Board of Commissioners Meeting March 26, 2008
Board Members Present: Frank Boehm, Dot Dobbins, Howard Gentry, Gwen Harris, Mary Kate Mouser, and Barbara Toms
Board Members Absent: George Price
Legal Advisor: Christy Feldman, Attorney for Metro Government representing Metro Social Services Board
Mayor Liaison: Hershell Warren
Summary: The Board of Commissioners discussed one main issue: Performance Audit 2004 & 2007
Commissioner Boehm began by stating concerns he has with the 2004 Performance Audit and the 2007 Performance Audit. Commissioner Boehm’s issues were as follows:
- MSS should establish strong staff resources for Finance and Planning & Coordination; (20:39 – 23:03)
- MSS should develop and maintain long range plan for the delivery of MSS; (24:00 – 29:12)
- MSS should transfer the Nutrition Program to MAC (or contract it on a competitive proposal basis); (1:10:13 – 1:15:45)
- MSS should transfer all other programs by Family support to MAC (or contract it on a competitive proposal basis); (1:15:46 – 1:20:26)
Commissioner Boehm’s biggest concern was with Planning and Coordination (P&C) and the staffing of that department as recommended by the audit.
Commissioner Boehm responded that if P&C is to be successful we will need to get it back on track. Commissioner Boehm further stated that he felt that having a dedicated full time director of P&C along with the 5 coordinators would help guide P&C in the proper direction. Commissioner Boehm felt that making these changes would take care of his concerns with the audit responses for 2004 and 2007.
Mrs. Robinson responded that MSS currently has three coordinators with Dinah Gregory working with special projects. Mrs. Robinson stated that if the commissioners were to look at all the audit recommendations there has always been a push in the area of raising money and we had never acted on the request. However, Mrs. Robinson felt that this is a strong piece of P&C, because without the dollars you cannot execute. That is why Ms. Gregory has been given the task of going after funds.
Mrs. Robinson further stated her discomfort with the discussion of placement of staff, given the Governance Policy that was just approved. Mrs. Robinson noted that the policy states the operational decisions is the purview of the Director and the placement of staff is an operational decision.
Commissioner Gentry stated that based on his history, P&C has not been the most popular program. Commissioner Gentry also stated that he realize that everyone is trying to make P&C fit, however the funds are not available to make this happen. Commissioner Gentry further stated that he would like to give Mrs. Robinson the ability to make the personnel decisions and plans as Executive Director. Commissioner Gentry suggested that Mrs. Robinson share her plan with the commission in writing as to how she plans on dealing with P&C. Commissioner Gentry felt that this request would at least inform the board as to which direction she is going.
Mrs. Robinson responded by saying her plan is very simple, it is to implement the Comprehensive Social Services Plan. Mrs. Robinson further stated that a plan has already been presented that include three P&C staff and with Dinah Gregory being responsible for bringing in the dollars. (31.26 – 38:28)
Renee Pratt, Director of Administration and also responsible for P&C, stated that the Planning & Coordination Social Services Plan that was presented back in January was very comprehensive and contained several goals which may have been confusing to the community. Ms. Pratt and her staff are currently working on the plan to make it more user friendly for the community to understand. P&C will present a new plan to the board at the April meeting. Ms. Pratt also stated that a wealth of information has been provided to the community regarding technical assistance based on what MSS is capable of doing. An annual report will also be provided to the board by August that would provide information on what P&C has been doing and what direction P&C is headed.
Commissioner Boehm asked Mrs. Pratt if P&C was fully staffed as recommended in the audit 2004 with 5 coordinators and 1 full time director, would the process be more likely to be successful, comprehensive and reflect the goals of a true P&C program.
Ms. Pratt responded by stating that the 3 coordinators are experts in there role and when they go to meetings in the community they come back and do the research and determine what the trends and gaps are based on a global outlook and also what is happening in the community.
Commissioner Boehm then asked a question regarding the Results Matter material and how assessments will be done with no money to contract out. Commissioner Boehm further stated that P&C would need data to help determine what the needs are for Davidson County and how do we get that data with an under staffed group. Commissioner Boehm described P&C as a department that would go out into the community and determine what the needs are in the community and then incorporate some quality assurance. However, Commissioner Boehm stated that he does not see this happening without a fully staffed department as recommended by the audit.
Ms. Pratt responded that a plan has been put in place starting in June with the program staff, Quality Assurance staff and P&C staff to meet with our partners and stakeholders. Ms. Pratt stated that since a needs assessment could not be done, we will now use focus groups, community agencies and non-profits to assist in this area.
Commissioner Boehm then offered a recommendation for the April board meeting. Commissioner Boehm commented that if the budget come back and has spared P&C, he would like for a presentation to be given by Ms. Pratt explaining the difference between P&C to be successful with the way it is staffed today versus if it was fully staffed with 5 coordinators and a full time director as recommended by the audit. Commissioner Boehm also asked that Ms. Pratt provide a description of each of the coordinator roles. Commissioner Boehm felt this is needed in order for the board to give direction on how strong one should support P&C. (38.30 – 57:43)
Mrs. Robinson asked Commissioner Boehm to forward an email to her showing his vision as to where he sees P&C. Mrs. Robinson further stated that staff has supplied information on a monthly basis to the board and what additional information is needed from staff in order for the board to respond appropriately to the citizens of Nashville when they are asked what this organization does. (58.11 – 59.12)
Commissioner Toms commented that she would like to see some of the monthly board meetings held in the communities and invite the community to attend. Commissioner Toms further stated that we should look for other foundations or resources to help support our systems needs and other needs within the agency.
