MANAGING AN EFFECTIVE CABMANAGING AN EFFECTIVE CAB

Presenters:Presenters:

Maria Damiano, CAB Chair of Metro North and holds a Maria Damiano, CAB Chair of Metro North and holds a seat on the State Advisory Councilseat on the State Advisory Council

Maria Freccero, CAB Chair of Merrimack Valley, holds a Maria Freccero, CAB Chair of Merrimack Valley, holds a seat on the Regional Board and is Vice Chair of the seat on the Regional Board and is Vice Chair of the State Advisory CouncilState Advisory Council

One of the cornerstones to enhancing the quality of life for individuals and families with intellectual

disabilities is the statewide network of Citizen Advisory Boards (CAB).

The CABs consist of self-advocates, family members, guardians, professionals, and other citizens who advise area / facility / regional directors on community needs and the quality of programs.

CAB members contribute to positive change through legislative advocacy, community education, other activities to acknowledge the work and partnership of direct care workers and families.

CAB members are appointed by the DDS Commissioner to serve on the board.

INVENTORY OF CAB RESOURCES

Citizen Advisory Boards input are valued to DDS planning, policy development, and service delivery. Quality Management, Investigations and CRT, Human Rights, services and supports, and community education are some of the opportunities for CAB involvement.

There are DDS staff available to meet with you. Start with the regional or area directors, or facility directors when planning your meeting topics and schedule one or more as a speaker.

QUALITY ENHANCEMENT & ASSURANCE

Regional Quality Enhancement Directors

Provide information regarding DDS’s quality management activities and analysis of Survey and Certification reports.

INVESTIGATIONS & CRT

Bernard Murphy, Director of Investigations(617) 624-7789

Regional Senior Investigators

Provide information on the investigation process as well as informal discussions on local trends and patterns.

Regional / Area CRT Coordinators

Explain the CRT process along with discussion of citizen’s role, recruitment and training. Ultimately, analysis of patterns and trends will be available.

HUMAN RIGHTS

Tom Anzer, Director of Human Rights (617) 624-7738

Regional Human Rights CoordinatorsProvide Information on the dimensions and definitions of human rights, the role of DDS and agency committees and officers. Training on being an effective human rights committee member is available along with reports and trend analysis.

COMMUNITY EDUCATION

Ralph Edwards, Office of Citizen Leadership(617) 624-7755

Provides information on community education strategies, shared experiences of other CABs and technical assistance.

BOARD DEVELOPMENT

Ralph Edwards, Office of Citizen Leadership(617) 624-7755

Provides information of CAB roles and responsibilities, applicable technologies and strategies to evoke (evolve) a Vision and develop a work plan. Provides technical assistance in promoting team work.

SERVICES AND SUPPORTSSERVICES AND SUPPORTS

Regional, area, and facility staff have experience and Regional, area, and facility staff have experience and expertise on various services and supports. The expertise on various services and supports. The directors are helpful to identify the appropriate person directors are helpful to identify the appropriate person for your meeting. For example:for your meeting. For example:

Individual Service Plan Neil Lazzara

Transportation Regional Transportation Coordinator

Family Supports Regional Family Support Coordinator

Housing Regional Housing Coordinator

MAP Sharon Oxx or Regional MAP Coordinator

Emergency Preparedness Area Director

Guardianship Jackie Berman, DDS Legal Counsel

Children's Services Theresa Murphy or Childrens / Adolescent Services Coordinator

DDS CITIZEN ADVISORY BOARD

ROLE OF THE “CHAIR”

SCHEDULES & CHAIRS MEETINGSSCHEDULES & CHAIRS MEETINGS

The CAB is required to meet at least four times a year. The CAB is required to meet at least four times a year. Most will meet more frequently. The Chair works with Most will meet more frequently. The Chair works with the Area Director to schedule a time and place for the the Area Director to schedule a time and place for the CAB meeting, to notify members and prospective CAB meeting, to notify members and prospective members, and to have available materials needed for a members, and to have available materials needed for a successful meeting. successful meeting.

