B070709
New Hanover County
Board of Social Services
• Meeting Minutes
Multi Purpose Room A
9:00a.m. -10:00 a.m.
The New Hanover County Board of Social Services met in open session on Tuesday, July
7, 2009 at 9:00 in Multi Purpose Room A of the New Hanover County Department of
Social Services.
ATTENDING: John Craig, Chairman; Bill Caster, Vice-Chairman; Minerva Glidden,
Evelyn Bryant and Patrick Riley
ALSO ATTENDING: LaVaughn Nesmith, Secretary to the Board; Stephanie Monteath,
Administrative Support Specialist
The Chairman called the meeting to order at 9:10 a.m. Mr. Caster moved for approval of
the agenda. The motion was seconded by Ms. Glidden and passed unanimously.
Ms. Bryant led the invocation. Mr. Caster led the pledge of allegiance.
CONSENT AGENDA
Ms. Glidden moved for approval of the consent agenda. The motion was seconded by
® Mr. Caster and passed unanimously.
INFORMATION AGENDA
Personnel
Stephanie Monteath recognized Shameika Stokes as the new After Hours Social Worker,
Allison Nance as a CPS Social Worker and Sean Anderson as a Temporary Food and
Nutrition Case Worker.
Linda Mayes was promoted from Family and Children's Medicaid Caseworker Zone 2 to
Adult Medicaid Caseworker Zone 3.
Service Awards
Wanda Marino was recognized for 10 years of service to New Hanover County. Lori
Harvey and Kathleen McLaren were recognized for 15 years of service to New Hanover
County. Arena Everett was recognized for 20 years of service to New Hanover County.
SSDI
There were no comments or questions about the Significant Service Delivery Indicators.
County Budget Expenditures
Mr. Nesmith and Ms. Marino discussed the potential dissolution of Level 3 and 4
placements for children not able to reside in a traditional foster care.
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Director's Executive Report
• There were no questions or comments about the Director's report.
STRATEGIC ACTION AGENDA
DSS Board Election of Officers
Mr. Caster moved to nominate Ms. Glidden as vice chairman. The motion was passed
with a unanimous aye. Ms. Glidden nominated Mr. Craig as chairman. The motion was
passed with a unanimous aye.
Adopted Budget Update
Christine McNamee explained the County's new cell phone policy. Instead of providing
an agency phone the County will give employees required to have a cell phone for work a
monthly stipend which will vary in amount depending on phone usage. The agency is
working on ways to "go paperless" to try to cut costs. DSS's security cost will not
actually decrease because the agency is required to have deputies available full time.
Each employee is required to take 10 unpaid furlough days and there is a 5 day decrease
in personal leave accrual. Revenue that we've budgeted could be in jeopardy as the State
is cutting out County financial assistance. Funding for leveled foster care is being cut.
TANF contingency funding will stay with the State instead of flowing down to the
• County. The budget will need to be carefully monitored. The Board will receive
information based on the adopted budget as well as the revised budget as funds are
moved to cover expenses across the agency. Federally, the agency received some
additional funds to provide additional temporary staff in the Food and Nutrition Services
and Federal Stimulus funds folks working in the agency through the Workforce
Investment Act and the United Way.
Mr. Nesmith explained that a temporary employee will be stationed at Wilmington
Health Access for Teens (WHAT) with the understanding that position will be around as
long as funding is available. The current DSS employee out- posted at WHAT will be
brought back into the agency.
Pod Restructuring Process
Leslie Stanfield with County IT gave the history of the pod restructuring and how
automation became involved. Ms. Stanfield explained the goals set by Mr. Nesmith;
lowering wait time, one check in place for all services, a separate area for dropping off
information and smarter processes for the pods. It was decided to develop two areas for
people to check in and one waiting area. IT began to gather statistics to see how the
changes were working beginning May 4, 2009. What was found is the number of people
walking in the door in June increased by 500 people from the numbers in May but the
wait time has decreased. As well, the agency has gone back to an old fashioned switch
• board system for incoming calls which is working really well. Staff is positioned in a
quiet area to answer phones and 92.5% of calls are being answered as opposed to 85% of
the calls before this implementation of the switchboard system. Certain facsimiles are
coming in now as email and being distributed paperless. As well, money is available in
the FY2010 County IT Budget to implement a system where staff will be able to fax from
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their desktops as well. The physical renovation was approved in the budget. Ms.
Stanfield noted it should be a fairly easy transition as the processes for staff are already in
• place.
Mr. Nesmith noted he will directly supervise the legal staff as the senior attorney retired.
Next Meeting Objectives
Leading By Results Recommendations
Board Self Evaluation
The Board completed self evaluations.
Additional Items
As there were no other additional items to discuss as provided in G.S. 154A-98 to
consider information that is confidential pursuant to G.S. 108A-80 and or G.S. 154A-98,
the board by consensus adjourned at 9:57 a.m.
Respectfully submitted,
1
LaVaughn Nesmith,
Secretary to the Board
John E. Craig,
Chairman
Date approved: { /off
LN: scm
B070709
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