1989-08-14 Special Meeting
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MINUTES OF SPECIAL MEETING, AUGUST 14, 1989
ASSEMBLY
The New Hanover County Board of Commissioners met in Special
Session on Monday, August 14, 1989, at 7:30 P.M. in the
Multipurpose Room of the Department of Social Services Building,
1650 Greenfield Street, Wilmington, North Carolina.
Members present were: Commissioners Jonathan Barfield, Sr.;
W. Albert Corbett, Jr.; E. L. Mathews, Jr.; Vice-Chairman, Nolan
O'Neal; Chairman, Fred Retchin; County Manager, G. Felix Cooper; I
and Clerk to the Board, Lucie F. Harrell.
Chairman Retchin called the Special Session to order stating
the purpose of the meeting is to hold a Work Session with
Maximus, Inc. to discuss recommendations presented in the
Department of Social Services Management Study. He welcomed
members of the Board of Social Services and requested action on
an additional item before beginning the Work Session.
APPROVAL OF REVISION TO ELECTRICAL CONTRACT WITH REAGAN ELECTRIC
COMPANY - AIRPORT TERMINAL BUILDING
Chairman Retchin stated Director of Engineering &
Facilities, Ed Hilton, has requested revising the Reagan Electric
contract from $1,411,050 to $1,416,050. He stated the additional
$5,000 increase is to cover a portion of the insurance cost
required for contract documents.
Motion: Vice-Chairman 0' Neal
Corbett to approve the revision
to $1,416,050 as recommended.
UNANIMOUSLY.
MOVED, SECONDED by Commissioner
of the contract from $1,411,050
Upon vote, the MOTION CARRIED
DISCUSSION OF DSS MANAGEMENT REPORT
Dr. Bill B. Benton, Project Director and President of the
Human Services Management Division of Maximus, Inc. expressed I
appreciation to the Commissioners, Members of the Board of Social
Services, the DSS Staff, and County Staff for the cooperative
effort received in performing the DSS Management Study. He
stated Ms. Phyllis Elliot, Project Manager and Vice-President of
Maximus, Inc., will present and discuss the first
recommendations:
Ms. Elliot presented the following recommendations stating
these items have been discussed with the DSS Staff:
ORGANIZATIONAL STRUCTURE & MANAGEMENT SYSTEMS
1. Establish a Planner/Evaluator Position in the DSS Director's
Office: This position has been approved with the County
Personnel Department developing a job description to assure the
appropriate classification.
2. Conduct Needs Assessments: The Commissioners should
designate DSS as the central coordinator for assessing needs and
developing a plan for regular assessment and monitoring of these
needs. The new DSS Planner/Evaluator position can perform this
work and present goals to be achieved.
Commissioner Corbett asked if a Needs Assessments Plan
should be submitted quarterly to the Board of Commissioners?
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Dr. Benton stated the Wake County Board of Social Services
sets expectations for DSS requiring monthly reports from the
Director of Social Services with submission of these reports to
the County Commissioners at least once a year. He stated reports
can be presented to the Commissioners on a quarterly basis if
desired.
Commissioner Barfield stated needs assessments with goals
and objectives would be beneficial to the Commissioners in
understanding why new positions are needed. He encouraged
communication of this type in order to better inform the
Commissioners and general public.
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MINUTES OF SPECIAL MEETING, AUGUST 14, 1989 (CONTINUED)
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Dr. Benton stated a written assessment of needs is
beneficial in two ways: (1) anticipation of problems before they
occur; and (2) provision of systematic information on all issues
which prevents crisis situations.
3. Develop Annual Performance Plan: Prepare plan as precursor
for the next DSS Budget. This plan is to be prepared by the DSS
Board and Director.
4. Re-emphasize Commitment to Public Accountability in Mission
Statement: A Mission Statement has been drafted for review by
the Board of Social Services and should be presented to the
Board of Commissioners and public.
SERVICE/DELIVERY/WORKFLOW
1. Develop and Implement an Automated Case Management System:
Dr. Benton stated the DSS Director and MIS Director should be
assigned this responsibility.
Chairman Retchin stated according'to the MIS Director, the
County has an automated case management system which has not been
implemented. Dr. Benton stated the County has a rolodex type
system; however, an automated case management system would tie
into the state system, make referrals, feed all other systems,
and produce management reports. He stated Jefferson County,
Colorado, has made a major investment into an automated case
management system which has greatly reduced the time spent by
workers and avoided duplication of keying in the same data.
