Teen -Baby Nursery case managers at least twice a week. She has contact with all of the girls. She noted that many of the girls had attendance problems before they were pregnant. Ald. Feldman asked if any girls had been dropped from the program. Hs. Chainski said one girl has been dropped. Ald. Feldman asked if a dropping out of high school meant that the girl was dropped from the program. ifs. Chainski responded yes, that is the policy. Ald. Feldman stated that he believed the experience of the nursery thus far had indicated that the teen mothers needed a much higher level of support and some remedial efforts. He asked whether this high level of support was r HUMAN SERVICES COMMITTEE Minutes of 12/4/89....... Page Three anticipated when the nursery was contemplated. Ms. Chainski said that the level of support provided to the mothers is higher than was originally anticipated. Ald. Feldman stated he felt that setting the standard for the girls was not enough; the nursery care alone was not enough incentive to get them to participate. Director Brown noted that the need for case management was always anticipated. Alberta Porges, Director of Community Coordinated Child Care (4 C's), told the Committee that a book by Elizabeth Shore, titled "Within Our Reach", has been a guide for many of the professionals in the field. The book has reviewed many successful and unsuccessful programs, and its major conclusion is that you can change the behavior of the teen mothers, but much more intensive work with the individual is necessary. Ald. Feldman asked if there was a waiting list for the program, and whether the space would allow any increase. Ms. Chainski responded that she expected the nursery to be full by spring, and that the Advisory Committee had Identified priorities to be put in place for determining which girls and babies were in greatest need. Ald. Feldman asked whether they considered looking at greatest need versus greatest potential for benefit. Ald. Drummer asked if any of the girls were involved with the Youth Advocacy Program (YAP). Donna Campbell indicated that to the best of her knowledge, none of the teen mothers were YAP involved right now. Ald. Drummer emphasized the need for coordination with the YAP program. He also asked about the girl who was dropped from the service, and whether referrals were made to the other agencies. Ms. Chainski said yes, Family Focus :could keep the individual on their caseload. Ald. Drummer asked if the girl came back to school, would she have a priority placement in the nursery. Ms. Chainski said this was something the Committee had not considered yet. Ald. Drummer asked since one of the Committee priorities was to not respond to second pregnancies, whether or not prevention counseling was a condition of participation in the nursery. Ms. Chainski said yes, participants in the program must attend Family Planning sessions. Ald. Drummer asked if birth control was a requirement for participation in the program, and the answer is not at this time. Ald. Drummer asked what support the program was receiving from the teen mothers' parents. Ms. Chainski stated it varied greatly by family. Ald. Davis provided some clarification on the priorities the Committee had identified should a waiting list for the nursery develop. Those include the age and grade of the mother; the special needs of the babies; other high risk factors which may be present, and any special recommendations which might come from the other agencies working with the families. Ald. Lanyon asked if the nursery was linked with the Coalition of Youth Serving Agencies, and Mr. Terry responded yes, it was. Ald. Feldman asked what percentage of Evanston Township High School mothers are in the Teen -Baby Nursery. Ms. Campbell responded that they have Identified 23 mothers who are students at ETHS. Thirteen are currently in the HUMAN SERVICES COMMITTEE Minutes of 12/4/89....... Page -Four Teen -Baby Nursery. There are ten other girls who are pregnant right now. Ald. Feldman asked what the number of teen births was in Evanston. Director Brown indicated that there were fewer this year than the year before. Ald. Feldman asked if all of these girls were in high school. Director Brown said no, since the Health Department includes nineteen year olds who usually are out of high school. Ms. Chainski indicated that up to now, the high school had not been keeping track of which of its students were mothers, and that is something that is now in place. Ald. Feldman asked if Districts 65 and 202 provided classes on birth control. Director Brown responded that District 65 had an extensive curriculum in family planning, and that in District 202, family planning issues were integrated into the Health classes which students take. Ald. Feldman asked if that meant