Social Services

Board of Commissioners Meeting March 28, 2007

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

Board Members Absent: Jose Gonzalez and Leonard Bradley

Legal Advisor: Jon Michael

Chair Lady Mattson called the meeting to order.

Commissioner MAttson began the meeting by introducing Jon Michael Metro Social Services new Legal Advisor

Motion: Approval of February 28th meeting minutes
Made by: Commissioner Carter
Seconded: Commissioner Harris

Commissioner Mattson had one correction to the February minutes located on page 2, in the section on the Medicaid Waver, second bullet under Lee Stewart’s presentation. The statement should read 3,700 slots are available state wide this year and they are filled on a first come first serve basis.

Motion: Move to accept the minutes as amended above.
Made by: Commissioner Carter
Seconded: Commissioner Toms

Executive Director’s Report: Gerri Robinson

Mrs. Robinson noted the following:

  • Welcome Mr. Jon Michael aboard as Metro Social Services legal advisor
  • Noted that the response to Commissioner Mattson’s COA Exit Summary request was located in board packets. Site visit went well with both positive and negative challenges sited.
  • Budget was presented to Mayor on March 16th which Commissioner Mattson attended. Mrs. Robinson felt that the presentation went well.
  • Attended Mayors Budget Presentation on March 23rd.
  • RFP to procure consultation services to address issues identified in the employee satisfaction survey has been released by the Finance Director, Mr. David Manning. A pre-bidder’s conference is scheduled for Thursday, March 29th. Commissioner Harris will represent the board. This contract will be addressed in more detail when we get to the CFO report and answer any questions that board members may have.
  • Roles assumed during the month of March are as follows:
    • Trustee on United Way Board
    • Council on Aging Board Meeting
    • Metro Action Commission Board Meeting
    • Appointment to By-Laws Committee for Metro Action Commission
  • David Nimmo will be preparing a Board survey. The survey will solicit feedback on any changes you would like to see happen. The survey will be sent out electronically.
  • Commissioner Mattson had a question regarding the Homemaker contract (Mid-Cumberland). Commissioner Mattson wanted to know if there was a reason why the number of customers declined. Lee Stewart, Contract Monitor, stated that the numbers are down and Mid-Cumberland has just been sent a new set of names from our waiting list. As soon as Mid-Cumberland has contacted persons on the list the numbers should climb back up. Generally, Mid-Cumberland serves approximately 33 seniors. They are currently down to about 18 clients. Mrs. Robinson stated that we must account for all the customers referred to Mid-Cumberland Human Resource Agency to date. Pat Wingfield has to gather information and provide it to GNRC. A procedure has been developed to better track customer contacts and visits.
  • Commissioner Toms posed a question regarding the donation fund and whether the funds are restricted or can they be used to address the gaps in service. Mrs. Robinson stated that it is basically the discretion of the director as to how the funds are used. However, we have used the fund in challenging cases that do not qualify for other funding. Commissioner Toms commented that she see gaps in service and MSS should work with the community organizations to fill those gaps.
  • Dinah Gregory has developed a first draft of the trends analysis and it should be ready by April. Once Mrs. Robinson has approved the document it will be shared with the board. The trend analysis and comprehensive social service plan under development by Planning and Coordination will help respond to Commissioner Toms’.

Administration Report – Renee Pratt

  • One vacant position in the Nutrition program for a Social Worker III. The position is promotional in house only for Social Services
  • Two other vacancies are targeted for staff elimination in the budget. Commissioners will continue to hear about these two vacancies until council has approved the budget.
  • COA site visit went extremely well and Renee thanked the Board of Commissioners along with staff in helping prepare for the visit.
  • MSS’ move out of Howard School in March has been moved to May. MSS will move to Metro Center.
  • Commissioner Mattson asked if it is 45 working days or calendar days before we receive the report from COA. Michelle Davis stated that it is 45 calendar days. We anticipate receiving the report by mid April.
  • Mrs. Robinson further commented that MSS’ goal is to be accredited before the Mayor leaves office.

