Board of Commissioners
Meeting
January 22, 2003
BOARD MEMBERS PRESENT: |
Diane Neighbors, William Coke, Luvenia Butler, Dot Dobbins |
STAFF MEMBERS PRESENT: |
Michael J. Miller, Pam McEwen, Caroline Chamberlain, Renee Pratt, Karlene Polk, Julius Witherspoon, Gary Bock, Tarver Smith, Ann Carney, Shirley Stephens, Liz Hager, Darla Peterson, Sharon Glenn, Judy Bush, Dinah Gregory, Jackie Page, Giovanni Achoe |
GUESTS PRESENT: |
Terry Hirsch, Marty Reeder and David Haney, Metro Data and Telecommunications Office |
The Metropolitan Social Services Board of Commissioners met on Wednesday, January 22, 2003. Chair Diane Neighbors called the meeting to order at 3:12 p.m. The minutes for the meeting held on December 18, 2002, were approved as submitted.
Announcements, Introductions and Recognitions
Mr. Miller recognized Liz Hager from the Homemaker Program, supervised by Shirley Stephens, Darla Peterson, Nutrition Program, supervised by Caroline Chamberlain, and Sharon Glenn, Nutrition Program, supervised by Darla Peterson, for completing 10 years of service with Metropolitan Government; Judy Bush, Homemaker Program, supervised by Jacqueline Campbell, and Dinah Gregory from the Refugee Services Division, supervised by Mike Miller, completed 15 years of service; Caroline Chamberlain from Administration, supervised by Mike Miller, completed 20 years of service and Jackie Page from the Disability Information Office, supervised by Caroline Chamberlain, completed 25 years of service. Each of these employees were congratulated and thanked for their contributions to Metropolitan Government.
The dedication ceremony for the recently installed monument at the Bordeaux Cemetery was held on December 21 and was well attended. Mr. Miller thanked Giovanni Achoe for her work on this project.
Director’s Report
Mr. Miller reported we are in the early stages of planning for the relocation of our offices from the Howard Office Building and expect to be moved within the next year to either another area of this building or out of this building to another location. In April, the Mayor’s Office will be moving to the Old Ben West Library so renovations can be made to the Court House. The Board will be kept informed as moving plans unfold.
Mr. Miller continues to work with the Homeless Task Force around the issue of the homeless in the downtown area. Training is scheduled on February 4 for congregation members to learn how to respond to the homeless.
Mr. Miller and Ms. McEwen met with Dan Randall, a grant finder and developer consultant to Metropolitan Government, regarding available funding for children’s services.
Financial Report
Ms. McEwen reported we have completed the first two quarters of this fiscal year and we continue to be within our budget with the exception of the Knowles Home and the Senior Dietary Units. They are currently operating at full occupancy and this has had an impact on both staffing needs and food costs. We will meet with management of the Knowles Home to look at both these issues and make necessary adjustments. We have received the contract amendment from the state that will return $93,000 to our Homemaker Division. As a whole, the Family Services Division is within their budget but the single line item for family services grants is over budget by $2,700. Ms. Polk will give more information on this later today. The 4 Percent Fund has a balance of $448,067, all of which is designated; the balance in the Donations Fund is $23,890.
Approval of Council on Accreditation Application Submission
Chair Neighbors reported she and Mr. Miller had met and completed the application for the Accreditation process and asked the Board’s approval to submit this application. A motion by Mr. Coke, seconded by Ms. Butler, to submit the application passed by a unanimous vote.
Mr. Miller reviewed some of the reasons Accreditation is important. It will increase the value of our services, assure our clients they will receive the highest standard of treatment, measure us against other agencies, guide our best practices within the Department and help us meet our departmental goals. The time line for achievement is 12 – 18 months and will cost around $50,000. Mr. Miller noted that some agencies are not approved the first time they apply and have to make more improvements.
Financial Assistance Fund Status and Action Report
Ms. Polk reported Family Services is experiencing a greater demand for grants and explained that at the end of December, the grant line item was overspent by $2,700. A contingency plan has been prepared and Ms. Polk reviewed each type of grant and how each will be handled. We will be looking at using the Camilla Caldwell Fund for legitimate needs and make the appropriate referrals to other agencies. The Board was asked to approve the implementation of Plan A and Plan B as needed. A motion by Mr. Coke, seconded by Ms. Butler, to adopt this plan passed by a unanimous vote.
FY 2003-04 Budget Planning Process Recommended Priorities
Mr. Miller announced the budget kick-off will be February 3 and we expect to receive a calendar of expectations at that time. Unlike previous years, the budget will be on-line and only accessible to those who are designated. Meetings have been held with each program for budget considerations and Mr. Miller reviewed points of high interest. Included are: 1) an increase in Family Services grant funds; 2) additional support and enhancement of the Disability Information Office; 3) additional Community Services staff which will improve our response to homeless persons; 4) have more family resource centers with a staff person at each site; 5) additional staff for the Child Care Center to more easily meet staff-child ratio and maintain the 3 Star rating; 6) look at the transportation demands for seniors; 7) staffing and medical needs at the Knowles Home. Ms. McEwen explained we would like to be finished with a budget to present to the Finance Department by the end of February.
Other
Ms. Butler asked about the Knowles Home renovations. Mr. Bock explained that although not much has been done, a contract is in place with a timetable and he will bring more detailed information to the Board next month.
There being no further business before the Board, Chair Neighbors adjourned the meeting at 4:06 p.m.