Board of Commissioners Meeting August 18 , 2004
BOARD MEMBERS PRESENT: Luvenia Butler, Jose Gonzalez, Glenn Carter, Leonard Bradley, Dot Dobbins, Linda Mattson.
STAFF MEMBERS PRESENT: Dot Berry, Tanya Gray, Camille Boydston, Giovanni Achoe, Dean Nelson, Pam McEwen, Scott Wells, Damir Obradovic, Karlene Polk, Caroline Chamberlain, Dinah Gregory, Pam Sylakowski, Liz Hager, Jackie Campbell, Pat Wingfield, Rhonda Smith, Willie Beasley, Gary Bock, Marvin Brewer, Darla Bennings, Felecia Page, Brenda Venson, Steve Lavigne, Ouida Hamilton.
GUESTS PRESENT: Delaine Linville, HR, Mark Naccarato, SEIU, Kelly Whitfield, Social Services Intern, Susan Jones, Legal Department, Judith Tackett, Nashville City Paper, May Bennett, Bordeaux Hospital, and Barbara Morrison, Bordeaux Hospital.
Minutes
Call to order
The Metropolitan Social Services Board of Commissioners met on Wednesday, August 18, 2004. Chair Luvenia Butler called the meeting to order at 3:12 p.m.
Approval of Minutes for 7/21/04 Mr. Bradley pointed out the wording regarding the transfer of the Knowles Home to the Hospital Authority was incorrect as written in the minutes. The motion should read as follows:
Move to approve the transfer of Knowles Home and Adult Day Services to Bordeaux Hospital conditioned by three conditions; employees who are transferred maintain all seniority, wages, benefits and job rights; all Federal and State funding agencies approve; the transfer to take effect at least 30 days after the ordinance is approved.
Mr. Bradley moved to accept the minutes with the above correction. His motion was seconded by Mr. Carter, and approved by voice vote.
Director’s Report
Ms. Berry announced this would be her last Board meeting, since Mr. Micai would be Director at the next meeting. Ms. Berry said she was looking forward to bringing the new director to Metro Social Services. She announced that the Metro Ordinance BL2004-304 was passed on second reading last night (August 17, 2004). This is the ordinance to transfer the Knowles Home to the Hospital Authority.
Ms. Berry stated transition meetings would continue to be held for the next several weeks, since she wants this transfer to be handled with the utmost concern and no loss of services to our consumers.
Ms. Berry announced the Child Care Center is losing nine of its eleven staff persons. These employees have requested transfers to other positions. The Center’s Program Manager, Brenda Venson, is concerned about maintaining the high quality of service delivery. Ms. Berry requested from the Board authorization to contract with Nashville SEES, a firm that supplies the type of temporary help our Child Care Center requires. It is important that our clients are served. A program review the Tennessee Department of Services (DHS) review is scheduled to occur in September, but an extension has been requested. The approval to contract with an outside vendor will help make sure we have adequate staff at the Child Care Center. Nashville SEES will be able to provide assistant teachers, and five group care aides, all qualified for the positions. Ms. Venson reported Nashville SEES has agreed to work with our Child Care Center on a month-to-month contract.
Mr. Bradley made a motion that the Board of Commissioners authorize the Director to enter into whatever type of contract is needed for temporary services at the Child Care Center. Motion was seconded by Dot Dobbins, and approved by the Board.
Ms. Berry recognized Scott Wells for his help with the office reorganization.
Mr. Carter expressed the Board’s appreciation to Ms. Berry for all the things she has done since she became Interim Director.
Approval of Minutes of 8/4/04
Chair Butler inquired if everyone had completed their review of the minutes of August 4.
Mr. Bradley had two corrections to the minutes. First correction: Following the vote on Mr. Dennis Micai, the outcome of which was four to appoint and three not to appoint, the Board voted on Ms. Geraldine Robinson. The vote was three to appoint and four not to appoint. Mr. Micai was selected as Director-Elect of Metro Social Services.
The second correction is as follows: Mr. Bradley made a motion that Chair Butler be authorized to set the salary for the new Director. Motion was seconded and approved.
Mr. Bradley moved that the minutes with the two corrections be approved. Mr. Carter seconded, and the minutes were approved with the two changes.
Chair Butler announced Mr. Micai will be here on Friday, August 20, to sign his contract and discuss expectations with the Board. Since Ms. Berry will be working closely with Mr. Micai after he arrives in Nashville, her contract has been extended until September 30.
Financial Report
Pam McEwen stated this report includes detailed information on the budget for each program. The budgets are for the entire fiscal year. At the present time, we appear to be over budget due to the way the retirement incentive bonuses were allocated, but that will be adjusted to reflect the expenditures in the previous fiscal year. Projecting for the whole year, we will probably be under budget. We do not anticipate additional capital projects for 2005, and are starting the year with approximately $250,000.
