Social Services

Metro Social Services Board of Commissioners
Meeting Summary
of April 23, 2008

Board Members Present: Frank Boehm, Dot Dobbins, Howard Gentry, Gwen Harris, Mary Kate Mouser, George Price and Barbara Toms
Board Members Absent: none
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: Planning and Coordination

Mrs. Robinson began her presentation on Planning and Coordination by stating that this is a working document that shows where managers and staff are already providing the day to day direct service along with being involved in the community. Mrs. Robinson’s main focus was to describe how MSS will plan and coordinate with the current staff. Mrs. Robinson provided handouts that described the following topics:

  • Poverty increase over the past 5 years
  • How MSS has dealt with staff and budget reduction since 2004
  • How P&C was originally created and funded
  • Defined and updated the roles of the Comprehensive Social Services Plan
  • Assessing social services needs with available resources
  • Methodologies utilized for community input

Mrs. Robinson further commented and provided documentation on all lines of staff and the various committees and boards staffs are involved with. Mrs. Robinson stated staff would take the information gathered from these meetings and feed it back to the agency. Mrs. Robinson stated that we need to acknowledge and leverage the community work staff are already involved in and go at it with a sense of empowerment. Mrs. Robinson said that P &C henceforth will be the responsibility of every division within MSS. However, Mrs. Robinson stated that we would expect more from our coordinators since they are our experts.

Commissioner Gentry commented on staff and how all the involvement in the community would be gathered and brought back to the agency. Commissioner Gentry then asked, now that the board is informed with everything that is going on within MSS, who is going to be responsible for gathering the information and overseeing the surveys to coordinate it into something productive? Mrs. Robinson commented that she sees it as a shared responsibility, however the director carries the ultimate responsibility. The compiling of data and survey information is the responsibility of the Systems Director and quality assurance would have some involvement with the surveys. Mrs. Robinson said that the overall goal is to have herself and Renee Pratt as the primary people at the senior administrative level that will be held accountable.

Commissioner Gentry commented that he think it will take one person along with P&C to oversee this project and not just bring back information to the technology person. Commissioner Gentry stated that it must be somebody and not a group that is responsible for taking all this information and facilitating the next step. Mrs. Robinson stated that when all the information is brought together it is incumbent upon MSS to take the prepared document and share it with the board and the community.

Commissioner Boehm stated that when he came onto the Commission the budget that was presented to the board was a total elimination of P & C which was voted back in because the board thought it was very important. Commissioner Boehm said that in reviewing the 2004 Maximus report, the Roundtable Report and even looking at the Metropolitan Charter, several recommendations were given, however, there were lots of gaps between the recommendations in what the board actually approved and what MSS really did. Then the board came back to a revised budget and removed camp vouchers because of priority issues. Commissioner Boehm further stated that after looking at priorities and comparing the 211 document with things such as Informal Childcare which was not listed on any document. Commissioner Boehm stated that the only place he has heard anything about Informal Childcare was from Mrs. Robinson. Commissioner Boehm does not see Informal Childcare as being high on the priority list.

Commissioner Boehm further commented on how MSS could go from no P&C to yes we need it, but not fully outfitting the group with the 5 employees and a director, but having 3 employees and a part time director and then to say that all staff will assist with P&C. Commissioner Boehm was also concerned that MSS has fragmented data services and people are overworked in many ways and he felt it was a lot to ask of MSS staff as an opposition to what the Maximus report asks us to do.

Commissioner Boehm then stated that the board needed to have independent objective information to establish the board’s priorities. Commissioner Boehm suggested that the board hire a consultant. Commissioner Boehm recommended the Center for Non Profit Management give the board an objective independent look at what the greatest needs of Nashville’s vulnerable people are. Then have the P&C team come up with ways to implement the needs.

Mrs. Robinson suggested the board not forget the excellent document that Dinah Gregory shared with the board, because that document represented 2 years worth of work. Mrs. Robinson further stated that the information Commissioner Boehm was requesting is located within the document Dinah Gregory prepared.

Commissioner Boehm then stated if priorities were something we have already looked at then how did we come up with Informal Childcare. Commissioner Boehm said it is not listed in 211 and he is not sure what type of calls MSS is receiving to support Informal Childcare. Mrs. Robinson suggested Commissioner Boehm look at the UT study and the plan that Dinah and her staff presented. Mrs. Robinson further stated that Commissioner Boehm is assuming that something has played its course, however Mrs. Robinson suggested Commissioner Boehm give it time to prove it self or not prove it self.

