Community Assessments as a Tool in Future Planning

Community Assessments as Community Assessments as a Tool in Future Planninga Tool in Future Planning

Ohio Association of County Boards of Ohio Association of County Boards of Mental Retardation and Mental Retardation and

Developmental DisabilitiesDevelopmental Disabilities

December 2007December 2007

Goals of the PresentationGoals of the Presentation

Provide outline of strategic planning.Provide outline of strategic planning.

Discuss the role of feedback in strategic Discuss the role of feedback in strategic planning.planning.

Use Ottawa County as an example of Use Ottawa County as an example of recent community assessment and use of recent community assessment and use of the data in program planning.the data in program planning.

Customer Satisfaction SurveysCustomer Satisfaction Surveys

Individuals

and

Families

Market Research/Public Opinion Market Research/Public Opinion Polling for Levy CampaignsPolling for Levy Campaigns

Taxpayers

and

Voters

Stakeholders and “Opinion Leaders”

Taxpayers and Voters

Individuals and Families

Community AssessmentsCommunity Assessments

Why Care about Stakeholders?Why Care about Stakeholders?

ODMRDD RuleODMRDD Rule

Collaborative Opportunities (i.e. FCFC)Collaborative Opportunities (i.e. FCFC)

Conflict ResolutionConflict Resolution

Levy Campaign PreparationLevy Campaign Preparation

Strategic PlanningStrategic Planning

ODMRDD Rule: OAC 5123: 2-1-02ODMRDD Rule: OAC 5123: 2-1-02

(B) Each county board shall develop and adopt an (B) Each county board shall develop and adopt an annual action plan which covers at a minimum annual action plan which covers at a minimum the following:the following:

(1) The results of the assessment of the facility, (1) The results of the assessment of the facility, service, and support needs of eligible service, and support needs of eligible individuals… The assessment results shall individuals… The assessment results shall include… the following:include… the following:

(a) Documentation of input received from (a) Documentation of input received from [see list of parties] as to the quality of [see list of parties] as to the quality of

services and supports received, gaps in the services and supports received, gaps in the services and supports available, and services and supports available, and recommendations for change.recommendations for change.

Stakeholders list (per rule)Stakeholders list (per rule)

People and their families receiving People and their families receiving services and supports.services and supports.Local public service agencies.Local public service agencies.County board staff.County board staff.Developmental centers.Developmental centers.Residential providers.Residential providers.Other providers of services to people with Other providers of services to people with mental retardation or other developmental mental retardation or other developmental disabilities.disabilities.

Other Potential StakeholdersOther Potential Stakeholders

County MRDD Board members.County MRDD Board members.

Elected officials: county commissioners and Elected officials: county commissioners and staff, city/village mayors, township trustees, staff, city/village mayors, township trustees, others.others.

Private social service agencies.Private social service agencies.

School superintendents, psychologists, special School superintendents, psychologists, special education directors.education directors.

Law enforcement officials: judges, sheriff and Law enforcement officials: judges, sheriff and deputies, police chiefs and officers.deputies, police chiefs and officers.

Community employers.Community employers.

Collaborative OpportunitiesCollaborative Opportunities

Family and Children First Councils.Family and Children First Councils.

Help Me Grow.Help Me Grow.

Superintendents’ Group (Education).Superintendents’ Group (Education).

Council on Health and Social Concerns.Council on Health and Social Concerns.

United Way, Kiwanis, RotaryUnited Way, Kiwanis, Rotary


Assessment tools can be used among board Assessment tools can be used among board members, staff, sister agencies, families, etc.members, staff, sister agencies, families, etc.Look beyond positions to determine common or Look beyond positions to determine common or complementary interests of individuals or complementary interests of individuals or organizations.organizations.Create safe conditions to spell out areas of Create safe conditions to spell out areas of disagreement.disagreement.Assess whether mediation, facilitation, or Assess whether mediation, facilitation, or another consensus-building process is needed another consensus-building process is needed or likely to be successful.or likely to be successful.

Levy CampaignsLevy Campaigns

Discover community expectations.Discover community expectations.

Learn what is important to “opinion Learn what is important to “opinion leaders” and whether they are likely to leaders” and whether they are likely to favor your levy request.favor your levy request.

Provide lead time for communicating Provide lead time for communicating messages meaningful to these community messages meaningful to these community leaders.leaders.

