Board of Commissioners Meeting June 28, 2006
BOARD MEMBERS PRESENT: Glenn Carter, Gwen Harris, Linda Mattson and Barbara Toms
BOARD MEMBERS ABSENT: Leonard Bradley, Dot Dobbins, and Jose Gonzalez
Minutes
Meeting was held at the Madison Public Library
Chair Lady Mattson called the meeting to order.
Motion: Approval of May 2006 meeting minutes
Made by: Commissioner Glenn Carter
Seconded: Commissioner Gwen Harris
Passed unanimously
Introductions
- Brian Warner – Financial Officer II
Executive Director’s Report: Gerri Robinson
- Ms. Robinson gave a brief overview of Metro Social Services performance in the first year of the new business model.
- This overview was entitled, “Changes, Challenges and Choices”
Finance Report – Pam McEwen
- This report is through May 31, 2006 and all programs are
well within budget.
- 4 % Reserve Funds balance of $169,000.00
- o Special Donations Fund balance of $28,000.00
- Pam also discussed the Policy and Procedures related to the Special Donations Fund.
- The Finance Department audited the MSS finance. An exit interview will be scheduled shortly.
Planning and Coordination Update – Dinah Gregory
- Dinah provided information regarding the Relative Caregiver Roundtable Evaluation results.
- Dinah also attached information on the Planning & Coordination Roundtable Conference Report along with a Planning and Coordination Survey. Board members were asked to complete the survey and return it to Dinah.
Personnel Updates – Renee Pratt
Human Resources
- We currently have 4 remaining vacancies
Geier Nontraditional Student Scholarship update:
- We currently have 9 slots that TSU has provided to our staff to attend and receive a Bachelors of Social Work degree.
- 15 staff interested – 12 have already applied and completed their application packets (deadline for submitting applications 6/30/06)
- 3 Metro Depts. Represented – MSS, MAC, JC
- 6 MSS employees applied
- Classes will be held at the Avon Williams Campus beginning Fall ‘06
MSS staff will meet with Renee on Friday regarding new functional job title relating to the Social Work Legislation.
Policy and Procedures
- Since 2003 to March 2006 the MSS board has approved a total of 45 Administrative and Program Policies.
- MSS has 15-20 new policies rolling into the new business model.
Research Updates – Edwina Chappell
Summary of Federal Grant Applications
- Submitted collaborative grant between TANF and Child Welfare to Improve Child Welfare Program Outcomes and we awaiting the review process.
- Metropolitan Social Services will be the lead agency on this grant
- The target population will be children in the care of relatives on an informal basis (grandparents, aunts, uncles, etc.) and it will also be community based.
- All board members are to review the attached employee survey located in your packets and return it to Edwina with any comments 10 days from today.
COA (Council on Accreditation) – Michelle Davis
COA’s standards and accreditation process are designed
to promote improvement across the agency, not only in services
but also in administration and management.
The Accreditation Process:
- MSS will submit a self study
- Reviewer will come to MSS for a Site Visit
- Preliminary Accreditation Report will be completed by COA and returned to MSS within 45 days and then MSS has 45 days to respond, then a decision will be made.
MSS has currently completed the case record reviews, audit tools, employee training, analyzed and evaluated our internal processes, placed all policy and procedures in manuals and given to units, and developed PQI committees within MSS.
Integrated Case Management Information Systems – David Nimmo
- The business case outlines the project description, cost, benefits and risk, and fit with strategic and technical plans.
- The business case will be reviewed on Monday June 26th by the eGovernment Committee, however this date was deferred until July 10th.
- The lay out will be created with the help of ITS.
Upon approval other programs activities include:
- Researching time keeping leave solution
- Assisting with “Access” Grant Request
- ssisting in Technical Aspects of Upcoming Staff Survey
- Preparing for Upcoming Desktop Hardware Upgrades
Old
Business – Commissioner Mattson
Motion: Approval of March 2006 meeting minutes
Made by: Commissioner Barbara Toms
Seconded: Commissioner Glen Carter
Passed unanimously
New Business – Commissioner Mattson
Appointment of Board Committees
Board Retreat - Gwen Harris – (work with internal
staff to plan retreat)
o Board Retreat Committee to discuss planning for the upcoming year.
Retreat will involve revisiting our audit results and results matters
goals and training for the board in chief executive roles. Looking
at September or early October.
Policy
Review Committee – Dot Dobbins
o SMT will review policies and then Commissioner Dobbins will review
policies from a commissioner point of view and then provide an update
to the board. Commissioners Dobbins will review all policies before
redrafts begin.
Planning
and Coordination Commissioner Appointments
Barbara Toms – Seniors
Glenn Carter - Children and Youth
Leonard Bradley – Homeless
Jose Gonzalez – Immigrants
- Commissioners will work with each coordinator and director to help determine where the focus will be and to pull the communities together as part of the planning and coordination strategy.
Adult and Family Committee – Linda Mattson
- Commissioner Mattson will be the person to take the lead to focus on Adult and Family to learn more about it and work with it to see how we integrate it in terms of planning and coordination.
All committee meetings are open for other MSS Board Commissioners and communities.
The meeting was then open for questions and we had remarks from Councilman Forkum and he thanked us for holding our June board meeting in his district. We also had representation from Metropolitan Action Commission.
Motion:
Motion for adjournment
Made by: Commissioner Harris
Seconded: Commissioner Carter
Passed unanimously