Commissioner Boehm stated that he has read Dinah’s report, but he has not seen anything come out of it.

Commissioner Harris suggested Renee Pratt distribute her presentation to review for the May meeting and the board will discuss it at that time.

Commissioner Gentry then suggested if staff are in the board meeting when questions are asked regarding their area of expertise, staff should be able to answer the question on the spot. Commissioner Gentry stated that the meeting is ending with Commissioner Boehm’s questions unanswered.

Commissioner Boehm then stated that he would like input from other Commissioner’s about the proposal for the Center for Non Profit. Commissioner Boehm stated that he knows that the Center for Non Profit is interested in partnering with Metro Social Services and that he has had conversations with the CEO. Commissioner Boehm stated that the Center for Non Profit could tell what the commission’s priorities are and then the board will know the priorities and fill the gaps with the staff. Commissioner Boehm felt it was a prodigious job to ask the entire MSS staff to do what everyone else has singled out as a specific function and staff is already working to the max. Commissioner Boehm further stated that some day MSS is going to receive reams of data and the commissioner does not feel the trust in that data that he need to feel.

Commissioner Price felt that hiring a consultant would be a cost factor to the agency and if the budget has not provided funds for this service, then we may not need to act on it at this time.

Commissioner Toms suggested that cited information be included with documents and this would inform the board on where information is coming from and the board could go back and look at the cites as needed.

Commissioner Boehm then suggested that during the month we get a cost analysis of what it would cost to do a survey regarding priorities and gaps then it can be decided whether we want to move forward or not in hiring a consultant.

Commissioner Boehm then recommended that the chair find out this information or delegate the request and he would be glad to check on the analysis with the Center for Non Profit and maybe check with some other agencies.

Mrs. Robinson asked Christy Feldman if a commissioner is anticipating an RFP or speaking with a potential vendor, could it not be perceived as a conflict of interest? It was then decided that Mrs. Robinson and staff would prepare an RFP and request information. Ms. Robinson encouraged all Commissioners to submit information to be included in the RFP.

Mrs. Robinson then asked how the board set there priorities and who has input into the boards priority setting? Mrs. Robinson stated that the board should speak according to the Governance policy and for the community. (1:00:41 – 1:47:05)

Board Discussion:

The Board properly approved the March 26th meeting summary without any changes, Board Chair Harris then called on Director Gerri Robinson to present her board report. (1:05 – 1:35)

Director’s Report

Mrs. Robinson began her report by making a correction to the agenda under the section “Items Requiring Board Action”. The dollar amount given for the reduction from Family Services Budget should be $408,400 instead of $408,200. Mrs. Robinson then moved into her report and covered the following issues:

  • Budget Reduction – primary impact on services is that 1100 low income youth will not receive the summer camp experience
  • Nutrition Contractor request for Contract Amendment to cover increased fuel and food cost was denied by the procurement office due to Metro complying with the contractual agreement.
  • Mrs. Robinson stated that she has been appointed to the United Way’s Outcome Based Investment Leadership Committee. This committee makes the decisions regarding funding.
  • Staff was excited to have the Mayor visit their nutrition site at East Park Center. The Mayor would like to make another visit at a time when staff would be serving lunch. MSS has a similar arrangement with the faith community.
  • Mrs. Robinson has been invited to join the Chamber of Commerce Poverty Symposium Planning Committee which is lead by Commissioner Gentry.
  • The Fuel Poverty Summit was held on March 29 and each Commissioner should have a folder providing information regarding the summit. The summit can also be viewed in its entirety on Channel 3.
  • Mrs. Robinson and Commissioner Harris met with Judge Betty Adams-Green to discuss possible collaborations between MSS and Juvenile Court. Judge Green is spearheading the effort to create the Truancy Center included in the Mayor’s budget and MSS has already been identified as a partner to co-locate staff. Judge Green will keep us posted as the Committee makes final recommendations to the Mayor who wants the Center up and running by August 2008.
  • Press Release was sent out regarding the donation by the Quakers to the Camilla Caldwell fund. The purpose is to challenge other faith organizations to support the most vulnerable in Nashville. Dinah Gregory will draft a proposal for this initiative for submission to the legal department to review for legal sufficiency.