Strategic PlanningStrategic PlanningCrucial for long-term direction of organization.Crucial for long-term direction of organization.Consists of:Consists of:

VisionVisionMissionMissionPhilosophies/ValuesPhilosophies/ValuesGoals/ObjectivesGoals/Objectives

Serves to focus board on its role, rather than on day-Serves to focus board on its role, rather than on day-to-day operations.to-day operations.Establishment of priorities guides budget planning.Establishment of priorities guides budget planning.Guides development of management plan, and staff Guides development of management plan, and staff operations.operations.Provides accountability to taxpayers.Provides accountability to taxpayers.

Strategic Planning Step 1:Strategic Planning Step 1:

Plan to planPlan to plan

Form a planning steering group to Form a planning steering group to organize the work.organize the work.

Include the superintendent and Include the superintendent and representation from the board.representation from the board.

Develop your stakeholder list.Develop your stakeholder list.

Determine budget and timeline.Determine budget and timeline.

Set parameters for planning group.Set parameters for planning group.


Form Planning GroupForm Planning Group

Include representation from stakeholders.Include representation from stakeholders.Review mandated vs. discretionary Review mandated vs. discretionary services.services.Review budget.Review budget.Gather existing data together and make a Gather existing data together and make a plan for developing any further information plan for developing any further information that is needed.that is needed.Organize a strategic planning retreat or Organize a strategic planning retreat or meeting.meeting.


Conduct Environmental ScanConduct Environmental Scan

Internal Review – Board and Staff.Internal Review – Board and Staff.

External Review (Community Assessment)External Review (Community Assessment)Individuals and FamiliesIndividuals and Families

Stakeholders and Opinion LeadersStakeholders and Opinion Leaders

Taxpayers and VotersTaxpayers and Voters


Conduct Planning RetreatConduct Planning Retreat

Planning group with facilitator if possible.Planning group with facilitator if possible.

Review data from environmental scan.Review data from environmental scan.

Create a shared vision, mission, values.Create a shared vision, mission, values.

Establish goals and objectives.Establish goals and objectives.

Organize task forces or work groups to Organize task forces or work groups to develop action plans for specific goals.develop action plans for specific goals.


Develop Action PlansDevelop Action Plans

Working after the retreat, the task forces:Working after the retreat, the task forces:Clarify goalsClarify goals

Identify strategies and action steps to achieve Identify strategies and action steps to achieve goalsgoals

Determine WHO should do WHAT by WHEN Determine WHO should do WHAT by WHEN

Note: In Ottawa County, the Superintendent takes Note: In Ottawa County, the Superintendent takes goals established by the board at their retreat and goals established by the board at their retreat and develops management plan for implementation. develops management plan for implementation.


Approve PlanApprove Plan

The Board of Directors is responsible for The Board of Directors is responsible for final approval.final approval.

Community Assessment / Community Assessment / Environmental ScanEnvironmental Scan

Data Gathering MethodsData Gathering Methods

SurveysSurveys

Telephone InterviewsTelephone Interviews

In person InterviewsIn person Interviews

Focus GroupsFocus Groups

SurveysSurveysCost-effective way to reach out to all potential Cost-effective way to reach out to all potential stakeholders, making all feel included and welcome to stakeholders, making all feel included and welcome to contribute their perspective.contribute their perspective.

Electronic:Electronic:– www.surveymonkey.comwww.surveymonkey.com– www.zoomerang.comwww.zoomerang.com

Mailed: Mailed: – Letter from sponsor outlining significance of project, Letter from sponsor outlining significance of project,

how data will be used, and assuring confidentiality.how data will be used, and assuring confidentiality.– Include self-addressed envelope to boost response Include self-addressed envelope to boost response

rate.rate.

Downside: Survey results can be dominated by those Downside: Survey results can be dominated by those who self-select into the pool or respondents: i.e. those who self-select into the pool or respondents: i.e. those who have an ax to grind.who have an ax to grind.

Telephone InterviewsTelephone InterviewsCreates more representative pool of Creates more representative pool of respondents.respondents.Should be preceded by letter to potential Should be preceded by letter to potential respondents.respondents.Interviews should be scheduled with Interviews should be scheduled with respondents.respondents.Can be more cost-effective, but is less thorough Can be more cost-effective, but is less thorough than in-person interviews. than in-person interviews.

2 hours of consultant time per interview as opposed to 42 hours of consultant time per interview as opposed to 4Developing less material to be reviewed and reportedDeveloping less material to be reviewed and reportedPeople provide information less freely than in-personPeople provide information less freely than in-person

In-Person InterviewsIn-Person Interviews

Gives respondent greater sense of their Gives respondent greater sense of their own importance to you.own importance to you.

