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HomeMy WebLinkAbout1996 09-23 CCM Question/Answer Session Pertaining to Applications for Contractual Services Requests for Funding 1997 MINUTES OF THE PROCEEDINGS OF THE CITY COUNCIL OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA QUESTION /ANSWER SESSION PERTAINING TO APPLICATIONS FOR CONTRACTUAL SERVICES REQUESTS FOR FUNDING 1997 SEPTEMBER 23, 1996 CITY HALL, CONFERENCE ROOM B CALL TO ORDER The Brooklyn Center City Council met in special work session and was called to order by Mayor Myrna Kragness at 5:30 p.m. ROLL CALL Mayor Myrna Kragness, Councilmembers Debra Hilstrom, Kristen Mann, and Charles F. Nichols, Sr. Also present were City Manager Michael J. McCauley and Council Secretary Connie Beckman. Councilmember Kathleen Carmody arrived at 5:35 p.m. QUESTION /ANSWER FORMAT Five programs were asked to appear before Council tonight regarding requested monies. Fifteen minutes were allotted to each program for a question/answer session based on description overviews already submitted by each program. NORTH HENNEPIN MEDIATION Sue Piva was present, representing North Hennepin Mediation. In response to a question from Councilmember Hilstrom, Ms. Piva stated thirteen communities are serviced by North Hennepin Mediation. In 1995, Brooklyn Center generated 51 cases resulting in 153 residents being served. This is an increase from 1994 in which 37 cases were generated resulting in 93 residents being served. The main referral sources are the Police Department and City. There is a desire to see more referrals generated through establishment of new contacts resulting from word of mouth. Currently, there is a new program being started with monies from a small grant awarded by the Brooklyn Center Charitable Foundation to deal with youth in Brooklyn Center ages nine years and younger. Youth served would be those who have caused damage to property or caused a disturbance in the neighborhood. It is likely the police have been contacted in this situation, but 09/23/96 -1- not a lot is able to be done given the law and it implications; some type of consequence needs to be implemented. A mediator is put in place to help work out some resolution between the property owner and youthful offender. In response to Mayor Kragness, Ms. Piva stated the average number of settlement agreements after mediation over the years has been about 92 percent. In 1995, it was 87 percent. Ms. Piva stated the 1995 decreased percentage was due in part to a new approach with more difficult cases. In difficult case scenarios, a mediator will attempt to arrive at a workable situation prior to a mediation meeting. Ms. Piva outlined the Mediation's settlement agreement follow -up process. After a settlement agreement is determined, a mediator contacts the parties by phone inquiring of the agreement's status. If the agreement is very specific (i.e. agreement of a neighbor to install a fence because of a barking dog), *the mediator will ask specific questions. For example, "Has the fence been installed ?" "When was the fence installed ?" "Would you like to come back for a second mediation meeting ?" Any case is welcomed to return for a second mediation meeting if there is an unresolved issue(s). In response to Councilmember Nichols, Ms. Piva stated there is one full -time case manager, an executive director who works 30 hours, Ms. Piva who works 30 hours, and 44 volunteers. In the event funding was not given to North Hennepin Mediation, there would be no additional outreach services. Ms. Piva indicated this would be frustrating since there is a very successful program already in place which provides services to a variety of people in various stages in their lives. Presentations to youth in schools and various community groups, as well as some case development would be diminished and efforts refocused on obtaining of funding resources. Ms. Piva pointed out there has not been a request to Brooklyn Center for increased funding because of the belief that no one organization should fully support North Hennepin Mediation. Because North Hennepin Mediation is a community -based program, it should have a broad base of funding. Ms. Piva acknowledged past funding by the City has provided for a good base of fiscal support. In response to Councilmember Mann, she advised that board meetings are held every other month at 7:30 a.m. There are nine board members. In addition there are three committees -- Personnel, Evaluation, and Finance. The Evaluation committee meets once or twice a year. There are no board member participation requirements. Councilmember Nichols inquired about recidivism rates. Although families are afforded the opportunity to return a second time, this very rarely occurs. Ms. Piva added there are skills learned by participants in the program which enable them to problem solve on an individual basis. Ninety -four percent of all cases that come to Operation De Novo Hennepin County Juvenile Diversion Program result in an agreement (community service or cash reimbursement). And 98 percent of those cases have complied with the settlement terms. 