Lastly, Mrs. Robinson mentioned the request that was brought up at the March meeting by Commissioner Toms, and that was MSS Board of Commissioner meetings be held in different communities. So, for the May meeting, we have reserved the E.S. Rose Community Center and Park, located at 1000 Edgehill Avenue. Mrs. Robinson stated that this is considered to be a high poverty area and we could invite some of our partners and people in the community to speak to Social Services issues in Davidson County.

Commissioner Toms proposed that the community meeting be tabled and not invite the public until the election of officers so other critical agenda items are completed.

Mrs. Robinson ended her report by informing the board that included in each commissioner’s packet is a copy of the monthly management report that provides data on each service division. If anyone has questions concerning this document please let us know. (1:36 – 16:19)

Commissioner Boehm had a question concerning the budget reduction.
Commissioner Boehm stated that the budget was reduced by $800,000 which is 10% less than the overall budget. Commissioner Boehm then stated that he was under the impression the reduction was going to be less. Mrs. Robinson responded that Pam McEwen would cover all budget issues during her presentation.

Mrs. Robinson did state however, that the bottom line was $800,000 was cut and $400,000 of the $800,000 reflects reductions in internal service fees, and the additional $408,000 had to come from the family services program.

Commissioner Boehm then stated that when the board presented the MSS budget it was half from camp vouchers and the remainder from other areas. Commissioner Boehm then asked if the Mayor had stepped in and changed how we cut the 400,000. Mrs. Robinson responded that what came from Budget and Finance was $408,400 from Family Services. The other programs targeted by the Board for reduction are not in the Family Services line of. Mrs. Robinson concluded by stating that the board has one of two options either cut programs or staff.

Commissioner Boehm also had a question concerning the 211 list that was located in the Fuel Poverty Package. Commissioner Boehm stated that the number of calls from January through June is huge and the top priorities on the 211 document list utilities, food, rent, etc. Commissioner Boehm then asked how many of these calls did MSS receive. David Franzen stated that MSS receives .03% of the calls directed from 211, which are less than 75 referrals.

Mrs. Robinson stated that one possible reason for the increased number of calls to 211 could be due to the earned income tax credits advertisements. Also, another reason the .03% could be presumed as being low for MSS calls coming in is because the majority of MSS referrals were from word of mouth, people that have used our services.

Commissioner Boehm then asked if we had a break down of the calls we receive and what were the callers requesting. Mrs. Robinson responded that we would provide this information at the May meeting. Mrs. Robinson also encouraged all the Commissioner’s to refer to the management report since it does provide information on our daily activities.
Mrs. Robinson further stated that she feel that 211 is serving its purpose as a conduit for referrals and MSS is serving its purpose as the primary public social services entity in Davidson County.

Commissioner Boehm then stated his concerns regarding priorities. Commissioner Boehm stated that he noticed in Mrs. Robinson report under resource enhancement it spoke of a pilot informal childcare training project which a large number of funds have been used this year and last year for this project. Commissioner Boehm stated that the board has not had a chance to discuss priorities issues. Commissioner Boehm further stated that 211 had received thousands of calls and the majority of these calls were not being referred to MSS, is it because MSS does not met the needs of the citizens in Davidson County.

Mrs. Robinson responded that MSS does not provide financial assistance, we have no money and the citizens of Davidson County realize this and that is why MSS is not contacted for services such as utilities, food, rent, etc. However, Mrs. Robinson stated that even though we do not provide monetary assistance we still get the calls when other agencies are not able to provide services and that is when we refer to other sources such as Roof Top.

Commissioner Harris asked if we could provide information detailing clients we were not able to serve and would then forward them to other agencies for assistance. Mrs. Robinson stated that she would check with her Systems Director to see if it is possible to run a report providing this information, however, Mrs. Robinson further stated that staff would not tell clients they were not able to help them. Mrs. Robinson ended by stating that the board sets priorities based on the communities priorities, and as priorities are set one must begin to think about how much dialogue one has had with the community.
(16:20 – 25:50)

Finance Report

Pam McEwen began her report by stating that MSS is still under budget in all programs except for Homelessness, which is really not over budget due to the way the budget was set up at the beginning of the year. However, now that Summer Camp is in process the budget numbers will change next month due to the number of expenditures that we have coming along with the camp. Pam stated that MSS would meet our $117,600.00 required return to the general fund. Special donation fund has a total of $28,000.00 which includes the Camilla Caldwell fund and the 4% fund has a balance of $26,000.00 with an adjustment of $15,000.00.

