Board
of Commissioners Meeting
January 28,
2004
BOARD MEMBERS PRESENT: |
Luvenia Butler, Dot Dobbins, Ernest Freudenthal, Gwen Harris, Drake Holliday, Glenn Carter, Linda Mattson |
STAFF MEMBERS PRESENT: |
Dorothy Shell-Berry, Caroline Chamberlain, Pam McEwen, Karlene Polk, Renee Pratt, Camille Boydston, Julius Witherspoon, Gary Bock, Wenford Barnes, Donna Martin, Pam Sylakowski, Tanya Gray, Shirley Stephens, Marie Milstein, Pat Wingfield, Barbara Anderson, Brenda Ross, Abdelghani Barre, Ann Carney |
| GUESTS PRESENT: | Margaret Holleman, Diane Neighbors, Veronica Frazier, Sharon Felton, Mark Olsen |
Call to Order / Approval of Minutes
The Metropolitan Social Services Board of Commissioners met on Wednesday,
January 28, 2004. Chair Luvenia Butler called the meeting to order at 3:04 p.m. The minutes for the meeting held on December 10, 2003, were approved as submitted.
Executive Director’s Report
Ms. Berry thanked all the staff and partners for attending today. There will be more on the partners later in this meeting.
The Performance Audit is underway here at Social Services. Mrs. Berry commended staff for the wonderful job they have done in getting information to the auditors as it was requested.
Mrs. Berry is working with the Homeless Task Force. They plan to develop a plan that would end homelessness in Metro Nashville in a 10-year period. Some of our staff members, including Karlene Polk, Brenda Ross and Shirley Stephens, are working with MDHA to identify the number of homeless by going into the different sites and doing a homeless count. We will pass along more information on this as it develops.
Sponsor Recognitions
Ms. Berry reported we had many sponsors that provided holiday gifts for Social Service clients. She commended staff member Brenda Ross for all her hard work in making this holiday season a happy one for many families.
Ms. Ross expressed her appreciation to all the sponsors present today and asked that each come forward to accept our token of appreciation; Rev. W. W. Easley, Jr. (Greater Bethel AME Church); Lawrence Sharp III and Patrick Swett (Castle Entertainment Complex); Sharon Hurt and Denise Blanton (Jefferson St. Merchants Partnership); Diane Neighbors (Metro Council); Stacey Wall (Metro Fleet Management); Steve Hackney and Bobbie Pinkleton (Metro General Services); Michael O’Rear, Karen Kelly and Russ Nash (Metro Information Technology Services); Cindy Huffines and Lori Gross (Metro Police Department); Monique Lownes (WNPL and WQQK Radio Stations); Bishop Jerry Maynard (Pentecostal Tabernacle). Unable to attend today were the Bellevue Brownie Troop, Shop at Home Network, and WMH Tool Group sponsors. Ms. Ross noted these sponsors helped 200 families, including 173 children.
Open Meetings Act
Chair Butler introduced Margaret Holleman. Ms. Holleman took Cristi Scott’s place as our liaison from the Metro Legal Department. She explained the policy of the state is that public policy and decisions is public business and shall not be conducted in secret. This is applicable to all meetings of all boards and commissions of the Metropolitan Government. An example would be if two or more of our commissioners meet, it is recommended a public notice should go out 2 weeks prior to the meeting. E-mail can also be considered a public record. One exception to the Open Meetings Act would be if an attorney meets with a board or commissioner to discuss present and pending litigation.
Financial Report
Ms. McEwen reported we continue to be about where we were last month. She projects we will have approximately $205,000 to return to the general fund at the end of this fiscal year. The fringe benefit funding and the significantly higher purchase of food affect the Nutrition Program. The Transportation Division is also affected by the fringe benefit funding. At the end of March or first of April, Ms. McEwen will request an appropriation to offset this deficit. We continue to spend from the 4 Percent Fund. Bids have been received for major work on the Richland Village Campus and the balance in repairs and maintenance may be used for that project. The renovations at the Knowles Home are moving right along and it is projected this should be completed by the end of this calendar year. The Special Donations Fund has a balance of $30,013.29.
With regard to the 2005 budget, Ms. McEwen explained we have been instructed to present budgets reflecting 10 and 15 percent cuts. We also have to submit an explanation of how these cuts will impact our customers. Ms. McEwen expects to have more details when we meet in February. In response to Mr. Holliday, Ms. McEwen said the budgets we propose will come before this Board and board members can attend when we present the budget to the Mayor. A copy of the report she presented to the Metro Council was distributed for board members to review.
New Board Member
Chair Butler introduced and welcomed our newly appointed board member, Linda Mattson. Ms. Mattson has a B.A. and M. A. in Psychology. Her background includes working with children and youth and in healthcare/business and she is currently working as a consultant.
Policies and Procedures
Chair Butler explained that 16 policies were mailed to Board members for them to review prior to this meeting and were presented for approval.
