Delaware County Board of Developmental Disabilities 7991 Columbus Pike, Lewis Center, Ohio 43035

Thursday, January 21, 2016 6:30 p.m.

Call meeting to order, roll call, introductions, comments from the floor on non-agenda items Introduction: Patti Laney, DCH Executive Director Public Comments Executive Session Approval of Minutes December 17, 2015 Regular Meeting Approval of Financials Expenditures – December 2015 Income – December 2015 Fund Report – December 2015 Board Action Items Salary Schedule Salary Increases Salary Policy Classification Policy Table of Organization Position Description: SA Director Revised to SA Manager Board Organization & Officers Board Training Plan Copier OACB Membership Dues Leave Conversion Policy Perfect Attendance Ethics Review – Chase Waits By-Laws Department Reports MUI Quarterly and Annual Reports – Craig Hill Waiver & PDN Update – Melinda Draper Independent Provider Update – Cheryl Copley Enrollment Report Personnel Report Provider Report Updates – Business Manager – Jared Zirillo Fiber Project – cost analysis Level 3 month-to-month internet service

Superintendent’s Report Property Management Individual Briefing Acknowledgement Adjournment

Delaware County Board of Developmental Disabilities Regular Meeting December 17, 2015 Call to Order The regular meeting of the Delaware County Board of Developmental Disabilities was called to order by Stephen Finney, President, at 6:32 p.m. on Thursday, December 17, 2015. Members present were: Louis Borowicz, Stephen Finney, Patty Lyons, Alice Nicks, Gerald Plassenthal, Rita Seese and Jeffrey Wallace Others present were: Kristine Hodge, Superintendent

Cheryl Smart, Director of Adult Support Administration Glen Tibbitts, Director of Information Services Melinda Draper, Medicaid Coordinator Peggy Kroon Van Diest, Director of Help Me Grow Jennifer McCleese, Director of Transition Support Administration Kelly Benke, Support Administrator Andrea Biernacki Sweet, Director of Operations Kristy Schaber, Director of Family Supports Bethany Mirka, Citizen Allison Young, Provider Robert Morgan, Citizen Cheryl Copley, Provider Coordinator Jared Zirillo, Citizen Shawn Dunaway, Support Administrator Richard Hodge, Citizen Lisa Lyall, Speech Therapist Krista Lieinger, Citizen Gary and Karen Barr, Citizens

Shawn Dunaway left the meeting at 6:47 p.m. Bethany Mirka entered the meeting at 7:06 p.m. Karen Barr left the meeting at 7:35 p.m. Richard Hodge left the meeting at 7:47 p.m. Karen Barr re-entered the meeting at 8:22 p.m. Karen and Gary Barr left the meeting at 9:00 p.m. Jeff Wallace left the meeting at 9:30 p.m. Alice Nicks left the meeting at 9:49 p.m. Roll Call All members were present. Introductions/Public Comment Jared Zirillo was introduced as the new Director of Operations/Business Manager for the Delaware County Board of Developmental Disabilities effective January 4, 2016. Gary and Karen Barr introduced themselves and stated they were present to hear what happened during the Individual Briefing.

Shawn Dunaway reported on the levy efforts and informed those present how they could get involved and keep up on events and happenings via the many social media sources being used. Several Board members gave suggestions and ideas for the levy campaign and areas in which they could help. Minutes RESOLUTION 15-12-01 Louis Borowicz moved to approve the minutes of the November 19, 2015 meeting as presented. Patty Lyons seconded the motion. The motion carried. Financial RESOLUTION 15-12-02 Alice Nicks moved to approve the financial reports as submitted. Louis Borowicz seconded the motion. The motion carried. Board Action Items A. Nomination of Officers for 2016

Rita Seese nominated Stephen Finney as President. Alice Nicks nominated Jeffrey Wallace as Vice-President. Gerald Plassenthal nominated Alice Nicks as Secretary. RESOLUTION 15-12-03 Rita Seese moved to approve the Slate of Officers for 2016. Patty Lyons seconded the motion. The motion carried. The Slate of Officers for 2016 is as follows:

President – Stephen Finney Vice-President – Jeffrey Wallace Secretary – Alice Nicks

B. Board Meeting Schedule for 2016

Board meetings will be held the third Thursday of the month and begin at 6:30 p.m. RESOLUTION 15-12-04 Gerald Plassenthal moved to accept the 2016 Board Meeting schedule and the time change to 6:30 p.m. Patty Lyons seconded the motion. The motion carried.

C. Salary Schedule

Kris Hodge, Superintendent, explained that the proposed salary schedule placed like positions together and a salary range was determined. Increases will be based on a percentage within each range. Discussion followed with some members stating the ranges seemed top heavy and some positions seemed out of place in the current categories. Also discussed was whether Help Me Grow staff was going to be in the same classifications as the Delaware County Board of Developmental Disabilities staff since they are considered Board employees. A decision needs to be made on whether to embrace the Help Me Grow staff and make them part of the Delaware County Board of Developmental Disabilities salary schedule or keep them on a separate salary schedule and the issues involved with each scenario.

Kris Hodge, Superintendent, was directed to request a ruling from the Prosecutor’s Office and bring this issue back to the January 2016 Board meeting. Ms. Hodge was also asked to gather salary range information from neighboring counties. The following items will be presented at the January 2016 Board meeting for review and/or action: Salary Schedule, Salary increase – 2.5% increase within range for employees not at range maximum, Salary Policy and Schedule – rescind, and Classification Plan – rescind.

D. Executive Assistant RESOLUTION 15-12-05 Alice Nicks moved to approve the position and duties of Executive Assistant as submitted. Patty Lyons seconded the motion. The motion carried.

E. Director of Support Services Discussion followed on whether this would be construed as a macro level of oversite of the Support Administration department. It was requested that this issue be tabled so more consideration could be provided based on hiring of a new Business Manager and allow time to evaluate how this all works out. Some members felt this needed to be re-evaluated further and consideration given to other options discussed earlier. Some members also thought this was going to be discussed further at the next Board work session. Current SSA Directors felt there were areas of their jobs suffering because they did not have the time to do it all. Stephen Finney, Board President, stated he was in favor of proceeding with filling the position. RESOLUTION 15-12-06 Alice Nicks moved to approve the position and duties of a Director of Support Services under a one year contract. Patty Lyons seconded the motion. The vote was as follows: Louis Borowicz, yes; Stephen Finney, yes; Patty Lyons, yes; Alice Nicks, yes; Gerald Plassenthal, no; Rita Seese, no; and Jeffrey Wallace, yes. The motion carried.

F. Early Intervention Supervisor

The Developmental Specialists are currently reporting to the Director of Help Me Grow since the retirement of the Director of Early Intervention in June 2015. The Early Intervention Supervisor would report to and assist the Director of Help Me Grow. RESOLUTION 15-12-07 Patty Lyons moved to approve the position and duties of the Early Intervention Supervisor as submitted. Alice Nicks seconded the motion. The motion carried.

G. Self-Advocates Contract (Dynamic Pathways)

A 6-month extension to the current Self-Advocates contract was proposed not to exceed $4,920 for services and $1,500 for training grant funds. Discussion followed on how services of the provider are evaluated with Cheryl Smart, Director of Adult Support Administration, stating the response and actions of the group’s members was used for this purpose. The funding aspect of the Delaware County Special Olympics was discussed and how the Self-Advocates should mirror them when it came to funding. It was pointed out that Special Olympics was a more organized state-wide and international organization whereas Self-Advocates was a local volunteer group. The 6-month contract extension would allow time to see if there were other organizations/individuals interested in providing the support needed for this group.

RESOLUTION 15-12-08 Alice Nicks moved to approve the 6-month extension to the Self-Advocates contract with Dynamic Pathways and authorize the Superintendent to execute the agreement on behalf of the Board. Rita Seese seconded the motion. The vote was as follows: Louis Borowicz, yes; Stephen Finney, yes; Patty Lyons, no; Gerald Plassenthal, yes; Rita Seese, yes; and Jeffrey Wallace, yes. The motion carried.

H. Director of Operations/Business Manager Contract

The contract with Jared Zirillo as Director of Operations/Business Manager is for two years at an annual salary of $74,000.00. RESOLUTION 15-12-09 Alice Nicks moved to approve the two-year contract with Jared Zirillo as Director of Operations/Business Manager and authorize the Superintendent to execute the contract on behalf of the Board. Louis Borowicz seconded the motion. The motion carried.

I. Speech Therapy Contract Extensions – HMG

Peggy Kroon Van Diest, Director of Help Me Grow, reported the contracts with the speech therapists are short term contracts for the evaluation process. The request is to extend the contracts with Lisa Lyall, Stephanie Miller and Rachel Weis for three months. These individuals are working very well and it is a cost savings to the Board. RESOLUTION 15-12-10 Louis Borowicz moved to approve a 3-month extension of the contracts with Lisa Lyall, Stephanie Miller and Rachel Weis and authorize the Superintendent to execute the contracts on behalf of the Board. Gerald Plassenthal seconded the motion. The motion carried.

J. DCH Property Management Contract Extension

The third amendment to the DCH Property Management contract would extend the services through March 31, 2016 with a total expenditure not to exceed $109,233.93 for the entire contract. Kris Hodge, Superintendent, reported she is working with Delaware County officials to determine what they can offer and also has a meeting scheduled with the new director of Delaware Creative Housing. It was suggested the new Delaware Creative Housing director be invited to the January 2016 Board meeting. RESOLUTION 15-12-11 Gerald Plassenthal moved to approve the third amendment to the contract with Delaware Creative Housing for Property Management as presented and authorize the Superintendent to execute the contract on behalf of the Board. Rita Seese seconded the motion. The motion carried.

K. Strategic Plan Annual Update – Adopt

The annual update of the Strategic Plan was reviewed at the November 2015 Board Meeting and now needs Board approval to begin January 1, 2016. RESOLUTION 15-12-12 Louis Borowicz moved to approve the Strategic Plan Annual Update as submitted. Gerald Plassenthal seconded the motion. The motion carried.

L. Client Informed Consent

Kris Hodge, Superintendent, reported she is currently in negotiations with the Board of Elections regarding leasing space at our Columbus Pike facility for early voting. Since both the Board of Elections and the Delaware County Board of Developmental Disabilities uses the services of the

Delaware County Prosecutor’s Office, each party must sign a waiver with the Prosecutor’s Office so they can represent both parties. Each party will have a different Prosecutor and can hire separate outside counsel if the need exists. RESOLUTION 15-12-13 Patty Lyons moved to approve the Client Informed Consent as presented. Jeffrey Wallace seconded the motion. The motion carried.

M. Medication Administration Policy

RESOLUTION 15-12-14 Alice Nicks moved to approve the Medication Administration Policy as presented. Rita Seese seconded the motion. The motion carried. It was requested that the Board receive copies of what changes have been made and/or are being requested to all items presented for approval.

N. Easements for Fiber Project

Kris Hodge, Superintendent, reported there are currently two easements to the Columbus Pike facility that we will not need and requests permission to sign a release for these easements since the Delaware County Board of Developmental Disabilities will be accessing the Delaware County fiber optics. If the ground does not freeze, work can begin on this project in January 2016. The cost will be around $40,000-$45,000 with the Board being responsible for half of the total cost. Discussion followed on the benefits of accessing the County’s fiber optics, cost savings to the Board and who is responsible for the upkeep and maintenance of the line. Glen Tibbitts stated the County would be responsible for the upkeep and with the Sheriff housed in our facility it would be considered a public safety line and guaranteed a two hour response time. The Delaware County Board of Developmental Disabilities would be responsible to maintain only the “last mile” of the fiber optic line. Mr. Tibbitts will obtain a cost analysis for maintaining the line. RESOLUTION 12-15-15 Patty Lyons moved to approve the new easement and the release of the two current easements and authorize the Superintendent to sign for all easement issues on behalf of the Board. Alice Nicks seconded the motion. The motion carried.

