Board
of Commissioners Meeting
March 26, 2003
BOARD MEMBERS PRESENT: |
Diane Neighbors, Dot Dobbins, Luvenia Butler, Gwen Harris |
STAFF MEMBERS PRESENT: |
Caroline Chamberlain, Pam McEwen, Karlene Polk,Renee Pratt, Gary Bock, |
GUESTS PRESENT: |
Jared Irvine, Mayor’s YouthCouncil, Terry Hirsch, Marty Reeder and David Haney, Metro Data Telecommunications Office |
The Metropolitan Social Services Board of Commissioners met on Wednesday,
March 26, 2003. Chair Diane Neighbors called the meeting to order at 3:32 p.m. The minutes for the meeting held on February 26, 2003, were approved as submitted.
Board Chair Diane Neighbors introduced and welcomed Jared Irvine from the Mayor’s Youth Council. Jared thanked the Commission for allowing him to attend. He said the group is made up of juniors and seniors whose focus is getting youth issues heard by the government.
Chair Neighbors presented a brochure on the Week of the Young Child. The kick-off will be April 6, 4:00 pm. at the County Music Hall of Fame. There will be an entire week of events and the Mayor’s Summit on Children will take place. You may call 383-6292 for more information
Recognitions
Ms. Chamberlain recognized Mildred Squire and Avia Howse, both employed at the Knowles Home. Mildred Squire is supervised by Margaret Webb and has completed 10 years of service with Metropolitan Government; Avia Howse is supervised by Gary Bock and has completed 25 years of service. Both were congratulated and thanked for their contributions to Metropolitan Government.
Ms. Chamberlain explained that Metro put together the Metro Management Institute, which is 40 hours of supervisory training. She introduced and congratulated the 10 staff members of Social services that were graduates of the first class: Barbara Anderson, Marvin Brewer, Jacqueline Campbell, Liz Hager, Donna Martin, Pam McEwen, Dean Nelson, Demitria Norman, Mary Owens, and Pat Wingfield.
Director’s Report
Ms. Chamberlain attended the Metro Council meeting for the second reading of the Lease Agreement between the Salvation Army and our Child Care Center.
On March 20, Ms. Chamberlain and Ms. McEwen presented our budget, which had been approved by this Board, to the Finance Department. They answered questions but results are not known as yet.
Ms. Chamberlain and several other staff members met with Doug Fleugel and Phil Orr to follow-up on the 211 Information and Referral Service. They are looking for support and we looked at different ways we might assist with getting the word out on this program.
As reported last month, our Department has been asked to participate in the Results Matter training. It was felt we needed to complete the Performance Audit and have a new director before we start this process and our participation has been put off until December. We have 3 Black Belt participants, Pam McEwen, Pam Sylakowski and Demitria Norman. They have been involved in training for the past two weeks and upon their graduation they will lead other departments as well as Social Services.
Ms. Chamberlain attended the Mayor’s Night Out at Julia Green School. She talked at length to one person regarding senior issues.
Ms. Chamberlain attended the GNRC Public Hearing where they reviewed their goals for the coming year. Our transportation and nutrition programs are included as well as our options program that provides homemaker and home delivered meals.
Personnel Report
Ms. Pratt presented a new Personnel Report covering the period July 2002 – February 2003. Future reports will be done quarterly. During this 7 month period, the Department hired 21 , terminated 13 and had 3 return from the lay off list, one of which moved into a lower position. We are constantly working with this lay off list, letting these people know of any vacant positions we have. As indicated by this report, there has been very little turnover in Social Services.
Five positions have been posted this month; three of these positions are still open and the Program Manager I and Program Manager II positions are promotional announcements in our Refugee Services Division.
Regarding training for the Department, Ms. Pratt reported that supervisory training on departmental goals, strategic planning and COA requirements is ongoing. Barbara Anderson is now assisting in the training that was previously being done by Ms. Chamberlain. Ms. Anderson has also written some policies and procedures. Tanya Gray has one more session for the Ethics training to be complete and Ms. Sylakowski will present COA training at the all staff meeting in May. Ms. Pratt plans to get with Ms. Chamberlain, Ms. Sylakowski and Ms. Gray to formulate a training plan for the next 6 months, if not for the entire fiscal year.
We recently had an election for the Employee Grievances Panel. Elected were Camille Boydston from Administration, Darla Peterson, Nutrition, and Grace Powell from our Homemaker Program. Ms. Chamberlain appointed three members: Marvin Brewer, Knowles Home, Sonny Hicks, Richland Village, and Sandra Bivens from our Family Services Division. These members will serve a three-year term. Ms. Pratt gave a brief review on how the grievance procedure works.
