Metro Social Services Board of Commissioners
Meeting Summary
of July 23, 2008
Board Members Present: Frank Boehm, Howard Gentry, Gwen Harris, Mary Kate Mouser, and Barbara Toms
Board Members Absent: Dot Dobbins, George Price
Legal Advisor: Christy Feldman, Attorney for Metro Government representing Metro Social Services Board
Mayor Liaison: Hershell Warren (absent)
Board Meeting Discussion
Commissioner Gentry called the Metro Social Services Board Meeting to order at the Elizabeth Park Senior Citizen Center. Commissioner Gentry began the meeting by obtaining a motion to approve the May 28th and June 23rd meeting summaries. Motion was properly moved, seconded and accepted. (00:01 – 1:18)
Director’s Report
Mrs. Robinson began her report by highlighting some of the happenings within MSS:
- Changes in the budget and finance office will impact MSS Finance staff. Some tasks performed by Metro’s finance office will devolve to the MSS finance staff.
- An internal review of MSS financial transactions was conducted. The review has been completed and corrective actions are already in place. MSS will conduct an internal finance audit annually.
- MSS will be losing one of its vans and replacing it with a new hot shot truck which has features that will keep frozen meals frozen and hot meals hot.
- Yuri Hancock, MSS HR Manager, is researching compressed work weeks. She is contacting comparable Social Services agencies the impact of shifting to a compressed work week.
- With the reorganization of the Metro School System a section called Family and Community Services was created. Mrs. Robinson has met with the Director. Family and Community Services could be used as a conduit to better serve families in the community.
- Lee Stewart has been working on the Long Term Care Legislation and he will give a presentation at an upcoming board meeting regarding the Medicaid Waiver and how it will impact senior services in Davidson County.
- Mrs. Robinson described the MSS Case Management Information System. The Case Management System consists of 3 data bases and a series of excel spreadsheets. External Data Bases are HMIS and SAMS. Since the Comprehensive Case Management Systems recommended in the audit and approved by the board was placed on hold due to budget cuts MSS has to work to make the system the best that it can be. (1:20 – 12:03)
Mrs. Robinson said that she has sent information pertaining to the Internal Data Base out to the board; however, she has not provided information on the External Data Base, Homeless Services Management Information System (HMIS). This database includes all service providers receiving HUD homeless funding and has the capacity to talk to all the homeless providers in Davidson County. This is our means of tracking homeless prevention services. The SAMS data base involves all providers of nutrition services under contract with GNRC and the Department of Human Services which tracks Nutrition Services.
Commissioner Mouser asked if the number of calls received were unique visitors, or are they reoccurring calls requesting help? Giovanni Achoe stated that the customers are unduplicated, not the calls.
Commissioner Boehm asked for a description of calls normally received. Giovanni stated the number one request is for housing/homeless intervention or financial assistance.
Commissioner Toms questioned integrating the various data bases to track who is providing services to someone that we may have served.
Demitria Norman stated that we track clients MSS serves to prevent duplications of services. However, we do not have the capability to access other agencies data bases throughout Davidson County. Mrs. Robinson stated that when a new case is opened the worker can check the system to find out if the individuals have open cases and to see if any services have been previously rendered.
Commissioner Gentry stated that the unfortunate part is that a system is not in place to provide the type of data that is being requested. However, an employee has been hired to work with the Homeless Commission and other agencies will be able to participate once the system is up and running. The system will be part of the cities HMIS system and all agencies that are receiving HUD funding will be encouraged to participate. Commissioner Gentry further stated that he realize that MSS is currently doing the best it can with the system they have. However, it may take a while to respond to some of the requests made by the board members.
Commissioner Toms asked if we had a written report regarding the findings in the finance audit. Mrs. Robinson stated that corrective actions have been outlined and a report will be shared with the board at the upcoming board retreat along with the COA review to assure all programs are in compliance.
Commissioner Toms asked if the Metro Personnel Office provided guidelines regarding the compressed work schedule or does each department develop its on policy? Renee Pratt stated that the Director of Metro Human Resource has not put any guidelines in place. Departmental guidelines are to meet department’s individual needs. Mrs. Robinson stated that Ms. Hancock has guidelines of some of the other Metro departments that have already moved forward with the compressed work week. (12:04 – 36:35)
Commissioner Boehm asked if the items listed below would be discussed at today’s meeting or will they be a part of next month’s agenda.