Department Reports A. Public Relations Report

Kris Hodge, Superintendent, reported today, December 17, 2015, was Sue Munday’s last day with her retirement effective December 18, 2015. Ms. Munday did, however, do one last report which was shared with the Board. Ms. Hodge also read a letter received from Ohio Public Images thanking Ms. Munday for her many contributions, dedication and hard work on the committee. Stephen Finney stated he appreciated Ms. Munday’s caring and giving attitude and thanked her for her many years of service. Discussion followed on the status of a replacement in this position. Cheryl Smart is working with the Ohio Association of County Boards to develop an RFP and is also reviewing the many applications received.

B. Enrollment/Personnel/Provider Reports The enrollment, personnel and provider reports were available for review.

C. PDN Committee

Melinda Draper, Waiver Coordinator, reported there is no on-going PDN Committee. Ms. Draper stated there have been two recent cases where plans have been approved for one year. Discussion followed on the assessment tool being used.

D. Independent Provider Committee

Cheryl Copley, Provider Coordinator, shared a Power Point presentation on overtime pay and Employer of Record. Effective January 1, 2016 independent providers are entitled to overtime pay when working more than 40 hours per week. Efforts now are focused on a review of 2015 payments to independent providers. The Employer of Record was clarified by the Attorney General on December 9, 2015 stating that independent providers are not public employees (B56).

Superintendent’s Report A. L3 Internet

The Superintendent reported the Level 3 internet service continues to be on a month-to-month basis. B. Copier

The Superintendent reported the copier lease continues to be on a month-to-month basis. The RFP for copiers is one of the first duties of the new Director of Operations/Business Manager.

C. Board of Elections Update

Negotiations continue on leasing of space to the Board of Elections. The easement and completion of the fiber optic lines will be very beneficial to the Board of Elections should they agree to lease space at the Columbus Pike facility.

D. Leave Management System Update

Glen Tibbitts reported $58,000 was spent on the development of a Leave Management System and it is not working as it should. The developer has agreed to correct the problems and complete the enhancements at no charge. It was recommended Mr. Tibbitts get this in writing. Mr. Tibbitts will check with the Prosecutor’s Office on the feasibility of getting a refund on some of the monies expended on this project if it cannot be repaired to our satisfaction. Discussion followed on the possibility of utilizing the County’s leave system.

E. Board Member Training

All Board members have completed both the mandatory trainings as well as the required four hours of annual training. Training options for 2016 will be presented at the January Board meeting.

F. Early Intervention/HMG Update

Peggy Kroon Van Diest reported work continues with the Parent Advisory Group on what model of services works best for HMG and Early Intervention individuals and families. Efforts continue to try and pull people together and to get ideas and answer questions. There was a lengthy discussion on this topic both among Board members and those present in the audience.

Individual Briefing Acknowledgement An individual briefing was held at 7:00 p.m. on Monday, December 14, 2015. Present were Stephen Finney, Jeffrey Wallace, Gerald Plassenthal, Louis Borowicz, Kristine Hodge, Cheryl Smart and Denise Sellers. Comments from the Floor There were no comments from the floor. Adjournment RESOLUTION 15-12-16 Patty Lyons moved that the meeting be adjourned. Gerald Plassenthal seconded the motion. The motion carried. The meeting adjourned at 9:55 p.m.

Salary Schedule: Proposal for 2016 Rationale:

1. Comparison Counties: a. People served (end 2014 data)

Delaware: 2420 Stark: 3404 Clermont: 2032 Montgomery: 3523 Butler: 1963 Lake: 1881

b. Contiguous counties: Franklin Union Marian Knox Morrow Licking

c. Various counties for uncommon positions (i.e., provider coordinator, IT Specialist, records librarian, administrative assistant – HR, etc.)

a. Trumbull b. Hocking c. Harding d. Summit e. Portage f. Jefferson g. Knox

2. Data from the 2015 OACB Statewide Salary Survey Positions from survey vs. DCBDD Positions:

Position Titles in OACB Survey DCBDD Comparable Positions Assistant Superintendent (8 of 88) Business Manager, CFO, Operations Director Business Manager / Director of Operations Director of Service and Support Administration (SSA), SSA Director Manager 3

Director of Support Services

SSA Supervisor, SSA Manager 2 SA (Support Administration) Manager Early Intervention Specialist Developmental Specialist Early Childhood Director Early Intervention Supervisor Medicaid Services Manager Waiver Services Coordinator MUI Investigator Investigative Agent Service and Support Administrator (SSA), Service Coordinator, Case Manager - MA

Support Administrator (SA)

Service and Support Administrator (SSA), Service Coordinator, Case Manager - BA HMG Service Coordinator, Evaluator, Central Intake HMG Service Coordinator, Evaluator, Central Intake Communications Director, Community / Public Relations Specialist

Communications / Public Relations Coordinator

Executive Assistant to the Superintendent Executive Assistant IT Director IT Manager IT Specialist IT Specialist Provider Compliance Provider Coordinator Fiscal Support, Fiscal Clerk, Account Clerk, Business Clerk, Fiscal Support Specialist, HR Generalist, Human Resources Assistant, Personnel Clerk, Payroll Manager

Fiscal Services, Administrative Assistant (HR)

Admin Support: Secretary 1, 2, 3; Administrative Assistant, Records Clerk

Office Manager, Records Librarian, Intake Specialist

3. See Salary Schedule Comparative Analysis spreadsheet for DCBDD Salaries vs OACB Surveyed.

Range PositionsMinimum Salary

Maximum Salary

Range $ Range %Hourly 

MinimumHourly 

Maximum

1 Office Manager, Fiscal Services, Records Coordinator, Intake Specialist 27,780$     46,300$     18,520$     40% 13.36$      22.260$  2 HMG Service Coordinator, HMG Central Intake 30,600$     51,000$     20,400$     40% 14.71$      24.52$    3 Executive Assistant, Administrative Assistant (HR) 35,370$     58,950$     23,580$     40% 17.00$      28.34$    4 Provider Coordinator, IT Specialist 35,880$     59,800$     23,920$     40% 17.25$      28.75$    5 Support Administrator, Developmental Specialist 39,412$     65,686$     26,275$     40% 18.95$      31.58$    

6Waiver Services Coordinator, Investigative Agent, PR / Communications Coordinator

40,020$      66,700$      26,680$      40% 19.24$       32.07$     

7 Supervisor / Evaluation Coordinator HMG 44,980$     69,200$     24,220$     35% 21.63$      33.27$    8 Director of Help Me Grow / Early Intervention 55,965$     79,950$     23,985$     30% 26.91$      38.44$    

9

Support Administration Manager (former Director of Support Administration), IT Manager (former Director of Information Systems), Fiscal Manager (former Director of Administrative Operations), Early Intervention Supervisor

58,109$      83,013$      24,904$      30% 27.94$       39.91$     

10 Operations Director / Business Manager, Director of Support Services 66,510$     95,014$     28,504$     30% 31.98$      45.68$    

Education above minimum requirements per position description:‐ 2% increase above current salary for Bachelor's Degree‐ 5% increase above current salary for Master's Degree

Delaware County Board of Developmental DisabilitiesRevised Proposed Salary Schedule ‐ 2016

Presented 1/21/16Option A

Range PositionsMinimum Salary

Maximum Salary

Range $ Range %Hourly 

MinimumHourly 

Maximum

1 Office Manager, Fiscal Services, Records Coordinator, Intake Specialist 27,780$     46,300$     18,520$     40% 13.36$      22.260$  2 HMG Service Coordinator, HMG Central Intake 30,600$     51,000$     20,400$     40% 14.71$      24.52$    3 Executive Assistant, Administrative Assistant (HR) 35,370$     58,950$     23,580$     40% 17.00$      28.34$    4 Provider Coordinator, IT Specialist 35,880$     59,800$     23,920$     40% 17.25$      28.75$    5 Support Administrator, Developmental Specialist 39,412$     65,686$     26,275$     40% 18.95$      31.58$    

6Waiver Services Coordinator, Investigative Agent, PR / Communications Coordinator

40,020$      66,700$      26,680$      40% 19.24$       32.07$     

7 Supervisor / Evaluation Coordinator HMG 44,980$     69,200$     24,220$     35% 21.63$      33.27$    8 Director of Help Me Grow / Early Intervention 55,965$     79,950$     23,985$     30% 26.91$      38.44$    

9

Support Administration Manager (former Director of Support Administration), IT Manager (former Director of Information Systems), Fiscal Manager (former Director of Administrative Operations), Early Intervention Supervisor

55,965$      79,950$      23,985$      30% 26.91$       38.44$     

10 Operations Director / Business Manager, Director of Support Services 66,510$     95,014$     28,504$     30% 31.98$      45.68$    

Education above minimum requirements per position description:‐ 2% increase above current salary for Bachelor's Degree‐ 5% increase above current salary for Master's Degree

Delaware County Board of Developmental DisabilitiesRevised Proposed Salary Schedule ‐ 2016

Presented 1/21/16Option B

Salary Policy Delaware County Board of Developmental Disabilities

Reviewing Department Board

Resolution # Effective Date Board Review

Date Next Review Date

Administration January 22, 2016 January 21, 2016 January 2017

The Salary Policy and ranges will be reviewed and may be adjusted annually. For each position or class of positions, the Board adopts and maintains a minimum and maximum salary and annual work hours. Range is the difference between the minimum and maximum salary. The Superintendent shall determine appropriate placement and experience credit for all employees in accordance with this policy. An employee who disagrees with placement or salary must appeal in writing within fifteen (15) calendar days of salary notification. The Superintendent shall respond to the appeal within fifteen (15) calendar days. If the employee disagrees with the decision of the Superintendent, the employee then has fifteen (15) calendar days to appeal the decision to the Board. After this appeal period, no adjustment in salary will be considered. Experience required to meet the minimum qualifications for the position shall not also be considered for credit for placement in the salary range. Appointments will ordinarily be made at the minimum salary for a position. Range Experience credit for new employees will be granted only for experience that is comparable in duties and which directly relates to the position being applied for. The Superintendent may grant range experience credit to the mid-point of the range. Only the Board can grant credit beyond the mid-point of the range. In 2015, the Board changed to a pay table system. Each Pay Classification has pay levels instead of the previous Range Factors. In some cases there are separate Pay Classifications based upon educational achievement. In 2016, the Board adopted a salary schedule that allows for Board approved increases between the minimum and maximum of each salary range. For employees to qualify for an pay level increase they must have started work prior to April 1st and have worked continuously for the remainder of the year without unpaid time. For current employees promoted into a higher classification where the application of the above rules would result in lower pay, the employee shall be placed on the range on the high pay scale at a place where they are above their current salary. The salary year for the purpose of the annual program calendars, leaves, allowances and management contracts shall normally begin January 1st of each year. The effective date for salaries for all 12-month employees shall commence on the first day of the pay period that includes January 1st. Salaries shall generally be paid in 26 equal installments. Should the County Auditor determine that within a calendar year there will be 27 pay days, the bi-weekly salary shall continue to be determined by dividing the salary by 26 pays in order to ensure the bi-weekly salary is not reduced by the occurrence of 27 pays in a particular salary year. The typical salary year is determined to be 260 paid days. However, depending if the calendar year starts

and ends on a week day and if the year is a leap year, the actual number of paid days could be as many as 262 days. For standard calculation purposes, the factors of the number of pay periods and the actual paid days in any particular year shall be off setting considerations and shall not change the determination of bi-weekly pay and daily rates once determined by these standard factors. The employee must obtain required certification credentials for the position within the timelines required by the certificate. An employee obtaining a Bachelor’s Degree or Master’s Degree above their position requirements shall begin receiving credit for completion of education requirements at the beginning of the first pay period after the Superintendent receives satisfactory proof of degree. The responsibility to secure and provide proof is the employee's. Employees who are scheduled to work more or less than the annual work hours defined on the pay scale shall be paid based upon an hourly proration. Substitutes will be paid at the base hourly rate for the position for which they are substituting. Salaries are paid by voucher drawn by the County Auditor and are received on a biweekly basis. Pay periods are fourteen (14) days in length, with each period beginning on a Saturday. Salaries are paid on alternate Fridays, fourteen (14) calendar days after the close of each pay period. No provision is made for partial or advance payment. Direct deposit of pay to a bank account is available through the County Auditor. During seasonal breaks, seasonal employees may pick up their checks at the respective program office, or provide the respective program office with a self-addressed, stamped envelope for mailing. If checks are not mailed or picked up, they will be available the first day on which the seasonal employee returns to work, but in no case will checks be held beyond 30 days. Checks will be returned to the County Auditor's Office after 30 days. Staff choosing not to utilize direct deposit shall make arrangements with the County Auditor to pick up their paychecks. Federal, state and some city ordinances or school districts with an approved income tax require that taxes be withheld from each salary payment. Employees are required to complete tax-withholding forms upon initial employment and to inform the Administrative Office on the required form of any changes in withholding exemptions or residence whenever such change occurs. Deduction for Medicare will be made for employees hired after April 1, 1986 as required by law. A 10.0% deduction from each pay is currently made for employees under the Ohio Public Employees Retirement System (O.P.E.R.S.) as required by State law.

