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B083105 NEW HANOVER COUNTY BOARD OF SOCIAL SERVICES MINUTES AUGUST 31, 2005 The New Hanover County Board of Social Services met in open session on Wednesday, August 31, 2005, 9:00 a.m. in the Multipurpose Room of the New Hanover County Department of Social Services. ATTENDING: Frankie Roberts, Chairman; Bill Caster, Vice Chairman; Ann Pitts; John Craig; F. Wayne Morris ALSO ATTENDING: LaVaughn Nesmith, Secretary to the Board; Stephanie Monteath, Assistant to the Director The Chairman called the meeting to order at 9:00 a.m. Mr. Caster moved to approve the agenda. The motion was seconded by Mr. Craig and passed unanimously. Mrs. Pitts delivered the invocation and Mr. Morris led the Pledge of Allegiance. ® CONSENT AGENDA Mr. Roberts made three corrections to the minutes from July 27, 2005. The June Board Meeting was held on June 14, 2005; Mr. Craig made the motion to enter closed session; Mr. Morris was appointed by The North Carolina Social Services Commission. Mr. Morris asked the purpose of the Board Self Evaluations. Mr. Roberts responded that the Board Self Evaluations were completed each month to ensure that goal objectives were being met. Mrs. Pitts explained that she called Wanda Copley to ask if it was necessary to keep minutes of closed board sessions. Ms. Copley confirmed that it is necessary by law to keep minutes of closed board sessions. Mrs. Pitts asked that a board member be appointed to keep minutes of closed sessions. Mr. Nesmith explained that there are minutes kept from every closed session that he attended. Mr. Roberts agreed that a board member will take minutes every time the board enters into closed session from here on out. Mr. Caster moved for approval of the minutes as amended. The motion was seconded by Mr. Morris and passed unanimously. Minutes August 31, 2005 Page 2 of 4 INFORMATION AGENDA Service Awards Traci Smith was recognized for 5 years of service with New Hanover County. Dawn Woodard and June Parks-Reddick were recognized for 10 years of service with New Hanover County. Sharon F. Moore was recognized for 25 years of service with New Hanover County. Personnel Change Report The Director introduced new employees: Roxanne Paluso, Tina Blanks, Brenda Neilan, Tabatha Montgomery, William Todd Daniel and Richard Emanuel. Angel Moore and Eleanor "Liz" Davis were recognized for their recent promotions. As well, Mr. Nesmith wished Martha Stein a fond farewell and happiness in her retirement. Significant Services Delivery Indicators (SSDI) for July 2005 Mr. Nesmith asked Karen Vincent to review child care issues. Mrs. Vincent explained that there is currently a waiting list of 335 children. While this number is down slightly from the previous month due to school beginning, it is still considered high. Mr. Oxendine explained that last year, DSS spent 11 million dollars in child care, where this year we would need 12 million dollars to maintain our current level of service. We have been allocated 8.2 million. There is often a reallocation of funds through the state in December. Mrs. Vincent explained that at this point, the best case scenario will be not having to drop people who are currently receiving day care assistance. Mr. Nesmith shared that we terminate daycare services to families who do not provide the required information for their quarterly reviews. If a family then reapplies for day care assistance, they are placed on the waiting list. Mrs. Marino talked about the decline in investigations and reports. The hope is that the initiatives in place (MRS, IV-E Waiver) are working. The suspicion is that the number of repeat maltreatment cases is lowering. Mr. Nesmith explained that front loading services has a positive impact on the family. A study was done in January on Child Protective Services. The results indicated that the optimal ratio is 1 social worker to 10 clients. While NHCDSS did not receive additional funds to hire more CPS workers, the current ratio here is 1 social worker to 8.6 clients. If this ratio remains, additional funds will not be pursued. County Budget Expenditure Report for July 2005 Mr. Oxendine shared that 88.33% of the Elderly Tax Relief funds in the projected budget for this fiscal year have already been spent. Adult day care funding authorizations have not yet been received and thus have not been included in the projected budget. The adults who use the day care services are still receiving those services. DSS may have to remove some of the folks receiving services to stay within the budget. Minutes August 31, 2005 Page 3 of 4 • Attapersons Mr. Nesmith congratulated the Food Stamps program for its 94.34% accuracy last year. So far this year, the program is at 96% accuracy. Mr. Craig asked if there is any incentive money available from the state. Mr. Nesmith said there is not state incentive money available. Julie Steinbeck and her staff were congratulated by Mr. Morris for their outstanding work with the Heart Gallery. Ms. Steinbeck announced that the exhibition has been extended to September 14, 2005. Child Support Enforcement Program Presentation Carla West gave a power point presentation summarizing the successes of the Child Support Enforcement Program for Fiscal Year 2004-2005 and the goals for the program for Fiscal Year 2005-2006. Information packets were passed out to the board members. Mr. Caster suggested that the presentation be given to the County Commissioners. STRATEGIC/ACTION AGENDA Communications Plan Christine McNamee explained that the areas listed in the Communications Plan are various ways the Board of Directors can participate in being proactive for the agency. Mr. Craig asked that "Communication Plan" be changed to "Communications Plan" throughout the document. Mr. Craig also questioned why the plan stated that "responsibility for the oversight of the plan is one of the board's most important job responsibilities". Ms. McNamee explained that purpose of this statement is an effort to get the board to take an active role in advocating for the agency and empower them to speak for the agency. Ms. Pitts asked if day care was an issue that could be dealt with through the press, asking for volunteers etc. Ms. McNamee explained that the agency would have to license anyone who wanted to work through the agency. A community group would serve this need more efficiently. Mr. Morris voiced that he did not see any mention of mass media in the plan. Ms. McNamee explained that it is the agency's responsibility to ensure that news from the department gets out to the public. The Board's role would be to meet with Editorial Staff, etc. The county web site is available for dissemination of information and services available as well. Mr. Roberts asked that the board vote on the plan. Ms. McNamee added that the Communications Plan is a working document and can be revised as necessary. Minutes August 31, 2005 Page 4 of 4 Several items for proactive media attention were brought to the table; the Heart Gallery, Methamphetamine Protocol and the impending day care situation. Mr. Caster moved for approval of the Communications Plan as amended. The motion was seconded by Mrs. Pitts and passed unanimously. Affordable Housing Indicator Ms. McNamee explained that it was decided that this indicator is not measurable. Mr. Roberts moved to eradicate the indicator. The motion was seconded by Mr. Caster and passed unanimously. NEXT MEETING OBJECTIVES • Medicaid Transportation Revisions • State Funding Authorizations • Leading by Results Targets BOARD SELF-EVALUATION Each member of the Board completed the self-evaluation. ADDITIONAL ITEMS There being no further business the Board by consensus adjourned. The Board adjourned at 10:20 a.m. Respectfully submitted, LaVaughn Nesmith Secretary to the Board Frankie Roberts C an Date app LN:scm B052505