Board
of Commissioners Meeting
November 12,
2003
BOARD MEMBERS PRESENT: |
Luvenia Butler, Ernest Freudenthal, Glenn Carter |
STAFF MEMBERS PRESENT: |
Dorothy Shell-Berry, Caroline Chamberlain, Pam McEwen, Renee Pratt, Karlene Polk, Dinah Gregory, Ali Mahmoud, Abdelghani Barre, Carol Wilson, Joyce Changler, Giovanni Achoe, Buist Hardison, Demitria Norman, Freda McDaniel, Pat Wingfield, Emma Simon, Jackie Campbell, |
Call to Order / Approval of Minutes
The Metropolitan Social Services Board of Commissioners met on Wednesday,
December 10, 2003. Chair Luvenia Butler called the meeting to order at 3:08 p.m. The minutes for the meeting held on November 12, 2003, were approved as submitted.
Volunteer Recognition
Ms. Butler explained that the Bordeaux Cemetery was in need of some landscaping and St. David’s Episcopal Church volunteered to do this at no expense to Metro Government. As a token of our appreciation, Chair Butler presented an engraved paperweight to Bryan Huskey, who accepted on behalf of the church.
Executive Director’s Report
Ms. Berry thanked everyone for being here.
The latest edition of the Communicator highlights some of the activities for the month and includes an article on the Fall Fest held at the Child Care Center. The event was extremely successfully and enjoyed by everyone who attended. Ms. Berry passed around a picture that was taken.
A tour of some Divisions of the Department will be held on Friday, November 21. We will meet at the Knowles Home at 8:30 a.m. and proceed by van to other sites. We should be back at the Knowles Home before lunchtime.
There will be a carnival tomorrow from 1:00 – 3:00 p.m. at the Knowles Home around the Metro Employee combined Charities Campaign. Two staff members have put together a fun-filled afternoon and everyone was invited.
The Web Pages are up-to-date and pictures of current Board members are included.
Ms. Berry reported we are in the final stages of identifying the group of individuals who will conduct our Program Audit. We should get results from the Performance Audit at the same time we get the results from the Program Audit. It was noted if we had any big problems we would have been told now. The Program Audit should be completed by the end of February; we may receive a preliminary report the end of January.
Ms. Berry introduced and welcomed Cristi Scott, our attorney from the Metro Legal Department
Financial Report
Ms. McEwen reported we were about $225,000 under budget at the end of October and project we will be about $244,000 under budget at the end of the fiscal year. Because Social Services was not overdrawn in fringe benefits in total in FY03, we did not receive a supplemental appropriation for the increase in health insurance and this is affecting both our Child Care Center and Nutrition Programs. The Nutrition Program is also over budget in food costs. The 4 Percent Fund has a balance of $304,000, all of which is designated; the Knowles Home has spent $65,000 on renovations; there were no activities in the Special Donations Fund during the month of October. It was noted the longevity money for employees is already in our budget.
Board Assignments
As discussed at last month’s meeting, Chair Luvenia Butler made the following Board assignments for the Department: Drake Holliday – Family Services and the Disability Information Office; Ernest Freudenthal – Refugee Services; Dot Dobbins – the Knowles Home and Adult Day Care; Gwen Harris – Richland Village and the Child Care Center;
Glenn Carter – Nutrition and Homemaker Programs; Luvenia Butler – she will be responsible for the Transportation Division until the vacancy on the board is filled.
Policies & Procedures
Ms. McEwen referred to the seven Policies & Procedures that were mailed to the Board and it was decided they would be presented separately for approval. She explained there was a change made to the Purchasing and Payment Policy, No. AC-0004. She reviewed the change and asked the Board to approve the policy as it is now written. A motion by Mr. Carter, seconded by Mr. Drake, to approve Policy No. AC-0004 passed by a unanimous vote.
Mr. Holliday made a motion, seconded by Mr. Carter, to approve Grant Accounting Policy, No. AC-0006; the motion passed unanimously.
A motion made by Ms. Dobbins, seconded by Mr. Carter, to approve Asset Management Policy, No. AC-0007, passed by a unanimous vote.
Following an extended discussion on The Medication Management Policy, No. SRV-0001, it was the Board’s decision to hold this policy for further clarification.
A motion by Mr. Carter, seconded by Mr. Freudenthal, to approve the Restrictive Behavior Management Policy, No. SRV-0002, passed by a unanimous vote.
Mr. Carter made a motion, seconded by Mr. Holliday, to approve the Service Delivery Policy, No. SRV-0004, passed unanimously.
Mr. Freudenthal made a motion, seconded by Mr. Carter, to approve the Customer Appeal & Grievances Policy, No. SRV-0006. By a unanimous vote, the policy was approved.
Ms. McEwen reported the three policies that were not approved at last month’s meeting have been sent to the Civil Service Commission and it is hoped we will have them returned to us to present at the December 10 meeting.
Personnel Report
Ms. Pratt reported that during the last seven months, there have been 15 new hires, eight are full-time and seven are part-time interpreters. There were seven terminations during this period and there are currently six vacancies in the Department. She noted some of the vacancies might be filled from the lay-off list.
Update on Senior Divisions
Ms. Chamberlain reported that the number of older adults in our community has increased by 8.2 percent since 1990 and that by 2050 one in five, or 20 percent of the community, will be over 65 years of age. One goal of the Senior Division is to integrate services within our Divisions and with partnerships so the needs of the seniors can best be met.
A brief report was given on each of our Senior Divisions:
• Adult Day Services – They have 85 on roll and many are frail and have dementia. End of life issues are more prevalent as more families keep their parents at home.
• Nutrition Services – The demand for home delivered meals is escalating. GNRC would reimburse us for the meals but not for the additional drivers we would need. Lack of funds could prevent us from participating in the Medicaid Waiver Program.
• Transportation – They provide 4400 trips a month to support the Nutrition and Adult Day Care Programs. They are working to expand their services since transportation is the #1 need for the elderly.
• Homemaker Services – They serve approximately 374 clients per month and are doing more personal care. They will become licensed in December and are working out details for this now.
• Knowles Home - They are serving 95-99 residents per month and those coming into care are frailer than in the past. More residents are on walkers, in wheel chairs and need oxygen. They are dealing with end of life issues.
Other
Ms. Berry reported that she and Ms. Butler recently met with the two representatives from the Mayor’s Youth Council. They would like to tour our Divisions and see what we do but cannot join the Board for this on November 21 because this is a school day for them. Ms. Berry and Ms. Butler are going to meet with them on Wednesday, November 26, to work with them on a report that is due the first of the year. The students will also be treated to lunch.
Adjournment
There being no further business before the Board, the meeting was adjourned at 4:25 p.m.
_____________________________________
Dorothy Shell-Berry
Interim Director of Social Services
cc: Council Member Morris Haddox
Cristi Scott, Law Department
Jennifer Gash, Mayor’s Office
Loreen Spain, Internal Audit
Ann Paine, the Tennessean