Metro Social Services Board of Commissioners
Meeting Summary
of September 24, 2008
Board Members Present: Frank Boehm, Howard Gentry, Dot Dobbins, Barbara Toms, George Price
Board Members Absent: Gwen Harris and Mary Kate Mouser,
Legal Advisor: Christy Feldman, Attorney for Metro Government representing Metro Social Services Board
Mayor Liaison: Hershell Warren
Anita Gregory, site manager, welcomed the board to the Madison Community Center and informed the board of upcoming events.
Board Meeting Discussion:
Commissioner Gentry called the Metro Social Services Board Meeting to order at the Madison Park Community Center. Commissioner Gentry began the meeting by obtaining a motion to approve the August 18th board meeting summary.Motion was properly moved, seconded and accepted. (1:55 – 3:05)
Director’s Report
Mrs. Robinson began her report by stating Council has approved an intergovernmental agreement between the state and Metro Social Services Commission to implement the Nutrition Waiver Program. She also directed commissioners to information in their packet on Legislation for long term care. The legislation has been posted for comments. Commissioner Gentry and the MSS board gave Mrs. Robinson the approval to comment on behalf of Metro Social Services. Mrs. Robinson will share her comments with the board prior to sending to DHS. (3:06 – 8:24)
Mrs. Robinson next commented on the Budget Reversion Ad Hoc Committee. Mrs. Robinson felt that the agency should look at day to day operations for cost saving and efficiencies. The Budget Reversion Ad Hoc Committee was convened to identify opportunities for savings across the entire agency. Mrs. Robinson stated that she would keep the board posted on the work of the committee. (8:26 – 11:37)
Mrs. Robinson informed the board that the Public Relations Consultant contract was rejected by the Director of Finance. Mrs. Robinson stated that she would be contacting local colleges and universities to ferret out interest in opportunities for possible school projects. Mrs. Robinson further stated that she will speak with Christy Feldman about soliciting pro bono services from public relation professionals in the area. Mrs. Robinson solicited suggestions from Commission members. Commissioner Toms suggested we look at grants that would provide opportunities for students to interact with the community. Mrs. Robinson said she would have Dinah Gregory check into community service grants. (11:38 – 16.29)
Mrs. Robinson provided information on Special Projects and the dollar figure for the 5 grants totaling $557,000 and the work that Dinah Gregory, Demitria Norman, Giovanni Corley and other MSS staff have put into the rapid re-housing project. Commissioner Toms recognized Dinah Gregory for all the work she does with community and faith based groups keeping them aware of various grants that become available.
Mrs. Robinson closed by reminding the board of the MSS Board Retreat scheduled for November 14th and 15th at the McCabe Golf Course. The Board Retreat Planning Committee is scheduled to meet on Thursday, October 16th at 9:30 at the Metro Office Building in the Davidson Room. (16:30 – 20:08)
Finance Report
Pam McEwen began her report by stating that the finance department has just completed the True Up process which is where MSS submits to the Office of Budget Management all final adjustments and reallocations. The final budget should be posted to the system hopefully by October 1st.
Pam McEwen also provided information on the budget reversion target which is where each department is to target a specific amount of savings within the operating budget. The target for MSS is $157,800. The bulk of these savings will come from personnel expenditures. Ms McEwen projected we will be under budget by $169,739 given the limited budget information we currently have. Pam concluded her report by commenting on the Social Services Donation Fund which has a total of $28,368.10 and the majority of the money is in the Camilla Caldwell Fund.(20:10– 26:16)
Community Dialogue
Dr. Raquel Hatter, President/CEO and Amy Brake, Relative Care Program Manager both of Family and Children Services attended the Metro Social Services Board Meeting to discuss the Relative Caregiver Program. The Relative Caregiver Program focuses on grandparents raising grandchildren and other relatives raising children from other family members. The Relative Caregiver Program is designed to provide stability to the caregivers and to keep children from going into state custody. Family and Children Services has partnered with Metro Social Services with the Relative Caregiver Program and Grant Writing.
