Board
of Commissioners Meeting
July 23, 2003
BOARD MEMBERS PRESENT: |
Diane Neighbors, Dot Dobbins, |
STAFF MEMBERS PRESENT: |
Dorothy Shell-Berry, Caroline Chamberlain, Pam McEwen, Shirley |
The Metropolitan Social Services Board of Commissioners met on Wednesday, July 23, 2003. Chair Diane Neighbors called the meeting to order at 3:05 p.m. The minutes for the meeting held on May 28, 2003, were approved as submitted.
Call to Order
Chair Neighbors welcomed everyone and introduced our newest Commissioner, Drake Holliday. Mr. Holliday is a graduate of the Vanderbilt University Law School and is a Senior Staff Attorney at Legal Aid.
The Board did not meet last month due to Chair Neighbors being out of town as well as other conflicts. Chair Neighbors asked for a motion to approve the minutes, forwarded by mail, for the meeting held on May 28, 2003. The minutes were approved by a unanimous vote.
Executive Director’s Report
Ms. Berry commended the Refugee Services Division for all the good press they received regarding the World Refugee Day celebration and thanked Dinah Gregory for doing such a good job.
We have been asked to participate in the All About Women Conference scheduled for August 22 and 23 at the Gaylord Entertainment Center. Ms. Berry said this would give us an opportunity to talk to a lot of people about our Department.
Ms. Berry reported we are in Phase 1 for finding a new director. We also have, in-house, the auditors going through the financial audit for the Department. We should have the RFP by the end of the month and Ms. Berry would like to be able to report next month that it is in place.
Ms. Berry recognized and presented service awards to the following employees: Carolyn Hood (supervised by Steve Levigne) and Tammy Hunt (supervised by Darla Bennings) from our Nutrition Program, Sandra Muse from the Knowles Home (supervised by Margaret Webb), Deborah Thompson, Adult Day Care (supervised by Donna Martin) and Cora Pinkerton from our Homemaker Program (Supervised by Jacqueline Campbell) for having completed 10 years of service with Metropolitan Government. Completing 15 years of service is Cheryl Brown from our Homemaker Program (supervised by Jacqueline Campbell). Earlier this month, Ms. Berry accompanied Ms. Brown and helped to provide services to a client. The experience made Ms. Berry aware and appreciative of all the homemakers do. Brenda Ross from our Family Services Program (supervised by Karlene Polk) completed 20 years of service; Ruth Lewis, Family Services (supervised by Carol Wilson) and Marie Milstein from the Transportation Division (supervised by Gary Bock) completed 25 years of service; Completing 30 years of service is Janet Campbell from our Family Services Division (supervised by Giovanni Achoe). Ms. Berry thanked the employees for their many years of service and the work they have done for Metropolitan Government.
Financial Report
Ms. McEwen explained that the fiscal year has not been officially closed but based on current projections, we expect to return approximately $750,000 to the general fund. Both the Child Day Care Center and the Senior Dietary business units were over extended because they did not receive a supplemental appropriation for the increase in health insurance premiums that occurred in December. We will do some allocation of costs for the Knowles Home that should allow them to close the year under budget. Supplies in the Department is overdrawn but will be offset by savings in other areas.
With regard to the FY04 budget, the biggest thing added was for the payroll increase. The Disability Information Office was moved from the Family Services business unit into a business unit of their own. This is a unique service and the move will allow them to give more detailed reports.
We have not received any information on the 4 Percent Fund but we requested $300,000. This amount will be handled differently than in previous years; we request a certain amount and then it is appropriated and must be spent in the same year. Our current 4 Percent Fund has a balance of $375,000, all of which is allocated. The Real Property Services Projects has a balance of $421,000 that is designated for the renovations at the Knowles Home. The Special Donations Fund has a balance of $20,000.
Items Requiring Board Action
Homemaker Financial Eligibility Proposal
Ms. Stephens explained we have not had real standards for homemaker services established and approved by the Board and they have been operating by the guidelines of the Social Services Block Grant. The Department of Human Services was forced to cut its budget by 9 percent and in turn, this will force us to discontinue services to some clients because of the eligibility guidelines. Ms. Stephens recommended the Board approve eligibility for a single person is raised to $1200 a month and for a family of two raised to $1470 per month. A motion by Ms. Dobbins, seconded by Mr. Holliday, to approve the eligibility guidelines as presented passed by a unanimous vote.
Policies and Procedures
Ms. McEwen reported the Department has been working vigorously to get Policies & Procedures documented and approved by the appropriate authority. She briefly reviewed and asked the Board to approve the Time and Attendance, Travel and Revenue and Receipts Policies as presented. A motion by Mr. Freudenthal, seconded by Ms. Dobbins, to approve the policies passed unanimously.
Division/Program Reports
Nutrition
Ms. Bennings reported they have been reviewing program operations during this past year and the review led to the following recommendations: 1) Partner with Senior Citizens, Inc. to open a new site in South Nashville, an area that is currently not being served; this would also meet our funder’s request for more community sites; 2) Close a site at Trevecca Towers II as of August 30; the residents of Trevecca Towers II would be served at Trevecca Towers I and we would continue to serve the two homebound residents of Towers II; 3) Hire a full time Home Delivered Meals driver. This plan will be re-evaluated every six months. Ms. Chamberlain called attention to the map that was provided, showing the location of all our sites.
Richland Village
Mr. Witherspoon reported Richland Village has gone through a lot this past year. The second phase of the summer camp, which served 26 children, will end next Thursday. Tomorrow they will be leaving to go to the space center in Huntsville, Alabama; this will be the first out-of-state trip for most of the children and they are very excited.
The management of Richland Village is currently trying to define and market their services, which include school, home, community and family based services. The school-based services include mentoring and tutoring, the TCAP Academy, and transportation. Vans are in place and we plan to hire a full time driver.
The community-based services offer case management and mentoring. In the family based program we now have a certified parent facilitator on site that can conduct parent meetings. We have a Memorandum of Agreement with Juvenile Court for referrals for parent facilitation. The use of flex funds will allow us to do this. The home-based service is what we refer to as the Home Services Unit; we are currently looking to expand this service with Caring for Children.
An organizational chart was provided showing what Richland Village will look like in FY2004.
New Business
Commissioner Holliday asked if there were a place in Social Services that could provide assistance with prescriptions to those persons applying for TennCare Spend-Down awaiting application approval. A former colleague, Russ Overby, had approached him. about this. It was agreed a meeting would be set up for Chair Diane Neighbors, Commissioner Holliday, and Mr. Overby to discuss this with Cristi Scott from Metro Legal.
Chair Neighbors asked that everyone come next month prepared to give their thoughts and discuss options regarding our Child Care Center and the Hope VI Project. The Red Shield Family Initiative Committee will meet in September and she would like to take some information to that meeting.
Ms. Berry reported we have been asked about becoming a Day Care Center for the state; however, all the information from the state is not available at this time.
Adjournment
The meeting adjourned at 4:08 p.m.