Board of Commissioners Meeting Summary of January 28, 2009
Board Members Present: Frank Boehm, Howard Gentry, Gwen Harris, George Price Mary Kate Mouser 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
Commissioner Gentry began the meeting by obtaining a motion to approve the December 17th, January 10th and January 16th meeting summaries. Motion was properly moved, seconded and accepted. (– 0:01:21)
Summary: The Board of Commissioners had two main topics of discussion, vendor contracts and the budget review.
Commissioner Gentry stated that Metro Social Services (MSS) was well represented by Commissioner Toms at the budget meeting. Commissioner Gentry also stated that he met with the staff at MSS to formerly introduce Renee Pratt into her position as Interim Executive Director.
Finance Report
Pam McEwen began her finance report by stating at the end of December we were around $160,000.00 under budget. Pam stated that she was projecting we would only be about $84,000.00 under budget for the year with our target being $157,800.00 in which we would be short on that target.
The $157,800.00 was a target placed by the finance department at the beginning of this fiscal year in order to rebuild the fund balance for the government. Every department was given a target for each department to attempt to save the targeted amount of money from the operating budget.
Pam further stated that MSS is continuing to work on cost saving measures with our programs and we have some additional salary savings that we are looking at in order to try and meet the requested target.
Pam stated that we have some contractual obligations in our programs that have been under funded for several years. MSS have had to give increases every year and these increases have not been funded. Pam stated if the commissioners wanted more detailed information to let her know.
Camilla Caldwell funds show $24,000.00, however an adjustment is being made to correct the contributions line. Pam stated that some of the expenditures we made for Christmas were originally charged to the operating budget, but the monies will be reclassified against the Camilla Caldwell fund in the amount of approximately $2,000.00. (0:01:25– 0:08:41)
Vendor Contract
Pam then discussed the vendor contracts which refer to the contract that requested consulting services through an RFP. The RFP was submitted and the contract was awarded to Cushions Employer Services. Pam stated that the RFP requested four things; 1) employee survey; 2) stakeholder survey; 3) customer survey; 4) needs assessment. Cushion’s was asked to conduct the survey by placing the surveys on line, and compiling the reports for the surveys after MSS had provided them with the instruments. Cushions were to provide us with consulting services to help determine how to prepare a need assessment.
Pam stated that the contract was ready to be distributed, however it was held by Purchasing to give the MSS Commissioners an opportunity to decide whether the contract should be pursued at this time. Pam further stated that Cushions is known as an HR related company that prepares surveys. However community needs assessments is not something that Cushion’s do often, nor is the needs assessment really addressed in the proposal, Pam stated that the commissioners may want to consider how to treat this contract.
Commissioner Gentry stated that the commissioners has already discussed this contract, however they decided to review the paper work prior to making any decisions. Christy Feldman with legal along with Talia Lomax-Odneal, Deputy Finance Director had commented that we could not remove portions of the contract because more bidders may have bid on the contract.
Commissioner Gentry did state that it is important how the commissioners respond too the decision on Cushions. Pam stated that the vendor’s detailed plan of approach is from the standpoint of how they will prepare a survey, but there is not a separate section on how they will develop a needs assessment. Pam McEwen stated that the RFP did not call for a needs assessment survey; they were to consult with MSS on the survey. (0:08:45 – 0:17:39)
Commissioner Boehm stated at the last meeting he was opposed to the contract and he wanted to cancel it, however Commissioner Toms correctly stated that the commission should review the information before making a decision. Commissioner Boehm further stated that after reviewing the information it helped him to make up his mind even more that we should move away from this contract totally.
Commissioner Boehm stated that a part of the employee survey, customer survey and stakeholder survey perhaps need to be done on a yearly basis. The main intent for an RFP was to meet some of the specific recommendations that we had for the executive director’s contract and that is no longer an issue.
Commissioner Boehm stated that as far as needs assessment this contract is certainly not what we are looking for. Commissioner Boehm stated that when Commissioner Gentry asked him to be the chair of the Ad Hoc Committee, it was his impression that the Ad Hoc Committee could have subcommittees which could do some of this work with real professionals in the city which is then more pertinent and more grounded. Commissioner Boehm felt that the commission has a way of doing this ourselves without spending any money or very little money, certainly less than $18 or $24,000.00 It can probably be done for much less, maybe even $10,000 or less.
Commissioner Boehm made a motion that the Commissioners do not move forward with this proposal and do not approve its implementation. Motion was properly moved, seconded and accepted. (0:17:40 – 0:19:34)
Budget Review
Pam McEwen discussed the budget which began with the budget prep schedule. The prep schedule will provide you with all the upcoming dates and events regarding the budget.