- utilization of survey results from providers, stakeholders, partners, community faith, etc.;
- replacements of funds for summer camp vouchers;
- board advocacy in procuring a state of the art information system;
- advocating and support for training informal childcare; and
- Medicaid Waiver
Mrs. Robinson stated that the items above were things that she had recommended be discussed at the upcoming retreat. However, Mrs. Robinson stated that she would be glad to give a brief overview of the status of the items listed. Some of the items were addressed earlier in today’s meeting.
- Replacements of funds for summer camp vouchers – we will be convening a meeting with 60 to 80 camp providers on how we can continue the summer camp program collectively. P&C and the Special Projects staff will be looking for partners to assist with this funding. Suggestions from board members were encouraged.
- Survey results – We have outsourced the surveys to be completed electronically. All of the department’s performance measures were incorporated into the RFP. A Pre-Proposal Conference will be held next week.
Commissioner Boehm stated that community needs assessment is the heart of what the agency should be doing and without this assessment we are guessing. Commissioner Boehm further stated that the board has yet to come up with an agreed upon plan detailing the top 5 priorities including where we spend our money. Commissioner Boehm felt that putting money into the homeless needs would be his choice due to the high volume of calls coming in. Commissioner Boehm did not see a need to do customer satisfaction surveys again and felt a primary focus should be the community needs assessment. (36:36 – 47:09)
Commissioner Gentry then paused to welcome the public to the MSS Board of Commissioners meeting.
Finance Report
Pam McEwen began her report stating that the numbers provided are preliminary numbers at this point since Metro’s books will not close until somewhere around the end of September. Pam stated that a follow up report will be available in the October time frame after the fiscal books have closed. Pam noted that the department met its targeted budget amount. An explanation regarding items that were over budget was provided.
The special donations fund has a balance of $28,000.00. The 4% reserve fund has a balance of $41,000.00. Pam further stated receiving an email from the Budget Director that all 4% fund balances not spent are being recalled.
Commissioner Harris asked if we could publicly announce that MSS is looking for partners to help fund summer camp next year. Pam stated that we would have to put some type of concept paper together and work with legal and the budget office. However, Pam stated that it is probably better if money does not come directly to Metro and come through another partner because there are several processes that would be involved with monies coming directly through Metro.
Commissioner Toms had a question concerning the tracking system and the $41,000.00 balance in the 4% reserve fund. Commissioner Toms asked if P&C or the Special Projects Unit have looked into whether there are potential grants available that would allow us to update and enhance our information system. Mrs. Robinson responded that the foundations do not fund public entities and Mrs. Robinson further stated that we would look into this request and bring the findings back to the board at the August meeting.
Commissioner Mouser said if our systems were not up to par for keeping client information safe and secure, it could place metro at legal rights. Mrs. Robinson stated that she would follow up on the client confidentiality and also the Hippa rules. (47:56– 58:58)
Commissioner Boehm stated that in the May 28th minutes, there was a request for an independent reviewer to help the board establish priorities. Commissioner Boehm stated that at the May meeting he had made a statement regarding the need for a list of priorities that would detail what the community needs are. To that end, he was gratified to know that an RFP was already out asking this question.
Commissioner Boehm felt as if this topic needed further discussion during the months to come, so when the board convenes, a group or committee can report back to the board to take up discussion either at a board meeting or at the board retreat.
Commissioner Boehm recommended to the Board Chair that the board adopt a resolution to appoint a committee to identify the community needs and that committee be comprised of no less than 2 MSS Board of Commissioners, 2 MSS employees who are knowledgeable in this area and outside consultants. This group would meet periodically to assess the needs using 211 data, referral patterns and other information that is available to MSS along with the RFP request with community needs. The committee will come up with a needs assessment that the board can agree with.
Commissioner Gentry recommended having the Governance Committee review Commissioner Boehm’s request and bring it forward to the Commission at the August meeting. The Governance Committee consists of Commissioner Toms, Commissioner Harris and Commissioner Dobbins and any other board members that would like to attend since it is a public meeting. (59:22– 1:09:38)
Community Dialogue
We heard dialogue from Dr. Galen Spencer Hull, Director of the Office of International Business Programs in the College of Business at Tennessee State University. (1:09:40– 1:14:36)
We also received a special invitation to come back at any time from the Director of the Elizabeth Park Sr. Citizen Center.
Motion for adjournment was accepted and approved