The CAB Chair manages the meeting as formally or The CAB Chair manages the meeting as formally or informally as the members chose.informally as the members chose.

ENGAGES MEMBERSENGAGES MEMBERS

The CAB Chair gets people involved. This is best The CAB Chair gets people involved. This is best done by relating the group’s activities to the group’s done by relating the group’s activities to the group’s VISION, interests, and skills. Efforts are made to get VISION, interests, and skills. Efforts are made to get every member involved in discussions, not just a every member involved in discussions, not just a vocal few.vocal few.

PROMOTES COMMUNICATIONPROMOTES COMMUNICATION

LISTENINGLISTENING DIALOGUEDIALOGUE FEEDBACK FEEDBACK

Communication is both the challenge and the Communication is both the challenge and the prizeprize of an effective meeting. It entails encouraging of an effective meeting. It entails encouraging people to talk, actively listening to what they say, people to talk, actively listening to what they say, giving feedback, responding in a clear and open giving feedback, responding in a clear and open manner, and being respectful.manner, and being respectful.

PROBLEM SOLVINGPROBLEM SOLVING

Every problem is an opportunity. The Chair works Every problem is an opportunity. The Chair works with CAB members to clearly define the problems, with CAB members to clearly define the problems, identify and evaluate options, select an option, and identify and evaluate options, select an option, and implement. implement.

MAINTAINS RECORDSMAINTAINS RECORDS

CAB meeting minutes are essential to keeping track CAB meeting minutes are essential to keeping track of who’s doing what and why. The CAB may include of who’s doing what and why. The CAB may include a secretary to write the minutes. The minutes may a secretary to write the minutes. The minutes may be as general or specific (not too detailed) as the be as general or specific (not too detailed) as the group wishes. The Chair works with the secretary to group wishes. The Chair works with the secretary to ensure that there are accurate and timely minutes.ensure that there are accurate and timely minutes.

CITIZEN ADVISORY BOARD WORK PLANSCITIZEN ADVISORY BOARD WORK PLANS

Following are suggestions for developing a CAB work plan. The work plan Following are suggestions for developing a CAB work plan. The work plan should reflect the should reflect the interestsinterests and and prioritiespriorities of your board. Characteristics of of your board. Characteristics of an effective, “doable” work plan are:an effective, “doable” work plan are:

Inclusive - all the vested parties are included in setting the goals, Inclusive - all the vested parties are included in setting the goals, developing the plan and “working” the plan.developing the plan and “working” the plan.

Valued - the work plan must address something of importance to the Valued - the work plan must address something of importance to the board. It needs to be both a challenge and recognized as making a board. It needs to be both a challenge and recognized as making a difference when accomplished.difference when accomplished.

Doable - the plan must be feasible. Based on the available resources Doable - the plan must be feasible. Based on the available resources (people, energy, interests, funds, etc), it must be possible to carry out the (people, energy, interests, funds, etc), it must be possible to carry out the activities of the plan.activities of the plan.

Benchmarks - everything happens in stages. The periodic, identified stages Benchmarks - everything happens in stages. The periodic, identified stages of the work plan provide the board feedback on what is working and what of the work plan provide the board feedback on what is working and what needs work.needs work.

Measurable - the activities and accomplishments of the work plan can be Measurable - the activities and accomplishments of the work plan can be objectively measured. Board members know when a benchmark was (or objectively measured. Board members know when a benchmark was (or was not) reached, when a task was (or only partially) completed, or when an was not) reached, when a task was (or only partially) completed, or when an objective was (or was not) accomplished.objective was (or was not) accomplished.

An effective work plan seeks results, not consequences !An effective work plan seeks results, not consequences !

