Human Services Advisory Commission
Meeting Minutes
April 12, 2005
 7:40 – 9:40 p.m.
Rockville Senior Center

Re: Call Meeting to Order /Introductions

Tim Stranges called the meeting to order at 7:40 p.m.  He welcomed Paul Mutyambizi as a new member of the Commission.

Re: Approve Meeting Minutes for February 8, 2005

Bill Goodwin asked that the phrase …”concerning the Commission’s endorsement of the CMR health clinic proposal…” be inserted into the third sentence on page 6.  Also, on the same page Paul Mutyambizi asked that the word “addiction” be changed to “eviction” in the first sentence describing the kind of work that he does.  Tim then moved that the minutes be adopted as amended.  Deborah Hopson seconded the motion.  The motion passed unanimously.

Re: Briefing on City of Rockville Afterschool Programs

Guest: Karen Rawlins, Recreation Programs Supervisor

Karen explained that she would be providing an overview of the City of Rockville’s Department of Recreation and Park programs for children during non-school hours.  Generally, she explained, her department works hard to provide quality afterschool programs.  When successful, these programs are designed to convince youth that education can be fun.  The result is that youth think of themselves as capable learners.  She added that every attempt is made to integrate youth at-risk programming into the rest of their programs so that kids will not feel labeled.

The Department of Recreation and Parks currently runs three Kidz Clubs—at Beall Elementary, Maryvale Elementary and Twinbrook Elementary schools.   The Twinbrook program includes an additional educational component whereby the school provides teachers to tutor the kids.  The school also identifies those youth they want to receive these services.  Recreation and Parks provides about 70% of the salary costs for the teachers; they also pay rent at the school for using the space.  The club has two parts:  academic enhancement (provided by the teachers) and a recreational portion that includes snacks, project and trips.  The program at Twinbrook has about 90 students.  The Kidz Club at Beall Elementary School has 75 students and Maryvale has 30-40 students.

In Fall, 2004, a new system was started with six week components that have different themes, e.g., Math Club, Literary Club, Games Club, etc.  Each theme has its own curriculum.  A real effort is made to keep costs down so that families can afford the aftercare programs.  Many families that participate are low to middle income.  Over half of the children receive scholarships from the City’s Youth Recreation Fund.  If children are identified as FARMS by the school or if the family demonstrates that they are receiving some type of social service assistance, they can receive up to $100 in scholarships.  The cost of the Kidz Clubs is $90 per session for Rockville residents ($180 for nonresidents) with two sessions per school semester (four per year). 

Mary Lou Jacobs inquired as to whether a quid pro quo with the schools could be worked out whereby a Rockville school, such as Twinbrook, would waive its rental fees in recognition of the financial support provided by the City for renovating gyms in Rockville schools.  Karen responded that her department is charged a reduced rate for the space.  Catherine Tuck Parrish said that the school system should not necessarily be subsidizing market rate classes.  Money donated by the City toward school space is given, in part, so that the City can hold larger community meetings.

Karen explained that Recreation and Parks has additional “Youth At Risk” programming which includes Girlz Clubs, Boyz Clubs and The Finest! Youth Performance Troupe.  These programs were specifically developed to meet the needs of children who would not necessarily be involved in positive activities.  Younger staff is hired who can relate to participants.  The Finest! Youth Performance Troupe has won many awards.  It was originally started by Elaine Hebron several years ago and has been extremely successful.   The Girlz Clubs and Boyz Clubs take kids on trips to museums and concerts and involve them in various life skills activities.  The Girlz Clubs are divided into two groups, according to age.  Issues discussed include personal hygiene, grooming, nutrition, anger management, self-respect and respect for others and other issues important to young people.  The clubs are intentionally kept separate according to gender. 

Other Recreation and Parks opportunities for youth include “Workreation,” an opportunity to earn dollars that can be put toward recreation programs.  The Department also runs the “Chat Room” at the Elwood Smith Center, an afterschool program for middle school students from Julius West.

Eric Wang asked Karen if she felt the programs spent sufficient time on academic readiness.  In his opinion the program hours should be extended for this purpose.  Karen said that her staff did not think that the entire amount of non-school time should be spent on academics.  According to their research, involvement in other types of positive activity can result in higher academic achievement.  Eric said he disagrees.

Ann Reiss said she noticed from the Recreation schedule of activities that childcare programs are offered in schools on the other side of I 270.  Karen said that these programs are in schools that have requested them.  If Recreation and Parks is asked to provide a program, they work at doing that.

Mary Lou said that all services provided by Community Services are free.  She said in the Department of Recreation and Parks there is an interest in seeing how much of the cost of programming can be recovered through fees.  Karen agreed.  She said that originally after school programs were free.  Over time, fees have been added.  Catherine added that the more the City is able to recover costs, the more they are able to provide programming for those unable to pay.

