Social Services

Board of Commissioners Meeting
 November 29, 2006


Archived Minutes

BOARD MEMBERS PRESENT:    

Leonard Bradley, Dot Dobbins, Jose Gonzalez, Gwen Harris and Barbara Toms

BOARD MEMBERS ABSENT:

Glenn Carter and Linda Mattson

Legal Advisor Ted Morrissey

Vice Chair Lady Harris called the meeting to order.

Motion:   Approval of October 25th meeting minutes
Made by:   Commissioner Leonard Bradley
Seconded:  Commissioner Barbara Toms

Passed unanimously

Executive Director’s Report: Gerri Robinson

Mrs. Robinson noted the following:

    • Introduction of Joyce Hillman, the new Quality Assurance Reviewer
    • MAXIMUS Entrance Conference:  This follow up is in response to Commissioner Mattson’s request that Metro Internal Audit Division contract with MAXIMUS to update the department’s implementation of the Performance Audit Recommendations as accepted by the Board in 2004.  An outline of documents is provided in each board members folder.  Commissioners were encouraged to contact Bonnie Campbell for copies of all information shared with MAXIMUS.
    • University of Tennessee Pilot Project:
      • All information requested regarding the pilot project is complete with the exception of the Fiscal Analysis.  The Fiscal Analysis is not expected to be complete until March 2007 or later.
      • Ms. Robinson ask the board to review the list attached that Commissioner Mattson sent out on September 13, 2006 stating that the board would perform a detailed analysis of each of the recommendations concerning programs before making a decision about how to proceed with the recommendation on the pilot project.  Ms. Robinson wanted to make sure that the list provided by Commissioner Mattson covers all the information needed to make a decision on the pilot project.
      • Commissioner Bradley felt that all information listed should be provided before a decision is made.
      • Commissioner Bradley stated that we cannot act on the request officially since the item is not on the agenda and we can have it added to the agenda for next month.

Motion: Minutes reflect that we have received and accepted the report of the Metro Social Services Executive Director and we as a board support the listing of information reflecting the September 13, 2006 email.
Made by:  Commissioner Leonard Bradley  
Seconded: 

Question:   

  • Commissioner Toms stated that a cost analysis is needed in order to deliberate, but not for the purpose of determining whether we outsource or keep it in house.  Commissioner Toms stated this should be a service that we offer to the citizens of Davidson County and that we should not tell our most vulnerable citizens that it can be done cheaper by someone else.  Commissioner Toms went on to share that given the nature of the people that we serve she would not want to turn over Homemaker Services and Nutrition Services to the outside when people should expect that this is something that the Government can do.  Commissioner Toms desire to see fiscal information is not to decide whether or not to outsource, the fiscal information is needed to develop strategies for improving what we already do well.
  • Commissioner Bradley stated to have the minutes reflect that we have received the report from the Executive Director and that we concur with the observations made by Chairman Mattson in her September 13th email regarding the type of information we have access to before we make a decision.  Commissioner Bradley stated that the action should be formally on the agenda for the next meeting. 
  • Commissioner Gonzalez reminded the board that it was stated earlier that the fiscal analysis will not be available until the March time frame, and that he also agrees with Commissioner Toms comments. 
  • Commissioner Bradley then withdrew his previous motion.
  • Commissioner Harris asks if MSS could possibly measure the quality of life/comparisons of the items listed on the September 13th email.  Mrs. Robinson asks for board to review the UT’s Scope of Work which includes quality of life issues.
  • Commissioner Gonzalez asked if there was any other information in addition to what the board already has that would help the board make a more informed decision.  Mrs. Robinson stated that we have the list prepared by Planning and Coordination that list other entities that are providing services. 
Finance Report – Pam McEwen
    • After the first 4 months of the fiscal year at 10/31 and we have added a section that shows projected annual use.  We do have one situation where we are over budget which is the supplies line and that is because of the sales of the liquid supplements (Ensure sales). 
      • 4 % Reserve Funds balance of  $167,692.63
      • Special Donations Fund balance of $27,160.08
    • Contract Updates shows all the contracts that are currently in place and it also provides a break down of the pending contracts.
    • Pending contracts:
      • We have a contract in place with UT for $225,000.00.  However, we are in the process of revising this contract, since they will not be providing the extent of services.  So, the revised work plan that UT presented was around $139,000.00.  UT is in the process of working it through there process and to hopefully have it back to our purchasing division within the next week.  Then we will go through Metro’s process which will take a couple of weeks.  The approval will probably not be completed until the first of the year.
      • Family and Children Services:  waiting on approval of the extension.
      • Executive Training contract for the board has been placed on budget hold until MAXIMUS results are received.
      • We are working on getting an RFP out for the Nutrition services contract.
    • Contracts for Homelessness Commission
    • We have a total of $364,000.00 contracts which are currently approved.
    • Pending contracts for the Homelessness Commission will be discussed later on in this meeting.
Adult and Family Update – Demitria Norman
    • Metro Social Services delivered approximately 300 baskets throughout Davidson County.
    • 68 homeless people have been placed since July 1, 2006.
    • Summer camp orientation will be held on November 30, 2006, in the Howard School Auditorium from 2:00 p.m. until 3:30 p.m.
Planning and Coordination Update – Dinah Gregory
    • Planning and Coordination’s report was developed in the order of priorities. 
    • Adult and Senior Coordinator (Lee Stewart) has spent a majority of his time with contract monitoring.
    • Lee also attended the Tennessee Emergency Preparedness which will help him find the gap when dealing services in the health and wellness area. 
    • Tennessee Home and Community Based Services Waiver funding program is funding for the elderly people and adults with disabilities.
    • Children and Youth (Danielle Mezera) conducted a half day forum on homeless/runaway youth.  During this forum work groups were formed and will meet monthly starting in December 2006.
    • Homelessness (Clifton Harris) focus has been given to the structure of the Homelessness Commission and things are very accurate at the present time.
    • Immigrant (Abdelghani Barre) continues to be involved in other organizations that are working on issues of mutual concerns.

