Metro Social Services Board of Commissioners
Meeting Summary
of June 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
Board Meeting Discussion:
Commissioner Harris called the Metro Social Services Board Meeting to order at the East Park Community Center. Everyone was officially welcomed by Barbara Coleman the Building Manager of East Park.
It was then brought to the attention of Commissioner Harris that the approval of the May meeting summary had been left off the June agenda. Christy Feldman asked that the approval of May and June’s meeting summary take place during the July meeting. (0.02 – 2:07)
Director’s Report
Mrs. Robinson began her report by stating that Metro Social Services now has an approved budget. Mrs. Robinson further stated that today MSS is looking for the approval of the Medicaid Waiver so we can become an active player and our customers can be beneficiaries of the services MSS stand to expand with the passage of the state legislation regarding in home service. Mrs. Robinson then deferred to the board for any questions, being none Commissioner Harris then ask for the Finance Report (2:09 – 3:15)
Finance Report
Pam McEwen began her report by stating that MSS is getting very close to the end of the fiscal year and MSS continues to be on target with all programs with the exception of the Homeless line of business which has been showing over budget all year; however they are really under budget. Contracted Services is slightly over budget due to burial services, food preparation and bus services. Ms. McEwen stated that overall we are actually under budget. The Camilla Caldwell fund has approximately $28,000.00 remaining and the 4% fund has a balance of $41,000.00. We currently have one contract pending and that is Our Children Our Future (OCOF) which is the Informal Child Care Training. (3:39– 7:45)
Items Requiring Board Approval
-Medicaid Waiver (Lee Stewart, Julius Witherspoon and MSS Legal Representative, Christy Feldman)
Mr. Stewart began with a quick overview of the Medicaid Waiver. The Statewide Home and Community Based Services (HCBS) Waiver is approved by the Centers for Medicare & Medicaid Services (CMS) to serve 3,700 elderly and disabled people and 2,700 slots have been added for FY 08-09. This waiver will provide community-based, cost-effective alternative to institutional nursing facility care for individuals who are eligible for level 1 nursing home care approved by TennCare and financial eligibility approved by DHS. Governor Bredsen has been doing a signing tour to rebalance long term care.
Services include: Case Management, Homemaker Services, Personal Care Services, Minor Home Modifications, Personal Emergency Response System, Home Delivered Meals, Respite Care, Assistive Technology, Pest Control, Personal Care Assistance/Attendant, Adult Day Care and Assisted Living Facility.
Mr. Stewart stated that if MSS was to get into the home delivered meals waiver business in Davidson County, individuals would have a choice as to which agency they wish to provide their service from a list of approved agencies.
Christy Feldman, MSS Legal Representative provided information regarding some of the obligations that MSS would be entering into. Ms. Feldman stated that MSS is looking at this as a way to expand the Nutrition program without Metro dollars. Ms. Feldman further stated that she has reviewed the contract and the TennCare rules and GNRC would be our ally through this process. Ms. Feldman further stated that she wanted to make sure that the board was informed to make a decision since MSS has been discussing this venture for a while and legal has held up the process until it was confirmed that MSS was going to move forward with Nutrition Services.
Commissioner Boehm had a question concerning the amount of money that would be coming through MSS from Medicaid. Mr. Witherspoon stated that from a programmatic stand point, we would deliver meals at $7.41 which is about a .80 increase over what we are currently getting.
Commissioner Boehm asked how many more clients MSS would gain with this waiver. Mr. Witherspoon stated we would pick up about 80 new clients from Mid-Cumberland along with the 2700 new slots for the 08-09 year. The clients we are already serving will not be impacted at all and we would be able to go over capacity without adding any additional staff. Mrs. Robinson stated the most important thing is not the money but the 80 clients that will be able to remain in the least restrictive setting.
Commissioner Dobbins asked if we were applying for Homemaker and Nutrition Services. Mrs. Robinson stated that Homemaker Services will still be available but not under the Medicaid Waiver because of the additional staff that would be required, however we did leave the door open for us to come back and revisit this service.
Commissioner Mouser had a question regarding the processing of the paper work and how it would impact staff. Mrs. Robinson stated that if we go back to the plan where we are continuing to be a planning and coordinating entity, it requires our managers taking on additional responsibility along with staff persons, and our grant writers.
Commissioner Boehm then stated that after everything he has heard it seems to be very positive, and then asked if there are any negatives. Mr. Stewart stated that we do have multiple providers and the 2700 slots are state wide and it is first come first service. Ms. Feldman did state that we are currently working on a 1 year term. It was then suggested a motion be made.
