Metro Social Services Board of Commissioners
Meeting Summary
of May 28, 2008
Board Members Present: Frank Boehm, Howard Gentry, Gwen Harris, Mary Kate Mouser, George Price and Barbara Toms
Board Members Absent: Dot Dobbins
Legal Advisor: Christy Feldman, Attorney for Metro Government representing Metro Social Services Board
Mayor Liaison: Hershell Warren
Summary of Meeting: The Board of Commissioners discussed one main issue:
Privatization
Mrs. Robinson began by stating that she hoped all Commissioners’s had an opportunity to review the documents that were sent by email last week and if anyone has questions or concerns they may have them addressed by staff today.
Commissioner Harris welcomed the staff and the community and stated that the board is eager to her their comments. Commissioner Harris asked that all comments be limited to 3 minutes. We had several comments from staff along with comments from the SEIU representative and a representative from Gatherings, one of the MSS vendors.
Commissioner Boehm commented on the material that was given to the Board last month and how it provided five reasons to support privatization. Of all five, four were not clearly operative. Commissioner Boehm said that cost savings was something the board has always felt was important and after receiving figures from Pam McEwen showing where Homemakers had a slight increase per unit (direct cost only) and the Nutrition program showed MSS was less per unit cost. Commissioner Boehm felt these figures showed how services provided by MSS made sense. Commissioner Boehm further states that it makes a lot of sense to keep Nutrition and Homemaker services within our control and when he listened to the staff and community that spoke today along with the presentations given at the retreat, it was clear that shelter, hunger, home care and keeping people out of assisted living environments is something we can control better than anyone else. Commissioner Boehm concluded with asking Ms. McEwen if the figures she provided are reliable figures.
Ms. McEwen responded the numbers were a comparison between Mid Cumberland and Metro Social Services. Ms. McEwen further stated that Mid- Cumberland is the only agency she is aware of that provide services that is comparable to MSS. Ms. McEwen reiterated that the numbers in question tie directly into our general ledger and it does involve Mid Cumberland sharing in all the cost. Ms. McEwen concluded by stating that she is not aware of any other agency, especially in Homemaker Services, that provides the level of service that MSS provides.
Commissioner Gentry stated that he had heard enough and does not need to hear any more. Commissioner Gentry stated that at some point in time one must make decisions based on what is best for the customer and in this case the customer is the community and the people.
The board asked Christy Feldman, MSS legal representative if the board could vote today and Ms. Feldman stated that a vote could be held today.
A motion was made that Metro Social Services continue its direct services with Nutrition and Homemaker Services and not pursue any contract with privatization. Motion was properly moved, seconded and accepted unanimously.
Commissioner Boehm asked what will happen to the money that we are spending with the Mid Cumberland Pilot Program. Mrs. Robinson stated that it will continue as a contract, and if the board chose to discontinue the contract it would have to be in 2010. Mrs. Robinson recommended that we continue to contract with Mid Cumberland due to the funding. Mrs. Robinson said that the board approved the pilot project and the current finance director approved for us to cash out permanent positions for this project.
Mrs. Robinson offered to issue the press release to inform the public regarding the motion. (1:13:35 – 2:05:15)
Board Meeting Discussion:
Commissioner Harris began the meeting by asking for a motion to change the order of the agenda on a request of Commissioner Dobbins since she was going to be late. Motion was properly moved, seconded and accepted unanimously. (1:11 – 1:55)
Director’s Report
Mrs. Robinson began her report by providing the board with a brief update on issues that were raised at the last meeting and the issues were as follows: (1:56 –45:34)
How and when did Informal Childcare become a priority:
Informal Childcare was approved by the boards Results Matter document in 2007. Mrs. Robinson stated that the work MSS has done over the last 3 to 4 years and will continue to do is to provide training and support to informal childcare providers. (1:56 – 5:38)
Commissioner Toms asked if we had a Plan B incase the current resources change. Mrs. Robinson stated that our Plan B is to be supportive of the coalition that the Mayor’s office has made along with VIPPS and United Way.