09/23/96 -2- In response to Councilmember Nichols, Ms. Piva talked about schools and how North Hennepin's services address concerns generated by school liaisons with respect to family issues. North Hennepin is the only non - profit community based operation joint mediation for builders. In the past referrals were made by the Builders' Association, however, builders are now making direct referrals to North Hennepin. In response to Mayor Kragness, Ms. Piva indicated there is payment from a contract between North Hennepin and the Builders' Association. There is no charge to an individual builder or home owner. All services are offered at no cost with the exception of the Post- Divorce /Post- Relationship Mediation Program where fees are based on a sliding scale (per requirements by the grantor of this program's monies). It was noted no one is turned away and very few participants end up paying for the Post- Divorce /Post - Relationship services. In response to Councilmember Mann, various training is offered each year to people associated with North Hennepin Mediation. New volunteers participate in a required thirty -hour training program. This year, over forty-four hours of ongoing training was offered. Two other opportunities were recently added which were slightly over twenty -one hours. Each year, continuing volunteers are required to take eight hours of additional training. Most of the training takes place at North Hennepin's location, if the amount of participants is manageable. In some cases, need for a larger area might be required. Under question number nine: no in -kind contributions are received from Brooklyn Center. Volunteers are recruited via written articles and word of mouth. Word of mouth has appeared to be more productive, particularly by those who currently volunteer for North Hennepin Mediation. Councilmember Nichols inquired as to the percentage of the total budget being requested from the City. Ms. Piva responded it is 4.8 percent for the coming year. In response to Councilmember Carmody, the percentage of participants in the program who pay is very small. There was a Rule 114 in which a court ordered mediation occurred. Those parties came to an agreement that once a settlement was determined, a portion of the proceeds would be donated to North Hennepin Mediation. Some community members do give small contributions. Councilmember Mann inquired about the date of North Hennepin's non - profit status submitted to the City. Ms. Piva indicated there had been a name change of the organization which posed for confusion when reapplying for non - profit status; she will submit updated proof. In closing, Ms. Piva stated North Hennepin Mediation Program has been located in Brooklyn Center since 1983. This information is always mentioned at respective functions. As well, North Hennepin is the fiscal agent for the Brooklyn Center After School Program. City Manager McCauley indicated there have been referrals made to North Hennepin by the City. 09/23/96 -3- FIVE CITIES SENIOR TRANSPORTATION Rita DeBruyn was present, representing Five Cities Senior Transportation. In response to Councilmember Mann, Ms. DeBruyn indicated there were approximately 109 individual residents (unduplicated) served by the Five Cities Senior Transportation. Mr. DeBruyn clarified the number of total rides is different as one person could participate in various trip locations in a given month. Total rides in a given month is approximately 579. The Board of Directors meets once per year. In response to Councilmember Hilstrom,' an average monthly schedule is as follows: Mondays are grocery shopping day; Wednesday is leisure time /meeting of Brooklyn Center senior residents; second Friday /month is Ridgedale; third Friday /month is Brookdale; second Tuesday /month is WalMart; fourth Tuesday /month is Target. Consistency on a given month is strived for. The program is budgeted for based on a set schedule for patrons who have a more flexible schedule. There are 15 -18 activities /trips done each month. In response to Councilmember Nichols, no trips are designated for health care needs. When the program was first established ten years ago, the transportation program's goal was to be cost effective /efficient, while providing trips to locations where a large group could go. When considering health care needs, there is too diverse a clientele and respective providers which prohibits a cost