2016 Salary Schedule, Salary Policy and Salary Increases Motion to approve the 2016 Salary Schedule as presented Motion to approve the Salary Policy as presented Motion to approve 2.5% pay increases for staff while remaining within the minimum and maximum range for their respective position on 2016 Salary Schedule.

Classification Plan Delaware County Board of Developmental Disabilities

Reviewing Department Board

Resolution # Effective Date Board Review

Date Next Review Date

Administration Jan. 22, 2016 Jan. 21, 2016 January 2017

In accordance with Section 5126.22 of the Ohio Revised Code and the Department of Labor, Division of Wage and Hour, the following are the classifications for indicated positions within the Delaware County Board of Developmental Disabilities. Delaware County Family and Children First Council has a separate classification plan. Executive (Exempt - Unclassified) The Superintendent is the Chief Executive Officer appointing authority for all employees, has authority to expend funds within the Board's approved budget and to enter into contracts of $25,000 or less. The Superintendent must hold a valid Superintendent's Certificate from the Ohio Department of Developmental Disabilities. Executive – Department Head Management (Exempt - Unclassified) These are positions that supervise major program departments or administer agency-wide operations. These employees oversee budgets, approve personnel or financial actions and/or supervise employees. These individuals do not routinely provide direct instruction or supervision to individuals enrolled for service. All individuals hired after 1988 will be employed under a management contract. All management employees must be paid a salary of at least $455 per week or $23,660 annually based on full-time schedules. (See certification footnote keys.)

Administrative Assistant/Human Resources Executive Assistant Director of Operations / Business Manager Director of Support Services (1) Director of Administrative Operations / Fiscal Manager Director of Information Systems / Information Systems (IT) Manager Directors of Support Administration / Managers of Support Administration (Family Support, Transition and Adult) (1) Director of Early Intervention (2) Director of HMG / Early Intervention (4) Early Intervention Supervisor (1) Investigative Agent (1) Supervisor of Transportation Services (8)

Executive employees are unclassified under Ohio Department of Administrative Service and employment conditions are defined in an individual employment contract. Professional Positions (Exempt - Unclassified) These are positions that require at least a Bachelors or professional license with additional training and knowledge. These professionals routinely assess client service needs, develop and

manage service plans and authorize contracted services. All professional employees must be paid a salary of at least $455 per week or $23,660 annually based on full-time schedules. Professional employees are classified under Ohio Department of Administrative Service.

Early Intervention Specialists (2) Developmental Specialists (3) Help Me Grow Service Coordinators (5) Help Me Grow Central Intake (5) Support Administrators (3) Communications Coordinator (5) Public Relations / Communications Coordinator Medicaid Waiver Coordinator / Medicaid Manager (3) Investigative Agents (3)

Administration Support (Non-Exempt - Classified) These positions include non-management employees who perform office operations or specialized administrative functions related to management policies or general business operations of a major program department. These employees will deal with confidential information. There is no special certification or license required by the State of Ohio for these positions. Administrative employees are classified under Ohio Department of Administrative Service.

Office Managers Information Technology Support Specialist Records Coordinator Intake Coordinator Provider Coordinator Transportation Assistant (8) Fiscal Support Data Entry Clerk EI-SSA - Associates Degree (9)

Registered Position (Non-Exempt) These are positions that provide specific service or implement service plans under the supervision of professional or management employees. These positions do require a license or certification to perform their duties. Registered employees are classified under Ohio Department of Administrative Service.

Vehicle Operators (Bus and Van drivers) (8) Certification Footnotes

1. Management - Ohio Department of Developmental Disabilities 2. Early Intervention - Ohio Department of Developmental Disabilities 3. Professional - Ohio Department of Developmental Disabilities 4. Management – Ohio Department of Health 5. Professional – Ohio Department of Health 6. Registered - Ohio Department of Developmental Disabilities 7. Teaching Certification - Ohio Department of Education 8. Supervisor/Principal - Ohio Department of Education 9. Paraprofessional - Ohio Department of Education 10. Ohio Commercial Driver's License 11. Professional license from the appropriate Ohio licensing board

POSITION DELAWARE COUNTY BOARD OF DESCRIPTION DEVELOPMENTAL DISABILITIES New Position Board Resolution: Change Position Supt. Approval Date: TITLE: Support Administration (SA) Manager IMMEDIATE SUPERVISOR: Director of Support Services HOURS: From 8:00 a.m. TO 4:30 p.m. DAILY HOURS 8 X DAYS 260 = 2080 ANNUAL HOURS **40 hour week; flexible and variable** PROBATIONARY PERIOD: 300 days ANNUAL HOURS INCLUDE 11 HOLIDAYS JOB DUTIES Provide supervision, guidance and supervision to assigned support administrators (SAs). Review Individual Support Plans (ISP), Targeted Case Management Progress notes, and any other necessary and relevant paperwork for all assigned staff. Review PAWS and PAS documents for SA’s assigned for accuracy and compliance. Attend special team meetings. Facilitate team meetings for support administrators (SAs) assigned. Participate in Support Services Department meetings and Administrative Team Meetings. Collaborate at least monthly with SA Managers to review trends and patterns for staff development and training opportunities. Assures assigned support administrators (SAs) are adminstering person centered planning process, waiver enrollment and redetermination process, monitoring, quality assurance, free choice of provider and individual budget implementation through supervision, monitoring and observation. Provide back up supervision and direction to support administrators (SAs) staff in the absence of their assigned SA Manager. Participate in Medicaid Administrative Claiming (MAC). Participate in the orientation and training of new staff in the SSA department and ongoing training and staff development of SA staff. Assist in the accreditation process, provides input into the development of policies and procedures, and participates in appeals as assigned by the Director of Support Services. Particpates in system collaboration with partnering community agencies and school districts to support individuals with complex, multi agency supports. Recommend corrective/disciplinary action as determined necessary.

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OTHER FUNCTIONS: Perform other duties and responsibilities as assigned. 100% TOTAL POSITIONS SUPERVISED: Support Administrators SIGNATURE OF AGENCY REPRESENTATIVE DATE Updated: 01/2016 File name: Director Support Svs

REQUIREMENTS CERTIFICATION: REQUIRED: Service and Suppport Administration DODD Management 2 or 3 PREFERRED: EXPERIENCE: REQUIRED: 3-5 years supervisory experience in human services (preferably social services) PREFERRED: EDUCATION: REQUIRED: Bachelor’s Degree in human services field

PREFERRED: Master’s Degree in social work, counseling, public administration, educational administration

When educational degree(s) are required or compensated, the degree must be from a four (4) year college, university or graduate program authorized by the Ohio Board of Regents or comparable out-of-state institution.

OTHER: Experience working with individuals who have developmental disabilities Evidence of a valid driver’s license in state of residence, good driving record and full liability coverage on any vehicle used for transportation Possess excellent verbal and written communication skills Possess computer skills in various work processing and database management programs BCI background clearance Any other training as required by the Ohio DODD or county board policy I fully understand the duties and requirements of my position and I am fully qualified and able to perform these duties and requirements. Signature Date

POSITION REQUIREMENTS FOR: Support Administrator (SA) Manager NAME OF EMPLOYEE: DATE: _____________ These are the minimum requirements for the position listed above. If you are unable to complete the requirements of the position, you should immediate notify your supervisor or the person completing the interview. The key for the numeric code is as follows: 1 = Minimal chance or opportunity for exposure, contact or frequency of occurrence 2 = Possible chance of exposure, contact or frequency of occurrence 3 = Exposure, contact or occurrence may happen on a regular but infrequent basis 4 = Regular and frequent opportunity of exposure, contact or frequency 5 = Very regular and very frequent exposure, contact or frequency of occurrence RATING: ITEM: LOW HIGH BE EXPOSED TO: LOW HIGH BE EXPOSED TO: 1 2 3 4 5 Blood Borne Pathogens 1 2 3 4 5 Communicable Diseases 1 2 3 4 5 Inclement Weather 1 2 3 4 5 Physical Aggression 1 2 3 4 5 Cleaning Supplies/Chemicals that 1 2 3 4 5 Inappropriate Verbal may Contain Toxic Substances Language 1 2 3 4 5 Inappropriate Sexual or Social 1 2 3 4 5 Body Fluids and, in case, Behavior by Clients Expected to Assist with Cleanup N/A Operation of Power Equipment 1 2 3 4 5 Supervision of Clients N/A Operation of Hand Tools N/A Repair of Equipment N/A Operation of Industrial Kitchen Equipment LOW HIGH LIFTING: 1 2 3 4 5 A minimum of 5 lbs. and a Maximum of 20 lbs.

Special Notes: Lifting of people requires a two-person lift and anything over 50 lbs. requires at least another person.

DODD CERTIFICATION/LICENSURE: (Please check the ONE that applies) _____ Registered _____ Professional _____ Management 1 _____ Assist. Superintendent _____ Superintendent Support Administration _____ Other: __________________________________________________________________ ODE CERTIFICATION/LICENSURE: (Please check the one that applies) _____Teacher _____Therapist _____Paraprofessional _____Other:__________________________________________________________________

JOB REQUIREMENTS - PAGE #2 SPECIALIZED PROFESSIONAL LICENSURE: _____Area:___________________________________________________________________ Licensure/Accreditation Agency:__________________________________________________ TRANSPORTATION: YES NO Required to have a Board Driving Authorization YES NO Required to Use Board Vehicles and to Perform Required Pre-Trip Service YES NO Use your Personally Owned Vehicle for Board Business YES NO Transport Clients in a County-owned Vehicle - Type of Vehicle: YES NO Obtain and maintain a Special Driver’s License Classification (CDL, Bus, etc.)