Commissioner Boehm asked if we currently have a budged amount of $25,000 for this year and $100,000 for next year. Mrs. Robinson stated that $25,000 is budget for this year and with this $25,000 we will start the Informal Childcare phase up with our new vendor. The $100,000 will be used with the Relative Caregiver in our Family and Children Services program. Mrs. Robinson further stated that the same amount of monies will also be budgeted out for next year. (10:29 – 19:42)
Request for independent reviewers to help the board establish priorities:
Money for this request may be an issue due to the budget situation. Mrs. Robinson stated she had a discussion with a member of Metro Government’s Internal Audit and there is a possibility that this department could perform the reviewer service at no charge. The Board of Commissioners would only have to approve the Executive Director’s request for an audit. Mrs. Robinson suggested that all Commissioners forward their opinions concerning this request to her prior to the June meeting and the priority issues can then be placed on the June agenda. (5:39 – 8:31)
Commissioner Boehm questioned whether the Internal Audit would be able to perform the priority settings as requested. Commissioner Boehm stated that all he would like to know is what the Board’s priorities are within the MSS agency. Mrs. Robinson stated that the board would have to guide the Internal Audit team and then the Internal Audit department would decide whether they are able to perform the request asked of them. However, Mrs. Robinson stated that she would propose an RFP at the request of the board.
Commissioner Toms then responded now that the commission meeting is being held in the communities, we need to listen instead of the community listening to us. Commissioner Gentry and Commissioner Price both felt that we need to listen to the community and that is where our information will come from. Commissioner Price further stated that all our board meetings should be held in the community so we can hear from the people. (35:34 – 45:28)
Budget Presentation:
The budget presentation was presented to the Budget & Finance Committee on May 1, 2008. The presentation provided discussion around the recommendation of down sizing the department. Today’s decision as to whether we will be outsourcing homemaker and nutrition services will begin the process of resolving the audit recommendation. (8:32 – 9:18)
Commissioner Mouser did not feel as if some of the questions asked at the budget hearing was fully represented as to what the Commission had agreed upon. Mrs. Robinson commented that Commissioner Mouser and Commissioner Boehm were both at the budget hearing and they both made a cogent presentation to the mayor regarding the board’s feelings about summer camp. Mrs. Robinson further stated that her comments were consistent with the responses from Commissioner Mouser and Commissioner Boehm, in that everyone thought it was a tough decision, but everyone felt that a camp program for children could be addressed in the long run. Mrs. Robinson stated that she did not want to do a disservice to either of the board members. Mrs. Robinson ended by stating that all Commissioners were invited to attend the board meeting, and Commissioner Harris made it a point to speak with some of the council personally to state the board’s position.
Commissioner Boehm stated that he had a similar response as Commissioner Mouser which had been sent to Mrs. Robinson by email and he never received a response back. Commissioner Boehm felt that some of the questions asked begged a response that would support the Commissioners that voted unanimously both times for the budget which would exclude the camp vouchers. Commissioner Boehm further stated that he felt like the Commission was supporting a tough decision in which they did not feel good about. Commissioner Boehm felt as if the board’s decision could have been better defended on behalf of the Commission. Commissioner Boehm further stated that when or if Mrs. Robinson speaks to the public that the views of the board be represented even if she does not agree with them. Commissioner Boehm concluded by stating that everyone needed to talk the same language if everyone is going to work together.
Mrs. Robinson responded by stating that there were two things the board could look at, and one being the board’s presentation to the Mayor on the budget and Mrs. Robinson felt as if her works were consistent with this presentation. Secondly, we have the summary of the meeting in which the vote was taken. Mrs. Robinson stated that she support the Commissioners 100% and that everyone must be on the same page, and talk to each concerning any information that is out in the community.