The Revenue and Receipts Policy, No. AC-0005, was presented. Ms. McEwen explained that donations was left out of the original policy and is shown (in blue) in the copy presented today. A motion by Mr. Freudenthal, seconded by Ms. Harris, to approve the policy as amended, passed by a unanimous vote.
Adult Day Services Policy, No. ADCSRV-0024; there was some discussion on the language with regard to disabled and functionally impaired. Donna Martin, Program Manage of the Adult Day Care Division, said they were one in the same. Mr. Freudenthal made a motion, seconded by Mr. Holliday, to approve this policy; by a unanimous vote, the motion was passed.
The Facility Use Policy, No. ADM—0007 was presented. A motion was made by Ms. Dobbins, seconded by Mr. Freudenthal, to approve this policy. The motion was passed unanimously.
The Management Information Systems Policy, No. ADM-0004; Ms. Harris made a motion, seconded by Mr. Carter, to approve this policy as presented. The motion was passed by a unanimous vote.
The Media Relations Policy, No. ADM-0006 was presented. There was discussion regarding the spokesperson for our agency. Ms. Chamberlain explained that in addition to Ms. Berry, there are some perimeters for programs to respond to the media. This will be addressed further in the procedure for this policy. Mr. Holliday made a motion, seconded by Ms. Harris, to approve this policy and the motion passed by a unanimous vote.
Work Etiquette Policy, No. ADM-0013 was presented. Mr. Carter felt the policy was not addressed as thoroughly as it should be and after some discussion, it was decided this policy would be revised and presented again next month.
Background Checks Policy, No. HR-0002 was presented. A motion was made by Mr. Carter, seconded by Ms. Harris, to approve this policy. By a unanimous vote, the motion passed.
Children in the Workplace Policy, No. HR-0006; A motion by Ms. Mattson, seconded by Ms. Dobbins, to approve this policy passed by a unanimous vote.
Civil Service Policy, No. HR-0001 was presented. It was explained that temporary and part-time employees do not have Civil Service status. Mr. Holliday made a motion, seconded by Ms. Harris, to approve this policy. The motion passed by a unanimous vote.
Ms. Harris made a motion, seconded by Mr. Holliday, to approve the Exit Interview Policy, No. HR-0005 as it is presented. By a unanimous vote, the policy was approved.
Safety and Wellness Policy, No. HR-000 was presented. Chair Butler read the policy statement and there was some discussion. Ms. Chamberlain explained that some of this policy applies to certain work sites and there is an appeals process for employees. A motion was made by Ms. Harris, seconded by Mr. Carter, to approve the policy as presented. The motion passed by a unanimous vote.
Training Policy, No. HR-0007: Mr. Holliday made a motion to approve this policy as presented. Ms. Dobbins seconded the motion and it was passed unanimously.
Richland Village Community Services Program Policy, No. RVSRV-016 was presented. There was discussion regarding which children and families are served and the need to be more specific. This policy will be revised and presented again next month.
Customer Confidentiality Policy, No. SRV-0003. This policy was read and discussed and a decision was made to delete “respectful” from the policy statement. The revision will be made and brought back to the Board for approval.
Mr. Carter made a motion, seconded by Ms. Mattson, to approve Customer Service Policy, No. SRV-0008, as presented. The motion was passed by a unanimous vote.
The Information & Referral Policy, No. SRV-0009 was presented. A motion by Mr. Freudenthal, seconded by Ms. Dobbins, to approve this policy passed by a unanimous vote.
Special Recognition
Board Chair Luvenia Butler asked Diane Neighbors to come forward. On behalf of the Commissioners and Social Services staff, Ms. Butler presented Ms. Neighbors a plaque in appreciation for her years of service to Metro Social Service. Ms. Neighbors thanked everyone for the recognition.
Executive Search Services
Ms. Veronica Frazier, Metro Human Resources, announced the firm of Meng, Finseth & Associates, located in Torrance, California, has been selected to conduct the search for a new director for Metro Social Services. This firm has recently done a search for a social services high management position in Los Angeles County. They also have the endorsement of (CWLA) the Child Welfare League of America. The process will include coming up with a position profile and begin advertising. After 90 days, the screening of the applications will begin and be narrowed to 8 to 10 final candidates. These finalists will be presented to this Board and a Board Panel, consisting of Luvenia Butler, Dot Dobbins and Glenn Carter, with in-put from the Mayor, will decide which finalists will be interviewed. It is a long process but we hope to appoint someone by mid June. The fee for this search is $27,000, all of which will be paid by Social Services.
A motion was made by Mr. Holliday, seconded by Ms. Mattson, to accept this proposal as presented. By a majority vote, the motion was approved.
Other
Chair Butler appointed Linda Mattson as Board consultant for the Transportation Division.
Adjournment
There being no further business before the Board, the meeting was adjourned at 5:05 p.m.
___________________________________
Dorothy Shell-Berry
Interim Director of Social Services
cc: Ann Simon, Metro Legal Department
Kelle Boyd, Mayor’s Office
Loreen Spain, Internal Audit
Ann Paine, the Tennessean