Board of Commissioners Meeting June 16 , 2004
BOARD MEMBERS PRESENT: Luvenia Butler, Dot Dobbins, Drake Holliday, Leonard Bradley, Glenn Carter, Linda Mattson, Gwen Harris
STAFF MEMBERS PRESENT: Dorothy Shell-Berry, Caroline Chamberlain, Pam McEwen, Dinah Gregory, Karlene Polk, Ann Carney, Tanya Gray, Mary Owens, Marie Milstein, Shirley Stephens, Brenda Venson, Wenford Barnes, Marvin Brewer, Gary Bock, Julius Witherspoon, Vickie Perry, Camille Boydston, Sherry Long, Barbara Anderson, Donna Martin, Fran Binkley, Jackie Page, Janet Campbell, Joan Cannon, Gail Gaines, Arneda Horton, Freda Minnis, Carolyn Sellers, Demitrai Norman, Emma Powell, Patricia Stallworth-Price, Martha Teasley, Martha Hunt, Judy Bush, Linda Murphy-Esmond, Ali Mahmoud, Mabellean Lively, Linda Porter, Kawanis Huggins, Giovanni Achoe, Steve Lavigne, Pam Sylakowski, Darla Bennings, Sandra Bivens, Betty McDonald, Joyce Chandler, Liz Hager, Patricia Wingfield, Jackie Campbell, Mohamed Ibrahim, Gloria Nance
GUESTS PRESENT: Ernest Freudenthal, Michael Miller, William Coke, William Barnes, Linda Moynihan, Diana Vincent, Veronica Frazier, Ashley Daugherty, Kim McDoniel, Don Dodson, Ken Murray, Andrei Lee, Hannah Brooks, Maisha Grigsby
Minutes
Call to Order / Approval of Minutes
The Metropolitan Social Services Board of Commissioners met on Wednesday, June 16, 2004. Chair Luvenia Butler called the meeting to order at 3:05 p.m. Commissioner Bradley made a motion, seconded by Ms. Harris, to approve the minutes for the meeting held on April 28, 2004. By a unanimous vote, the minutes were approved as submitted.
Executive Director’s Report
Mrs. Berry recognized Ernest Freudenthal, who served for 25 years as a member of the Social Services Board of Commissioners. A token of appreciation was presented to Mr. Freudenthal for his years of service and dedication to this agency. Mr. Freudenthal expressed his gratitude for the award and for having the pleasure of serving on this Board.
Mrs. Berry recognized and welcomed past director of Social Services, Michael Miller, and former board members Bill Barnes and Bill Coke. She thanked them for coming today.
At the board meeting held on April 28, we talked about renaming the old Bordeaux Library the William F. Moynihan Center. Mrs. Berry said she is happy to report that it is now official and recognized Linda Moynihan, who attended today.
Employee Recognitions
Service pins were awarded to two employees: Jacqueline Campbell from the Homemaker Program (supervised by Patricia Wingfield) was presented a pin for ten years of service; not present was Norma Reese from the Family Services Program (supervised by Carol Wilson) who received a pin for 35 years of service. Mrs. Berry congratulated Ms. Campbell and Ms. Reese.
Recognition of Retirees
Mrs. Berry reported there are 32 employees retiring from the Department and their combined years of service total 747 years. Those retiring are: Barbara Anderson and Ann Carney (Administration); Nellie Carter, Donna Martin and Gail Williams (Adult Day Care); Mary Hughes and Margaret (Child Care Center); Fran Binkley and Jackie Page (Disability Information); Janet Campbell, Joan Cannon, Gail Gaines and Norma Reese (Family Services); Judy Bush, Arneda Horton Freda Minnis, Emma Powell, Patricia Stallworth-Price and Martha Teasley (Homemakers); Eve Baldwin, Carol Bennett, Carl Cathey, Marsha Scales and Mildred Squires (Knowles Home); Martha Hunt and Linda Murphy-Esmond (Nutrition); Ali Mahmoud and Joyce Peet (Refugee Services); Mabellean Lively and Linda Porter (Richland Village); Barbara Askew and Betty Rutherford (Transportation).