More respondent-driven: gives interviewer More respondent-driven: gives interviewer greater chance to follow “markers.”greater chance to follow “markers.”

Should be preceded by letter to potential Should be preceded by letter to potential respondents.respondents.

Especially useful in conflict resolution Especially useful in conflict resolution situation.situation.

Importance of ConfidentialityImportance of ConfidentialityWhenever possible, respondents should be Whenever possible, respondents should be assured that the interviewer will not reveal to assured that the interviewer will not reveal to anyone what they said.anyone what they said.This is an implicit element of the research This is an implicit element of the research partnership - respondent will not be harmed as a partnership - respondent will not be harmed as a result of participating in the project (i.e. it is result of participating in the project (i.e. it is SAFE to talk.)SAFE to talk.)No tape recorder.No tape recorder.Makes most people willing to talk (provided they Makes most people willing to talk (provided they are assured of legitimacy of the project.)are assured of legitimacy of the project.)Confidentiality should be broken in cases of Confidentiality should be broken in cases of danger to health and safety of individuals.danger to health and safety of individuals.

Focus GroupsFocus Groups

8-15 invited guests engage in a facilitated 8-15 invited guests engage in a facilitated discussion of pre-selected issues.discussion of pre-selected issues.

Allows individuals to expose each other to new Allows individuals to expose each other to new ideas (for better or worse.)ideas (for better or worse.)

Discussion of issues often yields common Discussion of issues often yields common answers where individual interviews do not.answers where individual interviews do not.

Can be used for “data normalization” after Can be used for “data normalization” after individual interviews.individual interviews.

No possibility for confidentiality.No possibility for confidentiality.

Ottawa County Project - 2006Ottawa County Project - 2006

“If you don’t know where you are going, any road will take you there.”

--Lewis Carroll

Project GoalsProject Goals

Developed with Superintendent, Assistant Developed with Superintendent, Assistant Superintendent, and Business Manager.Superintendent, and Business Manager.

Developed before consultant was under Developed before consultant was under contract.contract.

Used during: Used during: – Project design processProject design process– Interview processInterview process– Report-writing processReport-writing process

Project GoalsProject GoalsCreate a mechanism to provide the board with Create a mechanism to provide the board with specific and necessary feedback from clients and specific and necessary feedback from clients and other stakeholders to help inform their planning other stakeholders to help inform their planning processprocess..

Find out whether stakeholders feel OCBMRDD is Find out whether stakeholders feel OCBMRDD is generally on the right track or what advice they generally on the right track or what advice they would give for making a course correction.would give for making a course correction.

Check to see whether existing board goals are in Check to see whether existing board goals are in alignment with community expectations.alignment with community expectations.

******

Provide MRDD stakeholders in Ottawa County Provide MRDD stakeholders in Ottawa County with information about existing programs and with information about existing programs and recent changes to themrecent changes to them..

QuestionQuestionss(Other than your own family member) Do you (Other than your own family member) Do you have much contact with people who have a have much contact with people who have a Developmental Disability?Developmental Disability?

What do you notice about stigmas or barriers What do you notice about stigmas or barriers citizens with disabilities in Ottawa County must citizens with disabilities in Ottawa County must overcome? overcome?

How would you characterize your understanding How would you characterize your understanding of Ottawa County Board of MRDD’s role in these of Ottawa County Board of MRDD’s role in these citizens’ lives? citizens’ lives?

Has this changed since I sent the material for Has this changed since I sent the material for your review? your review?

Questions, cont.Questions, cont.On a scale from 1 to 5, with 1 meaning extremely On a scale from 1 to 5, with 1 meaning extremely dissatisfied and 5 meaning extremely satisfied, dissatisfied and 5 meaning extremely satisfied, what is your overall impression of how well what is your overall impression of how well OCBMRDD is fulfilling that role? (And Explain.)OCBMRDD is fulfilling that role? (And Explain.)

Using the same scale, what general impression do Using the same scale, what general impression do you believe other [parents, educators, law you believe other [parents, educators, law enforcement professionals, etc.] have of enforcement professionals, etc.] have of OCBMRDD and how well they fulfill their role?OCBMRDD and how well they fulfill their role?

Are you aware of the changes in the system of Are you aware of the changes in the system of services and supports that have been taking services and supports that have been taking place at the MRDD over the last few years? If so, place at the MRDD over the last few years? If so, what is your view of the changes?what is your view of the changes?