Financial Report
Ms. McEwen reported at the end of February, most programs continue to be well within their budget with the exception of the Knowles Home and Senior Dietary. We have worked out a solution with the budget office and this should be reflected next month. They have not had a budget increase in the past few years and due to the increase in residents and staff, we have asked for a permanent increase in their budget starting in FY 2004. The state will resume funding two components in the Homemaker Division and this $93,000 should be a part of next month’s report. Department-wide, the allocation appropriated by the Council to cover the increase in health insurance cost has not yet been added to our budget and makes it appear our fringe benefits projections are over budget; this will be corrected. Across the department, supplies appear to be over budget and is due primarily to the Senior Dietary Unit being over budget in food costs. This will be offset by other line items being under budget.
The 4 Percent Fund has a balance of $433,000. We met this week and looked at computer and communication equipment needs and discussed how we could best utilize this to meet our needs. We have requested money be put in our operating budget to cover repairs at the Knowles Home and Richland Village. The $200,000 currently in repairs for Richland Village will be used when we know how the facility will be used. Renovation at the Knowles Home are going slower than we expected but we should soon see more activity there. The Special Donations Fund has a balance of $23,000.
Ms. McEwen brought attention to the last page of her report regarding the contract review process delay. With the new process, the turn around time can be as long as 2-3 months and sometimes even longer. We have requested an appeal on two USDA grants where they cited timeliness of contract submission. If we lose the appeal, the loss in revenue would be approximately $10,612. It was also noted there is a significant amount of interest lost when we do not receive any reimbursements until the contracts are signed. This shows the impact we have experienced this fiscal year with the new contract approval process.
Contract Approval Process Update
With regard to last month’s meeting on the contract approval process and the possibility of voting by phone or electronically, Ms. Chamberlain met with Cristi Scott from Metro Legal and was informed we cannot do this. Ms. Scott offered us two solutions: 1) When a grant application or a continuation contract is brought before the Board, the Board can approve both the application and the contract as long as there are no changes; 2) the other option would be for a copy to begin the approval process and once the Board has approved the contract, the original then be sent to make the process official. Following a discussion on these two options, by Ms. Dobbins made a motion to adopt the first option. The motion was seconded by Ms. Butler and passed by a unanimous vote.
Greater Nashville Regional Council (GNRC)
Applications for FY 04
Monitor’s Report for FY 03
Ms. Chamberlain presented two applications from GNRC for Board approval. One is the Title III Older American Act for congregate and home delivered meals and transportation services. This is a continuation of what we have been doing for the past several years. A motion was made by Ms. Harris, seconded by Ms. Dobbins, to approve the application as well as the contract. By a unanimous vote, the motion was passed.
The second application is also with GNRC and is for the Homemaker Options Program. This program will provide personal care and home delivered meals and is a fee for service grant. Ms. Butler made a motion, seconded by Ms. Dobbins, to approve this application and contract. The motion was passed unanimously.
Ms. Chamberlain briefly reviewed the monitor’s report, which had been distributed by mail. There were no findings but did recommend the Nutrition Program keep complaints in a binder. We were encouraged to continue looking for ways to coordinate our services to older Americans.
Refugee Continuation Grant Application
Ms. Gregory presented a grant application for the Elderly Refugees Project. This is a continuation grant to help the refugee seniors use the services available to them in the United States. Ms. Dobbins made a motion, seconded by Ms. Butler, to proceed with this grant application as well as approval of the contract. By a unanimous vote, the motion was passed.
Ms. Gregory requested permission for the Refugee Services Program to submit an application for a grant in the amount of $80,000 from the U. S Department of Justice. The funds would be used to promote community education to prevent discrimination on the basis of national origin. We would primarily contract with other community organizations to educate their communication. This is for a one-year period and there is no provision for renewal. A motion by Ms. Dobbins, seconded by Ms. Harris, to continue with this grant application, passed by a unanimous vote.
Ms. Gregory invited everyone to attend an Art Exhibition, featuring the works of Nashville’s International Artists. It will begin with a Reception and Opening Celebration on Friday, May 2, 4-6 p.m. at the Parthenon.
The Refugee Services Division is currently working on some videos that will be shown on Channel 19. These videos are related to refugees and immigrants.
Strategic Planning Update
Ms. Polk presented a flow chart that organized and scheduled strategies and shows where we are on each of them. She briefly reviewed each of the goals and noted there has been a lot of work done but we will have to continue next fiscal year.
At a recent supervisor’s meeting, Ms. Polk explained that program managers shared information on their program and their accomplishments. Ms. Chamberlain used the term “stretching” and Ms. Polk said this sums up what we have been about this year.
Other
The Personnel Chair, Commissioner Butler, recommended Dorothy Shell Berry to serve as Interim Director of Social Services. Ms. Berry served as Assistant Deputy Commissioner as well as Commissioner for the Tennessee Department of Personnel. She has 30 plus years of management skills experience. Ms. Butler moved that we employ Dorothy Shell Berry as the Interim Director of Metro Social Services. The motion was seconded by Ms. Harris and was passed by a unanimous vote. It was noted that Ms. Berry would be available ton May 1.
There being no further business before the Board, Chair Neighbors adjourned the meeting at 4:27 p.m.