Commissioner Gentry commented that it does not matter how we feel about certain situations, we need to try and work to a different feeling. Commissioner Gentry stated that if we disagree, we do need to try and get on the same page and not take two different stands in any situation.
Mrs. Robinson concluded by stating that she tried to state the board’s position as she understood it to be. Ms. Robinson stated that it is unfortunate that the board did not feel she had the passion. (23:46 –35:28)
Data Request:
Staff is still analyzing data and a report is forth coming. (9:20 – 9:23)
Plan B for Nutrition:
A plan was developed to continue Nutrition services while the current contractor grapples with increased cost. We came up with three options: 1) reduce meals served to reflect available funds; 2) shift to less costly food without impacting nutritious food content; and 3) negotiate a back up vendor to replace the current vendor. (9:25 – 10:25)
Finance Report
Pam McEwen began her report for the period ending on April 30th by stating that MSS has continued to be on budget with every program with the exception of Homeless which is still the same issue each month. Ms McEwen stated that we have miscellaneous and fixed cost which we have a few items over budget. Ms. McEwen then commented on the contract page where we find funeral and burial are over budget. Ms. McEwen ended by stating that the Informal Childcare Training contract is pending and we are working to get this contract processed as quickly as possible.
Commissioner Harris asked if we have had any luck in locating additional burial space. Renee Pratt stated that we are currently in the process of locating space. Ms. Pratt further stated that we are working with Real Properties and General Services on possible space at the old Clover Bottom Hospital. Ms. McEwen stated that we have put money into the 09’ Capital Budget to allow us to pay for the land and any improvements that may be needed.
Commissioner Price asked if we provided cremations as an option. Ms. Pratt stated that due to different religious beliefs, and other factors we are unable to force a client to use cremations, it is the client’s choice. Commissioner Toms suggested the public at large become more educated in this area to allow people to start making choices. Mrs. Robinson stated that she would have Demitria and her staff research this topic. (45:33– 52:34)
Implementation of the Planning and Coordination Work
Ms. Pratt began her report by stating that since the development of the Social Services Plan, Planning and Coordination (P&C) has worked diligently toward the initial plan. However, due to funding, time restraints and issues out of the control of MSS, the plan has been reviewed and revised based on the Results Matter plan and incorporating realistic timeframes and measurable outcomes based on the needs of the community.
Mrs. Pratt stated that the current model will be able to provide inputs, activities, outputs, short term outcomes, medium term outcomes and long term outcomes for each group within P&C. The plan will be revisited during the month of July and P&C will have a work session to determine what goals will be continued.
Commissioner Mouser had concerns with one of the problem statements regarding the limited amount of quality, affordable, and available child care among the highest poverty levels in Davidson County. Commissioner Mouser asked if the goal was more about education in making sure the kids are ready for kindergarten and Pre-K. Commissioner Mouser felt that we may need to incorporate some of those goals within this problem statement. Ms. Pratt commented that she agreed and that working with our new vendor some of these goals would be identified based on the training provided to informal childcare providers. However, Ms. Pratt stated that in terms of education we need to have a relationship with the Department of Human Services to determine based on their educational requirements what we need to do to better prepare children for school. Ms. Pratt stated that she welcome any input from Commissioner’s.
Commissioner Mouser also stated that recent reports show that there are enough childcare slots in Davidson County, but what we are finding are people coming into Davidson County are taking up the available slots. Commissioner Mouser feels that informal childcare is a great need, but she does not see the need to have available childcare slots in Davidson County as a goal. Ms. Pratt commented that slots may exist, however they are not in the high poverty communities. Ms. Pratt further stated that parents in these communities have a hard time transporting their children, and also finding affordable licensed childcare is hard. This goal is to help insure that these slots are available within the various communities and to work with these providers to enhance there business and to take in more children and become licensed. Ms. Pratt is to contact Melba Marcum regarding the recent report study.