Education MaterialsEducation Materials

Frequently Asked Questions Frequently Asked Questions (side by side analysis)(side by side analysis)Mission, Vision and PhilosophyMission, Vision and Philosophy2005 Annual Report2005 Annual Report2006 Action Plan2006 Action PlanBill of Rights for Persons with MRDDBill of Rights for Persons with MRDD

Q. Q. Based on this description have you or will you Based on this description have you or will you or your family/agency’s clients feel the impact of or your family/agency’s clients feel the impact of these changes? How? these changes? How?

Questions, cont.Questions, cont.

Using the same 1 to 5 scale, with 1 meaning very Using the same 1 to 5 scale, with 1 meaning very wrong for our community and 5 meaning very wrong for our community and 5 meaning very right for our community, how would you rate the right for our community, how would you rate the Mission Statement as a guide for the county Mission Statement as a guide for the county MRDD board? Explain.MRDD board? Explain.

Do you have any specific thoughts about the Do you have any specific thoughts about the action plan or is there anything specific about it action plan or is there anything specific about it that you noticed? that you noticed?

Generally speaking, would you say that the Generally speaking, would you say that the overall direction of the county board is on the overall direction of the county board is on the right track or wrong track?right track or wrong track?

Speak specifically to the trend toward Speak specifically to the trend toward privatization of services.privatization of services.

Questions, cont.Questions, cont.

Are there other pressing needs in the county right Are there other pressing needs in the county right now that you think OCBMRDD needs to now that you think OCBMRDD needs to acknowledge? acknowledge?

The Ohio Revised Code provides a Bill of Rights for The Ohio Revised Code provides a Bill of Rights for people with mental retardation or a developmental people with mental retardation or a developmental disability. Focusing on these rights, what one thing disability. Focusing on these rights, what one thing would you say the county board could focus on in would you say the county board could focus on in the next year to most improve the lives of Ottawa the next year to most improve the lives of Ottawa County citizens with developmental disabilities?County citizens with developmental disabilities?

What opportunities do you see for OCBMRDD to What opportunities do you see for OCBMRDD to work collaboratively with other agencies and work collaboratively with other agencies and organizations for increased service delivery, or organizations for increased service delivery, or enhanced information and resource sharing?enhanced information and resource sharing?

Residential Provider (2007)Residential Provider (2007)

Board, staff, and community leaders (N=35)Board, staff, and community leaders (N=35)

Prior to facilitated strategic planning retreatPrior to facilitated strategic planning retreat

SWOT analysisSWOT analysis

““What three concrete things would you like to What three concrete things would you like to see us accomplish in the next two years?”see us accomplish in the next two years?”

““What distinguishes us from others?”What distinguishes us from others?”

““What important needs are there in the What important needs are there in the community where we could make a difference?”community where we could make a difference?”

Reporting DataReporting Data

Report format developed in project design Report format developed in project design phase and confirmed before beginning.phase and confirmed before beginning.

Report all data vs. consultant conclusions.Report all data vs. consultant conclusions.

Developing categories of information.Developing categories of information.

Verbatim comments.Verbatim comments.

Written and oral reports delivered at Written and oral reports delivered at Board’s Strategic Planning Retreat.Board’s Strategic Planning Retreat.

How would you characterize your understanding of How would you characterize your understanding of Ottawa County Board of MRDD’s role in these Ottawa County Board of MRDD’s role in these

citizens’ lives? citizens’ lives?

No Idea – No Clue (18)No Idea – No Clue (18)– After pressing (9)After pressing (9)

Program Coordination and Oversight- 9Program Coordination and Oversight- 9

Support for Individuals/Self -Determination- 9Support for Individuals/Self -Determination- 9

Public Awareness/Outreach- 9Public Awareness/Outreach- 9

Support for Families/Respite- 7Support for Families/Respite- 7

Education/Guidance for Families- 6Education/Guidance for Families- 6

Community Employment- 6Community Employment- 6

OthersOthers

““My children are in the public My children are in the public schools…There’s not much schools…There’s not much

contact for families, getting to contact for families, getting to know other parents or siblings for know other parents or siblings for my kids. There’s a support group my kids. There’s a support group

in Lucas County but not here. in Lucas County but not here. There is nothing in Ottawa There is nothing in Ottawa

County.”County.”

-Family Member-Family Member

“…“….Finding out what the .Finding out what the resources are. If you don’t resources are. If you don’t

know where to begin, you can’t know where to begin, you can’t get in. If you don’t even know get in. If you don’t even know

what you are trying to find out, what you are trying to find out, that’s huge.”that’s huge.”