The Relative Caregiver Program provides information, education, resource referrals, case management for the entire family, advocacies for caregivers, workshops, emergency finance assistance and on-site material assistance. Contact information for the Davidson County Relative Caregiver Program follows: 615-340-9092. (26:20– 56:10)
Items Requiring Board Action
Compressed Work Week
Mrs. Robinson began by recommending he board approve this request to offer staff a compressed work week on a trial bases for approximately 6 months. Yuri Hancock, the MSS Human Resource Manager stated the staff was offered several opportunities to provide feedback, or voice any concern or issues they may have. One of the means of providing concerns was the use of a suggestion box with responses collected quarterly. Mrs. Hancock would research the responses and provide a report to Mrs. Robinson in which she would draft a memo to all staff and address issues that had been collected.
Mrs. Hancock stated that this past quarter, the majority of the suggestions were focused on a compressed work week. For MSS to participate in a compressed work week it would cause staff to work longer hours, which could better serve our customers. Ms. Hancock further stated that we were also charged with researching other Social Services agencies, Metro Governments as well as COA standards to gauge some of the challenges and benefits. Last but not least, we also surveyed staff which garnered a 65% response rate. 85% of staff felt that it would be a morale booster for the department. However, all staff would not want to move to a compressed work week due to outside responsibilities.
One of the primary challenges in going to a compressed work week would be scheduling and ensuring that all staff has proper coverage throughout the week. The main charge for MSS is to ensure that all services and daily operations are not interrupted in any way.
The standard hours for MSS are 8:00 to 4:30 and the compressed work week hours could be 7:00 to 5:30, 7:30 to 6:00 or 8:00 to 6:30. If this request is approved by the board, the proposed target date would be January 1st 2009 and we would develop specific procedures in order to communicate the new hours to our customers.
Commissioner Boehm asked if we had peak times during the day and how would we handle these peak times. Mrs. Robinson stated that service delivery would not be impacted due to the social workers being trained to work in various positions on an as need basis.
Commissioner Boehm then recommended that the vote be tabled until staff have all questions worked out and a complete plan is able to be presented next month. Commissioner Boehm felt that certain questions needed to be worked out such as the hours, how can the effects be measured and how can the peak hours be staffed.
Ms. Hancock stated that the approval does not stop with the board’s decision. The approval will also have to go through Central Human Resources Department as well as the Mayor’s office. However, for it to move to the next level it must first be approved by the board.
Change in the Homemaker Income Policy
Pat Wingfield Manager of the Homemaker Program made a request for the board to increase the income guidelines. Presently the income guideline for one individual is $1200 and for a couple it is $1470. The proposed change for one individual is $1300 and for a couple it will be $1570. The Homemaker program has not received an increase for Metro customers in four years. Ms. Wingfield further stated after reviewing other income guidelines around the state this increase would have MSS comparable.
A motion was made that we approve to increase the income guidelines for the Homemaker Program by $100 for one individual and for a couple. Question: Commissioner Price asked how soon the increases will go into affect. The increase will go into affect immediately. Motion was properly moved, seconded and accepted. (1:12:53 – 1:18:45)
Old Business
Ad Hoc Committee on Planning and Coordination
Renee Pratt, Committee Chair stated that the committee had their first meeting on Tuesday of last week. The meeting began by the introduction of all the members and identifying the charge which would be to identify priorities of Nashville’s community social service needs. Once this charge has been identified a recommendation will be brought back to the entire board. Ms. Pratt stated that the committee visited an overview around Planning and Coordination and discussion was opened up as to what the next steps would be.
The committee then decided that there were particular areas that need to be addressed such as what are the goals and objectives. However, to do this it would involve the committee revisiting the charter with the assistance of Christy Feldman, MSS Legal Representative. The next meeting is scheduled for October 8th at 2:00 p.m. in the Donelson Room of the Metro Office Building. Commissioner Toms has now joined the Ad Hoc Committee. Hershell Warren, Mayors Representative further commented that it would be important that the committee also look at the information gathered from the Poverty Symposium Summit to make sure the committee is parallel with the goals of the Poverty Committee. It was suggested that each of the Ad Hoc committee members possibly join one of the various work groups from the Symposium Summit.
(1:18:46 – 1:23:46)
Retreat Planning Committee
Mrs. Robinson stated that the Retreat Planning Committee will meet on Thursday, October 16th at 9:30 a.m. in the Davidson Room of the Metro Office Building.
(1:23:47 – 1:23:59)
New Business
Motion for adjournment was accepted and approved