Nashville.gov

Board Members Present: Frank Boehm, Howard Gentry, Gwen Harris, Mary Kate Mouser, Barbara Toms,
Board Members Absent: George Price and Dot Dobbins
Legal Advisor: Christy Feldman, Attorney for Metro Government representing Metro Social Services Board
Mayor Liaison: Hershell Warren

Board Meeting Discussion:

Commissioner Gentry called the Metro Social Services Board Meeting to order at the Hartman Community Center. Commissioner Gentry began the meeting by obtaining a motion to approve the September 24th board meeting summary.Motion was properly moved, seconded and accepted. (0:00 – 0:50)

Director’s Report

Mrs. Robinson began by directing all the board members to the 3 documents located in their board packets. The documents included the MSS News Letter, 06-07 Annual Report and the 07-08 Annual Report.

Mrs. Robinson then gave an update on various committees within MSS. The Budget Reversion Committee met and came up with ideas that could be true cost savings to the agency. The Medicaid Wavier is moving quickly and we are ready to implement it when final approval is received from the Tennessee State Department of Human Services. Mrs. Robinson also stated that Rich Riebling has downsized his staff. As a result, some centralized fiscal tasks are being devolved back to the departments. The CFO is preparing for that.

Mrs. Robinson also stated that we are soon to have a contract with the vendor to conduct the master survey and the 2008 employee satisfaction survey. Mrs. Robinson stated that she is working with Christy Feldman and Jeff Gossage to expedite the process. Mrs. Robinson also stated that she has invested a significant amount of staff and time in supporting the Poverty Symposium. The various work groups will be meeting Friday, October 31, 2008 from 8:00 to 4:00.

Mrs. Robinson concluded her report by reminding the board that the November board meeting falls on the day before Thanksgiving and the December board meeting will fall on Christmas Eve. The board decided to conduct the November board meeting at the November Board Retreat which is to be held on November 14th and 15th. Commissioner Gentry further suggested that the board could also discuss any budget issues while at the retreat. The December Board of Commissioners meeting will be held on December 17th with the location to be determined at a later date. (0:50 – 10:45)

Finance Report

Pam McEwen began her report by commenting on the amendment to be voted on in the upcoming elections. The amendment will move the metro budget schedule back to allow more time for the finance office and other metro departments to develop budgets prior to the Mayor submitting it to council in May. The change will allow the board more time to review the budget and have it ready in January.

Pam stated that the budget currently show that the Department is $382,000 under budget. She explained that several transactions have not yet been posted. However, we should see a report next month that is closer to the normal budget numbers. Pam stated that the budget reversion target has a projection of 139,000 under budget in our personnel expenditures. Camilla Caldwell has a budget close to $29,000. Pam further stated that we are about to sign the contract for our consulting surveys vendor and hope to start providing services within the next few weeks.

Mrs. Robinson asked if Nutrition sites make a donation, will any of the monies go into the Camilla Cardwell fund. Pam stated that all funds donated to the Nutrition site/Meals on Wheels will go into the general fund. (10:59– 20:12)

Community Dialogue

Debra Holmes, Director, Mid-Cumberland Human Resource Agency (MCHRA) Homemaker Program. MCHRA is a non-profit agency that provides services regardless of race, color, or national origin in compliance with Title VI. Some of the available services MCHRA provides are: Child Care Certificate Program, Community Corrections Program, Homemaker Program, Meals-on-Wheels/Senior Dining, Minor Home Modifications, Minority Applicant Pool Services, Misdemeanor Management, Long-term Care Ombudsman Program, Representative Payee Services, Regional Transit System, Youth CAN Program, Women Infants and Children Program and DUI School/Alcohol & Drug Education.
MCHRA has contracted with MSS for Homemaker Services since 2005. For information regarding any of the services listed please call 615-331-6033. (20:13– 29:55)
Board Policies and Legal Mandates

Renee began by asking approval for the Outside Endorsements Policy, Board Meeting Public Notice Policy, and Eligibility Requirements Services Policy, a revised policy. The policies listed have all been approved by Commissioner Dobbins.

Commissioner Gentry entertained a request to discuss any of the policies that need further discussion. Commissioner Boehm stated other than not being able to understand the wording; he asked if the policies could be explained in very simple layman’s terms. Michelle Davis, Quality and Assurance Manager, explained each of the policies to the board as follows:

Outside Endorsements: staff cannot go out on there own as a representative of Metro Social Services and endorse any outside functions, projects, etc. without prior approval.
The Executive Director is the only staff that has the authority to do this. Commissioner Toms further stated that the Governance Policy stated that only the chair has the authority to deal with outside agencies and he could then delegate this authority to the Director. Commissioner Toms stated that she would amend the current policy stating that the Executive Director has this authority.

Board Meeting Public Notice: public has to be notified within a certain time frame.

Eligibility Requirements: eligibility of each specific program

Commissioner Toms made a suggestion regarding the burial services eligibility. Commissioner Toms stated that instead of itemizing the assets, we should just say assets so we would not be excluding any additional forms of payments.
(29:57– 37:30)

A motion was made that we amendment the eligibility requirements for the burial services to reflect assets to something that would be more comprehensive than itemizing. Motion was properly moved, seconded and accepted. (37:34– 38:01)

A motion was then made to approve the following policies as amended “Outside Endorsements Policy, Board Meeting Public Notice Policy, and Eligibility Requirements Services Policy. Motion was properly moved, seconded and accepted. (38:08 – 38:30)

Committee Reports
Ad Hoc Committee
Renee Pratt reported that the Planning and Coordination Ad Hoc Committee had there second meeting yesterday. The committee called in other Social Services agencies in the community to help determine how they plan and coordinate services. Renee stated that the Ad Hoc Committee had three presenters attend and they were as follows: John Stern, Neighborhood Resource Center, Lewis Lavine, Center for Non-Profit and Mary Bufwak, United Neighborhood Health Services.
Renee further stated that a full report will be provided at the MSS Board Retreat scheduled for November 14th and 15th. The next meeting is scheduled for November 6th and Metro agencies will be invited to present. (38:33 – 40:11)
Retreat Planning Committee
Mrs. Robinson provided a brief overview of the retreat. The theme of the retreat will be “Planning and Coordination in Tough Fiscal Times”. Commissioner Boehm stated that the goal of the retreat is “To review, clarify and refine the role of MSS planning and coordination within Metro Government’s Service Planning Continuum”. Commissioner Boehm stated that the retreat could be considered to be one of the final meetings of the Ad Hoc Committee.
Commissioner Boehm covered the agenda for the board retreat listed below.

DAY ONE
9:30 a.m. Welcome & Framing the Day
9:45 a.m. Review of Commission’s Achievements
10:00 a.m. Interim recommendations of the Ad Hoc Committee on Planning and Coordination
10:15 a.m. Overview of Metro Government’s Planning Continuum
-Metro Action Commission (Poverty Reduction Plan)
-Metro Planning Department
-Homelessness Commission
-Metro Social Services
11:15 a.m. Social Service Planning in the Private Sector
-United Way of Metro Nashville
-Neighborhood Resource Centers
-United Health Services
12:00 p.m. Facilitated Discussion – Where Do We Go From Here
DAY TWO
Board Priorities in FY 09/10
-Partners
-Assets, and
-Challenges
-Impact on MSS Results Matter Goals
Confirmation of Priorities and Next Steps
Adjournment
The retreat will begin at 9:00 a.m. (40:13 – 51:55)
Old Business
New Business
Motion for adjournment was accepted and approved