Board of Commissioners Meeting Summary of April 28, 2009
Board Members Present: Howard Gentry, Patrick Willard, Mary Kate Mouser, George Price, Frank Boehm and Gwen Harris
Board Members Absent:
Legal Advisor: Christy Feldman, Metro Legal
Mayor Liaison:
Commissioner Gentry called the meeting to order and welcomed everyone
Commissioner Gentry then requested a motion to approve the March 24 meeting summary. Motion was properly made, seconded and accepted unanimously.
Director’s Report
Renee Pratt began by commenting on how well the budget hearing went with the Mayor. She thanked Commissioner Boehm and Commissioner Gentry for supporting the agency at the hearing.
Ms. Pratt then announced the letter of resignation submitted last month by Barbara Toms. On May 4 Mayor Dean appointed Bill Sinclair, Director of Catholic Charities as a replacement for Barbara Toms.
Metro Social Services is scheduled to present the budget to Metro Council on May 20 at 4:30 p.m. and if any Commissioner is planning on attending please arrive around 4:15 p.m.
Ms. Pratt then congratulated Dinah Gregory for receiving the Genesis Award from the Sudanese Community and Women Service Center for her work with the refugee community. Ms. Pratt also congratulated Damir Obradovic, Social Worker for the MSS Family Support Program for receiving the Citizen of the Year Award from the National Association of Social Workers.
Commissioner Gentry asked to move the New Business up to this point on the agenda due to Commissioner Willard having to leave early.
New Business
Commissioner Gentry stated that once the MSS Director position was vacated by Mrs. Robinson he wanted to have someone in a leadership role from within the department to act as interim. Director, Renee Pratt was selected based on the position and experience she had prior to Mrs. Robinson leaving. The only change made by the Board was that of Dinah Gregory would resume her position as Director of Planning and Coordination.
Commissioner Gentry stated that he had been asked when a permanent Director would be selected. However, Commissioner Gentry felt the agency needed a healing period to see how MSS would work after the departure of the previous director. Commissioner Gentry stated that he was very proud of the agency and how everyone pulled together as a department. Commissioner Gentry was also pleased in how Renee Pratt has handled herself in the interim capacity. She has been through two budget processes, moved into a strong Planning and Coordination stage and that direct services has also had to go through various issues, and they have all been handled appropriately.
Commissioner Gentry recommended that Renee Pratt holds the office of Director of Metro Social Services permanently. Commissioner Gentry stated that the decision, however, is up to the board. The Commission has the ability to make this determination and to select a successor in whatever manor we choose. Commissioner Gentry then asked for comments from Commissioners.
Commissioner Boehm stated that he finds Renee to be a real asset and she has always been accessibly when needed. Commissioner Boehm also feels that Renee understands issues of the staff and the community. Commissioner Boehm felt this would be an excellent choice.
Commissioner Boehm nominated Renee Pratt to be the permanent Executive Director of Metro Social Services. Nomination was seconded by Commissioner Price. Motion was made and seconded.
Commissioner Gentry then asked for questions. Commissioner Harris asked if the process for replacing the Director had been approved by the Metro Human Resource Department (Metro HR). Commissioner Gentry stated that he had spoken with Metro HR and Legal Department. Commissioner Harris thought the selection should be opened up because other candidates might be interested.
Christy Feldman, Metro Legal stated that there is no legal requirement for MSS to solicit other candidates for this position. All that is required is an action by the MSS Board of Commissioners to select a director.
Commissioner Willard commented that he would be more comfortable if the Commissioners had received a written document from Metro HR about the policy before being asked to vote as an item on the agenda. Commissioner Willard asked that Metro HR supply the Commissioners with the outlined terms/conditions and a contract in order to make a decision. Commissioner Willard then stated that he will pass on the motion.
Legal stated that the Metro Government Charter governs the selection of an Executive Director. Ms. Feldman noted that Metro HR does not have the authority to determine the process for MSS because it is specified in the Charter. The language in the Charter is that the MSS Board of Commissioners my hire an Executive Director and enter into a contract and there are no other governing requirements. Legal further stated that once the board takes action to select a director, has found someone, the contract would then have to come back before the board for approval.
Legal again pointed out that the selection process for an MSS director is based on the Metro Government Charter and MSS Bylaws.
Commissioner Price stated that he feels Ms. Pratt has done an outstanding job as Interim Director and she is well qualified for the position. Commissioner Price stated that the motion has been made and we should move forward.
Commissioner Boehm stated that he was relying on the wisdom of Legal Counsel and our board chair in making sure that we were in the guidelines.
Commissioner Willard had to leave at this juncture of the meeting.
Commissioner Gentry then called for a vote:
All in favor 4
All oppose 1
Finance Report
Pam McEwen began by stating that we are currently projecting to be about $150,000 under budget at the end of the year. We currently have approximately $23,000 in the donations fund and the AARA fund has spent about $30,000.
The Mayor will be making the State of Metro Address on Thursday at 10:00 a.m. at Riverfront Park and at 11:45 they will present the budget to council. Ms. McEwen stated that shortly after the meeting with council the budget ordinance with the Mayor's proposed budget should be posted.
Planning and Coordination Report
Dinah Gregory stated that on February 22 the Mayor asked Planning and Coordination to work on monitoring and coordinating the Implementation of the Poverty Initiative Plan. The board did approve this plan and since that time P&C developed a process for implementation. Ms. Gregory provided the board with a copy of a document describing the implementation steps. She stated that the document will be distributed to all the participants that have agreed to serve as the leadership of the implementation team. The agencies are listed on the document and each agency has been contacted to assure their participation.
Ms. Gregory stated that there are 30 recommendations divided up over 7 different issue areas. A meeting is scheduled for May 12 at Second Harvest Food Bank. Each of the Implementation Teams will be asked to provide a base line report detailing the status of the recommendations. Ms. Gregory hopes to have the reports back by late July to submit to the Mayor and make available to the Commission and then the public. This report will be generated every 6 months providing the progress of each of the 30 recommendations. Ms. Gregory also stated that they will also be creating a Poverty Council. The participants currently listed will be the bulk of the poverty council, but there will be other entities included.
Ms. Pratt stated that Julius Witherspoon is the new Planning Analyst in Planning and Coordination. Carol Wilson has moved into the Program Manager Position in Nutrition and Joyce Hillman on July 1 will move into Planning and Coordination to help with Community Outreach.
Commissioner Mouser suggested that Dinah consider adding the Children’s Hospital or Pediatrician on the Implementation Committee and Commissioner Mouser offered to help Ms. Gregory with contact information.
Commissioner Boehm stated the role for the Planning and Coordination Subcommittee includes guidance to update the Community Needs Evaluation each year. New focus groups will put together along with additional surveys. The Planning and Coordination Subcommittee will hold a conference once a year to tell where they have been, what they have done and where they are going.
Commissioner Gentry asked Commissioner Boehm to also serve on the Poverty Council. Commissioner Gentry also stated another role for the Planning and Coordination Subcommittee and they being to determine whether various requests can be accommodated by the Planning and Coordination Implementation Team.
Commissioner Gentry called for the meeting to be adjourned.