Social Services

Board of Commissioners Meeting December 27, 2007

Board Members Present: Frank Boehm, Dot Dobbins, Howard Gentry, Gwen Harris, Mary Kate Mouser, Barbara Toms

Board Members Absent: George Price

Legal Advisor: Christy Feldman, Attorney for Metro Government representing Metro Social Services Board

Mayor Liaison: Hershell Warren

Summary: The Board of Commissioners discussed and approved two main issues: the FY 2008/09 Metro Social Services budget and the acceptance of the intent to contract in FY 2008/09 with the Greater Nashville Regional Council (GNRC) for funds of about $800,000 for the Nutrition program and $100,000 for the Homemaker program.

As requested, MSS prepared and approved three budget proposals at a 5%, 10% and 15% reductions. Cuts are listed below:

A 5% budget reduction would cut funding as follows:

  • $51,000 from the Family & Children Services contract
  • $50,500 from the Nutrition Pilot program
  • $204,200 from the Summer Camp Voucher program

Total cuts equal $305,700.

A 10% budget reduction would result in the following cuts:

  • $100,000 from the Family & Children Services contract
  • $50,500 from the Nutrition Pilot program
  • $408,400 from the Summer Camp Voucher program (elimination of program)
  • $25,000 from management consultant fees
  • $27,400 from the Homemaker Contract with the Mid-Cumberland Human Resource Agency

Total cuts equal $611,000.

A 15% budget reduction would cut the following funds:

  • $100,000 from the Family & Children Services contract
  • $50,500 from the Nutrition Pilot program
  • $408,400 from the Summer Camp Voucher program
  • $25,000 from management consultant fees
  • $110,000 from the Homemaker program with the Mid-Cumberland Human Resource Agency
  • $223,100 in staff positions (of which $96,000 will come from currently vacant positions)

Total cuts equal $917,000.

Discussion:

After the Board properly approved the minutes without any changes, discussion moved on to the budget proposal. Board Chair Harris called on Director Gerri Robinson to present her budget option.

Ms. Robinson recommended the elimination of MSS’ Planning and Coordination unit, which she explained in detail in her statement document entitled The Case for Eliminating MSS’ Planning and Coordination Program. Her reasoning was based on three main considerations, namely:

  • What is the role of government? To provide safety net services;
  • Is the program based on law? No;
  • Is MSS the only agency/organization that can provide these services? No. (2:00-7:00 on tape)

Dr. Boehm responded with a counter proposal stating that he considered the Planning and Coordination unit as vital to MSS’ business model and was therefore not comfortable with eliminating the unit at this point in time. Commissioner Boehm based his proposal on his study of past MSS budgets, briefing documents, the 2004 Audit, previous Board meeting minutes, the April 07 Implementation Review, etc.
Dr. Boehm proposed an alternative budget, which at the 5% reduction requirement would cut the Summer Camp Voucher program in half (to $204,400) plus eliminate $100,000 given to the Family and Children Services’ Relative Caregiver Training program, which would essentially meet the required $305,000-reduction.
At the 10% budget reduction level (which requires the elimination of $611,000), Dr. Boehm suggested total elimination of the Summer Camp Voucher program ($408,400), the Relative Caregiver Training program ($100,000) and the Nutrition pilot program ($50,500). The remaining reduction could come from the non-allocated funds, which are currently listed as a $62,800-budget item.
The 15% option calls for a budget reduction totaling $917,000. Dr. Boehm proposes the same cuts as in his 10% reduction proposal. In addition, he suggests the elimination of the Homemaker contract with the Mid-Cumberland Resource Agency ($110,000). The remaining budget reduction would come from personnel positions. (7:45-20:00)

MSS Finance Director Pam McEwen said the non-allocated funds of $62,800 could not be touched because they stem from fringe benefit increases Metro transferred into MSS. Thus, Dr. Boehm responded that instead the money would likely have to be cut in personnel positions or from an alternative budget allocation.