Planning and Coordination – Dinah Gregory

  • Adult and Senior Coordinator has increased efforts to involve the Faith Community. Commissioner Toms was thanked for making the connection as with some other organizations.
  • Children and Youth still involved with some of the same organizations. We are finding a great deal of cross over between homeless and runaway youth. Clifton Harris and Danielle Mezera have worked closely on this project.
  • Homelessness Commissions April meeting has been canceled due to the Good Friday holiday.
  • Abdelghani Barre made a presentation at the request of Metro Human Rights Commission to help them become more culturally aware of the immigrant issues within Nashville.
  • Abdelghani also facilitated a meeting between a social work professor at Western Kentucky University and Conexion Americas to consult with Hispanic Social Service agency. Western Kentucky wants to assist helping non profits get additional funding and could benefit from lessons learned from Conexion Americas.
  • Refugee and Immigrant Partnership Project has been started to assist with Legal Aid for immigrants.
  • Metro Council passed resolution RS2007-1757, a non binding resolution that request that Metro Social Services and Metro Action Commission develop a report on how to implement and develop an immediate assistance center. Dinah Gregory is developing the draft.
  • Nashville is one of the few ten year plan cities that focus exclusively on chronic homeless.
  • The time frame to get this resolution to council is 18th or 20th of April. Mrs. Robinson stated that this document is a very preliminary draft and it has been shared with Cynthia Croom, Director of Metro Action. The document we send forward will reflect input from both departments, Metro Action Commission and Metro Social Services.
  • The resolution states that Metro Social Services and Metro Action Commission are to research and establish an emergency assistance center that has the ability and if funded to provide immediate assistance to the residence of Nashville and Davidson County who are in need of help.

Adult and Family Support Services – Demitria Norman

  • Thanked staff for participation in the COA visit.
  • Summer Camp registration was a success. We were able to more than double the number of children provided camp vouchers. Demitiria thanked all staff for the help with the summer camp.
  • Annual monitoring visit from the Department of Human Services on our SSBG contract is scheduled for May 1st.
  • Nutrition is now preparing for the annual General Jackson excursion for seniors on May 14th.
  • Commissioner Mattson asked how do close the loop on the camp. Demitria stated that the parents had a time limit when vouchers had to be submitted back to the camp and MSS is working closely with the camps. Mrs. Robinson noted a customer satisfaction survey was used last year to obtain additional feedback from campers and the vendors regarding there camp experiences. Telephone monitoring is also used to obtain feedback and assure that youth receiving vouchers actually use them.

Systems – David Nimmo

  • Major project was the Summer Camp data base to support tracking the camps, children and vouchers.
  • Customer Service Survey results are currently being compiled.
  • Commissioner Carter asked if there was a way of gathering data for the people who have signed up for camp and then did not attend the Summer Camps. Since the vouchers are paid before the camp start; if someone does not attend the money is refunded. MSS follows up with the camps to determine if the child attends the camp.
  • Commissioner Toms asked about the integrated data base and where we are in the process of getting the upgrades. David stated that MSS has passed on all requirements to ITS. Information is still being gathered from other stakeholders.

New Business

Overview of Quality Assurance – Michelle Davis
  • We have spent the last year implementing the PQI process across the agency. However the main focus has been on service delivery. Some of the processes used to improve our quality of services are as follows:
    • Creating universal processes for customer intake, assessment, service and planning and discharge
    • Developing and modifying service policy and procedures;
    • Implemented risk management process;
    • Implemented the quarterly case record review process;
    • Implemented peer review process and
    • Placed a stronger focus on meaningful outcomes for our program
  • We are now shifting our focus on assisting Planning and Coordination with their PQI process with the focus on contract monitoring
  • Based on the audit recommendations we need a better system in place to monitor contracts that reflect best practice, to have comprehensive, systematic and effective practices that reduce risk, loss and liability exposure;
  • In order to implement this contract monitoring process we must first evaluate our current process and drafted plans for improvement. Some of the element for our drafted plan are as follows:
    • Modifying the current tool so it is more specific to MSS expectation and contractual agreements;
    • Modifying processes to look at more frequent monitor visits for providers to assure they are compliant with expectation and risk issues;
    • Requesting that vendors submit quarterly reports for the duration of the contract that reflect MSS’ request for specific data on customers and services rendered agreed on by the vendor and MSS.
    • Creating communication procedures and accountability procedures between MSS and vendors to make sure that our vendors are providing the highest quality services possible and that they are doing that in the most effective and efficient manner
      o With the new contracts vendors will be asked to present an implementation and work plan to MSS to be reviewed and approved if the contract/grant is awarded, the plan would then be monitored for compliance.

Old Business

Personnel Committee – Gwen Harris
  • Personnel Committee met on March 26. The committee first met with the representatives from Metro Human Resource. The purpose of the meeting was to interpret the responses submitted by the commissioners.
  • Each Commissioner received an evaluation form. They were to have forwarded there responses to the Metro Human Resource Department to tally the results.
  • The Committee then invited in the Executive Director and reviewed all items she was being appraised on.
  • Commissioner Harris thanked all the Commissioners for taking the time out to respond. However, there was a breakdown regarding the fax number which caused one of the Commissioner’s responses not to be included. A copy is provided in the board packet. Commissioner Harris thanked the Executive Director for taking the time to meet on several different occasions.

Motion: The Personnel Committee recommended that the Executive Director be offered a 2% increase. Commissioner Harris also wanted to go on record to say that there was one opinion not included and there was a dissenting vote on that.