Pam then went on to discuss the proposal options. Pam stated that each department was asked to come up with a 10% reduction in addition to the 3% baseline which will be added in. So, the total amount of our reduction would be $690,600.00.
Pam stated that we have Option A and Option B which focus on positions that are vacant or will be vacant on or by July 1, 2009. They include the elimination of our external contracts, Family and Children Services for Relative Caregivers, Our Children Our Future for Informal Childcare, Mid-Cumberland Human Resource Agency for Homemaker and Nutrition Pilot in which the money has not been utilized in 2 years. Both options will also include the elimination of the survey consultant contract, ensure, some bus ticket dollars, contract for newsletters/etc., and funds for training and membership.
Option A will eliminate: Option B will eliminate:
3 vacant positions 5 vacant
2 anticipated retirement 7/01/09 3 anticipated retirement 7/01/09
1 filled position
Option B involve a total of 8 positions, 5 of the positions are vacant and 3 of the positions we anticipate retirement.
Commissioners ask the question as to how important these vacant positions are to the agency, Renee Pratt stated that the positions are important to the agency, however, since Metro Government has a hiring freeze we would probably not be able to fill them or we would loss them.
The Commissioners did have some questions concerning reduction in the burial assistance program and the ensure program. Pam McEwen, Renee Pratt and staff in the audience carefully went over each option with the board in its entirety and explained any questions or concerns the commissioner had with either option.
Commissioner Gentry asked how involved were the different areas of MSS with the budget decisions? It was stated that all managers over the various programs were involved in the decision making and each of them are aware of there involvement in both options.
Commissioner Boehm stated if we go with Option A and reduce a position, this could end up being a position that we cannot fill because of the hiring freeze. Commissioner Boehm further stated that when we look at the services along with the individuals that could be impacted with this plan, he would select Option B.
Renee Pratt stated that as late as today we found out about another position that would be vacant within two weeks and we will not be able to fill. So, this mean we will be able to substitute the elimination of a vacant position for the reduction of ensure, the burial program and the remaining dollars in bus tickets. (0:19:36 – 0:59:00)
Commissioner Price made a motion that we accept Option B with the necessary amendments and corrections to substitute the elimination of a vacant social worker 3 position for the reductions to ensure, burial and the remaining dollars in bus tickets back into the budget. Motion was properly moved, seconded and accepted. (0:59:26 – 0:59:49)
Commissioner Toms commended the staff’s work that was given to the budget options. Commissioner Toms also stated the need for the commission to have an active finance committee throughout the year. Commissioner Toms felt that if the commission had a finance committee in place the committee could monitor what direction the agency will go. Commissioner Toms further stated that she had checked the governance policy and there is currently no commissioner on a finance committee.
Commissioner Toms will continue to work with MSS staff regarding the budget until Commissioner Gentry is ready to select a finance committee.
We have one more item for discussion being the Budget Enhancement Request. Dinah Gregory, Director of Planning and Coordination (P&C) stated that when P&C was originally envisioned it had five coordinators, 1 director and a support person. Today, P&C has 3 coordinators, 1 director and 1 support person part time. This position that is being requested is a lower classification than a coordinator, but this person would provide support to the coordinators. This person would work with the mapping programs, assist in arranging the focus groups, research and attend or organize meetings as needed.
Pam McEwen stated that when she presents the budget she would present the enhancement.
Commissioner Toms made a motion that we accept the Budget Enhancement Request for Planning and Coordination that will be submitted with the budget. Motion was properly moved, seconded and accepted. (0:59:52 – 1:06:45)
Commissioner Harris asked if research had been done to locate a person for this position at the amount of money stated. Renee Pratt stated that the current coordinators are at an SR14 and when we look at salaries and job functions within the organization Renee does not see this position at an SR14.
Commissioner Toms withdrew her previous motion.
Commissioner Harris made a motion to change the SR11 to an SR12. Motion was properly moved, seconded and accepted. (1:06:46 – 1:13:45)
Commissioner Harris made a motion to accept the proposal on the Planning and Coordination Budget Enhancement Request for fiscal year 2009-2010 as amended to be presented to the Mayor. Motion was properly moved, seconded and accepted. (1:13:46 – 1:13:50)
Commissioner Boehm stated last year at budget time we provided the commissioners with a 5%, 10% and 15% reduction and this year it was just a 10%. Pam McEwen stated that we will submit the approved budget to finance and the Mayor will present his budget to the council and the Mayor will then make his proposal as to what he would like MSS to have. The council will vote and that will be the amount of our reduction.
Commissioner Gentry commended and thanked MSS for coming together on this process.
Motion for adjournment was accepted and approved