Board of Commissioners Meeting Summary of February 25, 2009
Board Members Present: Frank Boehm, Howard Gentry, Gwen Harris, and Barbara Toms
Board Members Absent: Dot Dobbins, Mary Kate Mouser and George Price
Legal Advisor: Christy Feldman, Attorney for Metro Government representing Metro Social Services Board
Mayor Liaison: Hershell Warren, Mayor’s Office
Commissioner Gentry called the Metro Social Services (MSS) Board of Commissioners meeting to order by thanking the MSS staff for all their hard work. Commissioner Gentry also reported that Commissioner Dobbins has resigned from the MSS Board of Commissioners. Commissioner Dobbins sent a letter to Mayor Dean and copied the Board. Commissioner Gentry stated that the Board would move forward as a commission. Also, Commissioner Gentry iterated the importance for all commissioners to attend the meetings because until a new appointment is made, original number of commissioners will still make up the quorum. (0:00 - 3:44)
Commissioner Gentry obtained a motion to approve the January 28th meeting summary. Motion was properly moved, seconded and accepted. (3:47 – 4:10)
Directors Report
Ms. Pratt reported on the following items:
- MSS Homemakers and the Nutrition Program had the Greater National Regional Councils annual monitoring review in which there were no findings to report. The MSS Homemaker Program was sited for their meticulous files and how well files are documented. So much so that MSS Homemaker Program may be a model for the other agencies to follow in conducting site visits;
- MSS was recognized at the January Metro Council meeting by Council Lady Murray and Council Lady Moore by resolution for our one year anniversary on being accredited;
- Five MSS staff participated in the annual Homeless count along with Commissioner Gentry and Hershell Warren from the Mayor’s office;
- Ms. Pratt stated that she received feedback from Commissioner Harris regarding the Stimulus Package in which research is being done to determine how the Stimulus Package would impact Metro Social Services;
- March is Social Worker month in which MSS Social Workers will be acknowledged along with all staff since the entire agency play a role in servicing the community. Commissioner Gentry will be the speaker at the agency luncheon to be held on March 19th starting at 12:00. Ms. Pratt further stated that we have several other activities planned for staff;
- Budget was submitted along with the submission of the additional request and Commissioner Gentry will follow up.
Commissioner Toms had a question regarding the COA Accreditation and whether an annual review is conducted. Ms. Pratt stated that a review is conducted by COA every three years; however, the MSS Quality Assurance conducts an annual internal review. (4:12 – 9:19)
Finance Report
Pam McEwen began her report by stating as of January 31st, MSS continue to be under budget in all programs except for contributions. MSS made a contribution to another agency which put this particular line item slightly over budget and it will remain over budget since the donation was larger than the line item.
Commissioner Gentry asked what type of donations MSS would make. Ms. McEwen commented that MSS has made some contributions to other agencies and she would have to look back to see which agency received this contribution. Ms. McEwen stated that usually when MSS makes a contribution it is when we are partnering with an agency in terms of doing activities.
Commissioner Gentry stated that it may be interesting to see how MSS can afford to make donations. Ms. McEwen will provide the board with the agency/agencies that have received contributions from MSS.
Ms. McEwen stated that as of right now the projection through the end of the year is looking like we will meet our $157,000 target. The majority of this money however, will come from vacancies. Ms. McEwen stated that we have had two other positions become vacant and that she would have more information on how these vacancies would impact the agency through the end of the year at the March meeting.
Ms. McEwen then stated that we have a balance of $23,000 in the MSS donation fund. Commissioner Boehm had a question concerning the vacancies. Commissioner Boehm further stated that since we have one vacancy in the Homemaker Program and two in the Nutrition Program, how do these vacancies impact services. Ms. Pratt stated that these positions are part of the freeze and the positions could not be filled. MSS has previously requested waivers, but they have been declined. It was further stated that the three positions mentioned are all included in the baseline budget reduction that was made earlier.
Commissioner Boehm asked if there was a trend on why these particular employees left the agency and is it something that the MSS Board of Commissioner’s need to address. Staff commented that the one Homemaker position was vacated due to employee transferred to hospital position. The Nutrition site positions were vacated due to trying to recruit someone who was bilingual and we had trouble finding someone so we lost the position due to the freeze and the position was due to retirement. Demitria Norman, MSS Programs Director did state that no customers are being impacted by the vacancies at this time. (9:22-20:05)
Planning and Coordination
Dinah Gregory began her report by stating asChairman of the Ad Hoc Committee on Planning & Coordination; Commissioner Boehm had appointed a Community Evaluation Subcommittee which will have its first meeting on February 27, 2009. The subcommittee will work with Planning & Coordination staff to develop a community social service needs assessment and create a structure for annual updates. The subcommittee will have a lot of community involvement such as: Community Foundation, United Way, Vanderbilt, TSU, Chamber of Commerce, Metro/State Government and some service providers.
The needs assessment will focus on the issues approved by the Board during the retreat: Workforce & Economic Development, Housing. Food & Nutrition, Home & Community Based Services (homemaker services, child care, etc.), but will also address Transportation which affects the other issues but does not seem to fit within any of the other issues. Ms. Gregory further explained that other areas will be specifically excluded for the first needs assessment, but they may be included in future years through collaborations with others.
The primary Subcommittee product will be a report which compares the needs with the available resources to identify the unmet social service needs in Nashville. This report will be submitted to the Ad Hoc Committee on Planning & Coordination by July, 2009, and then to the MSS Board of Commissioners. After approval of the Board of Commissioners, it will be made available to the public.
Ms. Pratt wanted to take the opportunity to thank Dinah Gregory, staff and Commissioner Boehm for all the work that has been put into Planning and Coordination. Commissioner Boehm stated that it has been nice working with Dinah, Renee and others. Commissioner Boehm further stated that he had called all the individuals that Dinah had suggested for the committee and not one declined. Commissioner Boehm felt that this was a very positive message in which this is a commitment of several monthly meetings.
Commissioner Boehm also stated that the initial group will help with needs, gaps in services and the current resources. However, another group of experts may also be needed to look at how these resources can be used in the community and help to come up with a plan.
Hershell Warren, of the Mayor’s Office stated that Dinah Gregory’s name was submitted to be a part of the Community Enhancements Funds Reviewers.
Motion for adjournment was accepted and approved