Questions:

  • Commissioner Toms asked for the recommendation of the dissent or Commissioner Harris stated that the dissenting voter did not agree with the recommendation. Commissioner Toms asked what the recommendation of the dissenting voter was.
  • Commissioner Toms then stated that the purpose of having a Personnel Committee is to evaluate the luminous information, develop recommendations and discussion to assist in making a more informed decision. In a court document, the dissenting opinion spells out why. The dissenting opinion should be spelled out because it could become the majority opinion. Commissioner Toms stated that she was the commissioner that was out of town. When she received the evaluation, it was sent in. She went on to note her preference for evaluating people of the totality of the circumstances. Commissioner Toms requested to hear the opinion of the dissenter looking at the same information under the totality of the circumstances.
  • Commissioner Harris stated that the period that was being evaluated was an 18 month period, had it been a 12 month period, the dissenting opinion would have recommended a 6%. But because of the difference and because it was 18 months and the hardship placed on the employee due to the negative import of a retroactive payment. So, the dissenter is recommending an 8% raise.
  • Commissioner Carter stated that he is a member of the personnel committee and he remembers it being a 4%. Commissioner Harris stated that Commissioner Toms asked for the dissenting opinion and that is what she gave. Commissioner Carter stated that Commissioner Harris may have changed since then, but at the time it was 4%.
  • Commissioner Toms asked if we had three people on the Personnel Committee and it was stated yes. Commissioner Toms said that the majority of the committee said 2% and Commissioner Carter remember it being 4%. Commissioner Harris stated that at the meeting the percentages went back and forth.
  • Commissioner Dobbins asked if the recommendation was 2% and it was thought to be 4%. Commissioner Carter thought the dissenting person recommended 4%.

Made by: Commissioner Harris
Seconded: Commissioner Carter

  • Commissioner Toms disagreed, she realized there are employee issues and they can be dealt with by providing training. But, under the circumstances of the totality of circumstances, Commissioner Toms believes that 2% does not send out the message that she as a commissioner would like to send. The Executive Director, in her opinion, has done a good job without clear direction, and Governance from the board. Commissioner Toms stated that she cannot support the recommendation of the Personnel Committee.

Motion: Commissioner Dobbins agreed with Commissioner Toms that the overall assessment was much more different than a 2% raise and she would recommend an 8% raise and she amended the motion to recommend an 8% raise.
Made by: Commissioner Dobbins
Seconded: Commissioner Toms

All in favor of the amended 8% please signify by saying I and oppose Nay.

  • 3 - Yes
  • 2 – No

I’s have it

  • Commissioner Carter commented that he was a member of the Personnel Committee and the committee had met for over 6 months now reviewing lots of material that had been gathered including the employee survey, audit report, commission members concern about lack of communication with the board by the Executive Director. Major difference between the board members evaluations and the Executive Director’s self evaluation. She gave herself all 4’s which is the highest possible score which to Commissioner Carter points out the lack of awareness of the problems that do exist in Metro Social Services. Commissioner Carter noted a real split in the board that he has seen coming. There is particular disagreement about accepting the business model that the commission voted to accept a year ago. There are board members that want us to go back to more direct services. Commissioner Carter felt this vote confirms that he can no longer be effective as a board member. Consequently, he resigned as a board member. Commissioner Carter stated that he enjoyed the five years on the board and the work of the Metro Social Services staff. Commissioner Carter will be sending his letter to the Mayor tomorrow.

Vote on passing the 8% pay increase.

  • 3 - Yes
  • 1 – No

Governance Committee Report – Commissioner Toms

  • Governance Committee met today at 1:30 p.m. and appreciated the support of the Chairperson, Commissioner Harris. Commissioner Gonzalez was unable to attend. The committee is working to come up with a governance model. Commissioner Toms noted the model will avoid some of the issues and problems encountered in the past. The Governance model will, hopefully, define the relationship between the Commission and the Executive Director in such a way that we are supporting services for the citizens of this community. Another Governance Committee meeting is scheduled for next Wednesday at 1:30 p.m. The goal is to have a draft available for the full commission to discuss at the retreat on May 12th. Commissioner Toms stated that she appreciated the book that the commission received. It has helped commissioners to keep focused.
  • Commissioner Dobbins stated that this is a follow up to our last retreat in which Ralph Schulz did the presentation. Public notice will go out announcing the Governance Committee meeting for next Wednesday, at 1:30 p.m. in the MSS Conference Room.
  • Commissioner Mattson asked if Commissioner Dobbins received a book and she stated that she did not. The Commissioner asked for two documents the “The Boards That Make A Difference” book by John Carver and the school board governance policy. Bonnie Campbell will provide copies of both to all Commissioners.

Motion: Motion for dismissal
Made by: Commissioner Mattson
Seconded: Commissioner Harris
Passed unanimously