-Social Services -Social Services ProfessionalProfessional

““Very little understanding. Very little understanding. The only thing I know is when The only thing I know is when the magic I.O. waiver comes, the magic I.O. waiver comes,

the ship will be in. the ship will be in. Otherwise, I have no Otherwise, I have no

understanding of their role.understanding of their role.””

-Family -Family MemberMember

On a scale from 1 to 5, with 1 meaning extremely On a scale from 1 to 5, with 1 meaning extremely dissatisfied and 5 meaning extremely satisfied, what is dissatisfied and 5 meaning extremely satisfied, what is

your overall impression of how well OCBMRDD is your overall impression of how well OCBMRDD is fulfilling that role?fulfilling that role?

(And Explain.) (And Explain.) SECTOR # of

Responses

Asked – No

answer

Not Asked

Average Rating

Education 12 0 1 3.38

Families 19 2 1 3.84

Government 6 1 3 4.06

Law Enforcement

4 1 4 4.06

Social Services 14 1 1 3.79

Unduplicated Total

47 4 7 3.80

““I know Jim Frederick and I trust I know Jim Frederick and I trust him. I have a lot of confidence him. I have a lot of confidence

in his ability as a director.”in his ability as a director.”

-Government-Government

Using the same scale, what general impression do you Using the same scale, what general impression do you believe other [parents, educators, law enforcement believe other [parents, educators, law enforcement professionals, etc.] have of OCBMRDD and how well professionals, etc.] have of OCBMRDD and how well

they fulfill their role?they fulfill their role?

SECTOR # of Response

s

Asked – No answer

Not asked

Average Ratin

g


Families 9 9 7 3.61


Law Enforcement 3 2 4 3.50


Unduplicated Total

32 14 12 3.42

““When the rug was pulled When the rug was pulled out from under them ten out from under them ten

years ago… School people years ago… School people are not happy with MRDD.”are not happy with MRDD.”

-Education-EducationProfessionalProfessional

Are you aware of the changes in the system of services and Are you aware of the changes in the system of services and supports that have been taking place at the MRDD over the supports that have been taking place at the MRDD over the

last few years? If so, what is your view of the changes?last few years? If so, what is your view of the changes?

Sector Yes – Aware No- not aware

Not asked

Education 4 8 1

Families 8 13 1

Government 4 3 3

Law Enforcement 1 4 4

Social Services 10 5 1

Unduplicated Total

24 26 8

““Don’t begin to understand. Don’t begin to understand. When Jim Frederick starts When Jim Frederick starts talking in meetings about talking in meetings about

Medicaid, he starts somewhere Medicaid, he starts somewhere in the middle as though I know in the middle as though I know what I am talking about and I what I am talking about and I

don’t.”don’t.”

-Social Services -Social Services ProfessionalProfessional

““Once I saw a client out in the cold Once I saw a client out in the cold without a coat. So I called MRDD and without a coat. So I called MRDD and

they said it was his choice. Now they said it was his choice. Now come on. This is a safety issue. You come on. This is a safety issue. You have to intervene. Ten years ago he have to intervene. Ten years ago he would have had a case manager and would have had a case manager and

the case manager would have the case manager would have responded.”responded.”

-Social -Social Services ProfessionalServices Professional

Ottawa County Mission StatementOttawa County Mission Statement

To ensure the availability of supports that To ensure the availability of supports that assist those eligible citizens with MRDD in assist those eligible citizens with MRDD in choosing and achieving inclusion in their choosing and achieving inclusion in their community. Further, we exist to assist and community. Further, we exist to assist and support families and individuals in support families and individuals in achieving a life that they establish for achieving a life that they establish for themselves.themselves.

Using the same 1 to 5 scale, with 1 meaning very wrong for Using the same 1 to 5 scale, with 1 meaning very wrong for our community and 5 meaning very right for our community, our community and 5 meaning very right for our community,

how would you rate the Mission Statement as a guide for how would you rate the Mission Statement as a guide for the county MRDD board? Explain.the county MRDD board? Explain.

Sector # Respons

es

No rating

Not asked

Average rating


Families 12 7 3 4.29


Law Enforcement

4 4 1 4.68


Unduplicated Total

33 17 8 4.42

““I would maybe change I would maybe change ‘establish’ to they would ‘establish’ to they would ‘wish’ for themselves.”‘wish’ for themselves.”