Re: Reorganization of Neighborhood and Community Services & Department and Community Services Organizational Analysis Study;

Guest: Catherine Tuck Parrish, Assistant City Manager

Tim then introduced Catherine Tuck Parrish, Assistant City Manager.  Catherine began the discussion by explaining that the former City Manager had combined four divisions into one department.  These were the divisions of Youth and Family Services, Community Programs and Administration (which monitors outside agency funding), Code Enforcement, and Neighborhood Resources including Community Mediation/Human Rights.  The philosophy underlying this merger was to put people together who were looking at underlying human service needs.  A new department head was then hired.  The department worked really hard for 2½ years to figure out how they could work collaboratively.

Once the new city manager was hired, he decided he needed to get a better handle on the issues and needs of this department so that he would know what skill set was necessary in a new department head.  For that reason he hired a consultant who subsequently recommended that the position of department director not be filled.  Instead, his suggestion was to move two divisions out and then take a closer look at what that function should be.  As a result Code Enforcement was moved to the Police Department and Neighborhood Resources was moved to the City Manager’s Office where it was physically located.

The question now is what are the needs in Rockville and what is the best way to meet those needs.  Or, in the alternative, should the City work with the nonprofit sector to meet identified needs.  Mary Lou and Catherine are currently drafting an RFP to find a consultant who will study these issues.  Once a consultant is on board, the City envisions a focus group process where the consultant will touch base with stakeholders more than once during the process.  Catherine thinks this process will take six months, which means it should be completed in the fall.

Tim asked Catherine if the consultant’s report was available for Commission members to read.  Catherine said that the report was primarily oral and was given specifically to the City Manager.  Bill Goodwin asked what the findings of the consultant’s report were.  Catherine said that regarding the Neighborhood Resources Division, there was a feeling that moving them into a department made them less visible.  Also, it was harder for them to get things done.

Regarding Code Enforcement, Catherine said that this division had been located in several departments.  It had a greater “sense of place” in the Police Department and was, perhaps, more respected.  The Police Department also has other similar functions as, for example, animal matters.  The issue with regard to human services is that the City’s contribution has been increasing.  The question then needs to be asked as to whether these are the right programs.  It seems that these programs grew organically around individual strengths.  Needs in the city may have changed while programs have not changed.  Catherine had met with County personnel earlier today and learned that Rockville spends more money on its Youth Service Bureau than other nonprofits do.

David asked if there was a steering committee for Youth Service Bureaus; he thinks an assessment should be done statewide.  Catherine said that many services are part of the County function.  The City can then decide to add to these services as it does, for example, with the Police Department.  One reason she and Mary Lou had met with the County today was to find out what has or has not been done with respect to duplication of services.

Ann Reiss commented that everyone always says youth services are a county responsibility or a state responsibility but, in fact, they are everyone’s responsibility.  Some services are duplicative but there is so much need, it can never all be met.  Other Youth Service Bureaus are meeting needs that Rockville may not have.  Catherine said that the City might also look beyond the Youth Service Bureaus in the state.

David said he hates to see the wheel reinvented over and over.  For example, when the Human Needs and Services Task Force was meeting, prior to the existence of this Commission, its members went to Virginia to see how things were being done there.  He thinks there are so many things being done in a fragmented way.

Agnes Saenz commented that it is important to keep in mind that if there is a need, there is no duplication.  For example there may be two locations for English classes but there is sufficient need for both.

Tim said that when the consultant starts his/her work, he hopes the entire Commission will be a focus group.  Bill agreed, adding that Scott’s letter used the same words as the Commission’s charter.  Catherine agreed saying there should be many opportunities for give and take.  Agnes said that she saw many reasons for Code Enforcement to be working with Community Services.  She cited a family that she knew would have been homeless if Code Enforcement and Community Services had not worked together.  In her opinion, the City needs to match the human service piece with code enforcement.

David asked if the City Manager’s office sees our minutes.  Catherine said she did not know.  Mary Caroline Colletti said she agreed that the minutes for the Human Services Advisory Commission would be a good starting point.  She thinks that members of the Commission take their work very seriously.  She gets the sense that some services won’t be considered as important as others but if the City isn’t going to do it, it won’t get done.  Rockville is an expensive community.  Commission members see themselves as a voice for low-income residents.

Tim asked if there was a proposal to forward the Commission’s minutes to the City Manager and Assistant City Manager.  Ann moved and David seconded this proposal.  The motion passed unanimously.

Re: September 7 Salute to Non-Profits Event

Tim explained that the Chamber of Commerce would like to recognize all non-profits within the City of Rockville at an event to be held on September 7, 2005 in conjunction with Out-to-Lunch Wednesdays.  They were proposing that the event be expanded with tents for the nonprofits.  These agencies could use the event as a way to recognize their volunteers.  The overall purpose of the event was to generate publicity about the role non-profits play in the city.  Thus far the Chamber has contacted Mike Henry in the Department of Recreation and Parks who is happy to provide the tents and publicity.  The Chamber also made certain the event was on the Mayor and Council’s calendar.  The Chamber wants to know if the Commission would co-sponsor this event.  Co-sponsoring would entail being there, assisting where necessary, and lending the Commission’s name to the event.  David moved that the Commission co-sponsor the event; Tom seconded the motion.  The motion passed unanimously.  David then suggested that they request a proclamation signed by the Mayor and Council for non-profit week or month in Rockville.

