Social Services

Board of Commissioners Meeting January 3, 2007

Board Members Present: Leonard Bradley, Dot Dobbins, Jose Gonzalez, Gwen Harris, Linda Mattson and Barbara Toms

Board Members Absent: Glenn Carter

Legal Advisor: Kathryn Evans

Chair Lady Mattson called the meeting to order.

The purpose of the meeting is to discuss and approve MSS' proposed budget for FY 07/08 including a 10% reduction. The budget is to be submitted to the Office of Management and Budget on January 5, 2007.

Executive Director’s Proposal: Gerri Robinson

  • Mrs. Robinson began by stating that she does not have an option, the department has an option. Therefore today’s presentation is the Metro Social Services proposed budget.
    • Option One:
      Eliminates two positions within the Division of Planning and Coordination, the Researcher in Administration and retains vacant Network Coordinator and Nutrition Site Manager Positions. This option retains the homemaker portion of the Mid Cumberland Contract (continuing homemaker services for 30 seniors or disabled adults) but eliminates the nutrition component of that contract, resulting in the loss of service to 30 seniors or disabled adults in the nutrition program. In addition, this option will reduce funding for other major contracts including: Family and Children Services and the University of Tennessee.
    • Option Two:
      Eliminates one Coordinator position within the Division of Planning and Coordination as well as the Research Coordinator position within Administration; retains vacant Network Coordinator and Nutrition Site Manager positions. This option would eliminate all major contracts which would precipitate the loss of service to 60 seniors or disabled adults in the nutrition and home maker programs as well as outside performance reviews.
    • Option Three:
      This option eliminates all vacant positions except the Network Coordinator position within Administration, and a filled Coordinator position within Planning and Coordination. This option does not eliminate funding for the contract to provide nutrition and homemaker services to 60 low-income seniors and disabled adults. This option will eliminate funding for the departments major contracts including: Family and Children Services (F&CS), the University of Tennessee, and McNeeley, Piggott and Fox.
  • Commissioner Mattson added an Option Four for consideration and it is described as follows:
    • Option Four:
      Eliminate $91,700 Researcher, $64,300 Systems Coordinator, and retain the Nutrition Site Manager, retain all filled positions (Planning & Coordination), eliminate $26,000 McNeely Piggot Fox, retain Homeless Project, eliminate $276,000 Performance Review UT, eliminate $100,000 Family & Children Services, eliminate $18,300 training, retain Homemaker Pilot, eliminate $75,500 Nutrition Pilot, and eliminate $38,800 contribution to others.
  • Commissioner Mattson stated her rational for eliminating the System Coordinator position is based on the fact that it was not a filled position and had not been filled. Commissioner Mattson stated that she would rather eliminate the position and add in a position as a new position in the improvement plan to address the needed responsibilities related to the search.
  • Pam McEwen stated that the 10% cut can be taken from any program the department sees necessary. However, we cannot add a position that has been eliminated.
  • Commissioner Harris asks for the amount of money we currently have obligated to COA?
    • MSS is currently going through the accreditation piece as we speak, and money will be taken from the FY07 budget. However, COA is not a one time only expense. It does require continuous training.
  • Commissioner Toms asked for some additional history on the Nutrition Pilot project.
    • Commissioner Mattson stated that the pilot started with MSS being faced with the need to make a decision about Homemaker and Nutrition services. MSS had some access positions that Mrs. Robinson moved to fund a pilot. The initial pilot was to end in June of 2006. It began as a grant with Mid-Cumberland for a specific site in Antioch. We then moved into an RFP with Mid-Cumberland. Last February the Board voted to extend that contract for the next year. Commissioner Mattson was not sure why it was closed.
    • Mrs. Robinson stated that in November 2004 at the MSS Board Retreat, discussion was held around the implementation of the New Business Model. The Board approved the plan to outsource the Nutrition and Homemaker Services in a pilot project limited to the Antioch area. The pilot project was precipitated by the audit recommendation to transfer Nutrition and Homemaker services to the private sector. Mrs. Robinson stated that the pilot was an attempt to collect performance data. We now know from data collected that both Homemaker and Nutrition programs provide excellent service.
  • Commissioner Gonzalez requested the funds budgeted for summer camp this year.
    • Pam McEwen stated that this year we are going to increase the amount of money used for summer camp due to the tremendous amount of interest.