OTHER: YES NO Required to have a Drug/Alcohol Screening for X Initial Employment and for ____ Random Sampling YES NO Have a negative PPD or an X-ray for pre-employment YES NO Have CPR/First Aid Training YES NO Submit to an initial medical exam for pre-employment YES NO Submit to a Background Check YES NO Hepatitus B Vaccination/Signed Release 1 2 3 4 5 May be requested to perform duties outside of the job description and regular hours. 1 2 3 4 5 May be necessary to utilize First Aid/CPR or emergency medical procedures and

assessment of emergency situations. 1 2 3 4 5 Must be able to complete paperwork in a clear, concise, accurate and timely manner. 1 2 3 4 5 Must be able to work at a fast pace and prioritize importance of tasks & needs. 1 2 3 4 5 Must be able to communicate effectively with professionals, families and people with disabilities. _____________________________________________________ __________________________ Employee Signature Date _____________________________________________________ __________________________ Agency Representative Date

The Slate of Officers for 2016 is as follows:

President – Stephen Finney Vice-President – Jeffrey Wallace Secretary – Alice Nicks

Board In-Service Training Plan Delaware County Board of Developmental Disabilities

2016

1. February 2016 Early Intervention / Help Me Grow

2. April 2016 OACB Training for Board Members

3. August 2016 Community Services in Delaware County

4. Webinar (DODD) Training Ohio Department of DD 2 – 1 hour mandatory webinar trainings

Required hours for Board members: 4 in-service hours, 2 must be DODD directed.

To:

From:

Date:

Re:

MEMORANDUM

County Board Superintendents John L. Martin, Director January 14, 2016 Board Member In-Service Training In accordance with Rule 5123:2-1-13, In-Service Training for Members of County Boards of

Developmental Disabilities, in 2016 DODD will be requiring board members to complete specific webinars offered by the Department. The topics for this year’s webinars were arrived at based on feedback from the field. There will be two, one-hour webinars offered live and recorded for those board members that are unable to view the live webinars. The webinars will cover the following:

1. State Data Review: Director Martin will review county-level data from across the state, with a special focus on how data can be used to inform policy and funding decision at both the state and local levels. This webinar is scheduled for March 9, 2016 from 12:00 – 1:00.

2. Field Notes: Key Initiatives of the Department from the perspective of individuals, families and other key stakeholders. This webinar is scheduled for June 7, 2016 from 12:00 – 1:00.

More information on these webinars will be forthcoming. DODD will continue to work with stakeholders to consider annual training priorities. As a reminder, board members are required to participate in at least four hours of training annually, of which, DODD’s webinars will constitute two. The county board and superintendent shall jointly develop the county board's plan for in-service training for the calendar year which:

1. Reflects the topics identified in rule;

2. Includes perspectives from outside the county; and

3. Recognizes that training for specific board members may vary based on the background and experience of each.

Leave Conversion Policy Delaware County Board of Developmental Disabilities

Reviewing Department Board

Resolution # Effective Date Board Review

Date Next Review Date

Administration January 22, 2016 January 21, 2016 January 2016 5.6.4 Sick Leave Conversion

Annual Conversion - Full-time employees meeting the established criteria below may convert sick leave as per this policy: In order to be eligible for sick leave conversion the employee must: • maintain a balance of one (1) year’s sick leave accrual • be on active pay status as of January 1st of the current year • complete a sick leave conversion request and submit to the administrative office by the

deadline established

Leave can only be converted in the year it is earned. Payments for converted leave are earnable salary when conversion does not exceed what one could accumulate in 25 pay periods less any leave taken during the time period. For a full-time employee the 25 pay equivalent would be 115.0 hours maximum for conversion purposes. Employees working less than a full-time schedule will have their available conversion leave figured individually based on their work schedule. The conversion calendar year is defined as the first full pay period in January thru the 25th pay of the year or through the 26th pay in years with 27 pays. Accrual outside the pay periods defined in “conversion calendar year” will not be included in the conversion. For example, an employee who accrues 115 hours of sick leave in a calendar year and uses 40 hours of sick leave during that same calendar year is eligible to convert 75 hours of sick leave. Sick leave conversion is based upon the sick leave balance as of the end of the 25th pay of the year (or through the 26th pay in years with 27 pays). Actual payment of the sick leave conversion will be made on the second pay day in January of the following calendar year and will be subject to all normal payroll deductions (i.e., payroll taxes, retirement, etc.). Converted sick leave shall be paid at 50% of the employee’s base hourly rate of pay for the pay period in which the conversion is made. Conversion of sick leave will reduce the employee’s sick leave balance. Eligible employees will receive notice of their sick leave conversion option and may elect to receive all or part of their annual conversion authorization or carry their sick leave balance forward. Cash conversion will be made only for those completing the conversion request by the deadline indicated. Donated sick leave shall never be converted to cash.

The leave conversion policy must be reviewed, approved by the Delaware County Board of Developmental Disabilities and submitted to OPERS by March 1st of each year.

Vacation Conversion - Full-time employees meeting the established criteria below may be eligible to convert vacation as per this policy. In order to be eligible for vacation conversion the employee must: maintain a balance of one (1) year’s vacation accrual be on active pay status as of January 1st of the current year complete an Application for Vacation Conversion and submit to the administrative office by

the deadline established Leave can only be converted in the year it is earned. Payments for converted leave are earnable salary when conversion does not exceed what one could accumulate in 25 pay periods less any leave taken during the year. Conversion is as follows: VACATION EARNED HOURS AVAILABE TO CONVERT 2 weeks 3.1 * 25 pays = 77.5 hours 3 weeks 4.6 * 25 pays = 115.0 hours 4 weeks 6.2 * 25 pays = 155.0 hours 5 weeks 7.7 * 25 pays = 192.5 hours

Calendar year is defined as the first full pay period in January thru the last full pay period in December. Accrual outside the pay periods defined in “calendar year” will not be included in the conversion. For example, an employee who accrues 115 hours of vacation in a calendar year and uses 40 hours of vacation during that same calendar year is eligible to convert 75 hours of vacation leave. Vacation conversion is based upon the vacation balance as of the end of the last pay period in December of the calendar year. Actual payment of the vacation conversion will be made on the second pay day in January of the following calendar year and will be subject to all normal payroll deductions (i.e., payroll taxes, retirement, etc.). Converted vacation leave shall be paid at 100% of the employee’s base, hourly rate of pay for the pay period in which the conversion is made. Conversion of vacation leave will reduce the employee’s vacation leave balance. Eligible employees will receive notice of their vacation leave conversion option and may elect to receive all or part of their annual conversion authorization or carry their vacation leave balance forward. Cash conversion will be made only for those completing the Application for Vacation Conversion by the deadline established. The leave conversion policy must be reviewed, approved by the Delaware County Board of Developmental Disabilities and submitted to OPERS by March 1st of each year.

Perfect Attendance Recognition The following staff had perfect attendance for the 2015 program year (12/27/2014-12/25/2015): Andrea Biernacki Sweet Wendy Mack RESOLUTION In recognition of their perfect attendance for the 2015 program year, approve one additional personal day or cash payment for the value of one day for Andrea Biernacki Sweet and Wendy Mack.

By Laws Delaware County Board of Developmental Disabilities

Reviewing Department Board

Resolution # Effective Date Board Review

Date Next Review Date

Administration January 22, 2016 January 21, 2016 January 2017 A. Name

The name of the organization is prescribed by Section 5126 of the Ohio Revised Code to be the Delaware County Board of Developmental Disabilities. The Delaware County Board of Developmental Disabilities shall hereinafter be referred to as the Board. Where quoted reference is made to the Ohio Revised Code, the reference to the Board shall be as defined in the Code.

B. Authority for Establishing Policies

This Board Policy Manual is adopted by the Delaware County Board of Developmental Disabilities (hereinafter referred to as Board) under authority granted it by statutes of the State of Ohio, which enumerate among its duties: "The Board shall adopt rules for the conduct of its business and a record shall be kept of Board proceedings which shall be open for public inspection" (Section 5126.02 of the Ohio Revised Code). By-laws may be amended by a majority of the Board at a regular or special Board meeting. Reference to the Ohio Revised Code shall be noted in italics (as above) and italicized sections cannot be amended by the Board.

C. Appointment and Members The following noted in italics is from Section 5126.028 of the Revised Code:

The Board shall consist of seven members. “The board of county commissioners shall appoint five members and the senior probate judge of the county shall appoint two members.

When making appointments to a county board of developmental disabilities, an appointing authority shall do all of the following: (1) Appoint only individuals who are residents of the county the appointing authority serves, citizens of the United States, and interested and knowledgeable in the field of developmental disabilities and other allied fields; (2) If the appointing authority is a board of county commissioners, appoint, subject to division (C) of this section, at least two individuals who are immediate family members of individuals eligible for services provided by the county board and, whenever possible, ensure that one of those two members is an immediate family member of an individual eligible for adult services and the other is an immediate family member of an individual eligible for early intervention services or services for preschool or school-age children; (3) If the appointing authority is a senior probate judge, appoint, subject to division (C) of this section, at least one individual who is an immediate family member of an individual eligible for residential services or supported living; (4) Appoint, to the maximum extent possible, individuals who have professional training and experience in business management, finance, law, health care practice, personnel administration, or government service;

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(5) Provide for the county board's membership to reflect, as nearly as possible, the composition of the county or counties that the county board serves. "Immediate family" means parents, brothers, sisters, spouses, sons, daughters, mothers-in-law, fathers-in-law, brothers-in-law, sisters-in-law, sons-in-law, and daughters-in-law.

As related to eligibility of service referenced in paragraphs (2) and (3) above, the Board recommends the following clarifications to the appointing authorities: • The family member’s status shall be determined at the time of appointment or re-appointment

whichever is most recent. • The criteria for the family member of an individual eligible for early intervention, preschool

or school-age services shall be an individual who is enrolled in a program under Chapter 3323 of the Revised Code prior to or at the time of appointment of their family member.

• The criteria for the family member of an adult shall be an eligible individual who is at least 16 years of age as of the time of appointment of their family member.

• The criteria for the family member of an individual eligible to receive residential services or supported living shall include an eligible individual of any age who is receiving or eligible to receive services from an ICF/MR or a Medicaid Waiver.

The following noted in italics is from Ohio Revised Code, Section 5126.021: “(A) The following individuals shall not serve as members of county boards of developmental disabilities:

(1) Elected public officials, except for township trustees, township fiscal officers or individual excluded from the definition of public official or employee in division (B) of section 102.01 of the Revised Code; (2) An immediate family member of another board member; (3) A county board employee or immediate family of a board employee; (4) An individual who had been employed by the county board not less than one calendar year before the individuals would begin to serve as a member of the county board. (5) An individual who or whose immediate family member is a board member or an employee of an agency licensed or certified by the department of developmental disabilities to provide services to individuals with mental retardation or developmental disabilities. (6) An individual who or whose immediate family member is a board member or employee of an agency contracting with the county board that is not licensed or certified by the department of developmental disabilities to provide services to individuals with mental retardation or developmental disabilities unless there is no conflict of interest; (7) An individual with an immediate family member who serves as a county commissioner of a county served by the county board unless the individual was a member of the county board before October 31, 1980.

(B) All questions relating to the existence of a conflict of interest for the purpose of division (A) (5) of this section shall be submitted to the local prosecuting attorney for resolution. The Ohio ethics commission may examine any issues arising under Chapter 102 and sections 2921.42, 2921.421 [2921.42.1], and 2921.43 of the Revised Code.

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Declaration to be provided prior to appointment or reappointment per 5126.02.11 of the Revised Code. (A) No individual may be appointed or reappointed to a county board of developmental

disabilities unless the individual, before the appointment or reappointment, provides to the appointing authority a written declaration specifying both of the following: (1) That no circumstance described in section 5126.029 [5126.02.9] of the Revised Code exists that bars the individual from serving on the county board; (2) Whether the individual or an immediate family member of the individual has an ownership interest in or is under contract with an agency contracting with the county board, and, if such an ownership interest or contract exists, the identity of the agency and the nature of the relationship to that agency.

