Board
of Commissioners Meeting
August 28, 2002
BOARD MEMBERS PRESENT: |
William Coke, Luvenia Butler, |
STAFF MEMBERS PRESENT: |
Michael J. Miller, Pam McEwen, |
GUESTS PRESENT: |
Chris Koster, Mayor’s Office, |
The Metropolitan Social Services Board of Commissioners met on Wednesday, August 28, 2002. In the absence of Chair Diane Neighbors, Vice Chair William Coke called the meeting to order at 3:10 p.m. The minutes for the meeting held on July 31, 2002, were approved as submitted.
Announcements/Employee Recognition
Mr. Miller announced that Caroline Skelton is not with us today as she will be getting married on Friday. She was wished well in her new marriage.
Mr. Miller recognized Deborah Neal from Administration, supervised by Ann Carney, for completing 5 years of service with Metropolitan Government; Karlene Polk (supervisor Mike Miller) and Renee Pratt (supervisor Karlene Polk) from our Family Services Program have completed 10 years of service; Gloria Nance (supervisor Barbara Anderson) from Administration completed 15 years and Linda Murphy (supervisor Camille Boydston) who works along with Ms. Boydston on the Department computers, was recognized for completing 25 years of service with Metropolitan Government. Not present today is Camille Boydston who has completed 30 years of service. These employees were congratulated and thanked for their contributions.
Personnel Committee Report
Ms. Butler asked the Board’s approval for Mr. Miller to accept a position as an instructor at the U. T. College of Social Work that would be consistent with his assigned duties at Metro Social Services. A motion by Ms. Butler, seconded by Ms. Dobbins, for Mr. Miller to accept this position, passed by a unanimous vote.
Director’s Report
An all staff meeting was held on August 7 at the new downtown library to bring staff up-to-date on the strategic planning. Mr. Miller said it was an informative meeting that received positive feed back.
Mr. Miller reported that the Richland Village staff has been involved in training and meeting with schools in preparation for their new program. He has also been working with Tarver Smith on a new database, flex fund plans and actively recruiting to fill vacant positions.
Mr. Miller explained that he continues to work with the Homeless Task Force; they have plans to do strategic planning with MDHA with funds provided by the Frist Foundation.
Mr. Miller has just completed the first Open Range Evaluations. These evaluations are on staff ranked a SR12 pay range or higher and who will no longer receive an automatic raise with a positive evaluation. Evaluations are done according to performance and staff will be aware of expectations for performance and associated rewards.
With regard to the Board attending a workshop presented by the Council on Accreditation, Mr. Miller was unable to schedule the training at this time.
There has been no word as to dates for the required training for board and commission members to attend training in diversity issues and sexual harassment awareness. We will pass this information along when it is available.
Financial Report
Ms. McEwen reported that at one month into the new fiscal year, things are looking good across the Department. The books are still not closed for 2002 but a final report will be presented when it is available. The Salvation Army may pass some additional funding to our Child Care Center and they have also waived the occupancy fee for FY02. The Senior Custodial Unit was over budget last year in utility costs even though there were energy system renovations at the Knowles Home. The 4 percent fund has a balance of $500,000 but it should be noted that the entire balance is designated. One big project to come out of this fund will be a roof for the Knowles Home. There was no activity in the Donations Fund for the month.
Ms. McEwen explained that a Prompt Pay Report will be receiving increased attention across Metro Government to ensure proper management of payments to vendors. This report will summarize payments and give reasons why payments were late. Staff will then work to correct any problems. A baseline reports was shared with the Commissioners.
Department Grant Approval Process
Mr. Miller introduced Ms. Cristi Scott from the Metro Law Department. Ms. Scott explained that the Law Department was asked to review Department grants and the requirements for approval of these grants. She cited Section 11.1102 of the Metro Charter that provides Social Services shall have the power to “enter into cooperative agreements” and there was discussion on the differences between a grant and a cooperative agreement. The interpretation is that Social Services grants do not qualify as cooperative agreements, therefore, must have Council approval. Mr. Miller noted that he expects Council to be supportive of our grants and this process will keep them better informed.
Strategic Planning Update
Ms. Polk reviewed the five Department goals, our achievements on each of them and how this is laying our foundation for the year. There was discussion of the importance of training and how it better prepares staff.
Subsidized Food Program Participation Approval
Mr. Miller asked the Board to approve the continued participation of our Adult Day Care and Child Care Center Programs in the USDA Food Program. A motion by Ms. Butler, seconded by Ms. Dobbins, to continue with this program passed by a unanimous vote.
Other
There being no further business before the Board, Vice Chair William Coke adjourned the meeting at 4:05 p.m.