there was no specific program in place at the high school. Ald. Davis indicated that she was aware that District 202 has more plans in place, and that a new effort will be forthcoming in this area. Ms. Campbell indicated a a Teen Sexuality Committee had been established. Director Brown reminded the Committee that the Health Department had initiated the Teen Sexuality Committee, but that she felt the high school was becoming more responsive on these issues. The motion to approve the recommended funding level for Teen -Baby Nursery was passed unanimously. Ald. Rollin asked if the District 202 funding for Teen --Baby Nursery is something which would come up at the City/School Liaison Committee. Ald. Davis said yes it would. A motion to adjourn the meeting was approved unanimously at 8:36 p.m. r Jay W. Terry I� 11P i�l l lit II II 11 I I N II I '� IP I li li it i l lip I 7 I PII' II I I 7 �I� ' � �� h ��F � ��II I� 11 I RI I III I �l I A � � P�A,III 11I li DRAFT - NOT APPROVED MINUTES HUMAN SERVICES COMMITTEE December 18, 1989 8:00 P.H. Room 2402 PRESENT: Ald. Davis, Drummer, Feldman, Lanyon, Washington, Wallin OFFICIALS C. Louise Brown, Jane Volberding, Prentis Bryson. Robert and.STAFF: Campbell, Barry Isaacson, Dr. Paul Ravenna. Carolyn Wanner, Paula Crismond, Jay Terry OTHERS Ann Jennett, Youth Job Center PRESENT: PRESIDING: Ald. Lanyon, Chair The meeting was called to order at 7:59 p.m. by Chairman Lanyon. MINUTES The minutes of the Human Services Committee meeting of December 4, 1989 were approved with the following corrections: Page 3, line 28, this should read "the Committee had given lower priority to second pregnancies, whether". Page 2, at the end of line 29, the sentence should continue "and a system for doing so has been worked out between Evanston Township High School and Teen Baby Nursery." COMMUNICATIONS Citizen Commendation letter of Willie Hurd Staff was directed to distribute copies of the letter to staff of the Human Relations Commission. Corporation Counsel's opinion on the proposed State Law on Indoor Clean Air Accepted without comment. Alderman Washington's communication regarding the Youth Advocacy Program This communication was held over for discussion until the next quarterly report of the Youth Advocacy Program. Memorandum from the Recreation Department regarding, the Marketing Survey Accepted without comment. HUMAN SERVICES COMMITTEE Minutes of 12/18/89 , . . Page Two Recreation Department communication regarding Recreation Board reductions at Fleetwood-Jourdain Ald. Drummer indicated he had a couple of questions regarding the reductions, but that he would take this up with staff members directly. Commission on Aging communication regarding Telecommunication Devices for the Deaf It was announced to the Committee as an update, that the Human Relations Commission was purchasing a Telecommunications Device for the Deaf which would go into service as part of new federal grant they are receiving from the Department of Housing and Urban Development. Ald. Feldman asked what motivated the resolution by the Commission on Aging. Hs. Volberding responded that a civil rights compliance review of the department had raised a potential concern. The staff and Commission members conducted an informal investigation and found that the Police and Fire Departments' Emergency Center and State Representative Woods Bowman were the only two public offices in Evanston with a TDD. Both were experiencing a low number of calls into their TDD. The Commission members had a concern that the perception of accessibility to City offices was not adequate, and given the number of federally funded programs, there was a very strong recorrinendation by federal grant monitors that a TDD be purchased. That is the reason the Human Relations Commission is purchasing one. Ald. Feldman asked what the appropriate departments for placement of a TDD might be. Ms. Volberding responded that the first two locations would be the Human Services group office on the first floor of the Civic Center and the City Clerk's office. Ald. Feldman asked whether two was adequate. Mr. Terry commented that a proliferation of TDDs was desirable in terms of accessibility, but that each one required a dedicated phone 'Line to be advertised for that use and the cost of that many phone lines argued against purchasing a large number right away. Ald. Drummer asked where the Human Relations Commission was getting the funding for their TDD. Ms. Volberding responded it was from the HUD grant. Ald. Drummer commented that he felt the City should have at least one other TDD. Ms. Volberding reminded the Committee that in addition to the cost of the equipment, there ;could be some training Costs. Ald. Feldman suggested if the Committee was going to recommend that the City Clerk's office get