effective means to provide this type of service. Ms. DeBruyn added other programs have previously provided transportation for health care needs such as CEAP. In response to Mayor Kragness, . there is a suggested donation of $1.50 per trip (in 1996) compared to $1.25 (in 1995). Title 3 funding prohibits establishment of a "set fee" versus a "suggested donation." In response to Councilmember Hilstrom, 95 percent of those who access transportation services do not have access to an automobile. Winter ridership ncreases slightly when people their e eo 1 P g b y P P P vehicles in the garage until spring. Kathy Flesher, Program Supervisor for the Parks & Recreation Department, added initially there were also riders who were able to drive, but rode the bus anyway as a means of exhibiting support for those whose only means of transportation was /is the bus. Long -term value was perceived by those people who were using it and now those people who used to drive are no longer able to, thus the bus is their only means of transportation due to health issues (i.e. sight). Councilmember Hilstrom inquired about access to transportation services for election voting purposes. Ms. DeBruyn responded that funds are a restriction, adding she believed the League of Women Voters was available to address this type of need. She referred to the joint powers agreement indicating each city shares equal financial responsibility depending on how much they use the system. 09/23/96 -4- Currently, there are five cities using the system with each city being allocated 22 -30 hours /month of time. Brooklyn Center uses one -fourth of the total allocated time strongly indicating a need for this type of service. Ridership has increased 27 percent with individuals served and 29 percent with riders. There is now a waiting list for riders for which new approaches are being considered to providing the most service to the most people by dividing Brooklyn Center up into geographic location trips. Councilmember Hilstrom inquired about income levels of patrons. Ms. DeBruyn responded this is a sensitive area and great care is taken when asking for this type of information. In response to Councilmember Carmody, the following businesses /organizations contribute to the Five Cities Senior Transportation: Brookwood Management Companies $30 -50 /month; Brooklyn Center Lions $200; Target $300; Brooklyn Center Lioness $100. As of October 1, 1996, there is a shortfall of only $44. Any contributions above and beyond `the $44, will be placed in a reserve account. Councilmember Mann inquired about Ms. Flesher's staff time involvement with respect to the bus schedule. None of her time is budgeted into the $11,599 allotted for personnel. Ms. Flesher stated Ms. DeBruyn formulates the schedule in an effort to save the program money. Ms. Flesher's time spent on the program is one to two hours per month. The transportation schedule is sent to the seniors. Any increase in users is dealt with on a case by case basis. There are two to three phone surveys done each year to assess effectiveness of each bus trip (i.e. stores frequented, length of shopping time allotted, etc.). BROOKLYN CENTER YOUTH FOOTBALL Jeanne Schuman was present, representing Brooklyn Center Youth Football. In response to Councilmember Mann, participants in the program range in age from five years to twelve years (up to 105 pounds). At the beginning of the season, there were 107 youth registered in the football program; 94 are still registered. Five participants are five years old. Six participants are girls. Councilmember Carmody inquired about respective financial documents not being submitted to the City. Ms. Schuman indicated there was a miscommunication regarding deadlines. The following are associated costs to program participants: $40 /registration; $25 /lease equipment; $75 /deposit which is returned when/if equipment is turned in; $30 /candy fundraiser. Some business donations are received. The Lions Club is the biggest contributor. Councilmember Hilstrom confirmed Brooklyn Park has its own football program and equipment. 