(B) On appointment or reappointment of an individual to the county board, the appointing authority shall provide a copy of the individual's declaration to the superintendent of the county board. The declaration is a public record for the purpose of section 149.43 of the Revised Code.

D. Term The following noted in italics are from Ohio Revised Code, Section 5126.02:

"All appointments shall be for terms of four years. The membership of a person appointed as the relative of a recipient of services shall not be terminated because the services are no longer received." “Members may be reappointed, except as provided in section 5126.022of the Revised Code. 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 requirement of section 5126.022 of the Revised Code.” “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 may be reappointed for a subsequent term before becoming ineligible for reappointment of two years.”

E. Vacancies The following noted in italics is from Ohio Revised Code, Section 5126.02:

"Within sixty 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 that term. Appointment other than appointment 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 in January. Board members shall serve without compensation, but shall be reimbursed for necessary expenses incurred in the conduct of Board business, including those incurred within the county of residence."

F. Removal The following noted in italics is from Ohio Revised Code, Section 5126.04:

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"A Board member shall be removed from the Board by the Appointing Authority for neglect of duty, misconduct, malfeasance, failure to attend at least one inservice training session (four Board credit hours) each year, a violation of Division (A), (B), (C) or (D) of Section 5126.03 of the Revised Code, or upon the absence of a member within one year from either four regular Board meetings with prior notice or from two regular Board meetings without prior notice. The Board shall supply the Board member and his Appointing Authority with written notice of the charges against the member. The Appointing Authority shall afford the member an opportunity for a hearing, in accordance with procedures it adopts, and shall, upon determining that the charges are accurate, remove the member and appoint another person to complete the member's term."

G. Oath of Office

(ALTHOUGH THERE IS NO STATUTORY REQUIREMENT FOR AN OATH TO BE ADMINISTERED TO COUNTY BOARD OF DEVELOPMENTAL DISABILITIES BOARD MEMBERS, THE FOLLOWING IS A RECOMMENDED POLICY AND THE OATH IS BASED UPON SECTION 3313.10 OF THE REVISED CODE: THE OATH FOR BOARD OF EDUCATION MEMBERS)

The President of the Board or his designee shall administer the following oath of office to new Board members. It shall read: "Do you solemnly swear that you will support the Constitution of the United States and the Constitution of the State of Ohio; and that you will faithfully and impartially discharge your duties as a member of the County Board of Developmental Disabilities to the best of your ability, and in accordance with the laws and the rules and regulations of the Board now in effect and hereafter to be enacted, during your continuance in said office, and until your successor is appointed?" If so, the answer is: "I do."

H. Organization 1. Time Limit

The following noted in italics is from Ohio Revised Code, Section 5126.04: “Each County Board of Developmental Disabilities shall hold an organizational meeting no later than the thirty-first day of January of each year and shall elect its officers, which shall include a President, Vice President and Recording Secretary."

Other business may be conducted at the organizational meeting as necessary. The organizational meeting shall be held and conducted in accordance with the rules and regulations applicable to all Board meetings as contained in this article.

2. Organization and Procedures Per Section 5126.04 of the Revised Code, the Board shall elect its officers, which shall include a President, Vice-President, and Recording Secretary. The Board shall adopt rules for the conduct of its business, meet at least ten times annually and meet in such manner and at such times as prescribed by rules adopted by the Board.

I. Officers 1. Election of Officers

Per Section 5126.04 of the Revised Code, the election of officers shall be at the annual organizational meeting. There shall be elected a President, Vice President and Recording

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Secretary who shall be elected for one year terms and shall serve until their successors are elected. No member shall hold more than one office. The Board may elect any other officers determined to be necessary or expedient to conduct its business.

Nominations for the new officers may be brought to the Board by the Nominating Committee appointed by the President and/or by nominations from the floor. The election may be by ballot or by voice vote.

2. President

Whenever possible, the President of the Board shall have served on the Board for a minimum of one (1) year and shall have held a previous office prior to being elected as President. The duties of the President shall be:

a. To preside at all meetings of the Board b. To appoint committees

c. To represent the Board as spokesperson on all public matters relating to the County Board. This function may be delegated to another person by the President. If this function is delegated, it must be in writing.

d. To perform such other duties as may be prescribed by law or by action of the Board

3. Vice-President

Whenever possible, the Vice-President of the Board shall have served on the Board for a minimum of one (1) year. The duties of the Vice-President shall be:

a. To preside in the absence of the President b. To perform the duties of the President in his absence c. To perform such other duties designated by the President 4. Recording Secretary

Whenever possible, the Recording Secretary of the Board shall have served on the Board for a minimum of one (1) year. The duties of the Recording Secretary shall be to: a. Keep a complete and correct record of all resolutions and meetings of the Board,

including a complete statement of approved expenditures and resolutions acted upon

b. File a certified copy of the Board minutes in the office of the Superintendent as a repository

c. Provide each member of the Board with a copy of the minutes, including a complete statement of approved expenditures and resolutions acted upon

d. Perform such other duties as may be delegated either by the President of the Board or assigned by the Board

J. Meetings 1. Date, Time and Place of Regular Meetings

The following noted in italics is from Ohio Revised Code, Section 5126.04: “… the Board shall meet in such manner and at such times as prescribed by rules adopted by the Board, but the Board shall meet at least ten times annually in accordance with Section 121.22 of the Revised Code, not including inservice training sessions." Date, time and place of regular meetings shall be decided annually at the organizational

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meeting. A majority of the Board constitutes a quorum. The Board shall adopt rules for the conduct of its business and a record shall be kept of Board proceedings, which shall be open for public inspection. A regular meeting of the Board may be changed by the Superintendent with the knowledge and approval of the President, by the President, or a quorum of the Board.

2. Special Meetings

Section 121.22: A special meeting of the Board may be called by the President, or the Superintendent with the knowledge and approval of the President, or by any two members by serving notice of the date and place and subject matter of such meeting upon each member of the Board and news media at least 24 hours prior to the date of such meeting. Such notice shall be signed by the official or members calling the meeting. Rules governing notification to public and news media must be followed.

"Special meeting" means a meeting which is neither a regular meeting nor an adjournment of a regular (or special) meeting to another time or day to consider items specifically stated on the original agenda of such regular (or special) meeting. No other business than that listed in the notification may be conducted at special meetings, except in case of an emergency requiring immediate official action. In the event emergency action is necessary, the nature of the emergency must be stated in the minutes of the meeting. Special meetings shall be held and conducted in accordance with the rules and regulations applicable to all Board meetings.

3. Public Notice a. Regular and Organization Meetings

Public notice of all meetings of the Board shall be given in accordance with Section 121.22 of the Ohio Revised Code.

A notice of Developmental Disabilities Board meetings will be posted at Board’s administrative offices and shall be posted on the Board’s website at www.dcbdd.org. All Developmental Disabilities Board meetings will normally be held at the Administration Building, 7991 Columbus Pike, Lewis Center, Ohio. Board training sessions will begin at 6:30 p.m. with the regular meeting beginning immediately following the training session. Other meetings at different locations or times or for special purposes will be posted at least 24 hours before the meeting.

The Superintendent shall post a statement of the time and place of the organizational meeting of the Board at least 24 hours before the time of such organizational meeting.

Upon the adjournment of any regular or special meeting to another day, the Superintendent shall promptly post notice of the time and place of such adjourned meeting.

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b. Notices to the Public of Special Meetings Except in the case of an emergency, the Superintendent shall, no later than 24 hours before the time of a special meeting of the Board, post a statement of the time, place and purpose of such special meeting.

The posting of notice of special meeting shall state such specific or general purposes then known to the Superintendent to be intended to be considered at such special meeting.

All postings for special meetings shall be done in the same place as those postings for the regular and organizational meeting.

In addition to the postings required, the Superintendent shall cause to be published once, no later than 24 hours prior to the time of a special meeting of the Board, a statement of the time, place and purposes of such special meeting.

c. Notices to News Media of Special Meetings

The following noted in italics is from Ohio Revised Code, Section 121.22: Any news medium organization that desires to be given advance notification of special meetings of the Board shall file with the Superintendent a written request thereof.

"A public body shall not hold a special meeting unless it gives at least twenty four hours advance notice to the news media that have requested notification, except in the event of an emergency requiring immediate official action. In the event of an emergency, the member or members calling the meeting shall notify the news media that have requested notification immediately of the time, place, and purpose of the meeting."

News media requests for such advance notification of special meetings shall specify: the name of the medium, the name and address of the person to whom written notification to the medium may be mailed, emailed or delivered (and) the names, addresses and telephone numbers (including addresses and telephone numbers at which notifications may be given either during or outside of business hours) of at least two persons to either one of whom oral notification to the medium may be given or least one telephone number which their request identifies as being manned and which can be called at any hour for the purpose of giving oral notification to such medium.

Each January the Superintendent shall make written contact with all media requesting notice of meeting to determine their interest in receiving notices of the current year. Notices will only be mailed to news media that request notice be sent. Any such request shall be effective for the calendar year. A request shall not be deemed to be made unless it is complete in all respects and timely. Such request may be conclusively relied on by the Board and the Superintendent.

The contents of written notification under this section shall be a copy of the agenda of the meeting. Written notification under this section may be

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accomplished by giving advance written notification, by copies of agendas, of all meetings of the Board.

d. Notification of Discussion of Specific Types of Public Business at Regular and Organizational Meetings

The following noted in italics is from Ohio Revised Code, Section 121.22 (F): any person may, upon request and payment of a reasonable fee, obtain reasonable advance notification of all meetings at which any specific type of public business is to be discussed."

Such person must file a written request with the Superintendent specifying: the person's name, the address and telephone number at or through which he can be reached during and outside of business hours.

Such request shall be valid for a 12-month period at which time a new request must be made. Such requests may be modified or extended only by filing a complete new request with the Superintendent. A request shall not be deemed to be made unless it is complete in all respects and such request may be conclusively relied on by the Board and the Superintendent.

The contents of written notification under this section shall be a copy of the agenda of the meeting. Written notification under this section may be accomplished by giving advance written notification, by copies of agendas, of all meetings of the Board.

e. Notification of Discussion of Specific Types of Public Business at Special Meetings

Per Section 121.22 (F) of the Revised Code, in the event that a person desires to be notified of specific business to be conducted at a special meeting, such person must file a request stating the specific type of business of which they desire to be notified. A reasonable fee may be charged.

Notification shall be made by the Superintendent to the requesting party in writing when time permits or by telephone at least 24 hours in advance of the special meeting except in case of an emergency.

In the event of an emergency requiring immediate official action, no notice is required to be made pursuant to this subsection.

Said request shall be valid for a 12-month period at which time a new request must be made.

f. Miscellaneous Rules Pertaining to Notification Procedures

Any person may visit or telephone the Board office, 7991 Columbus Pike, Lewis Center, Ohio 43035 or call (740) 201-3600 during that office's regular office hours to determine, based on information available at that office: the time and place of regular meetings; the time, place and purposes of any then known special

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meetings and whether the available agenda of any such future meetings state that any specific type of public business, identified by such person, is to be discussed at such meeting.

Any notification provided herein to be given by the Superintendent may be given by any person acting on behalf of or under the authority of the Superintendent.

A reasonable attempt at notification shall constitute notification in compliance with these rules.

The Superintendent/designee shall maintain a record of the date and manner, and time if pertinent under these rules, of all actions taken with regard to notices and notifications and shall retain copies of proofs of publication of any notifications or notices published thereunder.

4. Quorum

Four of seven members of the Board shall constitute a quorum for the transaction of business and approval of a motion or resolution. The President may vote on all matters.

Where a quorum is present, several members' refusal to vote is not sufficient, even if a majority, to defeat the action of those actually voting. Members present, including the President, are obligated to vote, unless they wish to be regarded as assenting to the decision of the voluble majority. EXCEPTION: If a Board member does not vote because of a conflict of interest, the absence of a vote cannot be counted as affirmative.

