Preble County Board of Developmental Disabilities. Board Approved: November 17, 2008 Revised: 02/10/2015 Section: 1.0 Page 1 of 9

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1 Preble County Board of Developmental Disabilities Policy: Functions & Operations of the Board Board Approved: November 17, 2008 Revised: 02/10/2015 Section: 1.0 Page 1 of 9 I. POLICY Reference: ORC , , 5123:2-1-02, & It shall be the policy of the Preble County Board of Developmental Disabilities (PCBDD) to conduct all official Board business according to applicable state laws and the Ohio Department of Developmental Disabilities (DODD) rules and regulations. Further, it shall be the policy of the Board to fulfill all the responsibilities and requirements as contained in the state laws and the DODD rules and regulations. Finally, it is the Board s responsibility to develop all policies and procedures as they relate to the operations of the programs and services required by the codes. II. PURPOSE It is the purpose of this policy to define the procedures needed to perform all the functions and duties required of the Board in conformity to present state laws and the Ohio Administrative Code. III. PROCEDURES A. Board Membership and Terms of Office: All board members shall be persons interested and knowledgeable in the field of developmental disabilities and other allied fields. Both the Board of County Commissioners and Probate Judge shall appoint under this section, to the maximum extent possible, members who fulfill any applicable requirements of this section for appointment and who also have professional training and experience in business management, finance, law, health care practice, personnel administration, or government office. 1. The PCBDD shall be made up of seven members and shall, as nearly as possible, reflect the composition of the population of the county. All board members shall be citizens of the United States. a. Five members shall be appointed by the County Board of Commissioners. Of the members appointed by the Board of County Commissioners, at least two shall be relatives of persons eligible for services provided by the County Board of Developmental Disabilities, and, whenever possible, one shall be a relative of a person eligible for adult services, and the other shall be a relative of a person eligible for early intervention services or services for pre-school or school-age children.

2 b. Two members shall be appointed by the Probate Judge. Of the two members appointed by the Probate Judge, at least one shall be a relative of a person eligible for residential services or supported living. 2. All appointments to the PCBDD shall be for terms of four years. The membership of a person appointed as a relative of a recipient of services shall not be terminated because the services are no longer received. A member who has served during each of three consecutive terms shall not be reappointed for a subsequent term until two years after ceasing to be a member of the board, except that a member who has served for ten years or less within three consecutive terms any be reappointed for a subsequent term before becoming ineligible for reappointment to two years. 3. The County Board may provide to the appointing authorities information regarding the legal mandates for the County Board appointments as outlined in Section of the Revised Code prior to the time new County Board member appointments are to be made. Members may be reappointed, except as provided in section III (2) of this policy. Prior to making a reappointment, the appointing authority shall ascertain, through written communication with the board, that the member being considered for reappointment meets the requirements of the Revised Code. 4. Within 60 days after a vacancy occurs, it shall be filled by the appointing authority for the unexpired term. Any member appointed to fill a vacancy occurring prior to the expiration of the term for which his predecessor was appointed shall hold office for the remainder of the term. All appointments other than those appointments to fill a vacancy shall be made no later than the last day of November of each year, and the term of office shall commence on the date of the stated annual organizational meeting. 5. In Service Training Requirements a. Within three months after a board member s initial appointment to the county board, the board member shall complete an orientation that addresses the duties of the county board, role and requirements of board members, confidentiality, and the ethic laws of the state of Ohio. The orientation completed in accordance with OAC 5123: (C)(2) and (C)(3) b. During each calendar year of a board member s term, the board member shall complete a minimum of four hours of in-service training, except as provided in paragraph III-A-5-c. c. Board members appointed after the county board s annual organizational meeting and board members appointed for the 2

3 remainder of a former board member s term shall complete in-service training during the first calendar year of the board member s appointment in accordance with the following schedule. 1. Board members appointed on or before March thirty first shall complete a minimum of four hours of in-service training. 2. Board members appointed after March thirty first but prior to July first shall complete a minimum of three hours of in-service training. 3. Board members appointed after June thirtieth but prior to October first shall complete a minimum of two hours of in-service training. 4. Board members appointed after September thirtieth but prior to the succeeding January shall complete a minimum of one hour of inservice training, d. No later than January thirty-first of each year, the director shall identify topics related to the developmental disabilities service delivery system to be addressed during in-service training for the calendar year. 1. Topics identified by the director may include, but are not limited to: a. Authority and responsibility of a county board; b. Medicaid program and the county board s role in Medicaid local administrative authority; c. Fiscal obligations of the county board; d. Self-evaluation of the county board; e. Evaluation of the superintendent; f. Current federal initiatives; g. Current stat initiatives; and h. Self-advocacy by individuals with developmental disabilities. 2. The director may specify the content of training for identified topics. 3. The director may require board members to complete specific webinars offered by the department. e. The county board and the superintendent shall jointly develop the county board s plan for in-service training for the calendar year which: 1. Reflects the topics identified by the director in accordance with paragraph III-A-5-d with consideration of priorities within the county; 2. Includes perspectives from outside the county; and 3