Commissioner Gentry struggled with the elimination of the Summer Camp Voucher program and asked Director Robinson to respond to Dr. Boehm’s budget proposals. Ms. Robinson said it was a viable option that brought the board back to when the Board accepted the audit recommendations. However, Ms. Robinson said she struggled with the short-term versus long-term impact when comparing the elimination of the Summer Camp Voucher program versus the elimination of the Planning and Coordination unit (31:30). The Camp has an immediate, significant impact on 1,100-1,200 low-income children and their parents while it is questionable how soon strategies of the Planning and Coordination unit will reach a comparable effect.

Further discussion centered on the Maximus audit of 2004 and its implementation, particularly in relation to the Planning and Coordination unit’s function.
Ms. Harris explained that some agencies the audit recommended for outsourcing don’t even exist anymore. Commissioner Dobbins said she was the sole board member who voted against the adoption of the audit recommendations. Ms. Dobbins said she strongly believed MSS’ mission was to serve the neediest citizens in Davidson County and that staff and board are committed to that mission. (37:25-48:00) Commission Gentry voiced his concern saying that he felt uncomfortable right now because the city of Nashville has been governed based on audits for the past eight years, and therefore, he was not willing to dismiss audits easily. Furthermore, four of the commissioners quit abruptly in spring. “I don’t really know where we are right now,” Mr. Gentry said. (57:00)
Commissioner Barbara Toms said after working with the Governance Committee, she felt it was understood that the responsibility of the board was to make decisions about policy matters with the goal to drive MSS into the future and not about day-to-day (operational) matters. Thus, Ms. Toms said, she was disturbed to see the elimination of the Planning and Coordination Unit, which she views a key program to receive necessary information on which board members can base their policy decisions. (58:00-1:03:25)

Director Robinson proposed a middle ground for the budget, which included the reduction of the contracts mentioned in Mr. Boehm’s proposal by 50% and asked for a commitment from the Commission to replace those funds with outside resources. (1:07:00) In response, Commissioner Gentry raised the question whether the Board had the authority to do so and mentioned that commissioners did not sign up to raise funds. Commissioner Mouser said while she thinks that raising funds from an outside source is generally a good idea for the future, she doesn’t believe this Board is at the point yet to commit to it. In addition, Ms. Mouser pointed to the importance of evaluation of services and asked what evaluation measures are currently in place. Director Robinson pointed out that MSS was the only social services government agency in Tennessee accredited for best practices by the COA (Council on Accreditation). In addition, MSS conducts internal customer satisfaction surveys. Ms. Harris reported that a prior budget item to contract with UT to provide a third-party evaluation was eliminated in previous budget cuts. In addition, Ms. Harris intends to talk about Results Matter at the upcoming MSS Board retreat. Ms. Mouser said according to national trends at least 10% of the amount of any program that goes towards services should be set aside for evaluation purposes. (1:18:00) Ms. Robinson said that positions that entailed evaluation functions were gradually eliminated and added that if the Board wanted to make evaluation a priority she was entirely supportive of it.

Commissioner Boehm redirected the discussion to the budget proposal and said it seemed that Planning and Coordination had support around the table. However, part of the problem was that the unit never got off the ground as it was intended. (1:19:00) Further discussion centered around the budget proposal (1:22:00)
Pam McEwen estimates that about one manager position and two or three additional positions (social workers) would be affected by the 15% budget reduction.
The board moved and approved the three budget proposals and additions. Additions include $80,600 for the Nutrition program, $1,500 for Family Support and $4,800 for Human Resources, totaling $86,900. (1:28:30)

The budget will be submitted to the Finance Director on Jan. 4.
The meeting with the Metro Finance Director is scheduled for Jan. 30.

The board also voted for MSS to continue to contract with GNRC (see summary above) to provide nutrition and homemakers services for fiscal year 08/09. The board authorized Director Robinson to send a letter to GNRC confirming MSS’ intent do continue doing business with them. Commissioners will receive a copy of the letter.

The Metro Social Services Board of Commissioners Retreat is scheduled for Feb. 1 & 2. Ralph Schulz, CEO of the Nashville Chamber of Commerce agreed to provide the Governor’s training to MSS board of commissioners.
Motion for adjournment was accepted and approved.