Commissioner Mouser stated that we have several committees within the community in which MSS staff are a part of the various committees. Commissioner Mouser felt that these committees are doing the same things we are trying to do and we should build off of these committees and work smarter and not recreate the wheel.
Discussion:
After the Board properly approved the February 27th minute meeting summary without any changes, Board Chair Harris called on Director Gerri Robinson to present her board report.
Mrs. Robinson deferred her report to Pam McEwen to discuss the budget. However, Mrs. Robinson did introduce the new Systems Director, David Franzen who came to use from HCA.
Pam McEwen began her report by stating that MSS is still under budget through the end of February. However, now with Summer Camp is in process the budget numbers will change due to the number of expenditures that we have coming along with the camp. Pam stated that MSS has been given a targeted budget to be under for fiscal year 08’ of $117,600.00, and Pam does not see a problem with us meeting this target. The special donation fund has a total of 27,000.00 and the 4% fund has a balance of $26,000.00.
Moving on to the budget, Pam stated that the mayor had a meeting with council on Tuesday, March 25th. The Mayor stated that MSS budget cut would be somewhere between 3% and 6%. Pam stated that the ordinance has been posted and listed in that ordinance was the budgeted amount for next year which is in the amount of $7,233,700.00. Pam further states that this is actually a reduction from this year in the amount of $866,200.00. Pam stated that this could possibly be due to the elimination of the internal service fees. Pam explained that the total internal service fees that MSS paid was around $440,000.00 and we are not sure at this point what has been eliminated and how much is taken up of the $866,200.00 since we have know details at this point. (2:30 – 8:53)
Commissioner Dobbins presented information on the Nashville Friends Meeting the Quakers organization in which she is a member. Commissioner Dobbins stated that the organization have made a contribution to the MSS Camilla Caldwell fund since this is a fund that does provide direct service to citizens who do not qualify for other assistance programs. The Nashville Friends Meeting the Quakers are a religious organization that is exempt from property tax. Commissioner Dobbins stated that since the organization is exempt from property tax the committee see this as a way of giving back to the city. Commissioner Dobbins then presented a check to Mrs. Robinson in the amount of $400.00. Commissioner Dobbins further stated that she would like to encourage other religious organizations that are also tax exempt to consider doing likewise.
Commissioner Harris responded by telling Commissioner Dobbins thank you and that a formal letter will be sent out to the organization thanking them for their contribution. Commissioner Harris also suggested a press release be sent out to local newspapers letting them know of contributions being made by religious organizations and this may encourage them to do the same. (9:05 – 11:01)
Commissioner Toms moved that we reposition the items listed on the agenda under “Items Requiring Board Actions” to address the most critical first. (13:31 – 15:35)
(Refer to the Summary)
Commissioner Boehm ended by suggesting that the board discuss the priorities regarding Results Matter. Commissioner Boehm felt that the board should assist with setting the priorities and MSS would then perform the services.
Pam McEwen then provided a cost comparison for the 2007 expenditures between our cost and the Mid Cumberland pilot project cost. MSS has had a Nutrition/Homemaker pilot project for several years with Mid Cumberland. The Nutrition project is no longer operational; however, the Homemaker project is still operational. Ms. McEwen stated that the cost is divided between Direct Cost (actual cost with delivering the programs); Internal Services fees (these cost will continue on to the government, would not end) and Indirect Cost (general government cost).
Ms. McEwen stated that the Homemaker program does show a reduction of cost between MSS cost and Mid Cumberland cost. However, for the Nutrition program the cost is actually a little more for Mid Cumberland. Ms. McEwen did mention some things the commissioners need to take into consideration when reviewing the documents. Such as the services that we provide to people does allow them to stay in there homes opposed to going into assisted living which would cost more; some grantors would not agree with us outsourcing services, and we could lose those funds; and there are other cost associated with developing this outsourcing service. (1:22:04 – 1:32:13)
Mrs. Robinson responded by asking the commissioners to provide any feedback directly to her.
Commissioner Harris closed the meeting by stating that she has appointed Commissioner Mouser, Commissioner Price and herself to the By Law Committee.
Commissioner Mouser suggested having a standing agenda item regarding happenings in the community and making everyone aware. Commissioner Mouser made mention of the two day cares in the Davidson County area that would be closing.
- Commissioner Boehm suggested discussing the priorities on how money is spent at the April meeting
- Board Performance Evaluation Tool added to April agenda;
- Recommendation was made for the April meeting to make a decision on the Pilot Project.
- Renee Pratt to make presentation at April meeting.
- Commissioner Harris ask to have discussion of the annual meeting on the April agenda.
- Recommended having “Happenings in the Community” as a continuous item on the agenda
Motion for adjournment was accepted and approved.