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Approval of Minutes: Chair Butler asked the Commissioners if there were any corrections to the minutes of the December Board Meeting. When no corrections were made, Mr. Carter moved that the minutes be approved. Ms. Harris seconded the motion, and the minutes were duly approved.

Executive Director’s Report: Ms. Robinson thanked staff for their hard work in assessing the needs of Social Services’ customer base in order to expand the services to meet increasing need. Data reflects an enormous increase in grandparents who are raising their grandchildren. Social Services is looking at serving immigrant population rather than refugees only. Since September 11, 2001, there has been a dramatic decrease in funds to serve the refugee population. The mayor has appointed Metro Social Services to a leadership role in the Strategic Plan to End Homelessness in 10 Years. Ms. Robinson noted the needs of Davidson County are far greater than Social Services’ capacity to serve in some categories. Ms. Robinson stated she would speak further later in the meeting.

Chair Butler recognized Council Lady Carolyn Baldwin-Tucker who had requested to address the Board. Council Lady Baldwin-Tucker thanked the Board for the opportunity to again speak with them regarding Social Services’ programs. Council Lady Baldwin-Tucker stated she wished to clarify statements that have been attributed to her remarks of October 27, 2004. She stated she had never endorsed a pilot study for Davidson County, nor had she ever endorsed privatization of any programs, or using the services of non-profits. Council Lady Baldwin-Tucker referred to Resolution RS2004-566, which was adopted by the Metropolitan Council at its meeting of October 19, 2004, requesting the Social Services Board of Commissioners to delay further implementation of the audit recommendations until July 2006. Council Lady Baldwin-Tucker stressed that her concern was for the seniors living in Davidson County and using the services of Metro Social Services.

Mr. Bradley requested the minutes reflect that Council Lady Baldwin-Tucker did not endorse a pilot project, or the use of non-profits and that Council Lady Baldwin-Tucker’s remarks be made a part of the formal record. Hence the request that Council Lady Baldwin-Tucker provide a copy of her written remarks.

Finance Report: Pamela McEwen reported that we are half way through the fiscal year. Everything has been completed related to the transfer of Knowles Home and Adult Day Care to the Hospital Authority. The remaining programs are still under budget. Family Services is working to remain under budget. 4% funds are $246,000, however $63,000 still needs to be transferred to Knowles Home. The Special Donations fund has approximately $23,000 remaining. $2,500 has been moved out to the Knowles Home, and the majority of the Special Donations are in the Camilla Caldwell Fund.

Presentation of Recommendations in Response to Performance Audit: Ms. Robinson stated the plan she is presenting is the result of seven months of in-depth study. Audit recommendations recently implemented include the following: Knowles Home and Adult Day Care are now operating under Bordeaux Hospital of the Metropolitan Hospital Authority. The Disability Information Office has been transferred to the Metro ADA Compliance Office, the Child Care Center services are currently being provided through McNeilly Center for Children.

A small Pilot Project for the Homemaker and Nutrition programs, utilizing funds from vacant positions in the current fiscal budget, was approved by the Board at the December meeting. This project will supplement services provided by Social Services. The current Homemaker and Nutrition Programs will remain intact until June 30, 2006. Social Services will begin the process of contracting with an outside entity to analyze service delivery of MSS and the agency providing the supplemental services.

Transportation Services: The Board of Commissioners approved Ms. Robinson’s request at the October meeting for a 90 day delay in considering the transfer of Metro Social Services Transportation Program to MTA. Staff is now prepared to deliver more detailed information of findings. In-depth research has been done, and results have been broken down by council districts. Pam Sylakowski presented a PowerPoint presentation of the findings to the Board. Ms. Robinson stated as a result of the research she was recommending that Metro Social Services’ Transportation Program be transferred to MTA as of February 1, 2005, recognizing there would be a transitional period.

Refugee Services: This program would be turned back to the State due to a decrease in funds. As the program is currently structured, only refugees can be served. Refugees continue to represent a smaller customer base. MSS would like to expand its leadership, planning, and coordination to include all legal immigrants, not just eligible refugees. Social Services would also provide technical assistance to nonprofit agencies including those funded by DHS to serve refugees.

Family Services: This program is struggling to maintain services within their budget due to an increase in grant requests. Under the New Business Model, MSS would retain the indigent burial program. Following discussion with other Metro Agencies, it was evident no other department wanted to assume this program. The Metro Action Commission would administer the financial assistance component of Family Services along with a similar program they have.. In the New Business Model, the resources of Family Services would be redirected to the proposed Adult and Family Support Services.

Richland Village Community Services: This program would be discontinued and resources would be redirected to the proposed Adult and Family Support Services described in the New Business Model. Services would address the needs of families and individuals at risk.

Recommended New Business Model

Adult and Family Support Unit: This new model would include the client intake and case management component of the business model recommended by the performance audit and adopted by the MSS Board of Commissioners. Seniors remain a major priority of Metro Social Services, and MSS proposes to continue most of its services to seniors. MSS was encouraged by the audit to identify areas not receiving services using census data and other resources. The Adult and Family Support Model would target key populations such as the homeless and immigrants as well as children not living with their natural parents. In a new national trend, the number of grandparents raising grandchildren has increased as reflected in the “child only” caseload of Families First. Due to the fact that an increased number of grandparents are caring for their grandchildren without significant financial assistance, this new model proposes to expand services to incorporate an enhanced program for “child only” cases.

Social Service Program Planning and Coordination Unit Goals for this program include:
• Develop leadership for social service areas
• Identify social service needs
• Coordinate social service delivery to minimize overlap in
Administrative costs
• Provide funding and contract with other agencies for service delivery
• Qualify assurance for other agencies to ensure best services from other agencies.

Administrative Services Unit
• Financial
• Human Resources
• Database Administration
• Quality Management

Board members requested clarification on some parts of this proposal, and Ms. Robinson addressed their queries. Pam McEwen reminded the Board that the Social Services budget could possibly be due either prior to or shortly after the next meeting on February 23, 2005.

Ms. Mattson made a motion that the Board accept the proposal of the New Business Model that includes moving Transportation to MTA February 1, 2005, and that throughout the process of implementing the New Business Model, the Commission be provided updates of work plans and designs on all of the programs in a fair amount of detail because of the transitional nature of moving from one work structure to a new work structure. Mr. Carter seconded the motion. There was discussion regarding issues including whether MSS transportation customers’ costs would be covered and transitioning the New Business Model. A vote was taken, and the motion was approved.

There being no further business before the Board, the meeting adjourned at 4:40 p.m.

_____________________________
Gerri Robinson
Director
Metro Social Services

cc: Margaret Holleman, Metro Legal Department
Kelle Boyd, Mayor’s Office
Loreen Spain, Internal Audit