Commissioner Harris suggested that MSS obtain copies of the housing vouchers for the highest poverty districts by zip codes. Mrs. Robinson stated that she would have our Systems Analyst, Jessica Campbell research the request and gather the information from MDHA on Section VIII. (52:36– 1:13:27)
Approval of April Board Meeting Summary
The Board properly approved the April 23rd meeting summary without any changes.
Commissioner Boehm had one question concerning the April 23rd meeting summary. Commissioner Boehm requested a break down of calls received by MSS. Mrs. Robinson stated that this was part of her report and that we were continuing to analyze the data and the request is forth coming. (2:05:30 – 2:06:56)
Election of Board Officers
Commissioner Harris began by asking for any other nominations from the floor. Commissioner Toms nominated Commissioner Harris for MSS Board Chair. Commissioner Toms stated that she made this recommendation for nomination in the previous Nominating Committee Meeting and it was not approved. However, Commissioner Toms stated that she must first explain to the Nominating Committee that she feel a lot of things make a leader, such as experience, passion, and allowing time. Commissioner Toms also stated that she see herself to be very helpful to this commission. Commissioner Toms further stated that she understand some of the concerns of the commission and she is not sure whether these concerns will go away under a different chair and that she has a lot of respect for our current chair. Commissioner Toms stated that she has some health issues that she is dealing with in her household and for those reasons Commissioner Toms felt as if the time was not right for her to accept the position as chair. So, Commissioner Toms asked her fellow Commissioners to consider this nomination and respect the health issues she is dealing with at this time. Commissioner Toms ask that the board work together to make Commissioner Harris a stronger chair and she highly recommend the nomination of Commissioner Harris as chairperson.
Commissioner Harris then asked for other nomination from the floor, and hearing none she closed the nomination on the names submitted. Commissioner Harris then called for a vote.
The question was then asked of Commissioner Toms if she has withdrawn, and Commissioner Toms stated that the effect of her nomination is to withdraw her name. Commissioner Boehm then asked if the Nominating Committee need to meet again. Commissioner Gentry stated that this does not feel good the way that this is being handled. Commissioner Gentry said he could appreciate the withdrawal of Commissioner Toms based on the reasons given. However, Commissioner Gentry stated that it was hard for the Nominating Committee to make this decision because of all the personal relationships. Commissioner Gentry further stated that if Commissioner Toms withdraw then she should not put the board in a voting situation. Commissioner Gentry said he does not feel the board is in a position to vote and he feel the Nominating Committee need to meet again.
Commissioner Boehm stated that he feel the nomination has been taken away from the Nominating Committee. Commissioner Boehm said the Nominating Committee is to come up with a nomination. However, Commissioner Boehm said because the person nominated is withdrawing and at the same time nominating someone else it is a controlling mechanism and it sets up a person being put in a position without going through the process of the nominating committee. Commissioner Boehm then suggested that the board defer and re-met and come back next month for the nomination to be represented and voted on.
Commissioner Harris asked the question as to why nominate from the floor if the nomination is going to be deferred? Christy Feldman, with Metro Legal stated that the nomination of the chair and vice chair does not necessarily have to come from the nominating committee, however, Ms. Feldman also felt that if the board would like to defer they may do so.
Commissioner Boehm made a motion to defer the election and nomination of board officers’ until the June meeting. Commissioner Harris called for the question. Commissioner Price asked if the Nominating Committee was going to meet prior to the June meeting. Commissioner Gentry stated that the committee would have to meet prior to the June meeting. Motion was properly moved, seconded and accepted with 4 yes and 2 abstaining.
Commissioner Harris stated that the Nominating Committee will provide a report at the June meeting. (2:06:58 – 2:16:34)
Presentation
Mrs. Robinson presented Commissioner Harris with a bouquet of flowers and a plaque of appreciation to show her loyal dedication for the time she has spent with the board as chair.
Motion for adjournment was accepted and approved.