Portage County Board MRDD - pcbmrdd.org · established with the Portage County Budget Commission at...

The temporary 2014 appropriation budget for all funds has been established with the Portage County Budget Commission at $23.3 million. Adjustments to the temporary appropriations will be presented to the Board for approval in early 2014 once the Portage County Auditor has certified the carryover balances from December 31, 2013.

The 2014 Annual Action Plan represents an operating funds budget of and a capital fund budget of one hundred fifty thousand dollars for calendar year 2014. During 2014 the Portage County Board of Developmental Disabilities (Board) will serve 900 individuals across the lifespan. 2014 Action Plan priorities include the continuation of modest expenditure growth, continued Home and Community-Based Services (HCBS) waiver enrollment, and

Adopted December 18, 2013

approximately twenty-three million dollars

a successful transition and orientation to the Board of the new Superintendent.

The Administration has completed the assessment of the facility, service and support needs of eligible persons of Portage County and the departmental goals for these facility, service, and support needs follow.

Please note: A Notation of an (N) is new goal and (C) is a continuing goal

The Board asserts that this amount is adequate to assure that the services for which the Medicaid expenditures are made will be in a manner that conforms to all applicable state and federal laws. The nonfederal share of Medicaid expenditures represents an ongoing financial commitment of the Board using both state and local funds


In 2014, the Board will expend an estimated $6.74 million dollars in

state and local funds to pay the nonfederal share of the Medicaid

expenditures that the Board is required to pay by §5126.059 and

§5126.0510 of the Ohio Revised Code.

Continue as necessary, ongoing review and revision of all Board policies to insure compliance with the Ohio Revised and/or Ohio Administrative Codes. Develop and promulgate new Board policies and/or procedures as may be required by changes in the Ohio Revised and/or Ohio Administrative Codes. (C)

By end of the first quarter, complete and present to the Board a three-year strategic plan (2014-2016)

Continue ongoing cost-containment measures with a targeted outcome of overall expenditures for fiscal year 2014 not exceeding a 3% increase over 2013. (C)


Conduct ongoing public relations and information campaign through various media.

Oversee administration of Family Support Services

Program (FSSP) by NEON and ensure that all new enrollees and their families receive written program information about FSSP eligibility and services available. Maintain FSSP annual and home modification allocations at current levels through June 2014.

During last quarter of year, work with successor Superintendent for smooth transition and orientation to PCBDD.


Oversee the planning and completion of a receptionist room at the Coble Administration Building Construction to be completed by the third quarter of 2014.

In concert with Program Directors and agency providers,

continue to insure that the services and supports individuals receive produce intended outcomes, insure health and safety, reflect a high level of consumer satisfaction, and are cost-effective. (C)

Maintain positive public image and continue ongoing communication and dialogue with Commissioners, other elected officials, consumers, parents/guardians, Board staff, agency providers, and community stakeholder groups about the issues and challenges faced by consumers and families served by the Board. (C)


Undergo a successful audit by the state of Ohio of calendar year 2013 fiscal records and practices as part of the countywide audit anticipated to be completed by June 30, 2014. (C)

Conduct review of all agency position descriptions incorporating revisions as appropriate. (C & Ongoing)

Perform review of the physical job demands of agency positions with assistance from a physical therapist in order to refine the pre-employment physical examination process and to consider modified duty assignments for workers injured on the job by the fourth quarter of 2014.


Work with the Portage County Auditor’s Office to meet annual reporting requirements and transition financial, payroll, and reporting systems over to the County’s software system (Munis) and/or Crystal Reports by the middle of 2014 (if all modules are available to the Board). (C)

Promote employee wellness by developing a Wellness Committee to organize events (e.g., walking teams, recipe exchanges, etc.) and to develop an incentive program for participants.


Implement the inventory bar code tagging system for the Board’s fixed assets (i.e., assets valued at $500 or more) by the end of 2014. (C)

Oversee and direct the scanning and categorization of all

Board Departments’ historical documents/records into the DocuWare software system in order to free up physical space in the storage area per the Board’s record retention schedule. (C & Ongoing)

Revise and recommend security policies in compliance with

the Health Insurance Portability and Accountability Act by the second quarter of 2014. (N & Ongoing)


Reduce the amount of paper usage by encouraging use of electronic copies where available. Hire a consultant to provide clerical staff training on the electronic storage system. (N)

Initiate a procedure on “E-waste” recycling, including toner

cartridges, computers, and other electronics. (N)

Work with the Portage County Auditor’s Office and Technology Department to incorporate electronic recording of staff leaves and other payroll information directly by staff members to eliminate paper, display invalid requests, and reduce errors. (N)



Become a member of the Disability Housing Network (DHN) for 2014 (N)

By the end of the first quarter of 2014, complete and

report to the Board an analysis of current housing options for individuals receiving residential services in Portage County and projected future needs. (N)

By the end of the first quarter of 2014 initiate discussion

with the Portage Metropolitan Housing Authority (PMHA), Hattie Larlham Housing Corp, and Summit Housing Development Corporation on the feasibility and projected cost of serving as the Board’s housing corporation and report these findings to the Board for discussion and possible action. (N)

Provide Adult Day Program Services and supports to 230 consumers at Portage Industries (PI), an approximate increase of 1% compared to 2013.