BY-LAWSBY-LAWS

The purpose of the Board is to advise Area Director in The purpose of the Board is to advise Area Director in the oversight of the developmentally delayed services the oversight of the developmentally delayed services in the Area. The Board’s goal is to improve the quality in the Area. The Board’s goal is to improve the quality of life of the Area’s residents by supporting the of life of the Area’s residents by supporting the individuals who live and work there. individuals who live and work there.

Review your By-Laws PeriodicallyReview your By-Laws Periodically

Sample CAB AgendaSample CAB Agenda Area Director’s ReportArea Director’s Report Regional Update – (Regional Board Member on CAB)Regional Update – (Regional Board Member on CAB) SAC Update – (SAC Member on CAB)SAC Update – (SAC Member on CAB) Chairperson’s Report/UpdatesChairperson’s Report/Updates

Monthly SAC/CAB Conf CallMonthly SAC/CAB Conf Call Review Legislative Advocacy ActivityReview Legislative Advocacy Activity FCM FCM

Review last surveyReview last survey Plan for next three surveysPlan for next three surveys

Review of by-lawsReview of by-laws OtherOther

““Sharing”Sharing” Didactic Sessions Didactic Sessions Annual GoalsAnnual Goals

CAB Board Member CAB Board Member AssignmentsAssignments

Legislative Liaison Legislative Liaison (includes e-mail and phone tree)(includes e-mail and phone tree)

FCM Coordinator (works with monitor)FCM Coordinator (works with monitor) RecruitmentRecruitment Communication Coordinator and Self-Advocate Communication Coordinator and Self-Advocate

SupportSupport Refreshments and “Social Coordinator”Refreshments and “Social Coordinator” SecretarySecretary Other Assignments as needed (eg, Review of Other Assignments as needed (eg, Review of

By-Laws)By-Laws)

Metro North Citizen Advisory BoardMetro North Citizen Advisory Board

Legislative Advocacy PlanLegislative Advocacy Plan

Goal: To contact our legislators - by phone calls, letters, e-mails and/or visits - to share personal stories and to alert them to the need for sufficient funding for work opportunities, residential programs, transportation and salaries for direct care workers. Particular emphasis will be placed on educating legislators on the effect of budget cuts on services provided to their constituents.

CAB Member Senator Rep Letter(s) Date Visit(s) Date CommentsJoanne B Richard Tisei Mark Falzone Y February Y March  Maria D Bruce Tarr Brad Jones Y February Y March  

   

RECRUITMENT IDEASRECRUITMENT IDEAS

FAMILIES WHO RECEIVE SERVICESFAMILIES WHO RECEIVE SERVICES Service Coordinators, Turning 22 Coordinator, CRT CoordinatorService Coordinators, Turning 22 Coordinator, CRT Coordinator

SELF ADVOCATESSELF ADVOCATESMass Advocates Standing Strong , service coordinatorsMass Advocates Standing Strong , service coordinators

FAMILIES IN PROGRAMSFAMILIES IN PROGRAMSProvider Groups, Special Olympics, Meetings/TrainingsProvider Groups, Special Olympics, Meetings/Trainings

PEOPLE YOU KNOWPEOPLE YOU KNOW Social/Civic Organizations, Your Neighborhood, Churches, Businesses, Social/Civic Organizations, Your Neighborhood, Churches, Businesses, Banks, Realtors, Family, TeachersBanks, Realtors, Family, Teachers

ADVERTISEADVERTISEBulletin Boards, Community Newspapers, Churches, Colleges Bulletin Boards, Community Newspapers, Churches, Colleges

CAB EDUCATIONAL EVENTSCAB EDUCATIONAL EVENTS

CELEBRATE! CELEBRATE!CELEBRATE! CELEBRATE!

The Chair finds the opportunities to The Chair finds the opportunities to celebrate. Acknowledge the celebrate. Acknowledge the achievements and contributions of groups achievements and contributions of groups and individuals, families served, CAB and individuals, families served, CAB members, DDS staff, and other citizens members, DDS staff, and other citizens who make a difference.who make a difference.