-Law Enforcement-Law Enforcement

Generally speaking, would you say that the overall direction of Generally speaking, would you say that the overall direction of the county board is on the right track or wrong track?the county board is on the right track or wrong track?

Sector Right Wrong No answe

r

Not asked

Education 7 2 2 2

Families 14 5 1 2

Government 6 1 0 3

Law Enforcement 5 0 0 4

Social Services 10 3 0 3

Unduplicated Total

35 10 3 10

““If they are going to continue If they are going to continue to pass levies they have to to pass levies they have to

maintain control over private maintain control over private providers and systems or they providers and systems or they will lose levies. I don’t oppose will lose levies. I don’t oppose

privatization generally.”privatization generally.”

--GovernmentGovernment

Are there other pressing needs in the county right Are there other pressing needs in the county right now that you think OCBMRDD needs to acknowledge?now that you think OCBMRDD needs to acknowledge?

No gaps – Ottawa County is fine - 17No gaps – Ottawa County is fine - 17

Information/Communication/Awareness- 9Information/Communication/Awareness- 9

Community Employment Options- 7Community Employment Options- 7

Provider Options/Quality- 6Provider Options/Quality- 6

Housing Options- 6Housing Options- 6

Social/Recreational Opportunities- 6Social/Recreational Opportunities- 6

Education Options- 6Education Options- 6

OthersOthers

““Availability of good service Availability of good service providers. When we interviewed for providers. When we interviewed for [my child’s] waiver, ….It was pretty [my child’s] waiver, ….It was pretty

frustrating. There’s not much to frustrating. There’s not much to choose from as regards service choose from as regards service

providers. If [my child] were living providers. If [my child] were living on his own would they be reliable?”on his own would they be reliable?”


““Recreation for developmentally disabled Recreation for developmentally disabled adolescents and young adults, not little adolescents and young adults, not little

kids, like Special Olympics. I live in kids, like Special Olympics. I live in [Another] County. My 25 year old [Another] County. My 25 year old

neighbor has Downs and recently went to neighbor has Downs and recently went to Cincinnati to see a concert, in an MRDD Cincinnati to see a concert, in an MRDD van with appropriate chaperones. She van with appropriate chaperones. She had a great time, going to a concert. had a great time, going to a concert.

How great! …How great! …That Clint Black concert is a need. It’s That Clint Black concert is a need. It’s respite for family that didn’t have to respite for family that didn’t have to

organize it, an appropriate social activity. organize it, an appropriate social activity. Do that for our kids in summer or the Do that for our kids in summer or the

young adults.”young adults.”


““After school is a problem. I don’t After school is a problem. I don’t work a full time job because of work a full time job because of

[my child]. Acorn Alley and [my child]. Acorn Alley and Champions….[my child] aged out Champions….[my child] aged out

at 12, but there is nothing at 12, but there is nothing available after that. It’s worse in available after that. It’s worse in summer. There is after school for summer. There is after school for

typicals, but not for my child.”typicals, but not for my child.”


““Supports to schools for Supports to schools for medically-fragile kids.”medically-fragile kids.”


““One thing that would be helpful One thing that would be helpful would be to have a specific liaison would be to have a specific liaison to our school system. Someone to our school system. Someone

we know, who comes by, who we know, who comes by, who shares the information directly to shares the information directly to teachers, sends e-mail, comes to teachers, sends e-mail, comes to our staff meetings. If you have a our staff meetings. If you have a

face, it is easier to make face, it is easier to make connections. Connections need to connections. Connections need to

be made.”be made.”


Summary – Summary – Ottawa County Ottawa County ThemesThemes

CommunicationCommunication– Individual/ Family EducationIndividual/ Family Education– Peer to Peer informationPeer to Peer information– Community Awareness/OutreachCommunity Awareness/Outreach

Quality/ Reliability of ProvidersQuality/ Reliability of Providers

Unintended Consequences of Unintended Consequences of IntegrationIntegration– Loss of CommunityLoss of Community– Reduced parental involvement/advocacyReduced parental involvement/advocacy– Social opportunitiesSocial opportunities– Loss of supports for families of school Loss of supports for families of school

aged children/educatorsaged children/educators

Using the DataUsing the Data

ODMRDD RuleODMRDD Rule

Collaborative OpportunitiesCollaborative Opportunities


Levy PlanningLevy Planning

Strategic planningStrategic planning

Strategic PlanningStrategic Planning

Board reviews all data and adopts Board reviews all data and adopts common mission, vision, philosophy, and common mission, vision, philosophy, and goals/objectives (8) at retreat meeting.goals/objectives (8) at retreat meeting.