Financial Report
Ms. McEwen reported that we have completed ten months of this fiscal year and continue to be under budget. After this report was printed, we received an appropriation of $334,000 to cover the deficit in fringe benefits that has been an issue this fiscal year. The 4 Percent Fund has a balance of $258,755. We will need to use this money as carefully as possible as we did not receive an appropriation to fund operating capital for FY04. The renovations at the Knowles Home and William F. Moynihan Center should be completed by the end of the year; there is a balance of $31,525 in the special donations fund. A motion by Mr. Holliday, seconded by Mr. Carter, to approve the financial report as submitted passed by a unanimous vote.
Special Introductions
Chair Butler introduced the two new representations from the Mayor’s Office of Children and Youth: Hannah Brooks, a senior at Hillwood High School and Maisha Grigby, a senior at Hillsboro High School.
Request for Direction
Mrs. Berry requested clearance from the Board to request an exception from Human Resources to fill positions that will be vacant due to retirements. After extended
discussion, Mr. Bradley made a motion that the Board approve the Director’s request for permission to seek a hiring exception for Adult Day Care, Family Services, Homemaker Services, Knowles Home, Child Care Center, Nutrition Program and Refugee Services. The Disability Information Office, Richland Village Community Services and Transportation will be revisited and are not included in this request. The motion was seconded by Ms. Dobbins and approved by a unanimous vote.
The Disability Information Office will not have anyone on staff after June 30. After much discussion, it was decided that perhaps this office is not a good match with the ADA Office. Mrs. Berry suggested that she might know someone who could take over the office until a definite decision is made regarding this program.
With regard to the Richland Village Community Services Program, they need to know whether to plan for the second session of summer camp and for the 2004-05 school program. The funding for this program is included in our budget. Ms. Dobbins made a motion that RVCS prepare for the second session of summer camp and the upcoming school year. The motion was seconded by Mr. Bradley and passed unanimously.
Mrs. Berry reported the Transportation Division needs good vehicles to provide adequate transportation for our clients. Ms. McEwen stated that although we have money in our budget for the needed vehicles, Fleet Management continues to ignore our requests. Ms. Harris made a motion that we submit a letter to the person in charge of Fleet Management and ask them to reconsider. Mr. Carter seconded the motion and by a unanimous vote, the motion passed.
Audit Report
Kim McDoniel of Internal Audit and Ken Murray of Maximus were introduced. Ms. McDoniel thanked the staff for their cooperation throughout the audit. She explained a meeting had been held with board members earlier today and they had talked about our response to the audit. She stated that the audit recommendations were a business model, not an implementation model. Internal Audit will be available to the Board to answer any questions and assist in any way. Veronica Frazier can address any Human Resource matters. Following her remarks, she introduced Ken Murray. Mr. Murray described how the audit was prepared, explaining the concept of outsourcing and coordinating service delivery rather than providing direct service to our clients.
Each of the Commissioners gave their thoughts and opinions of the audit and there was a lengthy discussion. Mr. Holliday noted that two years ago a study was done to see if Family Services could go with Metro Action. He requested to see a copy of this study and Ms. McDoniel said she would provide one for him. Ms. Mattson moved that the Board accept the proposed business model of planning, coordinating, contracting, quality assurance, and client intake and referral as the foundation of Metropolitan Social Services, while at the same time looking at all current services the agency provides to
determine where they best fit, whether it is contracted out, either to another Metro agency or outside agency, or retained. This motion was seconded by Mr. Carter and approved by a vote of six to one.
Mrs. Berry, Ms. McDoniel and Ms. Frazier will work out a schedule to begin looking at the audit recommendations.
Other
Mrs. Berry announced that the Volunteer Banquet sponsored by our Nutrition Program would be on Friday, June 18, 11:00 a.m. at the Madison Senior Citizens Building. Everyone is invited.
Chair Butler announced that the July meeting for the Board would be on Wednesday, July 21. We will let you know where the meeting will be held.
Adjournment
There being no further business before the Board, the meeting was adjourned at 4:50 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