Social Services

Board of Commissioners Meeting January 24, 2007

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

Board Members Absent: Jose Gonzalez

Legal Advisor: Kathryn Evans

Chair Lady Mattson called the meeting to order.

Commissioner Mattson began the meeting with the approval of the minutes. Two sets of minutes needed to be approved. One set of minutes is from the December 15th board meeting. Commissioner Mattson stated that the hand out that is being distributed, provide information that she had gathered from viewing the December 15th MSS Board of Commissioner meeting video. Commissioner Mattson was concerned of the quotes attributed to her were inaccurate.

Commissioner Mattson made corrections in the comment section of the 2nd page of the hand out. The corrections provided the exact wording minus the a, and’s and the’s.

Commissioner Mattson then asked the board to review the comments to the right of the handout from the December 15th meeting. Commissioner Mattson then asked if any of the Commissioners had comments regarding the changes.

Motion: Approval to adopt the December 15th meeting minutes as submitted
Made by: Commissioner Bradley
Seconded: Commissioner Toms

Commissioner Bradley then suggested a motion to adopt all four of the changes identified on page 2 of the handout provided by Commissioner Mattson of the December 15th meeting.

Motion: Approval to adopt all four of the amendments identified on page 2 by Commissioner Mattson
Made by: Commissioner Bradley
Seconded: Commissioner Toms
Passed unanimously

Motion: Approval to adopt the January 3 call board meeting minutes as submitted
Made by: Commissioner Bradley
Seconded: Commissioner Toms

Motion: Approval to adopt the January 3 call board meeting with the following amendments:

  • Change the date of the Call Board Meeting Minutes to January 3rd.
  • Change Page 3, Bullet 3: Commissioner Toms suggested pursuing private partners to match funds for Summer Camp.
  • Change Page 2, Bullet 2: Commissioner Mattson’s rationale for eliminating the System Coordinator position is that it is not a filled position and had not been filled since it was funded.
    Commissioner Mattson suggested eliminating the position and requesting a new position in the improvement plan to address research needs.
  • Commissioner Bradley suggested the motion on page 4 be addressed by attaching the report sent to all Commissioners by the Executive Director. The suggestion was accepted.

Motion Made by: Commissioner Toms
Seconded: Commissioner Harris
Passed unanimously

Executive Director’s Report: Gerri Robinson

Stakeholder Feedback
  • A letter received from Cynthia Croom, Executive Director of Metro Action Commission (MAC), extending her appreciation as well as that of her staff and board for the FACT Pact data was brought to the commission’s attention. MAC uses the FACT Pact data to support their submission to the United States Department of Health and Human Services. It is also used in MAC’s Community Needs Assessment. Mrs. Robinson thanked MAC for providing feedback to MSS, Chair Lady Mattson (MSS Board of Commissioners), and Chairperson McNeilly (MAC Board of Directors).
MAXIMUS UPDATE
  • Maximus staff is scheduled to return to Metro Social Services to complete final interviews between January 30th and 31st. During this time the following persons will be interviewed: four coordinators within Planning and Coordination (P&C) and the Chair and Vice Chairpersons of the Board of Commissioners.
  • The most recent audit implementation update was brought to Commissioners attention. The update confirms that all Performance Recommendations have been implemented fully with the exception of the integrated information system and outsourcing of Nutrition and Homemaker Services to the private sector.
Mock COA Review
  • Child Welfare League of America, (CWLA) consultant was on site January 5th, 6th & 7th, 2007 to conduct a mock COA Review.
  • The consultant’s report confirmed numerous opportunities in the areas of records documentation and management. Opportunities were also highlighted in the area of Planning and Coordination. A lack of documentation of the results of P & C’s trend analysis and cross communication to internal and external customers regarding the impact of action strategies on social service delivery as a result of the work of the P&C Division was cited.
COA Site Visit
  • Two reviewers from COA will be on site at Metro Social Services March 5, 6 & 7. The reviewers who interview staff, review records, policies and interview board members.
Board Retreat
  • Mrs. Robinson proposed a one day retreat during the month of April to afford commissioners and senior management an opportunity to review and discuss all information gathered from various reviews, research and audits of the Department as well as customer and employee satisfaction survey results. By the date suggested, reports from the following national and international organizations should be available to the Commission: MAXUMUS, Child Welfare League ofAmerica and the Council of Accreditation.