Superintendent’s team takes Strategic Superintendent’s team takes Strategic Plan and writes a “Management Plan” Plan and writes a “Management Plan” which includes action steps, timelines which includes action steps, timelines and accountable parties.and accountable parties.Strategic Plan is published each year as Strategic Plan is published each year as part of Annual Report to the Community.part of Annual Report to the Community.

Goal 1. Be able to serve eligible children and adults Goal 1. Be able to serve eligible children and adults through a number of supports in the community to include through a number of supports in the community to include

respite, recreational, after hour, and summer camp respite, recreational, after hour, and summer camp programs.programs.

Expand the Out to Lunch Bunch program to provide social outings Expand the Out to Lunch Bunch program to provide social outings to eligible individuals for at least two weekend days and two to eligible individuals for at least two weekend days and two evenings a month.evenings a month.

Continue support for Arc summer camp program, after school Continue support for Arc summer camp program, after school programs, and establish a summer camp scholarship program for programs, and establish a summer camp scholarship program for school age children.school age children.

Establish an Internet space on our web program for individuals, Establish an Internet space on our web program for individuals, parents, and guardians that identifies supports for increased parents, and guardians that identifies supports for increased opportunities to connect with their neighborhoods and community opportunities to connect with their neighborhoods and community activities.activities.

Establish a program similar to “Big Brother and Big Sister for one-Establish a program similar to “Big Brother and Big Sister for one-on-one friendships with community members.on-one friendships with community members.

Goal 2. Have in place a joint plan with public education to Goal 2. Have in place a joint plan with public education to support eligible school children in their educational settings support eligible school children in their educational settings

and transitions.and transitions.

Meet with school superintendents to educate them on our program Meet with school superintendents to educate them on our program imperatives and explore how we as a Board, in partnership, can imperatives and explore how we as a Board, in partnership, can better serve school aged children.better serve school aged children.

Establish ongoing relation to all identified eligible school age Establish ongoing relation to all identified eligible school age children be providing them with an SSA to assist in transitions in children be providing them with an SSA to assist in transitions in school, post-school activities, resources, and supports available school, post-school activities, resources, and supports available outside the school system.outside the school system.

Develop a schedule and provide parents and guardians of school Develop a schedule and provide parents and guardians of school age children with educational information that will rebuild local age children with educational information that will rebuild local support groups that include these parents through helpful in-support groups that include these parents through helpful in-services.services.

Goal 3. Improve and Support the Family Support Services Goal 3. Improve and Support the Family Support Services Program, Seniors Programming, Early Intervention Program, Seniors Programming, Early Intervention

Services, and individuals who choose to be in a setting Services, and individuals who choose to be in a setting other than vocational at 2006 levels.other than vocational at 2006 levels.

Complete renovation of Riverview Industries to include a new Day Complete renovation of Riverview Industries to include a new Day Habilitation area.Habilitation area.

Re-organize the Early Intervention program to maximize staff Re-organize the Early Intervention program to maximize staff supports to 0-3 year olds in areas of service coordination, early supports to 0-3 year olds in areas of service coordination, early intervention therapy, use of a new facility, and maximize the use of intervention therapy, use of a new facility, and maximize the use of Medicaid funding.Medicaid funding.

Re-evaluate current senior program to establish how best to Re-evaluate current senior program to establish how best to address increasing numbers, how best to integrate into the address increasing numbers, how best to integrate into the community senior programs, and start implementation of the community senior programs, and start implementation of the resulting plan.resulting plan.

Review policies and procedures that continue to support Family Review policies and procedures that continue to support Family Support Services at current 2006 budget levels as described in Support Services at current 2006 budget levels as described in 5123: 2-1-09.5123: 2-1-09.

Goal 4. Develop an array of incentives or programs to Goal 4. Develop an array of incentives or programs to provider agencies to encourage the attraction of new provider agencies to encourage the attraction of new providers and to retain compassionate qualified staff.providers and to retain compassionate qualified staff.

Meet with current provider agencies to develop strategies to retain Meet with current provider agencies to develop strategies to retain compassionate qualified staff.compassionate qualified staff.

Determine how to build better working relations between providers Determine how to build better working relations between providers and our program and them implement those activities.and our program and them implement those activities.

Put together a schedule of free training to provider agencies on a Put together a schedule of free training to provider agencies on a variety of topics to enhance the quality of their staff.variety of topics to enhance the quality of their staff.