Personnel Updates – Renee Pratt

  • Human Resources
    • We currently have 3 vacant positions
      • 1 Network Administrator
      • 1 Researcher
      • 1 Nutrition Site Coordinator
  • Council on Accreditation (COA) report will be provided to the board at the November meeting.  Michelle Davis, Quality and Assurance Coordinator will be providing additional information at the December meeting.

Systems Update– David Nimmo
 

  • All the data conversion information has been gathered submitted to ITS.
  • The following projects have been updated:
    • Financial Accounting System upgraded
    • Nutritional Supplement Sales system upgraded
    • Training Information System completed
    • Intake Database Upgraded for COA compliance
    • Homemaker Missed Client report updated
  • Mrs. Robinson recognized David Nimmo’s achievements for his accomplishments since starting with Metro Social Services.

Old Business – Commissioner Harris

  • Policy Approvals – Commissioner Dobbins

HR Policies Review

Motion: Motion moved to approve the Administration, Human Resources, Accounting and Service policies excluding the Confidential Information Policy-HR-008 and Medication Management Policy-SR-V001.
Made by:  Commissioner Bradley  
Seconded:  Commissioner Dobbins
Passed unanimously
 
Question:  Legal Advisor Ted Morrissey brought to the attention of the Board of Commissioners that emails, faxes and written correspondence are public records subject to the Tennessee Public Records Act and this will be added to the policy number HR-008

Motion: Motion moved to approve Confidential Information Policy – HR-008 with the addition of adding “Subject to the Tennessee Public Records Acts”, to the Confidential Information Policy definition.
Made by:  Commissioner Dobbins 
Seconded:  Commissioner Toms
Passed unanimously

  • Per Commissioner Dobbins we will reserve Medication Management Policy – SRV-0001 until the December meeting
  • Once all policies are approved:
    • the new effective date will be added
    • draft will be removed
    • Board Chair will sign
    • all policies will then be placed in one book and each program area will retain a copy along with each Commissioner

New Business – Commissioner Harris

FY07/08 Budget Submission – Pam McEwen
 

  • Budget submission deadline up by two months and Pam has prepared a schedule for Metro Social Services.
  • December 1 will be the Budget Kick-Off Meeting
  • A plan will need to be approved by the board for the proposed plan and have it entered into the system by January 5th.
  • The proposed plan will be sent out to the board prior to the December 15th MSS Board Meeting for approval at that meeting.
  • Question was posed by Commissioner Bradley concerning the Homelessness meeting agenda on Friday not referencing the budget plan and he also requested how long has the Budget Prep Schedule been available?

Resolution RS2006-1321 – Judy Hargrove

  • This resolution involves supplementing transportation for our employees. 
  • Other areas in Nashville that are currently recognizing this resolution are the State of Tennessee, Belmont College and Vanderbilt University.
  • The Resolution is for all departments that are interested in pursuing.
  • Commissioner Dobbins ask how much it would cost to provide this service.

Results Matter Plan Approval – Gerri Robinson

Motion: Motion moved to approve the 06/07 Results Matter Plan.  This will be the document of which the department will be evaluated.
Made by:  Commissioner Bradley  
Seconded:  Commissioner Toms
Passed unanimously 

Motion: Motion moved to approve the Homelessness Commission funding allocation of $235,270.00 for fiscal year 06/07. 
Made by:  Commissioner Bradley  
Seconded:  Commissioner Toms
Passed unanimously  

Question:    Letter raising an objection of the board acting on the recommendation and ask that the board defer the action on the grounds that the Homeless Commission is suppose to include three voting members who either are currently homeless or who have experienced homelessness.  At the time of the action there were three vacancies two of the vacancies were for the people who were or are homeless.  Commission had a quorum present and they proceeded with the vote.

Steve Reiter felt that moving forward with this action denied the homeless people a chance to speak and be heard.  Mr. Reiter also has concerns with not having an actual homeless person to serve on the Homeless Commission.  Mr. Reiter also supplied a written memo to the board stating his objection.

Nutrition Program Presentation – Julius Witherspoon

  • Due to a time Issue we were unable to have Mr. Witherspoon present to the board and the Commissioner Harris offered apologies from the board.  It was suggested that the PowerPoint presentation prepared by Mr. Witherspoon be forwarded to the board.
  • All board members present agreed to attend the board meeting scheduled for Friday, December 15th, 3:00 p.m. to 4:30 p.m.

Meeting was adjourned