a TDD, that someone from the City Clerk's office should be present to respond to that recommendation. Ald. Lanyon asked if the Health Department had a T.N. Director Brown indicated not yet. Aid. Davis indicated that since Rep. Bowman Far many calls, there was a question of whether lack of use :s :•.e �,j :,i.k of awareness. She felt that the Health Department, because )f its amount HUMAN SERVICES COMMITTEE Minutes of 12/18/89 . . . Page Three of publictions, would be better in its public information efforts than the Clerk's office in getting the word out that a TDD was present. Hs. Volberding indicated that there were a number of City publications in which the phone number could be listed including HIGHLIGHTS and Commission on Aging newsletters. Ald. Feldman indicated that he felt communication between the Health Department and hearing impaired individuals was more significant than communication between the Clerk's office and hearing impaired individuals. Ald. Drummer responded that he did not want the Committee to imply that deaf persons are sick. He reminded the Committee that they conduct normal business and that many persons who are not hearing impaired come to the City Clerk's office as the first point of access to City government. Ald. Feldman responded he was not implying that deaf persons were sick and was not saying that they would call the Health Department more often than other departments, but rather that calls to the Department of Health were more critical to the person making the call than perhaps some other department. Mr, Terry stated, that as a point of information, there are no reliable estimates as to the number of hearing impaired persons in Evanston; nor are there any numbers as to the number of telecommunication devices currently owned by residents of Evanston. Director Brown indicated she saw the need for a central information number and the need to document how many hearing impaired persons would be calling City government. Ald. Feldman asked for more clarification whether she was favoring one in the Health Department or one in a more central location. Director Brown indicated that citizens call the Health Department for a whole variety of issues as it is anyway. Ald. Davis felt that if it was true that citizens were going to call inappropriate departments anyway, that the Human Relations Commission TDD number should be used as the City's central access point, and publicized that way. Kr. Terry indicated that in addition to the City publications, that a TDD number should ideally be placed on City stationery. Ald. Washington indicated that she favored a TDD for the Health Department, Youth Advocacy Program and the Commission on Aging. and that the Committee wait before recommending one for the City Clerk's office. Ald. Lanyon felt that the Human Relations Commission TDD was the only one that should be purchased at t`:e present t:.me. Ald. Wollin moved that the City advertise t~e Human Relations Commission TDD as its central intake number for t`te hearing impaired, monitor is usage, and report back to the Human cervices Committee in six months, along with a staff recommendation for placement of any future TDD's. Ald. Feldman reminded staff that all human service agencies should advertise this TDD number. Ald. Davis directed staff to advertise the Human Relations number as the Ci_y access TDD number, and if that number is getting a very heavy resprnse tha: staff cannot handle, they should report back to the Huma- :ery -s .ommittee immediately. Ald. Wollin's motion was passed unar.r.._,.sly 41 HUMAN SERVICES COMMITTEE Minutes of 12/18/89 . . . Page Four PROPOSED CHANGES IN COMMISSION ON AGING ORDINANCE Ald. Feldman moved for approval of the recommendation of the changes. Ald. Davis asked staff to characterize and give examples of how the ordinance changes clarified the Commission duties. Carolyn Wanner, Nursing Home Ombudsman, indicated the things the new state law and the new Older Americans Act Amendments allowed them to do were: immediate access to the nursing homes at any time; the ability to refer residents under the age of 60 to other regulatory agencies; both laws delineated the responsibilities of Ombudsman much more clearly, and that the state program has become much more heavily regulated. The ordinance changes allow for City staff to be indemnified. It incorporates all the changes in the state and federal laws. Ald. Davis noted there was language in the ordinance changes relating to confidentiality, and wanted to know if the Ombudsman weren't already operating under some confidentiality restrictions. Ms. Wanner responded that under the Older Americans Act, persons must give permission for any information to be shared. Ald. Davis asked what procedures were in place to guarantee confidentiality. Hs. Wanner