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Motion: Approval of November 2005 meeting minutes
Made by: Jose Gonzalez
Seconded: Gwen Harris
Passed unanimously

Executive Director’s Report: Gerri Robinson

• Introduction of Metro Social Services new hires:
Michelle Davis – Quality Management Coordinator
Lee Stuart – Senior Coordinator
Clifton Harris – Homeless Coordinator
Giovanni Achoe – Program Manager, Homeless Services

• The Executive Director of Parks conducted a Diversity Team Building for the Metro Social Services staff, which incorporated the well-known film “Remember the Titans”. Ms. Robinson suggested that all board members attend this training. The next team building training will be in the latter part of January.
• Ms. Robinson also suggested that the board of commissioners form work group/sub-committees on Privatization/Outsourcing and Planning and Coordination. Background material is located in each board member’s folder.

Finance Report – Pam McEwen

• Metro Social Services is well within operating budget and should end the physical year well under budget.
• 4% funds have a balance of $173,000.00
• Special Donations funds - $28,000.00

Program Report – Paul Miller

• Brenda Ross was recognized for the Christmas packages delivered to children and families served by Metro Social Services.
• The number of home meals delivered to date has increased due to the holidays.

Planning and Coordination – Dinah Gregory

• Since the Immigrant Coordinator has been on board, we have brought agencies together to focus on issues and mutual concerns.
• The Homelessness Commission and six sub-committees are meeting and working toward recommendations of the Homelessness Task Force.
• We hope to have a VISTA project starting very soon.
• Channel 28 did a series of public interest shows and Planning and Coordination appeared on the segment pertaining to homelessness and immigrants.
• Planning and Coordination has one staff position vacant. The subject matter experts for the Planning and Coordination Unit are made up of the Homeless Coordinator, Immigrant Coordinator, Adult/Senior Coordinator and Children/Youth Services Coordinators.

Personnel Update – Renee Pratt

• Information requested from the previous board meeting concerning the Social Worker Associate position is as follows: Education experience requires high school and three years experience working with clients that have a social service need. This position does not require a degree.

Systems – Bill Ives

• We are working on the necessary documents to go to the egov system to provide a case management information system.
• We are working on the Homelessness Management Information System along with the Health Department.
• Mr. Ives gave a presentation on “The Earned Income Tax Credit in Tennessee Urban Counties”.
• The information concerning Income Tax Credit is being communicated through newspapers, media, radio, neighborhood associations, churches, etc.

Research – Edwina Chappell

• Edwina presented data on “Intake and Referral Customers/First Quarter Demographics”. The report provides additional information on what Metro Social Services has been doing during the first quarter.
• Metro Social Services conducted intakes on 645 customers throughout all the Davidson County Council Districts, excluding two, during the first quarter.
• The top three zip codes represented by these customers are 37206, 37207 and 37208.

New Business – Linda Mattson

• Gerri Robinson asked that we create two new board work groups.

1. Outsourcing Public Services: Look at the conditions under which we would do outsourcing. Also, if and when we would do public outsourcing and how would we do it?
2. Evaluation of Program Planning and Coordination Initiatives: A major function in the new business model of Metro Social Services.

Chair Lady Mattson recommended that the board look at one commissioner to chair these two new work groups and build the remainder of the work groups from the communities in Davidson County. Chair Lady Mattson asked that each board member first think about his/her interest in this effort and who to recommend from the community to join in this work group. A decision was delayed until the January board meeting.

• Approval of Homeless Management Information System (HMIS) Support Budget: The Commissioners approved $100,000.00 in the 05/06 budget to expand the HMIS. The Health Department is taking the lead in this project and they will be adding all the existing homeless shelters and homeless providers to the HMIS. This effort will exhaust all the $100,000.00 except for $1,000.00. The system should be up and running by June 2006.

Motion: Metro Social Services Board of Commissioners approve the request of the Homelessness Commission to use the $100,000 to expand the HMIS
Made by: Gwen Harris
Seconded: Dot Dobbins (Leonard Bradley abstained)
Passed unanimously

• Youth Liaisons from the Mayor’s Office: Sherica Clark is responsible for assigning liaisons to different departments to work jointly with the governing bodies to make a bridge from the government to the youth of the community.

o Youth Liaisons provide ongoing and direct input into government policies and procedures that may affect teenagers.
o The Metro Social Services intern is a senior at Hillwood High School who worked with the Richland Village summer camp last summer. This camp involved the basics as far as math, writing and reading. The intern is working on ways to improve the summer camp.
o Previous Metro Social Services liaisons have worked closely with the staff in order to present at the Mayor’s Summit each year. Ms. Clark is asking the board to allow the liaisons to shadow members to demonstrate to the board how the program could benefit the Youth Liaisons Project.
o It was also suggested to use the Youth Liaisons in the work groups.

Chair Lady Mattson and the board have agreed to work with the liaisons in the future.

• Board Meetings in the Community – Gerri Robinson
o It was suggested that the board think about holding meetings in the community.
o All meetings would be held in a Metro location.
o Board of Commissioners will discuss this topic more in detail at the January meeting.

• The Strategic Planning Session scheduled to follow this meeting has been canceled due to illness of the facilitator. Chair Lady Mattson suggested that we convene a special called meeting during the first part of January to complete this planning session. Bonnie Campbell will schedule this meeting, with a 2 to 3 hour timeframe allowed.

Motion: To Adjourn
Made by: Gwen Harris
Seconded: Dot Dobbins
Passed unanimously

• Chair Lady Mattson adjourned the meeting at 4:35 p.m.