4 3. Recognizes that training for specific board members may vary based on board members background and experience. f. The superintendent shall make board members aware of opportunities to complete in-service training. g. The superintendent shall maintain documentation of bard members completion of in-service training which shall include: 1. An outline or description that details the content of the training; 2. The date, time, location, and duration of the training; and 3. A sign-in sheet or in which the board member attests to completing the training. h. In-service training sessions shall not be considered regularly scheduled meetings of the county board. i. The department shall monitor compliance with this rule through accreditation reviews of county boards it conducts in accordance with rule 5123: of the Administrative Code. B. The following may not serve as members of the County Board: 1. Elected public officials, except for township trustees, township clerks, and those excluded from definition of public official or employee in division (B) of section of the Revised Code; 2. Member of the immediate family of a County Board member; 3. County Board staff and members of the immediate family of the County Board staff; 4. Former board employees within one calendar year of the termination of employment with the board; 5. A person may not serve as a member of a County Board of Developmental Disabilities when either the person or a member of the person s immediate family is a board member of a contract agency of that county board unless there is no conflict of interest. In no circumstances shall a member of a county board vote on any matter before the board concerning a contract agency of which the member of the member s immediate family is also a board member or an employee. All questions relating to the existence of a conflict of interest shall be submitted to the local prosecuting attorney and the Ohio ethics commission for resolution; 4

5 6. No person shall serve as a member or employee of a County Board if a member of his or her immediate family serves as a County Commissioner of the county served by the County Board unless the person was a member or an employee prior to October 31, 1980; 7. No employee of an agency contracting with a County Board of Developmental Disabilities or member of the immediate family of such an employee shall serve as a board member. C. All County Board members will serve without compensation, but may be reimbursed for necessary expenses incurred in the conduct of County business. D. All County Board meetings shall be open, public meetings, held in compliance with the requirements of the Sunshine Law. The County Board will meet in accordance with the schedule adopted by the Board at its organizational meeting. 1. No later than the 31 st day of January prior to the regular Board meeting. At the organizational meeting, a President, Vice President, and Secretary shall be elected as officers of the Board for the following year. The organizational meeting will also include appointment of Board members to standing committees which shall include, but not be limited to: a. Finance and Personnel Committee b. Policy Review Committee c. Ethics Council 2. The County Board will document the results of the annual organizational meeting and complete the information on the required form provided by DODD. The form is then kept by the Board for accreditation purposes. 3. The County Board shall meet at least ten times annually in accordance with the Revised Code, excluding training sessions. 4. A majority of the members constitutes a quorum for the purpose of conducting business at each meeting. 5. The County Board may go into Executive Session by motion and adoption of that motion for a reasons specified in ORC (the Ohio Sunshine Law ). 6. The County Board may call special meetings with the appropriate notification of the meeting to the local media at least 24 hours in advance of the meeting. 7. The meetings shall be conducted under Robert s Rules of Order. 5

6 E. Minutes of each meeting will be kept and filed in the administrative offices of the program. These minutes shall be available and open for the public inspection during the regular office hours of the program. F. The County Board shall submit to the County Board member s appointing authority notification of a County Board member s removal if that action is being considered. A member removed from the board is ineligible for reappointment for not less than one year. 1. A County Board member shall be removed for neglect of duty, misconduct, and/or malfeasance in office. 2. A County Board member shall be removed for failure to attend the DODD approved in-service training session that equals the minimum number of Department specified hours each year. 3. A County Board member must attend four six regularly scheduled board meetings within one year. A County Board member shall be removed if the member gave no prior notice of the member s absence for two regularly scheduled board meetings. A County Board member shall be removed if the member gives notice of the member s absence for four regulary scheduled board meetings. This removal provision does not apply to absences from special meetings or work sessions. 4. The County Board shall give written notice of the charges against any County Board member to the County Board member charged and to that County Board member s appointing authority. G. The PCBDD shall hire and employ a superintendent who is qualified as required by the rules of the DODD. It is the responsibility of the County Board to define the superintendent s duties which shall include, but not be limited to, the following: 1. The superintendent shall administer the work of the Board. 2. The superintendent shall recommend to the County Board any changes necessary to increase the effectiveness of the program and services of the County Board. 3. The superintendent shall approve all employment contracts and personnel actions that involve staff members and, subject to the approval of the County Board, approve all other employment contracts and personnel actions as may be necessary for the work of the County Board. 4. The superintendent shall approve all compensation for staff members within the limits set by the County Board in the salary schedule and 6

