Board
of Commissioners Meeting
February 23, 2005
| BOARD MEMBERS PRESENT: | Leonard Bradley, Luvenia Butler, Glenn Carter, Jose Gonzalez, Gwen Harris, Linda Mattson |
EMPLOYEES
PRESENT: |
Giovanni Achoe, Darla Bennings, Jackie Campbell, Caroline Chamberlain, Dinah Gregory, Liz Hager, Ouida Hamilton, Yuri Hancock, Pamela McEwen, Karlene Polk, Tarver Smith, Pam Sylakowski, Scott Wells, Pat Wingfield, Julius Witherspoon |
| GUESTS PRESENT: | Margaret Holleman, Legal Department, Kelly Wingfield, Intern |
Chair
Butler called the meeting to order at 3:00 pm.
Chair Butler inquired if there were any changes or corrections to the minutes of the meeting of January 26, 2005. There being no changes or corrections, Mr. Carter made a motion to accept the minutes. The motion was seconded by Linda Mattson. Minutes were approved by voice vote.
Finance Report: Pamela McEwen presented the finance report. She reported we have completed seven months of the fiscal year, and are still under budget, and will continue to be under budget for fiscal year 2005. Family Services is working to make sure they stay within their budget for the year. The plan they have adopted is helping to achieve this goal. Approximately $7,000 of the 4% fund has been spent this year, and there is about $250,000 in the 4% reserve. $63,000 will transfer to the Hospital Authority, and the Child Care Center will be closed as well. Approximately $23,000 is available in the Special Donation Fund, the majority of which is in the Camille Caldwell Fund.
Program
Updates: Caroline Chamberlain reported that since the Board
had approved the New Business Model, Sr. Management had met with the
Council Committee for Health, Hospitals, and Social Services. Both the
SEIU and Council
did express concerns, and have asked that Legal look into the possibility
of Social Service and Metro Action Commission being combined.
Ms. Chamberlain presented the Board with a task list for the transitioning of programs, and should have a full transition plan the first part of March. Yuri Hancock has arranged classes on resume writing and interview skills. Fifteen persons attended the class on February 15, and she has about thirty persons signed up for the next training dates. Employees are being encouraged to look into the positions they are qualified for.
Adult Day Services – The transfer to the Hospital Authority went smoothly, and the program is now serving 69 participants at Knowles Home. We will keep in touch with them as part of our continuing involvement.
Knowles Home – Staff and residents appear to be satisfied with the transfer. There are now 91 residents at Knowles Home.
Disability Information Office – The one position transferred to the ADA Office has been filled. They are handling an average of 7 – 10 calls per day. Several calls each day continue to be for the Social Security Administration. This person also serves on the Mayor’s Advisory Council for Persons with Disabilities rather than having two persons from two different departments.
Child Care Center – An update in addition to the report provided to Commissioners, the Child Care Center’s assessment by DHS has been completed and the center has retained its Three Star rating.
Transportation – The change to AccessRide should take place by February 28, 2005. Letters have been sent to all Transportation customers. Metro Social Services will continue to provide backup for those that need to apply to AccessRide, or find alternative services for those that have not been approved for AccessRide. Drivers will be in place all of March, which will give us 30 days to work with any challenging situations. In response to questions, Ms. Dinah Gregory stated a series of letters had been sent, and phone calls have been received each time a letter was sent. Some customers do not understand the Access Ride application process. The Nutrition staff has tried to explain how the new system will work, and continues to work with these customers individually. Limited transportation will continue to be provided by Social Services for the remainder of the fiscal year. After February 28, Metro Social Services Staff will facilitate transportation for those seniors who do not qualify for AccessRide.
Pilot Project – Approximately thirty new clients will be served by April 1, 2005 as a result of the pilot project funded by vacant positions. Twelve Homemaker clients are either enrolled or being assessed, and a new Nutrition site will be opening March 7 at the Antioch Community Center.
A question was posed regarding Councilman Briley’s comment at Council regarding the possibility of a merger of Social Services and the Metro Action Commission. Margaret Holleman, our Legal Department representative, stated that to her knowledge the Legal Department has not received a formal request to investigate this.
The Board discussed how often updates are needed on programs that have been transitioned out. It was determined a quarterly report would be adequate for all programs except Transportation. A monthly update will be furnished to the Board on Transportation until its transition is complete. With the exception of Transportation, the next comprehensive update is scheduled for May, 2005.
Personnel Update – Yuri Hancock reported the three administrator positions have been posted. The next priority will be the coordinator positions that will hopefully be posted within the next two weeks.
Homeless Commission Update – Karlene Polk reported that the Mayor had appointed a committee to organize the Homeless Commission. The committee is about ready to present a draft to the Mayor outlining recommendations for the Commission makeup and functions. Once the draft is approved, the Commission can be established.
2006 Fiscal Year Budget Proposal - Pamela McEwen presented the proposal in which 101 positions are proposed for the 2006 budget. She stressed this is a proposal, and changes, such as adding pay plan increments will occur as the process goes forward, but this is the basic budget that will be presented to Finance. A summary of anticipated expenditures for each business unit is included. Ms. McEwen also presented a request for capital expenditures for 2006. These expenditures are for items that will last longer than one year, such as furniture, office machines, projectors, etc.
Following discussion of the budget proposal as presented, Mr. Gonzales made a motion that the Board of Commissioners accept this proposed budget for 2006. The motion was seconded by Glenn Carter, and approved by a voice vote.
GNRC Grant Application – Dinah Gregory reported the GNRC grant application for continued funding for the Nutrition Program for the Elderly has been received. The application will be for the same amount as last year and this grant provides a significant portion of the Nutrition budget. Ms. Gregory noted the application must be returned by March 18, 2005.
Mr. Bradley made a motion that the Board approve the application for the continuation of funding from the Greater Nashville Regional Council. Ms. Mattson seconded the motion, and it was approved by voice vote.
Lay-Off Plan – Yuri Hancock presented the plan which became necessary due to the transfer of transportation services to MTA. Phase 1 - The plan effective April 1, 2005 provides lateral transfers for two drivers to bump into Nutrition Site Coordinators, and go from full-time to part-time. The layoff will consist of two van drivers and two Nutrition Site Coordinators.
The van driver with the highest seniority will remain with Social Services until June 30, 2005. Phase 2 – Effective July 1, 2005. The van driver with the highest seniority will bump into a part-time Nutrition Site coordinator position, which will necessitate the layoff of one Nutrition Site Coordinator. Ms. Hancock assured the Board that she is in contact with Central Human Resources to make sure the proper guidelines are being followed. If at all possible, positions within Metro will be offered to these employees.
Mr. Carter made a motion that the Board approve the proposed layoff
plan. Mr. Bradley seconded the motion, and it was approved by voice
vote.
There being no further business, the meeting adjourned at 4:02 p.m.
_________________________________
Gerri Robinson
Director
Metro Social Services
cc: Margaret Holleman, Legal Department
Kelle Boyd, Mayor’s Office
Loreen Spain, Internal Audit