Chairman Retchin recommended developing a system whereby the
intake worker can obtain all of the information necessary and
route this data to the necessary departments with the proper
documentation attached.
Chairman Barfield asked if $350,000 was expended for a
state-of-the-art automated case management system, would this
reduce the number of employees? Dr. Benton stated an automated
case management system would represent the difference between 82
positions as indicated in the report versus the 29 proposed
positions.
Commissioner Mathews asked the maximum time frame for
developing a system. Dr. Benton recommended that the MIS
Director investigate systems already available and transferable
stating an automated system should be developed and implemented
within two to three years.
2. Contract all CHORE Related Services: Dr. Benton recommended
that DSS contract with providers for PCS and CAP and also
consider contracting for remaining chore services or converting
in-home services from chore to homemaker services.
STAFFING:
1. Develop Career Enrichment Program:
develop a career plan for the department.
employees with career opportunities.
The DSS Director will
The plan will provide
2. Restore Formal Training Program and Develop Plan for
Coordination With Local Institutions of Higher Education: Draft
proposal with Cape Fear Community College to formalize a training
program. This effort will require close coordination among the
DSS Director, County Administration, County Attorney, and State
Department of Social Services.
LEVERAGING SOCIAL SERVICES FUNDING:
1. Expand New Hanover Memorial Hospital Model to Other
Hospi tals: Negotiate expansion of current agreement with New
Hanover Memorial Hospital and establish agreements with other
hospitals.
2. Take Leadership Position in Welfare Reform: The County
Commissioners have forwarded letters to the Governor and State
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officials requesting adoption of the Welfare Reform Act by the
state of North Carolina. Dr. Benton stated he will be meeting
with State officials within the next two weeks and requested
authorization to inform the state of New Hanover County's
interest in adoption of the Welfare Reform Act before October
1990, and the County's interest in becoming a leader in the
Welfare Reform program.
Consensus: It was the consensus of the Board to authorize Dr.
Benton to inform State officials of New Hanover County's interest
in adoption of the Welfare Reform Act.
OTHER CONSIDERATIONS:
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1. Review of Recruitment and Hiring Process with New Hanover
County Personnel and the Department of Social Services: Schedule
a meeting between the County Personnel Director and DSS Director
to develop mutual procedures and consider the practice of advance
hiring. This will eliminate any duplication of services and fill
vacancies more expediently.
2. Meet with County MIS Staff to Review Client Data Base System:
MIS should provide written documentation on system features,
implement user review on new system developments and prepare
written documentation on all new systems. Communication channels
are imperative between these departments.
Commissioner Corbett asked how this
realistically develop. Dr. Benton stated
Commissioners should direct the DSS Director and
meet.
meeting would
the Board of
MIS Director to
Consensus: It was the consensus of the Commissioners to direct
the Director of Social Services and MIS Director to hold a
meeting to review the client data base system and discuss
development of an automated case management system.
Commissioner Barfield asked how objectives can be set by the
Board of Commissioners without overstepping their bounds. Dr.
Benton recommended the DSS Director in conjunction with the Board
of Social Services identify priority goals and submit these goals
to the Board of Commissioners for approval. Once approved, these
goals should show improvement in the areas being addressed.
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Discussion was held on accountabili ty. Commissioner
Barfield stated DSS employees perform their tasks well; however,
the general public openly criticizes the dollars spent for DSS
services and desire some form of accountability. Dr. Benton
stated with an operational plan developed by DSS for
identification of needs, the Commissioners and public can be
better informed on the needs versus costs.
Chairman Retchin encouraged each County Commissioner to
spend one-half of a day with a caseworker and see the duties and
responsibilities involved in handling one case.
Chairman Retchin expressed appreciation to Dr. Benton and
Ms. Elliot for an excellent presentation and stated the report
will become a working document.
INTRODUCTION OF NEW MEMBERS APPOINTED TO THE BOARD OF SOCIAL 0
SERVICES
Commissioner Mathews introduced Mr. Francis Foy and Mr.
Harold Cloud, the newest members appointed to the Board of Social
Services.
ADJOURNMENT
Commissioner Barfield MOVED, SECONDED by Commissioner
Corbett to adjourn. Upon vote, the MOTION CARRIED UNANIMOUSLY.
~~e~tful~~ submitted,
~v(.>'Y~
Lucie F. Harrell, Clerk
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