Discussion of the Retreat

  • Commissioner Mattson recommended delaying the retreat for the following
    reasons:
    1. During the September 2006 retreat, the Commission agreed to devote the next retreat to Board Governance;
    2. MAXIMUS’ final report should be available before holding a retreat;
    3. Retreats are used for planning and training and not decision making. Any decision about Nutrition and Homemaker Services must be made during a regular meeting of the Commission.
    4. Given the authority vested in the chair to set the agenda for board meetings, Ms. Mattson was not prepared to recommend the Commission hold a retreat.
  • Mrs. Robinson clarified her request that a retreat be held at a date convenient for all Commissioners and recommended the services of a consultant to facilitate the discussion.
  • Commissioner Harris asked when the board would have a final Report from MAXIMUS. Mrs. Robinson stated that she could not give an exact date but would follow up with Internal Audits for a projected timeline for submission before the February Commission meeting.
  • Commissioner Mattson noted that her review of the bylaws confirmed that call meetings are the purview of the Board Chair. She again asked Commissioners to delay a decision until the February meeting.
  • Commission Bradley suggested having a retreat to discuss the findings to the Governance committee and information recommended by Mrs. Robinson. It was further noted that the February meeting would be used to prepare Commissioners for the COA site visit.
  • Commissioner Carter supported delaying the decision until February to assure the availability of MAXIMUS’ report.
  • Commissioner Toms noted the importance of the board reviewing, digesting and discussing all available information and come to a decision about the future of the Department. It was further noted that these critical matters cannot be addressed fully in the limited time afforded during regular board meetings. Commissioner Toms stated that she is in favor and willing to take time at a board retreat to sit down and discuss this. Commissioner Toms preferred discussing all the critical issues at one time and not delay another month to make a decision.
  • Commissioner Toms recommended holding the retreat in April or the first of May. She also encouraged Commissioners to use the time to model for staff how policy is set and how critical decisions are made.
  • Commissioner Dobbins noted that when the board normally plans a retreat Bonnie Campbell contacts the board with dates and times from which members can select. She recommended this process for determining the best date and time to hold the retreat and using the results of the survey to set a date during the February meeting.

Contract & Finance Report – Gerri Robinson & Renee Pratt

Nutrition RFP

Mrs. Robinson informed the Commission that there had been no response to the RFP to provide nutrition services in Antioch. One company attended the prebidders conference but did not submit a proposal. To determine the circumstances under which vendors would submit proposals, the Division of Planning and Coordination was charged with developing a survey of all potential vendors to solicit feedback. Information gathered will be used to determine the interest in the private profit and non-for-profit sectors in providing Nutrition services. Copies of the survey will be shared with the Commissioners for input.

Finance Report
  • Renee Pratt stated that the Department continues to be within budget for the year and have under spent in most of program areas except Nutrition.
  • Commissioner Mattson questioned why the Homemaker program is projected to be almost $100,000 dollars under budget? Renee Pratt deferred responding to the question until she consulted with the Chief Finance Officer
  • Update on the RFP for the executive training (ex: employee survey, board director and Sr. Management Team), the Director of Finance referred us to the Director of Human Resources to see if this staff could address the training or if DHR had someone under contract that could do the training.

Program Updates

Administration – Renee Pratt
  • For the months of December and January there are 3 vacancies
  • An offer has been extended to fill the Network Administrator position, pending background checks. Someone should be hired within the next 2 to 3 weeks.
  • Vacant Positions:
    • Researcher; and
    • Part Time Nutrition Site Coordinator