Prior to Ms. Chamberlain reporting on stakeholder meetings, Chair Butler recognized Councilwoman Pam Murray who was among the guests.
Susan Jones of the Legal Department reminded everyone that all meetings need to be posted. In addition to the regular recipients, a notice should be e-mailed to the Public Meeting Media Notification address.
Stakeholder Meeting Reports
Child Care Center
Ms. Chamberlain reported on a Child Care Center meeting held July 27. Representatives from other agencies, consumers, and two Board members attended. At this meeting it was determined there is a need for infant/toddler care in this area, but new questions continue to arise. Follow up meetings will continue to be held.
Ms. Dobbins recommended caution to avoid sending a message which could mislead people that the program is being abandoned. Mr. Bradley stated there is not enough information to make a decision. It is possible an alternative type program may be wanted, but there is not enough information at this time.
Refugee Services
A meeting was held August 4. DHS, the primary funding source for Refugee Services, does not want this program split among different agencies. They also request if the program does change, it should be after the completion of this fiscal year, and they be given a notification of change by January 2005 to prepare to contract with another agency. While DHS and Catholic Charities expressed a preference that the program remain where it is now located, Catholic Charities indicated that if MSS discontinues this service, they would be interested in applying with DHS for the funding. NCAC also expressed an interest in applying for the program.
Family Services
The Family Services stakeholder meeting was held August 5. A representative of Metropolitan Action Commission in attendance stated additional meetings would be needed to review in more detail the audit recommendations for MAC to assume leadership for the Family Services program. A representative of MDHA stated Nashville does not need another monitoring agency. All representatives expressed appreciation for the quality of service provided by Family Services.
ADA Update
Ms Chamberlain reported MSS is awaiting final approval for the funding transfer from the Budget Office. The number assigned to the Disability Information Office is being transferred to the ADA Compliance Office. Due to conditions placed on persons retiring under the incentive program, MSS cannot pay former employees to provide training to the ADA office. Provisions of the incentive retirement bonus prohibit retired employees from working for the Metropolitan Government for at least one year after retirement. Mr. Bradley asked if there were an alternative in perhaps contracting with a temporary agency which could use the expertise of these retired employees.
Board Retreat
Ms. Chamberlain advised the Board that it is time to set a date for the Annual Board Retreat. She requested the Board to consider moving this retreat up to some time in October, and Board members discussed possible dates to schedule the retreat. Ms. Berry stated she hoped this retreat would include a tour of the various programs under Metropolitan Social Services. It was also noted the budgets need to be prepared, as they are due in January. These budgets need to be prepared as soon as possible. Ms. Chamberlain also requested that the Board begin consideration of developing the new business model.
Intern/Field Instruction Agreement Draft
Ms. Chamberlain presented a draft of a contract to be executed by Metro Government, Metro Social Services, and institutions of higher learning for social service interns. She reported Ms. Susan Jones with Metro Legal Department has worked on this draft. Mr. Carter asked about background checks, and Ms. Jones stated she would see about putting this into the contract. Ms. Dobbins stated childcare agencies have to have background checks. In answer to the question of what college or university this contract apply to, Ms. Chamberlain responded that the contract would apply to any institution of higher learning in the Middle Tennessee area. Mr. Carter made a motion that the Board approve the draft with the addition of background checks. Motion was seconded by Mr. Gonzales, and approved by voice vote.
Richland Village Update
Ms. Karlene Polk reminded the Board Richland Village was operating this year in the No Child Left Behind Program. In looking for qualified instructors, the plan is to contract with Metro school teachers to instruct the students. Richland Village has contracted with Metro schools in the past for the T-Cap Academy and Summer Camp Programs, and it has been satisfactory. Ms. Polk informed the Board Ms. Victoria Greer was interested in continuing with the program on a part-time basis, probably up to 19 hours per week. Additional teachers would probably work 8 – 9 hours per week for the school year and funding would come from restructuring staff. Julius Witherspoon advised the Board that the school principals are very excited about this program. He wants to provide the highest quality service to the students this year. Mr. Witherspoon informed the Board he had a contract that has been used in previous programs. He will make sure Ms. Jones receives a copy of this contract. Ms. Mattson made a motion that the Board authorize Ms. Berry to put a contract in place to allow the appropriate actions to provide the services in the educational program operated by Richland Village Community Services. Motion was seconded by Mr. Carter, and approved.
Chair Butler informed members the Board meetings are now on a regular schedule of the fourth Wednesday of each month, and the next Board meeting will be September 22, 2004, at 3:00 p.m.
There being no further business, Ms. Mattson made a motion to adjourn. Mr. Carter seconded the motion, and it was approved. Meeting adjourned at 4:45 p.m.
_________________________________
Dorothy Shell-Berry
Interim Director of Social Services
cc: Susan Jones, Metro Legal Department
Kelle Boyd, Mayor’s Office
Loreen Spain, Internal
Ann Paine, the Tennessean