responded that the state is currently developing procedures for confidentiality. Ms. Volberding responded that ombudsmen in the past have always operated under a cloak of service to client, that guarded against the sharing of information; that the new state and federal laws and the proposed ordinance simply clarified the confidentiality of operations. Ald. Davis asked whether the conversations between an ombudsman and a nursing home resident were privileged, similar to that of a doctor or lawyer. Hs. Volberding indicated that no, these were not considered privileged conversations. However, the ombudsmen do not give client names to even the Commission's funding sources. Ald. Feldman's motion to approve the changes in the Commission on Aging ordinance was approved unanimously. APPEAL OF YOUTH JOB CENTER'S UNIFIED BUDGET FUNDING LEVEL 1990-91 Chairman Lanyon noted that the Committee has already approved a funding level for all community purchased services and that at another meeting, the Committee approved the funding levels awarded at the Unified Budget Process (UBP). He noted in the appeal process that there were Iwo conditions of appeal. The agency who is appealing has undergone a sign;';cant change since the UBP decision was made which affected their financial status, and he noted that the Youth Job Center letter did not indicate that this was the case. The second basis of appeal is that the information provided was not properly considered. Chairman Lanyon noted that the Youth Job Center letter indicated that there was possible confusion by the UBP members in considering the proposal. He asked Ald. Davis, Wollin or Feldman whether or not they felt confusion existed. Ald. Woliin responded that she had dev-ted many hours to the UBP, had attended all meetings as a first time parti:,;.an- in the process, that upon reading Ann Jennett's letter, she did not agree --a- -;,Nrp was any confusion. There was a meeting with the four City represe:,'i-:1es on UBPwith 4 HUMAN SERVICES COMMITTEE Minutes of 12/18/89 . . . Page Five Supervisor Summers of the Township and Ms. Summer's recommendation for the Youth Job Center funding was zero. As a member of the Township Committee who was asked by the Township Committee to represent them in Unified Budget, she brought the Township's funding figures back to the Township Committee, which the Committee approved unanimously. Ald. Wallin saw no basis for the Youth Job Center appeal. Ald. Wallin moved that the Youth Job Center's appeal of the UBP funding level be denied. Ald. Davis seconded the motion. Ald. Drummer indicated his support of Aid. Wallin's remarks. As Chairman of the Township Committee, he indicated that the Township Committee did approve the funding level. Ald. Feldman indicated that it had been clear for some time and clear to members of the Committee through the Supervisor's communication that Hs. Summers always planned to eliminate the $5,000 funding for Youth Job Center. This was a conclusion that she arrived at on her own; he felt there had been no surprise, no controversy, or no duress, and little discussion regarding her decision. Therefore, the items asserted in the appeal letter were inaccurate. Ann Jennett of the Youth Job Center spoke and indicated she had had communication with Ald. Feldman and Ald. Wallin today; that she did not intend to withdraw the appeal of her funding level. She indicated she had been told repeatedly by the Township Supervisor she was going to be awarded $5,000; that the Township Supervisor had begun sending the Job Center General Assistance clients, and that the Supervisor told her that she had been forced to change her mind. She indicated that the combination of Township, City and Community Development funding reductions would have a serious impact on the Youth Job Center and that services might be cut. Ald. Wallin indicated that she had talked to Supervisor Summers and that the August letter from the Township to the Youth Job Center which Ann Jennett had referred to was for fiscal year 1989-90, and was not making any kind of commitment of 1990-91 money. Ald. Davis noted that at the UBP meetings, questions had been placed to Supervisor Summers indicating what year the letter in question covered. The answers were always consistent, that the fiscal year 1989-90 was that covered by the letter. Ald. Feldman noted that at the final city-wide UBP session in November, Ks. Summers stated that she felt her constituency wasn't adequately being served by the agency. Ald. Drummer noted that the $5,000 currently being given to the Youth Job Center was not a grant. The Committee then voted unanimously to approve the motion by Ald. Wallin that the Youth Job Center's appeal be denied. The Committee unanimously voted to adjourn the meeting at 9:45 p.m. 4 Jay W. Terry