    • Commissioner Bradley stated that he preferred Option Four due to the fact that no filled positions would be eliminated. However, Commissioner Bradley stated concerns with the elimination of the Systems Coordinator position and suggested that we possibly eliminate the position and bring it back under a different name.
  • Commissioner Mattson stated that the Systems Coordinator position has been unfilled for a year and a half and now we are going to retain an unfilled position and eliminate a filled position.
  • Commissioner Toms suggested that maybe we can find private partners to help match funds for Summer Camp.
  • Commissioner Harris asks how clients currently are being served in the Antioch area.
    • It was stated that they are not being served. Clients were contacted and the ones that wanted to continue services were provided services by MSS, but not on a consistent basis and some were not receiving services at all.
  • Commissioner Dobbins wanted to find out more about the summer camp and why the increase for this year compared to last year.
    • Demitria Norman stated that we have had a waiting list since last years camp ended with people wanting assistance with camp for their children in the summer.
  • Commissioner Mattson stated that the Nutrition RFP located on the web site is scheduled to start services on March 1 and a meeting was scheduled for January 9 for anyone that would like more information.
  • Per Pam McEwen the cut off for the Nutrition RFP will probably be in about 3 to 4 weeks.
  • Commissioner Dobbins asked if we have the numbers detailing the need for the Antioch site particularly based on inquiries from Mid-Cumberland or from other sources.
    • Mrs. Robinson stated that Lee Stewart, Senior Coordinator could help us determine the need for the services in the Antioch area.
    • Per Lee Stewart the need for the Nutrition Pilot is growing in the Antioch area, however, not particularly at the Antioch Community Center. We do have 2 congregate sites close to the Antioch Community Center.
  • Commissioner Mattson stated that the RFP located on the web site stated that the services need to be provided at the Antioch site.
  • Commissioner Toms asked what was the rational for not recommending $50,000.00 to be eliminated from the Homeless project?
  • Commissioner Mattson stated that she was not just looking at services but issues that were retained within the budget and that were a part of the new business model. Those being Planning and Coordination and Homeless which were two of the biggest issues and also not to decrease current services we are providing.
  • Commissioner Gonzalez asked if it would be possible for the board to agree on an Option Five if the other options were not working.
  • Commissioner Bradley wanted to make an observation regarding the Homeless project. The Homeless Commission anticipants the 10% reduction in its current funding. MSS Board of Commissioners look at the Homeless Commission as a free standing project created separately by the City Council. Commissioner Bradley stated if we were looking for a way to restore the Nutrition program we could possibly look at the 10% reduction in the Homeless project to assist with restoring the Nutrition program. However, Commissioner Bradley asked if another board member would make the motion for the 10% cut regarding the Homeless project.
  • Mrs. Robinson then asked if the board would consider looking at other ways to retain the Systems Coordinator position. Mrs. Robinson then agreed to find 64,300 from other sources.
  • Ms. Robinson then made one final suggestion in which the board would give her the authority to go back and review the budget in its entirety and come up with an alternative for the $64,300.
  • Commissioner Mattson stated for clarity that the board will vote to take Option Five in place of Option 4 except for the Homeless Project $50,000 reduction, and the Nutrition Pilot reduction will be at $25,500 and we will show no elimination of the Systems Coordinator position and Mrs. Robinson will find the $64,300 within the other operational budget.

Motion: Motion was moved that we approve the budget based on Option 5 with the following changes: the Executive Director will find an additional $64,300 within the operating budget:

  • Eliminate CA Researcher 91,700
  • Systems Coordinator 0
  • Nutrition site Manager 0
  • Planning Coordinator 0
  • Planning Coordinator 0
  • McNeely Piggot Fox-Advertising 26,000
  • Homeless Project 50.000
  • Performance Review – UT 276,000
  • Training 18,300
  • Family Children Services 100,000
  • Mid-Cumberland-Homemaker 0
  • Mid-Cumberland-Nutrition 25,500

Made by: Commissioner Gonzalez
Seconded: Commissioner Bradley
Passed unanimously

  • Kathryn Evans our legal advisor made the statement that the MSS Board of Commissioners cannot have any dialogue (opinions, discussions, etc.) with any other board member through emails. All dialogue can only be addressed in open board meetings and public announcements.

Motion: Motion was moved that we accept the following additions to the budget: (4) Social Worker 2 positions (for the homeless unit) and an increase for funeral and burial from the operating budget and computers from operating capital.
Made by: Commissioner Toms
Seconded: Commissioner Dobbins
Passed unanimously

Meeting was adjourned