5. Open Meetings

Under the Ohio Revised Code, all meetings of the Board are open to the public at all times. All regular, organizational and special meetings of the Board shall be open to the public.

6. Executive Sessions, Procedure for Calling

The Board shall be permitted to hold an executive session at any regular, organizational or special meeting as allowed by Section 121.22 of the Ohio Revised Code.

The President or any member may make a motion to conduct an executive session. Amendments to R. C. 121.22 in Am. Sub. S. B. 150 (eff. June 29, 1988) requires the Board to:

a. Take a roll call vote of the Board members present b. Specify the purpose(s) for which the executive session is being called. The

purpose must be specified in both the motion and vote to go into executive session.

c. If the specified purpose pertains to personnel matters under Revised Code 121.22 (G)(1), the motion and vote must also specify which of the particular personnel matters listed in subdivision (G)(1) will be discussed in the executive session, but need not include the name of any person to be considered at the meeting.

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The members of a public body may hold an executive session only at a regular or special meeting for the sole purpose of the consideration of any of the following matters:

The following noted in italics is from Ohio Revised Code, Section 121.22 (G): “To consider the appointment, employment, dismissal, discipline, promotion, demotion or compensation of a public employee or official, or the investigation of charges or complaints against a public employee, official, licensee, or regulated individual, unless the public employee, official, licensee, or regulated individual requests a public hearing. Except as otherwise provided by law, no public body shall hold an executive session for the discipline of an elected official for conduct related to the performance of the elected official’s official duties or for the elected official’s removal from office. If a public body holds an executive session pursuant to division (G) (1) of this section, the motion and vote to hold that executive session shall state which one or more of the approved purposes listed in division (G) (1) of this section are the purposes for which the executive session is to be held, but need not include the name of any person to be considered at the meeting.

To consider the purchase of property for public purposes, or for the sale of property at competitive bidding, if premature disclosure of information would give an unfair competitive or bargaining advantage to a person whose personal, private interest is adverse to the general public interest. No member of a public body shall use this division as a subterfuge for providing covert information to prospective buyers or sellers. A purchase or sale of public property is void if the seller or buyer of the public property has received covert information from a member of a public body that has not been disclosed to the general public in sufficient time for other prospective buyers and sellers to prepare and submit offers. If the minutes of the public body show that all meetings and deliberations of the public body have been conducted in compliance with this section, any instrument executed by the public body proposing to convey, lease or otherwise dispose of any right, title or interest in any public property shall be conclusively presumed to have been executed in compliance with this section insofar as title or other interest of any bona fide purchasers, lessees or transferees of the property is concerned.

Conferences with an attorney for the public body, concerning disputes involving the public body that are the subject of pending or imminent court action.

Preparing for, conducting or reviewing negotiations or bargaining sessions with public employees concerning their compensation or other terms and conditions of their employment.

Matters required to be kept confidential by federal law or rules or state statutes.

Specialized details of security arrangements where disclosure of the matters discussed might reveal information that could be used for the purpose of committing or avoiding prosecution for a violation of the law.”

11

If a public body holds an executive session to consider any of the matters listed above, the motion and vote to hold that executive session shall state which one or more of the approved matters listed above are to be considered at the executive sessions.”

7. Participation by Citizens

The President of the Board or a majority of the members may extend to visitors the privilege of addressing the Board and the order of business at any regular meeting shall include an opportunity for members of the public to address the Board, provided, however, that the Board does not obligate itself to consider any request or proposal unless submitted to the President, in writing, at least seven (7) days before the meeting, exclusive of Sundays and holidays.

The Board endorses the principle of open communication between the public and the Board and between the Superintendent and his staff and free communication of all personnel with the program's organization through recognized channels of communication.

Any individual or group may address the Board concerning any subject that lies within the Board's jurisdiction. Questions are to be directed to the Board as a whole and may not be put to any individual member of the Board or the administrative staff. Any matter upon which the Board may be requested to act must be submitted in writing to the Board not less than seven (7) days, excluding Sunday and holidays, prior to the date of the meeting at which the subject is to be discussed. It shall be in order for members of the Board to interrupt a speaker at any time to ask questions or make comments in order to clarify the discussion.

Not more than ten (10) minutes shall be allotted to each speaker and no more than thirty (30) minutes to each subject under discussion, except with the consent of the Board.

The President of the Board shall have the responsibility of deciding to limit the number speaking. If many are present to speak on a particular item on the agenda, the President of the Board should request them to meet in the lobby and select their representative to speak.

No person shall present orally at any meeting of the Board, a complaint against an individual employee of the Board. Such charge or complaint shall be presented to the Board in writing and shall be signed by the person(s) making the charge or complaint.

8. Recess of Meeting

The Board may recess a regular meeting to such a time and place as it deems advisable, and the meeting shall be considered a regular meeting and shall not be subject to review provided the public is given adequate information as to where and when it will reconvene.

9. Agenda The Superintendent shall prepare and deliver a copy of the agenda to the members of the Board and to the media prior to any regular Board meeting. The Superintendent, in

12

consultation with the Board President, shall prepare a final agenda for each meeting of the Board. The order of business at each meeting shall be:

a. Board Training b. Roll Call c. Announcements/Comments from the floor on agenda items only d. Minutes e. Financial Reports f. Board Action Items g. Board Issues h. Department Reports

i. Superintendent's Report j. Comments from the Floor (non-agenda items) k. Adjournment

10. Rules of Order The Board shall observe Robert's Rules of Order Revised, except as otherwise provided by these rules and regulations or by statute.

K. Minutes of Proceedings 1. Recording of Meeting

An audio or video tape recording of the meeting shall be made to permit the public to have an understanding and appreciate the rationale behind the Board’s decisions. The recording will be made available for public review. Copies of the tape will be made within three workdays of request and payment of fee for recording supplies.

2. Written Meeting Minutes

Written meeting minutes shall also be made and shall be the official interpretation of the meeting and shall be the official record of the meeting should the taped recording be damaged or unintelligible. All resolutions of the Board shall be taken from the written meeting minutes and the original certificate of resolution shall be retained in the administrative office. The Board secretary shall certify the original copy as being true, correct, and exact. The official written minutes are open to public inspection.

3. Distribution

Copies of the written minutes shall be prepared promptly after each meeting and shall be distributed to the Superintendent and the Board Members. Additional copies of the Board minutes may not be issued at county expense. Copies of all official documents may be obtained by any individual at a charge established by the Board to be the cost of furnishing said document.

4. Approval

The minutes of the preceding meeting(s), with any changes made by a motion properly made and carried, or as directed by the President without objection, shall be approved by the Board and signed by the secretary as the first act of each regular meeting.

13

5. Custody and Availability The official minutes and related documents of the Board shall be permanently filed in the administrative office, and shall be made available to any citizen desiring to examine them during normal work hours. Recording of voice conversations, including audio tape, videotape, stenotype, or stenographer’s notebook and also including verbatim minutes used to produce official minutes and hearing proceedings, report, or other record shall be kept for four months after necessary transcription and approval of minutes or proceedings.

L. Committees 1. Special Committees

The Board shall authorize such special committees as are deemed necessary and the members of such committees shall be appointed by the President. A special committee shall report its recommendations to the Board for appropriate action.

No committee shall have more than three Board members assigned to it. No more than three members of the Board shall attend any committee meeting. No legislative or administrative responsibility shall be delegated to a committee. However, a committee may be assigned general duties to study, investigate, consult and make recommendations to the Board.

2. Ad Hoc Committees

Members of the Board may be appointed to ad hoc committees, which include citizens, administrators or other governmental officials when it is deemed beneficial to the schools or to the community.

M. Transaction of Business 1. Method of Voting

Voting will be maintained by voice vote. Where dissenting vote or abstention is recorded, voting shall be by roll call and yeas and nays shall be taken and entered in the records of the proceedings of the Board. Board members can, and should, refuse to vote if there is a conflict of interest and need not state a reason for the refusal to vote. Board members can refuse to vote simply by stating “Abstain.”

2. Authority of Members

The Board members have authority only when acting as a Board legally in session. The President of the Board shall be the spokesperson on all public matters relating to the County Board. No other Board member shall have authority to speak or act on behalf of the Board without express permission of the Board. The Board shall not be bound in any way by any statement or action on the part of any individual Board member or employee, except when such statement or action is in pursuance of specific instruction by the Board. The Board thus acts only as a body, at public meetings, in decisions openly arrived at and formally recorded.

N. Power and Duties The following noted in italics is from Ohio Revised Code, Section 5126.05:

14

(A) Subject to the rules established by the director of developmental disabilities pursuant to Chapter 119 of the Revised Code for programs and services offered pursuant to this chapter, and subject to the rules established by the state board of education pursuant to Chapter 119 of the Revised Code for programs and services offered pursuant to Chapter 3323 of the Revised Code, the county board of developmental disabilities shall:

(1) Administer and operate facilities, programs, and services as provided by this chapter and Chapter 3323 of the Revised Code and establish policies for their administration and operation;

(2) Coordinate, monitor, and evaluate existing services and facilities available to individuals with developmental disabilities;

(3) Provide early childhood services, supportive home services, and adult services, according to the plan and priorities developed under section 5126.04 of the Revised Code;

(4) Provide or contract for special education services pursuant to Chapters 3306, 3317, and 3323 of the Revised Code and ensure that related services, as defined in section 3323.01 of the Revised Code, are available according to the plan and priorities developed under section 5126.04 of the Revised Code;

(5) Adopt a budget, authorize expenditures for the purposes specified in this chapter and do so in accordance with section 319.16 of the Revised Code, approve attendance of board members and employees at professional meetings and approve expenditures for attendance, and exercise such powers and duties as are prescribed by the director;

(6) Submit annual reports of its work and expenditures, pursuant to sections 3323.09 and 5126.12 of the Revised Code, to the director, the superintendent of public instruction, and the board of county commissioners at the close of the fiscal year and at such other times as may reasonably be requested;

(7) Authorize all positions of employment, establish compensation, including but not limited to salary schedules and fringe benefits for all board employees, approve contracts of employment for management employees that are for a term of more than one year, employ legal counsel under section 309.10 of the Revised Code, and contract for employee benefits;

(8) Provide service and support administration in accordance with section 5126.15 of the Revised Code;

(9) Certify respite care homes pursuant to rules adopted under section 5123.171 of the Revised Code by the director of developmental disabilities.

(B) To the extent that rules adopted under this section apply to the identification and placement

of children with disabilities under Chapter 3323 of the Revised Code, they shall be consistent with the standards and procedures established under sections 3323.03 to 3323.05 of the Revised Code.

(C) Any county board may enter into contracts with other such boards and with public or private,

15

nonprofit, or profit-making agencies or organizations of the same or another county, to provide the facilities, programs, and services authorized or required, upon such terms as may be agreeable, and in accordance with this chapter and Chapter 3323 of the Revised Code and rules adopted thereunder and in accordance with sections 307.86 and 5126.071 of the Revised Code.

(D) A county board may combine transportation for children and adults enrolled in programs and services offered under section 5126.12 with transportation for children enrolled in classes funded under section 3317.20 or units approved under section 3317.05 of the Revised Code.

(E) A county board may purchase all necessary insurance policies, may purchase equipment and supplies through the department of administrative services or from other sources, and may enter into agreements with public agencies or nonprofit organizations for cooperative purchasing arrangements.

