Board
of Commissioners Meeting
February 26, 2003
BOARD MEMBERS PRESENT: |
Diane Neighbors, William Coke, Ernest Freudenthal, Dot Dobbins, Gwen Harris |
STAFF MEMBERS PRESENT: |
Caroline Chamberlain, Pam McEwen, Karlene Polk, Gary Bock, Renee Pratt, Julius Witherspoon, Tanya Gray, Pam Sylakowski, Giovanni Achoe, Shirley Stephens, Ann Carney |
GUESTS PRESENT: |
Billy Lynch and Veronica Frazier, Metro Human Resources, Kim McDoniel, Metro Finance Department, Terry Hirsch, Marty Reeder and David Haney, Metro Data and Telecommunications Office |
The Metropolitan Social Services Board of Commissioners met on Wednesday, February 26, 2003. Chair Diane Neighbors called the meeting to order at 3:08 p.m. The minutes for the meeting held on January 22, 2003, were approved as submitted.
Announcements and Introductions
Ms. Chamberlain reminded everyone of the Reception for Michael Miller tomorrow from 3:30 – 5:30 p.m.
Pam Sylakowski, the Quality Improvement Coordinator for the Department, was introduced. Ms. Sylakowski was hired as a result of the Department’s strategic planning process. She will be responsible for moving forward our efforts around Continuous Quality Improvement and development of outcomes. She will also work with Dinah Gregory, Tanya Gray and the divisions of the department around Accreditation.
Recruitment Process for Director’s Position
Chair Neighbors reported that Governor Bredesen has appointed Mike Miller as the new Commissioner to the Department of Children’s Services. This has left us with the challenge of replacing him, however, Billy Lynch and Veronica Frazier from Metro Human Resources will help us with the process.
Chair Diane Neighbors introduced Mr. Lynch, Director of Human Resources. He explained that he had been involved in and been successful in the replacement of several department heads. The process will begin with Metro naming a consultant who has the expertise and can focus on locating a qualified replacement. They will do a nationwide search and screen candidates to recommend to us. The Board will do the interviewing and make the final selection.
Veronia Frazier, Assistant Director of Human Resources, further explained there is a public relations firm in Los Angeles that has worked with the Public and Children Services in L. A. County and feels they should have a good list of candidates. The process would include a list being submitted to a contact person in Human Resources; internal candidates should be referred to Jane Madden in Human Resources; the list would be screened and a background check would be made on the final eight candidates; The Board would choose an interview panel to conduct interviews and H. R. would work with us on salary, relocation costs and package to offer. She said the entire process should take around 90 days and cost us around $30,000. H. R. will help us financially, if needed.
Performance Audit Process
Ms. McDoniel was introduced and she reviewed the process for the performance audit. An outside firm with knowledge of Social Services programming will be hired and they will look at our operation as it relates to Best Practices. The process will be started as quickly as possible but it will probably be several months before it can begin.
There was discussion regarding this audit and how it would be beneficial to a new director. The Board may wait until after the audit to make a final decision for a new Director.
Director’s Report
Ms. Chamberlain reported she spent the last part of February working with Mr. Miller on responsibilities she would assume as he transitions to the State.
Budget meetings have been held with each Program and Ms. Chamberlain thanked Mr. Coke and Mr. Freudenthal for their attendance at some of these meetings.
Ms. Chamberlain has been working with Dee Dee Baird from Real Property regarding our move from the Howard Office Building to the old Juvenile Court Building.
The GNRC monitor’s visit of our Homemaker, Transportation and Nutrition has been completed and we received glowing reports. There was no findings noted but there were some recommendations. We will forward a copy of the written report to Board members when it is received
Ms. Chamberlain has been working with Mr. Bock on ways to improve efficiency of the support staff at the Knowles Home.
Ms. Chamberlain reported we have been invited to participate in Metro’s “Results Matter.” This initiative will help all the departments of Metro speak the same language and focus on delivering results to our customers. We will appoint three staff members to be part of the “Black Belt” training. This training is very extensive, requiring approximately 15 percent of the employee’s time over the next few months and will prepare them to work with other departments. This will align with our accreditation efforts as well as the performance audit.
Chair Neighbors thanked Ms. Chamberlain and Ms. Carney for their work during the transition of Mr. Miller.
Financial Report
Ms. McEwen reported most programs are under budget for the year and we expect to end the year approximately a half million dollars under budget. Funds will be transferred to the Senior Dietary business unit to offset the high food costs that were not anticipated. Department wide, fringe benefits are over budget due to the increase in health and insurance rates, however, this will be corrected when the additional appropriation is posted. The 4 Percent Fund has a balance of $437,000, all of which is designated. Ms. McEwen will talk to Real Property regarding the status of the renovations for the Knowles Home. The Special Donations Fund has had little activity and has a balance of $23,500.
Family Services Report
As discussed at last month’s meeting, there has been an increase in the demand for family services grant and a contingency plan was presented to handle the high demand. Ms. Polk explained that during the month of February they were able to handle the amount of grants requested and only minor changes were implemented. She noted they used the Camilla Caldwell Fund very little.
Knowles Home Budget Report
Mr. Bock reported they are projecting a deficit of approximately $90,000 for the Knowles Home this fiscal year. They are operating at full capacity and this has resulted in an increase in utilities, food, dietary supplies, medications and needed staff. Mr. Bock reviewed their plans for reducing expenses and would like to have the Knowles Home budget increased to reflect the $40,000 Social Services saved when the Nutrition and Transportation Programs moved to the Knowles Home location. Mr. Bock noted this might be the right time to look at capital planning for building a new wing.
Greater Nashville Regional Council (GNRC) Contract Amendment
Mr. Witherspoon asked the Board to approve an amendment to our GNRC contracts to provide homemaker services to grandparents caring for grandchildren. This has already been brought before the Board and we have just received the written contract. A motion by Mr. Freudenthal, seconded by Coke, to accept this contract amendment passed by a unanimous vote.
Mr. Witherspoon reported that Richland Village is currently working with the schools on the T-Cap Academy. This is a service that will be provided on Saturday to students from Bailey and Dalewood Middle Schools to help them raise their T-Cap scores. This plan will go through the Metro Legal Department.
Contract Approval Process
Ms. Chamberlain explained the current process for contract approval can take 3 to 4 months, depending on how long the contract has to wait for approval at the various stages. She recommended a new approval process that would include Board Members voting electronically for their second and final vote. Commissioner Freudenthal questioned the legality of this; Ms. Chamberlain will ask the Legal Department. A motion was made by Ms. Harris, seconded by Mr. Coke, to accept this new contract approval process pending approval by the Legal Department. The motion was passed by a unanimous vote.
FY 2003-04 Budget Kickoff Budget Modifications
Ms. McEwen reported that Finance Director David Manning has instructed each Department to submit a status-quo budget except for must have items. She gave a brief overview of additional requests included in the Operating and Capital Budgets. She asked the Board’s approval to submit these requests as presented. A motion by Mr. Coke, seconded by Ms. Harris, to submit these requests passed by a unanimous vote.
Other
Commissioner Harris asked Mr. Bock to bring back to the Board data, i.e. need and cost, for expanding the Knowles Home.
There was discussion regarding the need and support for appointing an interim director. A motion was made by Ms. Harris, seconded by Ms. Dobbins, that the Board of Commissioners give their support to move forward on hiring an interim director. The motion passed unanimously. Chair Neighbors will get with Ms. Frazier and Ms. McDoniel on this.
There being no further business before the Board, Chair Neighbors adjourned the meeting at 5:23 p.m.