Pam then moved on to the budget reductions. The total amount of reductions to the budget was $866,200 which is composed of 3 different items:

  1. $408,400 – Adult and Family budget
  2. $232,200 – Fringe Benefits
  3. $225,600 – Adjustment to Internal Service Fees

Commissioner Dobbins ask what items would be deleted in terms of operation. Pam responded the following: charge to finance department, human resources, shared business office, metro payment services, customer call center and internal audit. Pam stated that the majority of these items will be funded with an internal budget and you will not see much of a change. However, some services will be shifted to the departments.

Pam further stated that an RFP was put out for Informal Childcare Training and we received 3 proposals and a decision should be made regarding the contract hopefully by the May meeting. Pam also commented on the Gatherings contract informing the board that when MSS enter into a contract it is actually a contract between Metropolitan Government and the vendor. So any request for amendments to any contract has to be forwarded directly to purchasing since it will involve legal and metro purchasing. Mrs. Robinson further stated that she would provide the board with a copy of the letter from Jeff Gossage in Finance regarding the Gatherings contract.

Commissioner Toms had concerns regarding the menu that is being sent out with the RFP’s, and if there is a variety of different menus that can be used to possibly help reduce the cost of foods being served. It was stated that the menu has to meet certain dietary requirements and this menu is set by the State, local dietician and the customer. Mrs. Robinson stated that the Nutrition staff will come back with a plan “B” as to how we can best serve our customers within the budget the agency have been provided. (25:50– 48:12)

Nominating Committee Report

Commissioner Toms, Chair of the Nominating Committee began her report by stating the committee members consist of Commissioner Boehm, Commissioner Gentry and herself as chair. Commissioner Toms stated that the committee met on February 27th and all members were in attendance. Commissioner Toms stated at this meeting the committee offered nominees for the office of Board Chair and they were as follows: Commissioner Toms was nominated by Commissioner Boehm, seconded by Commissioner Gentry. Commissioner Harris was nominated by Commissioner Toms which failed for the lack of a second. Commissioner Gentry called for question and by a vote of 2 to 0; the committee recommends that Commissioner Toms be considered for the position of Chair of the Metro Social Services Board. The floor was then opened to receive nominations for the office of vice chair. The name of Commissioner Gentry was nominated by Commissioner Boehm, Commissioner Toms offered a second. With no further nominations offered, the question was called and with a vote of 2 to 0 to accept the nomination of Commissioner Gentry as a recommendation for the position of vice chair, with Commissioner Gentry abstaining. With no further business to conduct the meeting was adjourned.

Commissioner Toms further commented that the By-Laws stated that the Executive Director shall serve as secretary and that not being discretionary or mandated, the committee did not take this office under consideration. Commissioner Toms also stated that the By-Laws indicated that any elected officer serve for 2 years and limited to two consecutive terms that the charter provides that it will be a one year term. Commissioner stated that she felt that the By Laws Committee will take up that issue to amendment the current By Laws in order to conform to the charter. (49:37 – 54:21)

Community Happenings

Commissioner Harris called for any board members that would like to comment on Community Happenings. Commissioner Mouser commented on food desert and described it as being able to locate a grocery store to purchase food within certain mile radius. Commissioner Mouser closed by suggesting that we look at the client base that MSS serve and do a mapping project in the food desert to see how many clients fall into this category. Mrs. Robinson stated that David Franzen will prepare an immediate overlay of our client mapping and we will also contact Jaynee Day at the Second Harvest Food Bank to provide additional information. (54:24 – 1:00:36)

  • Motion to approve the Nutrition Program MOU with Senior Citizens, Inc. was moved and accepted unanimously. (48:52 – 49:06)
  • Motion to approve the reduction of the Family Services Budget in the amount of $408,400 in FY09 was moved and accepted unanimously. (49:17 – 49:32)
  • The Nominating Committee will be on the agenda for May under Items Requiring Board Actions (49:37 – 54:21)
  • Commissioner Price asks for his name to be removed from Chair of the Bylaws committee because he will be away due to medical reasons. Commissioner Mouser will chair the committee meeting in his absence if her calendar permits.
  • Commissioner Harris asked if the board meeting could begin at 2:00 instead of 3:00, Bonnie Campbell is to send out a notice to follow up.

Motion for adjournment was accepted and approved.