    Recruitment to fill these positions is suspended until the results of the budget are known.
    Commissioner Bradley noted an apparent mistake in the number of vacant positions.
    • Vacant positions should have been noted as follows: 2 in administration and one under Nutrition with the total number of 3.
Systems – David Nimmo
  • Voice over IP project is currently in progress and IT is laying the ground work to have it up and running by March.
  • COA mock review, systems received a positive review
  • Systems updates within MSS include: Ensure Sales Systems and Nutrition Client Referral Database
  • MSS had an additional round of PC’s deployed to staff which is almost a complete refresh of our PC’s for staff.
Adult & Family Support Services – Demitria Norman
  • Preparation for Summer Camp is underway. Open House is scheduled for February 15th from 5:00 to 6:30 p.m. in the Howard School Building to give parents an opportunity to receive information on the different camps available to their children.
  • Commissioner Toms asked the age range for the Summer Camp? The Camp is available to all school age children.
  • Commissioner Bradley asked the number of youth provided camp experience last summer. 400 + children were provided stipends for camp in 2006.
Planning and Coordination (P&C) – Dinah Gregory
  • Continuing to do the reports by the high priority areas that have been identified
  • Adult and Senior met with Commissioner Toms recently and P&C gathered a wealth of information.
  • Children and Youth, Commissioner Harris is involved in some of these activities particularly working with DCS.
  • One of the issues that continue to be something they work on is the Runaway and Homeless which crosses both the issues of children as well as homeless. It was determined that there was only 6 beds in Nashville for Homeless youth and that was something that P&C will continue to work on.
  • Quality Childcare for low income families, these are the ones that are least able to afford childcare and there is not enough quality childcare to go around. Resources need to be there to support informal childcare, and P&C will do whatever need to be done to help meet this need.
  • Homelessness, P&C thanked Commissioner Bradley for his support particularly since he has worked with the Systems Coordination Committee.
  • There has been an increase between the Homelessness Commission and standing committees to bring the different pieces of the Pilot Project together.
  • Community Education continues to have listening tours throughout the community to talk not only to the homeless but also service providers in the different areas.
  • Immigrant Services Coordinator provided some training materials to Catholic Charities.
  • Immigrant Coordinator is working with Ethic Organizations organized by and for the benefit of specific ethic populations.
  • English Language acquisition brought up by Commissioner Gonzalez at the December meeting, is working with Metro schools to help identify the best places for classes and as well as the best times and it has been a struggle trying to work out these issues.
  • Commissioner Harris thanked all the staff for working with all the additional calls for services that may have been forwarded by her for services. Commissioner Harris shared the FACT Pact at the Leadership Nashville meeting and they will be using this information at an upcoming conference. MSS staff also went to the DCS meeting and shared additional information.
  • Commissioner Bradley asked to use a portion of the P&C report regarding the homeless at the next Homelessness Commission meeting.

Old Business – Commissioner Mattson

Homelessness Program Presentation – Giovanni Achoe
  • Type of services provided: comprehensive assessments, referrals to community resources, assistance in applying for vital records, affordable housing, bus passes, assistance with locating shelters, meals, food banks and employment links and resources
  • Identified gaps in service:
    • No shelters for men with children
    • One known shelter for families intact
    • Six beds for temporary housing for teen and young adults
    • Financial resources for customers moving from a non-homeless lifestyle
    • Purchasing vital records
    • Housing for individuals re-entering society from incarceration
  • Customers Served by the Homeless Unit July 1, 2006 thru December 31,
    2006
    • 613 Initial Assessments
    • 603 Walk-ins and appointments for homeless services
    • 460 Referrals from Faith Based “Rooftop”
    • 180 Homeless Prevention Assessments
  • Commission Bradley requested that Giovanni share her presentation with the Homelessness Commission.
  • Policy Approval Homelessness Commission – Commissioner Bradley

Motion: Motion was made by Commissioner Bradley that the MSS Board of Commissioners approve the Homelessness Commission Funding Expenditure Policy. The policy establishes the fiscal relationship between the two commissions. All expenditures by the Homelessness Commission must be approved by MSS Board of Commissioners. Toward that end, the Chairman of the Homelessness Commission will submit a written request to expend funds allocated by the Council to Metro Social Services to fund projects implemented by the Homeless Commission. The signed request will be submitted to the MSS Board of Commissioners by the MSS Commissioner serving on the Homelessness Commission.
Made by: Commissioner Bradley
Seconded: Commissioner Carter
Passed unanimously

