Social Services

Board of Commissioners Meeting
 July 26, 2006


Archived Minutes

Meeting was held at the Madison Public Library

BOARD MEMBERS PRESENT:    

Leonard Bradley, Glenn Carter, Jose Gonzalez, Gwen Harris, Linda Mattson and Barbara Toms

BOARD MEMBERS ABSENT:

Dot Dobbins

Chair Lady Mattson called the meeting to order.

Motion:   Approval of June 2006 meeting minutes
Made by:  Commissioner Barbara Toms  
Seconded:  Commissioner Glen Carter

Passed unanimously

Executive Director’s Report: Gerri Robinson

  • Audit overview of department confirms a well managed department
  • MSS is preparing to present the Department’s Plan to the Metro Wide Results Matter Committee in August.
  • Quarterly meetings are being held with the SEIU  to discuss staff concerns.  Board will be informed of future SEIU meetings.
  • Preparing to present in September to the Egov Committee concerning the integrated case management system.
  • The document “Changes, Challenges and Choices” will be placed on the MSS web page.
  • Each support staff person will be given an opportunity to attend a class of their choice as long as it enhances their skills.

 

Finance Report – Pam McEwen
  • The preliminary report projection has all programs well within budget. 
    • 4 % Reserve Funds balance of  $170,000.00
    • Special Donations Fund balance of $28,000.00
  • Air conditioners were purchased with some of the Special Donation funds to assist the elderly.
 Adult and Family Update – Demitria Norman
  • Homeless program has grown tremendously due to the number of walk-ins and referrals.
  • The new food vendor (Gatherings Corporate Catering) will start delivering meals for the Nutrition program on August 1.
  • Homemakers are preparing to hire two new homemakers one for the adult portion and one for the children’s portion of the program. 
  • Quality Assurance unit  (Windel Morgan and Michelle Davis) were congratulated for a job well done in working with staff to prepare for COA.
  • MSS programs are preparing for the Nashville’s Night Out for Crime on August 8, 2006 and the Mayor’s First Day on August 13, 2006.
Planning and Coordination Update – Dinah Gregory
  • Providing ongoing contract management by compiling various reports we have with other agencies for service delivery.
  • Worked with Council on Aging on completing the Transportation Survey.
  • Concerning Children and Youth we have had a number of agencies contact us asking for assistance with their collaboration or technical support in order to submit grant applications.
  • Homeless projects are going very well.
  • Met with the Community Foundation, United Way and the Housing Fund to discuss the development of a Homeless Fund to support the strategic Plan to End Chronic Homelessness in Nashville.
  • Participated in brainstorming session to understand more of the challenges of Hispanic Women
  • Assisted in organizing and presenting informative session to the Central African communities.
  • Planning and Coordination unit is developing a Procedure Manual which clarifies the processes used to prioritize and identify the work of the unit.  Draft of manual will be completed by August 15.
  • Meetings have started with Board liaisons, Danielle Mezera met with Commissioner Carter and Lee Stewart is scheduled to meet with Commissioner Toms.

 
Personnel Updates – Renee Pratt

  • Human Resources
    • We currently have 6 vacancies
      • 2 Homemakers
      • 2 part time site coordinators
      • 1 Social Worker III
      • 1 Network Administrator (in process of filling)
  • MSS Social Workers that do not have the bachelors or master degree has changed their functional title to “Social Service Counselor”.
  • Geier Nontraditional Student Scholarship update:
    • We have had 7 MSS employees apply and 3 have been accepted.
    • 1 person from MAC have been accepted and 1 person awaiting acceptance.
    • Classes will be held at the Avon Williams Campus beginning Fall ‘06
    • We are in the process of planning a day of training and career development for our Homemaker staff.
    • Council on Accreditation site visit is scheduled for February 5, 2007

Research Updates – Edwina Chappell

  • Edwina gave an employee survey status report
    • Beta testing should begin by the first part of next week
    • Should be ready for live administration by the 1st or 2nd week in August 2006.
    • Conference call scheduled with University of Tennessee and we will commit to final version.
    • MSS Board will prepare a letter of support for the survey and this letter be sent to MSS staff.
  • Discussed the Planning and Coordination Survey analysis along with the Relative Care Round Table Results.

Systems Update (e-Gov) – David Nimmo
 

  • Maintain current case management system
  • Finishing up creation of eGov Business case  

New Business – Commissioner Mattson

  • Introductions
    • Summer Internship – Tarver Smith
      • McKinnsey Richardson with the Mayors Youth Council/Youth Liaison assigned to work with MSS Board.
      • Will be working closely with Dinah Gregory and MSS Board of Commissioners
    • Wished Elizabeth Jacobs a happy 100th birthday.  Ms. Jacobs is one of the original commissioners to Metro Social Services and long time chair. 
  • Planning Retreat
    • Committee met on Planning Retreat (Commissioner Harris, Gerri Robinson and Dr. Lorraine Greene).  Dr. Greene is the Director of the bureau of Behavioral Health Science with the police department.
    • The retreat will be held on September 29th and 30th, we have reserved Farmers Market conference room.
  • Personnel Committee (Commissioner Mattson, Commissioner Harris and Commissioner Carter)
    • Commissioner Harris stated that the purpose of the meeting today was to look at the upcoming assessment that we have on our Executive Director.
    • Commissioner Harris stated the committee has come up with a proposal  to bring before the board and that be we outsource this task.
    • The task would be to look for an assessment process, the contractor would report back to us the findings and then we would make our findings known to all the other commissioners.

Motion:   Accept the recommendation of the Personnel Committee that we outsource the assessment task.
Made by:  Commissioner Gwen Harris  
Seconded:  Commissioner Glen Carter

Comments /Questions:

  • The committee would receive the results from the contractor and bring the findings back to the board.
  • Contractor will be selected after researching the Center for Non-Profit, Metro Personnel, and other resources.
  • The Executive Director’s performance review is due at the September Commissioners meeting, so the time line would be present at the September board meeting.
  • Participants of this process will include the commissioners, staff, peers, clients, customers, management team, and some recommendation from contractors.

Passed unanimously

Legal Advisory

  • Legal Advisor - Ted Morrissey
    • Mr. Morrissey stated that Kathy Evans will now be the legal advisor for  Metro Social Services.  Mr. Morrissey will still assist Ms. Evans when needed.
  • Executive Directors Contract Change

Motion:   Accept the recommendation to approve the Executive Director’s Contract Change
Made by:  Commissioner Leonard Bradley  
Seconded:  Commissioner Barbara Toms

Passed unanimously 

Motion:   Move to adjourn
Made by:  Commissioner Leonard Bradley  
Seconded:  Commissioner Glenn Carter

Passed unanimously