(F) A county board may receive by gift, grant, devise, or bequest any moneys, lands, or property for the benefit of the purposes for which the board is established and hold, apply, and dispose of the moneys, lands, and property according to the terms of the gift, grant, devise, or bequest. All money received by gift, grant, bequest, or disposition of lands or property received by gift, grant, devise, or bequest shall be deposited in the county treasury to the credit of such board and shall be available for use by the board for purposes determined or stated by the donor or grantor, but may not be used for personal expenses of the board members. Any interest or earnings accruing from such gift, grant, devise, or bequest shall be treated in the same manner and subject to the same provisions as such gift, grant, devise, or bequest.

(G) The board of county commissioners shall levy taxes and make appropriations sufficient to enable the county board of developmental disabilities to perform its functions and duties, and may utilize any available local, state, and federal funds for such purpose.

O. Ethic’s Council

Members shall abide by ethical rules of conduct appropriate to public officials of the State of Ohio. No Board member shall seek special privileges, criticize employees publicly, disclose confidential information or consider a complaint by or against an employee, service or program of the Board that is not first submitted to the Superintendent. The Board shall perform the duties of the Ethic’s Council as specified in 5126.032 of the Revised Code. If a member of the Board, or any member of the person’s immediate family, has an interest in any direct services contract under review by the Board, the member of the Board shall not participate in discussion of the contract and will abstain from voting on the contract. The Ethic’s Council shall meet in public, as part of a regularly scheduled meeting and the minutes of the Ethic’s Council shall be part of the minutes of the regular meeting. The need for a meeting of the Ethic’s Council may be recommended by the Superintendent and shall be determined by a majority of the voting members present at a meeting of a quorum of the members. The Ethics Council shall afford an affected party the opportunity to meet with the Ethics Council on matters related to a direct service contract or any other action taken by the Ethics Council. The purpose of the Ethic Council is to determine, in accordance with 5126.03.3 of the Revised Code, if there is an ethical conflict with a contract. If it is determined that there is an ethical

16

conflict, then the contract may not be considered by the Board and therefore cannot be awarded. If the Ethic’s Council determines there is not an ethical conflict, the contract may be considered by the Board based on the merits and value of the service. The Ethics Council’s determination shall be binding on all parties.

P. Confidential Client Briefing On occasion, members of the board need to be briefed and consulted on plans, budgets and services for individual clients. This includes when individual budgets exceed the authority of the Superintendent and when extraordinary conditions exist that have the potential of legal, client rights and abuse issues for the agency. Information presented and discussions are confidential, protected by HIPAA and are not subject to disclosure under Ohio’s Sunshine Laws related to public records and public meetings. In order to have timely and efficient consideration of these cases, the briefings may occur by means of email distribution of reports and discussion via secured telephone conference calls or web meetings. The Superintendent will schedule the client briefing and send reports via email. There is no quorum requirement for the briefing. No formal action is taken as part of the briefing but through discussion general agreement the Board may provide directions and conditions. At the next regular board meeting following such a briefing, a report that a client briefing was held will be made for the record without identification of individual clients. Briefing may also occur in Executive Session associated with a regular meeting of the Board. Administrative appeals made to the Board will be conducted in person. Any action that is required by the Board shall be made in public session. The Superintendent’s email record to the Board shall be the official record of all communications to, from and between board members. So as not to expose board members personal email accounts to public records requests, all communications between board members related to board business need to include the Superintendent. Board members are responsible to use an email address that is secure and exclusive to their use in order to receive confidential board communications. In order to participate in a client briefing, members must do so in a setting that protects both the audio and visual parts of the briefing. Immediately after the briefing is completed, board members are to delete all confidential information from their computer and email and destroy any printed material.

Q. Individual Support Agreements and Budgets The Board shall established procedures for the efficient and effective approval of Individual Support Agreements and Budgets. These policies set specific authority and an approval limit for Individual Support Administrators, Director of Individual Support Administration and the Superintendent to approve plans and budgets. Where such plans are within these limits the Board has authorized action by its staff and no Board approvals or Ethic Council reviews are required. Should an agreement and budget of a Board Member’s family member require Board action as required by policy, the Board shall comply with the Ethics Council requirements. The Board shall annually approve a Master Contract for use with entities providing services under Individual Support Agreements. The Superintendent or the Directors of Support Administration/Early Intervention are authorized to enter into contracts with these providers without additional approval required by the Board.

17

The Superintendent is authorized to enter into other contracts as required where the annual cost of such contracts does not exceed $25,000. All other contracts that exceed $25,000 require Board action except routine, on-going utility services such as electric, gas, and telephone and lease agreements for the use of Board facilities.

R. Conflicts of Interest

No member shall be interested in a contract for the purchase of property, supplies or insurance for the use of the Board or out of its contracted services. The Board is specifically forbidden to expend public funds to prepare and distribute material for the purpose of promoting a bond issue or tax levy, or promoting or opposing any candidate for political office. The Board shall not expend public funds for the purposes prohibited by the laws of the State of Ohio. All questions relating to the existence of a conflict of interest shall be referred to the Prosecuting Attorney and/or the Ohio Ethics Commission for resolution.

S. Compensation: Expenses of Board Members

The following noted in italics is from Ohio Revised Code, Section 5126.02: "...members of the Board shall serve their term without compensation, but shall be reimbursed for necessary expenses in the conduct of Board business, including those incurred within the county of residence."

T. Procedures for Addressing Conflicts of Interest and Unethical Conduct

When any member of the Board has concern regarding the ethical conduct of a member or views a member to be in conflict of interest, the member may request an executive session to present the concerns to the Board. The Board, in open session, may take action to refer a concern to the Appointing Authority or to the County Prosecutor.

U. Table of Organization See Attachment 1. Refer to F:/Policies/Table of Organization and Line of Authority and Table of Organization V. Superintendent, Duties and Responsibilities

The Superintendent shall be the chief executive officer for the Board for the administration of program components in conformance with policies adopted by the Board. The Superintendent may delegate responsibility to appropriate members of the administrative or supervisory staff, but he/she shall be responsible to the Board for the total operation of the system.

Pursuant to Section 5126.06 of the Revised Code, the Superintendent shall:

(A) Administer the work of the Board, subject to the Board's rules and adopted resolutions;

(B) Recommend to the Board the changes necessary to increase the effectiveness of the programs and services offered pursuant to Chapters 3323 and 5126 of the Revised Code;

(C) Employ persons for all positions authorized by the Board, approve contracts of employment for management employees that are for a term of one year or less, and approve personnel actions that involve employees in the classified civil service as may be necessary for the work of the Board;

(D) Approve compensation for employees within the limits set by the salary schedule and budget set by the Board and in accordance with section

18

5126.082 of the Revised Code, and ensure that all employees and consultants are properly reimbursed for actual and necessary expenses incurred in the performance of official duties; (E) Provide consultation to public agencies as defined in division (C) of section 102.01 of the

Revised Code, including other County Boards of Developmental Disabilities, and to individuals, agencies, or organizations providing services supported by the Board.

The Superintendent may authorize the payment of Board obligations by the County Auditor.

Other duties and responsibilities of the Superintendent may be authorized by the Board in accordance with all applicable laws and rules.

Attached: Table of Organization F:\policies\tableorg.doc

19

TO: Delaware Gazette Sunbury News Delaware This Week FROM: Kristine Hodge, Superintendent DATE: January 22, 2016 The Delaware County Board of Developmental Disabilities held its organizational meeting on Thursday, January 21, 2016 at the Board’s Administrative Office, 7991 Columbus Pike, Lewis Center OH 43035. At that meeting the Board elected officers and approved the schedule of its meetings for 2016 – see attached. At least 24 hours prior to each Board meeting the agenda and a complete Board packet with all information that will be considered in public session is posted on the web site at www.dcbdd.org under “Reports to the Community” then “Board Packets”. If you have any questions on the Board agenda or the business of the Board, you may contact the Superintendent directly at Kristine.Hodge@dcbdd.org or direct phone/fax at (740) 201-5800. Thank you for your interest in the people we serve and in our agency.

7 Alleged Abuse 2 Law Enforcement3 Physical 0 open

3 open 2 closedclosed

0 substantiated 0 Medical Emergency0 unsubstantiated 0 open

0 closed2 Sexual

2 open 5 Misappropriationclosed 5 open

0 substantiated 0 closed0 unsubstantiated 0 substantiated

0 unsubstantiated2 Verbal

1 open 1 Missing Person1 closed 1 open

1 substantiated 0 closed0 unsubstantiated

3 Peer to Peer11 Alleged Neglect 0 Abuse - Physical

9 open 0 open2 closed 0 closed

1 substantiated 0 substantiated1 unsubstantiated 0 unsubstantiated

0 Attempted Suicide 1 Abuse - Sexual0 open 1 open0 closed 0 closed

0 substantiated1 Death 0 unsubstantiated

Male age 71 lung and pancreatic cancer2 Abuse - Verbal

1 open1 closed

0 substantiated1 unsubstantiated

3 Exploitation3 open0 closed 0 Misappropriation

0 substantiated 0 open0 unsubstantiated 0 closed

0 substantiated2 Failure to Report 0 unsubstantiated

2 open0 closed 0 Exploitation

0 substantiated 0 open0 unsubstantiated 0 closed

0 substantiated7 Hospital Admissions 0 unsubstantiated

0 Medical0 open 0 Prohibited Sexual Relations0 closed 0 open

0 Psychiatric 0 closed0 open 0 substantiated0 closed 0 unsubstantiated

0 Significant Injury 0 Rights Violationopen 0 openclosed 0 closed

0 substantiated0 unsubstantiated

Respectfully submitted,Craig Hill DCBDD MUI IA 3 Unapproved Behavior Support

1 open2 closed

2015 4th Quarter ReportMajor Unusual Incident (MUI)

October 1, 2015 through December 31, 2015

Total of 45 Reports to DODD

34 Alleged Abuse 16 Law Enforcement13 Physical 1 open

3 open 15 closed10 closed

3 substantiated 4 Medical Emergency7 unsubstantiated 0 open

4 closed10 Sexual

3 open 25 Misappropriation7 closed 7 open

2 substantiated 18 closed5 unsubstantiated 12 substantiated

6 unsubstantiatedf11 Verbal

4 open 1 Missing Person7 closed 1 open

4 substantiated 0 closed3 unsubstantiated

7 Peer to Peer38 Alleged Neglect 0 Abuse - Physical

12 open 0 open26 closed 0 closed

12 substantiated 0 substantiated14 unsubstantiated 0 unsubstantiated

3 Attempted Suicide 1 Abuse - Sexual0 open 1 open3 closed 0 closed

0 substantiated4 Death 0 unsubstantiated

Male age 52 chronic bronchitist/respiratory failure 6 Abuse - VerbalFemale age 16 sever acidosis due to apoxia 1 openMale age 67 Heart disease 5 closedMale age 71 lung and pancreatic cancer 2 substantiated

3 unsubstantiated6 Exploitation

2 open4 closed 0 Misappropriation

2 substantiated 0 open2 unsubstantiated 0 closed

0 substantiated7 Failure to Report 0 unsubstantiated

3 open4 closed 0 Exploitation

2 substantiated 0 open2 unsubstantiated 0 closed

0 substantiated13 Hospital Admissions 0 unsubstantiated

9 Medical6 open 1 Prohibited Sexual Relations3 closed 0 open

4 Psychiatric 1 closed0 open 0 substantiated4 closed 1 unsubstantiated

9 Significant Injury 2 Rights Violation0 open 0 open9 closed 2 closed

1 substantiated1 unsubstantiated

Respectfully submitted,Craig Hill DCBDD MUI IA 20 Unapproved Behavior Supports

2 open18 closed

2015 Annual MUI ReportMajor Unusual Incident (MUI)

January 1, 2015 through December 31, 2015

Total of 190 Reports to DODD

DCBDD MUI Unit Accomplishments for

2015

1. Completed 190 MUI’s for 2015 2. Presented DD information at 2 Crisis Intervention Classes (CIT) 3. Presented DD information at 2 Berlin Township EMS 4. Angie Rayburn is Chair of Delaware County Coalition of Victim

Services (DCCVS) The group raised money for victims through Walk A Mile in Her Shoes and a 5k Dash at Dusk. Both IA’s assist in running these programs. The following Organizations received $1500 Annie’s Out Reach, Turning Point, and Helpline.