Re: HSAC Focus for the Next Year – Initial Discussion

Tim said he would propose a more in-depth discussion on this topic for next month.  Part of the Commission’s focus will be to work with the consultant and give input on what a community services department should look like.  Another topic is, “Should we take on more support for CMR’s Health Clinic?”  Agnes said CMR always needs more support.  Currently, they are in the process of putting together more information for the City.  David said that the Commission has been talking for years about the health needs of uninsured residents of the city.  He would like to co-sponsor this effort. 

Ann asked Mary Lou if the Human Services Advisory Commission can support specific non-profits.  Mary Lou responded that Commission members could testify as to support.  At this point CMR is looking at developing a formal partnership with Mobile Medical Care.  CMR will be providing case management while MobileMed provides medical services.  The Primary Care Coalition would also be a partner.  Advocating that the City support the clinic would be within the Commission’s role.  CMR is also beginning to talk with Temple Beth Ami, which has a large group of potential volunteers.  Agnes added that Shady Grove Hospital has also been part of the discussions.

Tim said another potential topic for next year’s workplan is affordable housing.  Mary Caroline said that an area of need she would like to explore is the linguistic minority communities, as, for example, the Russian community in Rockville.  She is aware that many of these residents, especially those who are seniors, need services.  Bill said that the Commission also needs to gather data.  He would see data collection as a process task on next year’s workplan. 

David then said that he would like the City Manager’s office to send input and share materials which they think are relevant to the Commission discussions; in other words, to take a larger part in the discussion of needs.  Tim suggested developing a tentative list of items to consider next year and sending that to the City Manager for feedback.  Deborah Hopson agreed that would be wise.  Tim said he would schedule time for an in-depth discussion at next month’s meeting.  The Commission would then draft a workplan and pass it by the City Manager for comment.

Re: Update on Preparation of Annual Report

Ann said there are still two topics that need to be researched—utilization of Moby and a REAP marketing plan.  David volunteered to work on REAP while Bill agreed to summarize the information on Moby.  Ann said that everyone’s summaries were due to her by May 3, 2005.

Re: New Business

Tim said that he had attended a Caregivers meeting in March.  He was impressed with the discussion of a lack of cost of living adjustment in the City’s proposed budget.  He had asked Mary Lou to find out how much money this represented.  Mary Lou said that it would cost a little over $13,000.  Agnes said there is already a 1.1% increase in the amount of funding designated for Caregiver agencies.  Tim said that meant that $9,000 approximately would keep the City even with what had been done the previous year.  Surely the City could find this money.  Mary Lou said that additional funds have been used in the past to fund new programs like ESOL classes.  Tim said there will be a public hearing April 18th and again on April 25, 2005.  He thinks that a Commission member should speak in support of a COLA increase for the Caregiver agencies. 

Mary Lou said that members should know that some Caregivers are slated for reduction.  She said she had brought information on the budget to this meeting.  Darrell Butler’s program, Chase Partnership House, in particular, was slated for a reduction.  At last week’s Caregivers Meeting, representatives had decided that their first priority was to see funds restored to those programs that had been cut.  David asked if the Commission should submit their recommendation in writing to the Mayor and Council.  Mary Lou suggested they consult with Anne Robbins as to what process to use.  Tim suggested that, possibly, they should do both. 

Darrell Butler said that two Commission members, himself and Paul Mutyambizi, were already scheduled to speak at the public hearing.  He would be inclined to follow the earlier suggestion to use both oral and written formats.  Tim said that it was his understanding of the Commission’s discussion that it would be best to write a letter and, if Anne Robbins agrees, to present the recommendation orally as well.  Deborah said she is not clear as to which Caregiver programs should be restored.  Perhaps this topic should be added to next year’s workplan for discussion because the conversation will come up again a year from now.

Mary Lou said that programs were recommended for budget cuts because the number of Rockville residents being served had gone down.  She did not think they wanted to take a position against this.  Tim said he would suggest the Commission propose an increase that reflects what has been done in the past without saying anything about reductions.

Tim then said, as Chair of the Commission, he had been invited to attend a discussion on affordable housing this Saturday sponsored by Rockville Housing Enterprises, which would be attended by developers as well.  He also wanted Commission members to know that Mike Berman of the Human Relations Commission has been calling him.  They have not connected but he thinks Mike would like to see if there are areas that their respective commissions could work on together.

Re:  Plan Agenda for May Meeting

• Workplan for next year
  
• Review the Annual Report
  
• Invite a friend of Tim’s to speak who is a member of the Human Service Advisory Commission in Alexandria

Re: Adjourn 

Prior to adjournment Tim advised Commission members that Deborah had agreed to serve as Vice Chair.  David then moved to adjourn the meeting.  Deborah seconded the motion.  The motion passed unanimously.  The meeting was adjourned at 9:40 p.m.

The next meeting of the Human Services Advisory Commission will be held Tuesday, May 10, 2005, from 7:30 - 9:30 p.m., in the Azalea Room of the Rockville Senior Center.