A motion was made that we approve the Medicaid Waiver for the Nutrition Program. Motion was properly moved, seconded and accepted. (8:00 – 31:02)
-Director’s Performance Measures - Commissioner Dobbins
Commissioner Dobbins began by stating that the Personnel Committee had met numerous times regarding the draft document that was given to each board member. Commissioner Dobbins proceeded to ask the board members if they had an opportunity to review the document and if anyone had questions. Commissioner Dobbins further stated that this document would serve as an addendum to the current Director’s contract.
Commissioner Boehm had a question concerning the results of the 2008 employee satisfaction survey. Commissioner Boehm stated that the copies of the employee survey results he has would make the increase of the approval ratings confusing due to the many different questions that are involved. Commissioner Dobbins stated that the committee did polls with other agencies and also with other Human Resource agencies and it was found that this is not a standard that other agencies were using. So, the committee decided to go with a 35% approval rating increase.
Commissioner Mouser further stated that the committee was looking at using the same survey and the overall score and not a score for each individual question. Mrs. Robinson stated that the Metro Health Department researchers did the analysis on the last MSS employee survey and one of the concerns they had involved the changes in the original survey. The researchers strongly recommended that the surveys remain the same and not add or delete any questions. Mrs. Robinson further stated that this is not just about the Directors evaluation but this tool is also an evaluation for the board. The tool does contain questions specifically evaluating the board’s understanding of what MSS does and how it is done.
A motion was made that the board accept the recommendations of the Personnel Committee of the Executive Director’s Performance Measures. Motion was properly moved, seconded and accepted. (31.26 – 49.36)
-Election of Board Officers – Nominating Committee
Commissioner Harris began by stating as Chair, she had requested a legal opinion regarding the last meeting and it was as follows:
In April a report was made to the full committee and in May it was up for a vote. There was a withdrawal from the slate of officers that had been presented and another name was submitted. At that point the chair should have called for a motion to proceed and since this did not happen the board can move forward and have the election today.
Commissioner Toms requested to go back to the May meeting when she effectively withdrew her name. Commissioner Toms stated that at that time she had been given an available slate of officers and that was the best course of action to proceed. Commissioner Toms stated that she recognized issues and she thought at that time the full commissioner could work through those issues. So, the committee decided to defer voting. The committee met again and based on that meeting of the Nominating Committee, Commissioner Toms asked to withdraw her motion and have an opportunity to offer the recommendation of the Nominating Committee. Commissioner Toms stated that after reviewing the minutes she noticed her motion was never seconded so it failed. Commissioner Toms further stated that the Nominating Committee is withdrawing the April report and they now have an amended report.
Commissioner Toms stated on June 5th the Nominating Committee, which consisted of Commissioner Boehm, Commissioner Gentry and herself as Chairperson met to discuss the slate of officers for Chairperson and Vice Chairperson. Commissioner Toms stated that a discussion was held and a recommended slate was presented but no vote was taken, so the committee dismissed and decided to reconvene on June 17th at 1:00. Commissioner Toms said at that time all Commissioners of the committee were present and the name of Commissioner Gentry was nominated and seconded and unanimously nominated for Chairperson. The name of Commissioner Toms was submitted as Vice Chairperson, seconded and unanimously nominated. Commissioner Toms then stated that she would like to recommend to the Commission the slate of officers for the upcoming year as Commissioner Howard Gentry as Chairperson and Commissioner Barbara Toms as Vice Chairperson.
Commissioner Harris then asked for nominations from the floor for Chairperson and Commissioner Price nominated Commissioner Harris. Hearing no additional names other than the slate of names from the Nominating Committee, Commissioner Harris closed the nominations and called for a vote. With a vote of 4 to 2 Commissioner Gentry was elected as Metro Social Services Board of Commissioners Chair.
Commissioner Gentry then asked for nominations from the floor for Vice Chairperson and Commissioner Price nominated Commissioner Harris. Hearing no additional names other than the slate of names from the Nominating Committee, Commissioner Gentry closed the nominations and called for a vote. With a vote of 3 to 3, Commissioner Gentry, Chair was called on to break the tie. With a vote of 4 to 3 Commissioner Toms was elected as Metro Social Services Vice Chairperson. (49.37 – 57:49)
Commissioner Gentry stated that this is a change and it is a change that has occurred based on a lot of thought and dialogue. Commissioner Gentry further stated that sometimes change is tough and fortunately Commissioner Gentry said that he understands the importance and the sensitivity of change. Commissioner Gentry said that this is about Metro Social Services moving forward and he commits himself to moving forward and he commends Commissioner Harris for the work she has done. Commissioner Gentry said that he looks forward to working with Commissioner Toms and working with Gerri Robinson. Commissioner Gentry closed by stating that his commitment is to ensure that Metro Social Services is successful.
Commissioner Gentry then called for Community Dialogue and comments from the community. Being none, Commissioner Gentry called for the MSS Board Meeting to be adjourned.
Motion for adjournment was accepted and approved.