7 budget. The superintendent shall insure that all staff members and consultants are properly reimbursed for actual and necessary expenses incurred in the performance of official duties. 5. The superintendent shall provide consultation to other public agencies including other County Boards and individual agencies or organizations providing services supported by the County Board. 6. The superintendent shall participate in the ongoing planning and budget process. 7. The superintendent may authorize the payment of County Board obligations by the County Auditor. 8. The County Board may grant the superintendent a contract of at least one but not more than five years. The County Board shall reimburse the superintendent for actual and necessary expenses. The superintendent shall not have voting privileges at Board meetings. At the expiration of a superintendent s current term of employment, the superintendent shall be re-employed for a term of one year at the same salary, plus any increments that may be authorized by the board, unless the board gives the superintendent written notification of its intention not to re-employ the superintendent. With regard to an initial contract, if the contract is for one year, the notice shall be provided not less than sixty days prior to the contract s expiration; if the contract is for more than one year, the notice shall be provided not less than ninety days prior to the contract s expiration. With regard to contracts for re-employment, the notice shall be given not less than ninety days prior to the contract s expiration, regardless of its duration. H. The president shall appoint three members of the Board (one of whom may be the president) to an Ethics Council. The Council cannot include a Board member if the member, or any member of his/her family, will have any interest in a direct service contract under review while the member serves on the Council or the twelve months following his/her service. The superintendent will be a non-voting member of the Council. I. Strategic Plan 1. The county board shall develop and adopt by resolution a strategic plan that meets the requirements of sections and of the Revised Code, includes the county board s mission and vision, and addresses the county board s strategy for: a. Promoting self-advocacy by individuals served by the county board; 7

8 b. Ensuring that individuals receive services in the most integrated setting appropriate to their needs; c. Reducing the number of individuals in the county waiting for services; d. Increasing the number of individuals of working age engaged in community employment; e. Taking measures to recruit sufficient providers of services to meet the needs of individuals receiving services in the county; and f. Meeting with each newly certified independent provider within sixty days of the provider being selected to provide services to an individual, for purposes of confirming the provider understands the individual service plan and the provider s responsibilities and ensuring the provider has contact information for the county board. 2. The strategic plan shall be made readily available to individuals and families who receive services, employees of the county board, citizens of the county, and any other interested persons. 3. The county board shall prepare a strategic plan progress report at least once per year. The strategic plan progress report shall be made readily available to individuals and families who receive services, employees of the county board, citizens of the county, and any other interested persons. 4. The county board shall have a mechanism for accepting public feedback regarding the strategic plan and strategic plan progress reports. IV. IMPLEMENTATION A. Policies are defined as the basic rules which guide administrative action for accomplishing an organization's objectives. Comprehensive and clearly defined policies, consistently and fairly administered, are essential to the success of any organization. B. The policies set forth and adopted by the board supersede all previous written and unwritten personnel policies of the Preble County Board of Developmental Disabilities. The policy manual is a guide to be utilized by management and supervisory personnel to ensure uniformity and nondiscriminatory application of the conditions of employment. In the event there is a conflict between the contents of this manual and any applicable laws, those applicable laws shall prevail. C. The manual is designed as a tool for staff to enable them to know and to understand what to expect from the environment and the organization and to keep staff informed. Questions regarding the interpretation and application of these policies should be directed to your supervisor who will seek clarification through the chain of command. D. Every effort must be made to ensure that such decisions are made objectively, 8

9 with the general intent of the policy in mind. E. This manual is not a contract either expressed or implied. The Board reserves the right to change any provision without consultation. However, the Board and its management do want to develop and maintain a good relationship with employees. Your input about matters addressed in this handbook is welcome and will always be considered. F. As conditions shift within the organization, it may be necessary to add, delete, or revise specific policies affected by such change. Updated policies should be issued to all manual holders and communicated to all affected employees. V. PHILOSOPHY A. The Board recognizes that a personnel system that recruits and retains competent, dependable personnel is indispensable for the effective delivery of services to individuals of the community who have developmental disabilities. The policies and procedures set forth in this manual are designed to: 1. Promote high morale and foster good working relationships among employees of the Board by providing uniform personnel policies, equal opportunities for advancement, and consideration of employee needs. 2. Enhance the attractiveness of employment with the Board and encourage each by establishing a standard of courteous and dependable service to the public and to the individuals enrolled in the programs. 3. Provide fair and equal opportunity for qualified persons to enter and progress in their employment as determined through objective and practical personnel management methods. 4. Ensure that all operations and programs are conducted in an ethical and legal manner so as to promote the Board s reputation as an efficient, progressive organization in the community and the state. 02/10/2015 Date of PCBDD Motion Adopted Diane Knupp, Superintendent Preble County Board of Developmental Disabilities 9

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