New Business – Commissioner Mattson

COA Briefing – Gerri Robinson
  • Mrs. Robinson referenced statements made in her opening remarks related to the COA site visit. Commissioners were directed to a list of questions the CWLA consultant provided MSS to prepare the board for the site visit. Mrs. Robinson also requested the February meeting be used to practice and review questions and answers for COA.
Commission Assignments – next steps – Commissioner Mattson
  • Commissioner Mattson stated that when she made commission assignments in June, it was not her intent that Commissioners report to the full Commission unless they chose to report out about their involvement.
  • Commissioner Toms commended the chair person for assigning Commissioners to different units because so often you get into the routine of looking at the paperwork coming in and trying to make decisions that are affecting peoples lives daily without getting into the business of what makes it work. When you meet with the staff and you get involved with what they are doing and you make recommendations and suggestions you then have something to offer, it is really a valuable experience.
Policies – Commissioner Dobbins
Medication Management Policy-SRV0002
  • This policy has been presented for approval previously but was in need of further
    refinement. The original policy was in effect when Richland Village and Knowles
    Home were part of Metro Social Services.

Motion: Motion was made to accept the Medication Management Policy #SRV- 0002.
Made by: Commissioner Dobbins
Seconded: Commissioner Carter
Passed unanimously

Camilla Caldwell Fund
  • Commissioner Mattson raised questions about the policies and procedures guiding access to the Camilla Caldwell Fund. Commissioner Mattson stated that her understanding from Renee Pratt was that the policy guiding these funds is included in the overall financial policy.
  • Renee Pratt stated that the Camilla Caldwell fund is not a policy but a procedure. Procedures are approved by Gerri Robinson; they do not come before the board.
  • Ms. Pratt reminded Commissioner Mattson that she sign off on this policy and all the policies.
  • Commissioner Harris requested that staff create books of policies and the final procedures for all Commissioners.
Board Governance Update – Barbara Toms
  • Commissioner Toms summarized progress to date regarding drafting Board Governance policies and procedures.
  • Commissioner Toms stated that in September training was provided on Board Governance by staff from the Center for Non-Profit Management. The model trained on was approved as a prototype for us in crafting a document to guide the Board of Commission’s work. The chairperson appointed Commissioner Toms to chair that committee along with Commissioner Gonzalez.
    Two things have been done since the committee met on November 29th:
    • preceived mandate;
    • assistance of the original consultant sought;
    Commissioner Toms reiterated the importance of the process and the outcome. Board governance sets the parameters for the responsibilities of the board, staff and the Executive Director. It also deals with: 1) how the Board monitors itself; 2) manage conflict of interest and 3) appraise board performance. The committee will recommend policies to the full board.
By-Laws – Commissioner Mattson
  • Commissioner Mattson clarified her responsibility for setting the agenda for Commission meetings. She reminded all that the By-Laws state that the chair is responsible for establishing the agenda with the assistance of the Executive Director.
  • Commissioner Mattson directed commissioners to send agenda items directly to her and not the Executive Director. This protocol was felt to streamline the process and not make it a series of emails that may appear in violation of the open meeting laws.
  • Commissioner Dobbins stated that the simplest way would be to email Mrs. Robinson. Commissioner Mattson reiterated that she decides if any items go on the agenda.
Delegated authority to the Executive Director to Sign Contracts and Pursue
Grants
  • Commissioner Mattson informed the Commission that questions have been raised about the Commission’s delegation of authority to the Executive Director to sign contracts and pursue grants. The people raising the questions were not identified. As a result of these questions, Commissioner Mattson requested a review of the policy for legal sufficiency by legal counsel, Kathy Evans.
  • Commissioner Bradley stated that the Commission acted appropriately in delegating the authority to the Executive Director and concluded with a request that Ms. Evans provide the Commission a copy of the law prohibiting delegation of authority.
  • Ms. Evans clarified that she was not giving a legal opinion at this juncture. She only wanted to assure that if there have been duties that have been delegated inappropriately, corrections be made.
  • Commissioner Mattson stated that this topic has come up from several people.
  • Mrs. Robinson reminded Commissioners that all policies are vetted by legal prior to submitting to the board for approval.

Motion: Motion to adjourn the meeting
Made by: Commissioner Bradley
Seconded: Commissioner Harris
Passed by a vote of 4 to 2.