09/23/96 -5- Councilmember Mann questioned why the youth football program is not offered through school. Ms. Schuman responded the program schedule does not coincide with the school schedule as the program starts in August. Advertising of the program is done via articles in local newsletters, word of mouth, and advertisements placed in newspapers. Ms. Schuman talked about the benefits of playing in the youth football program and how it prepares children for participation in school sports. Part of the program's goal is to reinforce pride in the community through growth in sports. There are some players which eventually participate on traveling teams (not associated with the youth football program). The football program is played at the following parks: Grandview; Central; Evergreen. BROOKLYN COMMUNITY BAND I Paul Schierenbeck was present, representing the Brooklyn Center Community Band. In response to Councilmembers Hilstrom and Nichols, there are 35 -40 Brooklyn Center residents who participate in the band, which represents 20 -25 percent of the membership. Members of the band range in age from high school to 75 years of age. In response to Councilmember Mann, over 60 percent of concerts performed were done so in Brooklyn Center and Brooklyn Park. The remaining 40 percent were performed in other communities such as New Hope (St. Theresa Home), Roseville, Lake Harriet, and Plymouth (Parker Lake). All concerts are free and there are no fees charged. Most concerts are in June and July, with an average of one concert a week, and a weekly practice. There is also a concert series done in December which consists of performances at a shopping mall and some retirement /geriatric facilities. There are also shared concert performances with high school bands. Also, during the summer there is a Concert in the Park The band has never turned down a request to play because of an inability to compensate the band for its time. The band has three funding resources: Brooklyn Center, Brooklyn Park, and band membership dues /other fund raisers (taste testing). Donations are not actively solicited, but readily accepted. Any donations given to the band over and above budgeted amounts, are used to offset the third portion generated by membership dues. Equipment owned by the band consists of seven to eight instruments (tubas, baritone horns, oboe), two tympany, a bass drum, and snare drum. This equipment was first purchased for the band when it first started almost 34 years ago; they are still in use. Monies budgeted are $500 for instrument repairs /maintenance and $500 for music. The instruments originally purchased by the City are in usable condition. Most instruments are owned by members of the band. Transportation of band equipment to and from a performance sight costs the City approximately $145 for two hours of maintenance staff time (two people). 09/23/96 -6- In response to Councilmember Nichols, reduction of the requested budget would result in a decreased purchase of music. Mr. Schierenbeck is the band director at the Osseo High School and borrows some of the high school's music for use by the band. The band's music is stored in file cabinets at Northview Jr. High School - -where the band meets on Monday nights- -and is catalogued for easy access. No other organization uses the band's music. Ownership of the band music would technically be divided between the bands three funding sources: Brooklyn Center, Brooklyn Park, and band membership. DISCOVER THE CENTER Rod Snyder was present, representing Discover the Center. Councilmember Carmody inquired about funding amounts traditionally received. Mr. Snyder replied previous fund raising was done on an event -by -event basis. However, the goal is to move towards a "shareholders" approach which would eliminate scrambling for funds, when needed. Mr. Snyder talked about "Levels 1, 2, 3" on the program information sheet. Each level refers to a certain standard of services /projects the Center would be able to perform based on funding amounts. Dollar funding plus in kind services (i.e. copying, mailing) would benefit the Center's cause greatly, creating the best scenario. The prospect of hiring a salaried coordinator to complete duties which are currently done by volunteers is being explored. If a program coordinator was hired, remuneration would be at approximately $6 /hour. This person could feasibly be housed at his /her home based on that person's equipment access (i.e. computer, FAX). Mr. Snyder also discussed wanting to have a phone line at City Hall and the ability to use the FAX and other facilities. Mayor Kragness inquired about the "We the People Rallies" and how interest will be generated. Mr. Snyder indicated positive word of mouth has benefirted Discover the Center. Councilmember Hilstrom inquired what fiscal ramifications would exist for Discover the Center if funding was not received. Mr. Snyder assured Council operations would not cease, however discontinuance of funding would be quite a blow. Currently, there are some private investors and businesses /corporations who realize the value of Discover the Center and realize its impact on the community. These investors and businesses /corporations benefit from the 501(6) status since Discover the Center is not considered a charity, but a non - profit organization that's fully deductible. ADJOURNMENT Mayor Kragness declared the meeting adjourned at 6:45 p.m. W 141 Z N..:]" City Clerk Mayor 09/23/96 -7-