Assist providers to develop and implement prevention plans that Assist providers to develop and implement prevention plans that may be identified in Quality Assurance reviews as trends and may be identified in Quality Assurance reviews as trends and patterns.patterns.

Provide opportunities for our staff and provider staff to meet and Provide opportunities for our staff and provider staff to meet and communicate in a non-threatening environment.communicate in a non-threatening environment.

Goal 5. Have an ongoing program to address emergency Goal 5. Have an ongoing program to address emergency situations for families in crisis.situations for families in crisis.

Develop procedures and an emergency fund within the Develop procedures and an emergency fund within the budget the supports needed to protect Health and Safety budget the supports needed to protect Health and Safety of individuals in crisis when other sources are not of individuals in crisis when other sources are not available.available.

In-service staff on a regular basis of local available In-service staff on a regular basis of local available resources to address or prevent emergency situations.resources to address or prevent emergency situations.

Develop a manual on referral procedures for eligible and Develop a manual on referral procedures for eligible and non-eligible individuals to access acute type services non-eligible individuals to access acute type services during crisis situations.during crisis situations.

Explore residential placements that could be developed Explore residential placements that could be developed for multiple uses such as respite care or crisis.for multiple uses such as respite care or crisis.

Goal 6. Move our organization’s philosophy from the Goal 6. Move our organization’s philosophy from the program-centered approach, where programs are offered program-centered approach, where programs are offered and people fit into them, to a self-determination approach, and people fit into them, to a self-determination approach, where individuals and their families sit with us to determine where individuals and their families sit with us to determine

how we might secure the supports they need.how we might secure the supports they need.

Offer a more accessible variety of parent/guardian information Offer a more accessible variety of parent/guardian information through better communication: Newsletters, Internet, and personal through better communication: Newsletters, Internet, and personal contact to develop a partnership between families and our program. contact to develop a partnership between families and our program. Develop the concept of natural supports because of the lack of Develop the concept of natural supports because of the lack of public funds or inconsistency of public resources.public funds or inconsistency of public resources.

Identify and develop a number of activities that increase Identify and develop a number of activities that increase opportunities for individuals to connect with their neighborhoods and opportunities for individuals to connect with their neighborhoods and communities.communities.

Goal 7. Have the capacity to continue system redesign to Goal 7. Have the capacity to continue system redesign to meet future changes in a way not to jeopardize our mission meet future changes in a way not to jeopardize our mission

and vision.and vision.

Finish the consolidation of resources and staff into the new office Finish the consolidation of resources and staff into the new office building.building.

Remodel the Riverview Industries Building to better meet new Remodel the Riverview Industries Building to better meet new regulations and funding streams based on vocational and non-regulations and funding streams based on vocational and non-vocational day services.vocational day services.

Bring the Riverview School Building up to new standards to better Bring the Riverview School Building up to new standards to better be utilized by another public agency to serve children with be utilized by another public agency to serve children with disabilities.disabilities.

Restructure the Early Intervention Program to be able to provide Restructure the Early Intervention Program to be able to provide more efficient supports to a growing enrollment…more efficient supports to a growing enrollment…

Explore the use of resource teams (Board, staff and allied agencies) Explore the use of resource teams (Board, staff and allied agencies) to provide training and support for specialized populations (i.e. dual-to provide training and support for specialized populations (i.e. dual-diagnosed, behavior disorders, etc.)diagnosed, behavior disorders, etc.)

Pass accreditation in 2007.Pass accreditation in 2007.

Goal 8. Have an organization which will reflect these values Goal 8. Have an organization which will reflect these values for those we serve:for those we serve:

1.1. Autonomy and self-determination through informed choice.Autonomy and self-determination through informed choice.

2.2. Community presence and participation.Community presence and participation.

3.3. Continuous personal growth toward their dreams.Continuous personal growth toward their dreams.

4.4. Increased independence, productivity and economic self Increased independence, productivity and economic self sufficiency.sufficiency.

5.5. Opportunity to develop social relationships and friendships.Opportunity to develop social relationships and friendships.

Continue to refine and have in place an organizational structure Continue to refine and have in place an organizational structure that relies on team decisions in partnership with information that relies on team decisions in partnership with information reflected in the Quality Assurance Team and acted on through the reflected in the Quality Assurance Team and acted on through the Quality Improvement Team.Quality Improvement Team.

Cathy Allen

www.CreativeOptionC.com

Cell: 419-260-3949

Documents

Community Assessments as a Tool in Future Planning