Board
of Commissioners Meeting
March 31 ,
2004
BOARD MEMBERS PRESENT: |
Luvenia Butler, Dot Dobbins, Ernest Freudenthal, Drake Holliday, Glenn Carter, Gwen Harris |
STAFF MEMBERS PRESENT: |
Dorothy Shell-Berry, Caroline Chamberlain, Pam McEwen, Karlene Polk, Julius Witherspoon, Abdelghani Barre, Camille Boydston, Tarver Smith, Wenford Barnres, Gary Bock, Donna Martin, Giovanni Achoe, Marie Milstein, Steve Lavigne, Darla Bennings, Pat Wingfield, Tanya Gray, Pam Sylakowski |
| GUESTS PRESENT: | Margaret Holleman, Aisha Koroma |
Call to Order / Approval of Minutes
The Metropolitan Social Services Board of Commissioners met on Wednesday, March 31, 2004. Chair Luvenia Butler called the meeting to order at 3:05 p.m. The minutes for the meeting held on February 25, 2004, were approved as submitted.
Executive Director’s Report
Ms. Berry thanked the Board for all their support and expressed her appreciation to the Board members who attended the budget meeting this morning. It is hoped we will be one of the Departments that will not have to be cut by 10 or 15 percent.
Ms. Berry reported we have been partnering with other agencies for the homeless count. This was a tremendous undertaking with Karlene Polk and Brenda Ross being our lead people; we had other staff participating and will recognize this group at next month’s board meeting. The count began on March 24 around 1:00 a.m. and was completed between 5:30 and 6:00 a.m. We do not have an official count as yet.
With regard to the audit, Ms. Berry talked to Cliff Rhodes yesterday and he said they should be finished and have an official first draft by the end of next week. The first report will go to Internal Audit, however, we are not sure of the process after that. Ms. Berry would like to be able to talk about the audit when the Board meets next month.
Ms. Berry announced there were 25 staff members who completed the Metropolitan Management Institute (MMI) training. This training is an educational partnership between Metro and the University of Tennessee for managers and supervisors. A graduation celebration was held yesterday at the Convention Center. Ms. Berry congratulated all the graduates.
The official announcement for the Social Services Director is out and resumes are due April 15. Mr. Meng met with some of our stakeholders so they could voice their opinions and help him write the announcement. Mr. Meng should be back in Nashville after April 16 and Ms. Berry would like him to talk with the Board as well as some of the staff.
Ms. Butler distributed copies of the brochure prepared by Mr. Meng’s firm. Mr. Meng will bring a list of the most qualified candidates to the Personnel Committee, composed of Ms. Butler, Ms. Dobbins and Mr. Carter. They will report to the Board.
National Social Work Month
This is National Social Work Month and this year’s theme is The Power of Social Work…Pass It On. Ms. Chamberlain reported that due to the TCSW Conference, plans to recognize our social workers would be put off until next month. Linda Moynihan will also attend to accept a donation to TCSW in honor of Bill Moynihan. At that time, we want to honor our social workers for all the good work they do to make us a Best Practice agency.
Mr. Carter announced that Wednesday, April 7, is Social Work Day on the Hill. There will be a meeting with the Legislators at 9:00 a.m. in the War Memorial Auditorium. Everyone is invited.
Financial Report
Ms. McEwen reported that we have completed eight months of the year and we continue to be within budgetary limitations. Fringe Benefits is still an issue, however, the Finance Department has indicated that an additional appropriation will be made to cover this deficit during the last quarter of the fiscal year. There is a balance of $280,000 in the 4 Percent Fund; we will continue to fund capital needs from this balance until additional funding is approved. The ADA required renovations at the Knowles Home, as well as the renovations to the old Bordeaux Library, now known as the William F. Moynihan Center, should be completed this year. The Special Donations Fund has a balance of $31,294.
Ms. McEwen distributed a copy of the information presented at the budget meeting this morning. There will be several more meetings before the budget is actually adopted.
Up-Date on Richland Village
Ms. Polk reviewed some of the high lights at Richland Village since they switched from the residential program. In Fiscal Year 02-03, we offered family support services to five middle schools, transportation for two schools, the TCAP Academy during the spring at Bailey and Dalewood Schools, and added the summer camp.
This fiscal year we wanted to continue to develop relationships to best utilize the staff. We began after-school instruction in the Stratford Cluster and began offering family support services as well as support for other enrichment programs to students at Bass Middle School, a part of the new Pearl Cohn Cluster; parenting classes were offered and we have completed seven to date; referrals from Caring for Children for homemaker services declined and we began soliciting referrals from other sources; nine staff members have relocated from Cottage 1 into the Briley Building and Richland Hall in preparation for the demolition of the cottages and swimming pool.
Current opportunities include moving some staff into community locations and submitting application for involvement in the No Child Left Behind program. The CSA director and Juvenile Court have approached us to become a part of reviewing and revising children’s services to keep children out of state custody.
Mr. Witherspoon reviewed the plans for next year. This includes aligning services and staffing with budget and performance audit recommendations; submit a proposal to be approved for the No Child Left Behind program; plan for expanding community-based staff and coordination within MSS programs; continue discussions with CSA and Juvenile Court about collaborative opportunities; complete policies and procedures to support 04-05 services.
Ms. Polk noted we are looking at a time frame of two years for everyone to be moved from the Richland Village site. Ms. Berry feels we need to be looking at opportunities in the community for moving; it will help our partnerships.
Commissioner Carter reported that he recently went to Richland Village and was shown around by Tarver Smith. He wanted to be on record as saying there is no security at the facility once the staff leaves at the end of the day. There is a liability risk when someone comes on campus and staff is not present. He feels the quicker we move, the better.
Ms. Polk presented the Richland Village Community Services Policy, No. SRV RV-0016. A motion was made by Mr. Freudenthal, seconded by Mr. Carter, to approve the revised policy. The motion was passed by a unanimous vote.
Late Agenda Item
Chair Butler recognized Abdelghani Barre from our Refugee Services Division.
Mr. Barre presented two grants; the first is a continuation grant in the amount of $115,000 that would help the senior refugees use the services available to them in the United States. The second request is for permission to submit an application to the U. S. Department of Justice for a grant in amount of $60,000. The funds would be used to prevent discrimination on the basis of national origin and would not pertain just to refugees. It was noted this grant is similar to Title VI, but is not the same. A motion was made by Mr. Holliday, seconded by Ms. Dobbins, to approve these two grant applications. By a unanimous vote, the motion was approved.
Other
Mr. Carter reported he and Ms. Mattson had been invited by VIPPS to participate with 12-15 other agencies around the issue of transitioning out of foster care. Grant funds related to foster transitioning are running out and there is a need to continue this service. Ms. Mattson had talked with both Ms. Berry and Ms. Polk about this but Mr. Carter wanted the Board to be aware of it. He will pass along information as it becomes available.
On behalf of the Board, Chair Butler congratulated the 25 employees who completed the MMI training and thanked Brenda Ross, Karlene Polk, Dot Berry and Shirley Stephens for all their hard work on the homeless count.
Adjournment
There being no further business before the Board, the meeting was adjourned at
4:12 p.m.
___________________________________
Dorothy Shell-Berry
Interim Director of Social Services
cc: Margaret Holleman, Metro Legal Department
Kelle Boyd, Mayor’s Office
Loreen Spain, Internal Audit
Ann Paine, the Tennessean