5. Both IA’s sit on the Multi Agency Crisis Intervention Team (MACIT) 6. Both IA’s sit on the Sexual Assault Response Team 7. IA Hill is involved in the DODD abuse and Neglect Group. 8. IA’s had 3 criminal indictments all 3 were for theft cases.

All information is current as of December 31, 2015

Private Duty Nursing in Delaware County…

Waiver Administration in Delaware County…

Total Waiver Enrollment

Waivers added 3rd quarter

IO (295) 39%

SELF (25) 3%

Level One (384) 51%

TDD (52) 7%

IO Emer. (4) 9%

IOW /TDD

transtion (10) 23%

Level One replaced

(8) 19%

Level One (18) 42%

SELF (3) 7%

Last Quarter… Ohio Department of Medicaid authorized private duty nursing for three people served on the individual options and level one waivers.

All services were approved at the current level for one year.

DCBDD enrolled one child on the individual options waiver to utilize homemaker personal care to replace the PDN nursing that expires on January 28, 2016.

This Quarter… Ohio Department of Medicaid is scheduled to review private duty nursing authorization for only one person.

Waiver Waiting Lists…

Individual Options (IO) – 267 Self Empowered Life Funding (SELF) – 86 Level One (LV1) - 190

Waiver Costs…

Total Costs - $18,122,714 Federal Match - $9,724,847 Local Match - $6,705,404 State Allocation - $1,692,463

December 2015 Enrollment Report

Enrollment Report Date: 12/31/2015Date Range To Report Begin Date 12/1/2015 End Date 12/31/2015

Enrollment As Of: 12/31/2015

Categories (All Active Status, All Sites) Enrollment # By Age Group % of Overall EnrollmentBirth thru age two 352 14% 79%Three thru age five 443 18%Six thru age 21 1140 47%22 thru age 59 459 19%60 years old and older 53 2%Total Enrollment November 2427 (Net increase of 20) 2447 100%

Site Status # By Site % of Overall by SiteActive SA-EI (46 - 69) 345 14%Active SA - Children (01-05, 07-25, 101-110) 1454 59%Active SA - Adult (26-45) 560 23%No County Board Contact (06) 88 4%Total 2447 100%

Active - People who have left the system # of People Who Have LeftTerminations 30Deceased 1Inactive 0Total 31

Activity - People who have entered the system # of People Entering % of Those EnteringNumber Made Active - Birth thru age two 34 67% 73%Number Made Active - Three thru age five 3 6%Number Made Active - Six thru age 21 10 20%Number Made Active - 22 thru age 59 3 6%Number Made Active - 60 years old and older 1 2%Total 51 100%

Waiver # Enrolled % of those servedIndividual Options Waiver (IO) 296 12.1%Level One Waiver 386 15.8%Transitions DD 47 1.9%Self Waiver 26 1.1%

Total 755

DCBDD Personnel Report December 1, 2015Department Job_Title lfm_name FTEAdministrative Superintendent Hodge, Kristine 1.0

Administrative Assistant Mack, Wendy L 1.0Total 2.0

Office Managers Director of Administrative Operations Biernacki Sweet, Andrea 1.0Office Manager - E.I. Abdon, Pamela S. 1.0Purchasing Agent/Receptionist Davenport, Jodie L. 1.0Records Librarian Davis, Robyn 1.0Office Manager - Administration Johnson, Jillian L. 1.0Fiscal Support Noterman, Jean L 0.6Fiscal Support Rarick, Renee A. 1.0Office Manager - Support Admin. Sonner, Debbie J. 1.0

Total 7.6

Director of Information Systems Tibbitts, Glen A. 1.0IT Support Specialist Massaro, Michael 1.0

Total 2.0

Early Intervention Developmental Specialist Amato, Beth G. 1.0Developmental Specialist Block, Carrie B. 1.0Developmental Specialist Cabot, Lisa M. 1.0Developmental Specialist Harris, Heather D. 1.0Developmental Specialist Lajeunesse, Lisa A. 1.0Developmental Specialist Lehman, Melanie E. 1.0Developmental Specialist Pusateri, Julia A. 1.0Developmental Specialist Steyer, Beth E. 1.0Developmental Specialist Wilcox, Zakiah M. 1.0Developmental Specialist Wolfe-Anderson, Terri R. 1.0Developmental Specialist Woolum, Dena S. 1.0

Total 11.0

Help Me Grow Service Coordinator Bacon, Amanda 1.0Service Coordinator Gardini, Kristen 1.0Evaluator/Eval. Coord./Supervisor Halterman, Rosemary 1.0Director of Projects Kroon Van Diest, Peggy 1.0Service Coordinator Spiegel, Cassie 1.0Service Coordinator Thompson, Cora 1.0Service Coordinator Villanueva-Henkle, Jennifer 1.0Service Coordinator Zorn, Cherie 1.0

Total 8.0

Director of Support Administration Schaber, Kristy L. 1.0Support Administrator Bates, Julie A. 0.5Support Administrator Byrd, Dawn M. 1.0

Information Technology

Support Administration Family Support

Provider Coordinator Copley, Cheryl A. 1.0Support Administrator Curcillo, Lisa 1.0Support Administrator Davenport, Tina N. 1.0Support Administrator Decker, Kristen R. 0.5Support Administrator Downing, Marcy D. 1.0Support Administrator Dunaway, Shawn 1.0Support Adminstrator Fleming, Jocelyn R. 1.0Support Administrator Hahn, Linda D. 1.0Support Adminstrator Hostutler, Jessica 1.0Support Administrator Overton, Meghan L. 1.0Support Administrator Schooley, Deborah L. 1.0Support Administrator Thacker, Adam 1.0

Total 14.0

Director of Support Administration McCleese, Jennifer L. 1.0Intake Coordinator Blevins, Diane R. 1.0Support Administrator Gibson, Deborah M. 1.0Support Administrator Green, Kate 1.0Support Administrator Grywalski, Erin 1.0Support Administrator Hackworth, Heidi 1.0Support Administrator Herrera, Karen J. 1.0Support Administrator Hollingsworth, Laura J. 1.0Support Administrator Jordan, Serena 1.0Support Administrator Kilburn, LaShon 1.0Support Administrator Matlack, Keith A. 1.0Support Administrator Rollins, Barbara A. 1.0Support Administrator Rowlinson, Amanda 1.0Support Administrator Swipas, Susan L. 1.0

Total 14.0

Director of Support Administration Smart, Cheryl A. 1.0Support Administrator Benke, Kelly A. 1.0Medicaid Waiver Coordinator Draper, Melinda S. 1.0Support Administrator Eckman, Susan M. 1.0Support Administrator Ferrell, Karen L. 1.0Support Administrator Gardner, Cory 1.0Support Administrator Hardesty, Nicole 1.0Senior Investigative Agent Hill, Craig T. 1.0Support Administrator Kehres, Natalie S. 1.0Support Administrator Lucey, Jodi 1.0Investigative Agent Rayburn, Angie 1.0Support Administrator Reminder, Emily 1.0Support Administrator Ritchard, Melissa 1.0Support Administrator Sellers, Denise R. 1.0Support Administrator Tiedt, Aaron J. 1.0Support Administrator Waits, Chase 1.0Support Administrator Wasielewski, Marcia B. 1.0

Support Administration Transition Support

Support Administration Adult Support

Support Administrator Zeller, Roberta 1.0Total 18.0

76.6

Changes:LaShon Kilburn was hired as a Support Administrator on 12/14/15.Susan Munday retired on 12/17/15.

DCBDD December 2015 FTE Total

Therapy Indep = 99 Therapy Agency = 61 (providers may provide services under more

SL Indep = 96 SL Agency = 84 than one category)

Other Indep = 9 Other Agency = 37

Total Indep = 194 Total Agency = 135 (totals are unduplicated #s)

Total Current Providers = 329 (increase of 4)

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Neurofeedback and New Spring Special Now We're Talking LLCOhio Consumer CarePathfinder Progress, Payne Behavioral Pediatric Therapy Pin Oak Therapeutic 

ISIS Healthcare and Staffing Johnson HealthKari S Watts PhD BCBA D King Enterprise, LLCLearning Spectrum, LTDLets Talk LLC

Grow Speech TherapyHands from Heaven, LLCHAUGLAND, LAMARCHE, Helping Hands Center for Home Health Connection House of New Hope INC

Dynamic Pathways, Inc.Dynamic Therapeutic EEG Enterprises, IncFlourish Integrated Food for Good Thought, Inc.Grady Memorial Hospital

Columbus Therapy Cool Kids Therapy Services, Cornerstone Speech Creative Abilities LLCDelaware Speech & Hearing Dynamic Child, LLC

Beginning Kids Adventures, Blue Horizon ConsultingCenter for Cognitive & Central Ohio Behavioral Central Ohio Therapy Childrens Center for 

Three C Care HealthcareUniversal Medical Staffing VIAQUEST DAY SERVICES VIAQUEST RESIDENTIAL 

A Way With Words, LLCABC Therapies Inc.Advanced Speech, LLCAffordable Home Health All About Speech LLCAspen Home Healthcare 

Respite Connections, IncSincere Confidence Care, Step By Step Academy, Inc.Stone Lake Daycare Center, Sun Rise Agency, LLCTender Touch Supported 

Raphael Health Care, LLCRChoicesReach Educational Services Reflektions, LTDREM Ohio Residential Renaissance Healthcare LLC

Open Arms Health Systems, Outreach Care ServicesPALS A Chrysalis Health Pathfinder Progress, LLCPathways to Independence Pro Health Care 

NCK Residential Services New Direction Health and New Millenium Home Ohio Consumer CareOhio‐At‐Home Health CareOn The Mark Srvcs Inc.

Jonathan Hersh Just In Time Care Services, Lend a Hand Services LLCLife Builders, LLCMaxim Healthcare Services Minamyer Residential 

Hands from Heaven, LLC

Heritage Day Health Home Health Connection Horizon Healthcare 

House of New Hope INCIn Loco Parentis, Inc.Interim Plus Agency LLCISIS Healthcare and Staffing Johnson Health

Healthy Connections Healthy Life Home Helping Hands Center for 

Good Samaritan Home Guardian Care Services, 

Friendly Home Health Gentle Hands Care 

Experienced Providers In Food for Good Thought, 

Embracing Autism Inc.Ergon Employment 

Easter Seals Cent. & ECHO Residential 

Dreamshine at Autumn Dungarvin Ohio LLC

Creative Options LLCDo Good Health Care LLC

Cornerstone Supported Creative Foundations Inc.

Comcare Home Care Compassionate In‐Home 

Central Ohio Health and Certify Agency Resources 

Caregiver Homes of Ohio, Careplus Healthcare 

Best Payments, LLCBridges to Independence, 

AW Holdings, LLCBasinger, Inc.

Andrew Developmental Aspen Home Healthcare 

Alpha Group of Delaware Alternative Center LLC, 

Advance DD Care, LLCall R friends, LLC

ABS Assisted Living Inc.ADD

A‐1 Nursing Care IncAbility Matters

A Plus Home Health Care A Steady Hand Supported 

December 2015 Delaware Provider Network Summary(summary includes contract providers and does not include "waiver only" providers)

SL Agencies Therapy Agencies(HPC, Voc, Trans and Day Hab) (Trad/Non-Trad and Psyc/Beh Spec)