Continue to support the Employment First

Initiative by developing our Employment First Initiative policy, keeping up to date on state initiative, and collaborating with other agencies.

Develop relationships with businesses from local

communities to foster employment opportunities. Promote employment efforts through marketing and education opportunities within the community.


Expand the number of Community Employment personnel to meet the Board’s objective of increasing community employment opportunities for Board eligible individuals.

Develop employee training program that includes job club, job skills training, and career exploration for individuals enrolled at Portage Industries.

The protection and maintenance of consumers’ health and safety are the foremost priorities. During 2014, PI will reduce the incidence of major unusual incidents (MUIs) by 5% from our 2013 statistics.


Implement new orientation program as it relates to Adult Services staff members. Rule adjustments in 2013 changed the training/ orientation requirements.

Collaborate with Service and Support Administrators to identify and refer approximately 20 consumers during 2014 through all adult service providers for community job placement and employment through the VRP3 Grant at minimum wage compensation levels and employment at a minimum of 20 hours per week.


Maintain/enhance the consumer wellness program at Portage Industries began in 2008. An average of 100 consumers will participate in the exercise program weekly by the end of 2014. This represents a 17% increase from 2013 averages. Weight loss and aerobic fitness will be the focus of the program. Physical Therapy staff will track weight for those individuals wishing to have their weight monitored.

Continue participation in the “Positive Culture Initiative” of

DODD. Collaborate with SSA responsible for writing behavior support plans to bring about positive changes for the individuals we serve.

Participate as needed in the successful negotiation of successor

year contracts with providers (e.g. UDS, Goodwill, CADS) related to day program services which provide increased consumer choice and expanded options.


Work collaboratively with all providers within Portage

County to continue expanding the array of options available to adults with disabilities who reside in the county.

Work with POWERcorps program director through the POWERcorps advisory committee meetings to assist in the promotion of POWERcorps sponsored events.

Continue to make changes to our service delivery system at

PI. Offer a variety of vocational and non-vocational activities on a daily basis. Allow for choice from the individual on activity participation and service they want to receive. Continue to promote skill development, movement, well-being, and personal growth.


Contribute to community awareness and learning by providing community integration opportunities. Allow for outings tailored towards volunteerism, health, and skill development.

Continued expansion for work opportunities at

Board facilities for individuals served by the Board.

Upon release by DODD in 2014 of new rule OAC 5123:2-2-05 Employment First, adopt Board policy consistent with rule.


Continue discussions about moving Help Me Grow staff into an empty classroom. This will streamline services for Early Intervention enrollees and their families. (N)

Provide developmentally appropriate Early Intervention Services for approximately 200 children during the course of the year, birth to age three, and their families in home, center-based, and community programs. With parent and team input, we will continue to offer and provide Home-Based Services to children under 24 months of age (currently 45% of total EI #s) and Center-based Services to children 22-36 months (currently 55 % of total EI #s). Early Intervention Services will be provided by Board employed or Board contracted staff. (C)

Increase Home-based #s to 51% and maintain during 2014. (N)


Provide appropriate special education and related services for up to twenty-four (24) school-age students, ages six to twenty-one and their families, in full compliance with all state and federal regulations and reflecting best practice. (C)

With recent training in the Routine Based Interviews (RBI), and The

Autism Diagnostic Observation Schedule (ADOS), we will now be able to do Enhanced Evaluations for children that there is a suspected Autism diagnosis. We anticipate providing this evaluation to 3-5 referrals per month. The RBI will be integrated into our eligibility packet. (N)

Provide on-going support to the Portage County Educational Service Center for services to approximately 12 preschool children, age three to five, in two classrooms. Board will provide therapy services and one classroom assistant through June 2014. (C)


Continue to provide a variety of social activities for Early

Intervention enrollees and their families, including by not limited to: swim groups, infant massage and Kindermusik throughout the school year. This option allows families to participate in social activities with their child and other families. (C)

Demonstrate full compliance with all requirements for the

annual Early Intervention licensure reviews conducted by ODE (Ohio Department of Education) by November 2014. (C)

Continue to provide two classrooms and one room for

office space to Portage Learning Centers for their Early Head Start classes, which focus on providing services to economically disadvantaged and at-risk toddlers. (C)


Distribute satisfaction questionnaire to all parents/guardians of children receiving School-age services in April 2014. Results of the surveys will be presented to the Board in June 2014. (C)

Continue to provide all students in our program access to

the community through a variety of opportunities and activities as well as bringing the community to Happy Day to provide interactions with our students with disabilities. (C)

Board will fund and provide facilities and transportation for a 6-week summer recreation program contracted with The Akron Rotary Camp for up to 76 Board-eligible individual’s ages 3-22, in seven (7) classrooms during the summer of 2014. (C)


Distribute satisfaction questionnaire to all parents/guardians of children receiving School-age services in April 2014. Results of the surveys will be presented to the Board in June 2014. (C)

Continue to provide all students in our program access to the

community through a variety of opportunities and activities as well as bringing the community to Happy Day to provide interactions with our students with disabilities. (C)


The IAs will prepare and provide to the Board, at the

February and August meetings, semi-annual and annual reports of MUI patterns and trends.

IAs will achieve 100% compliance with completing and submitting MUI investigation reports to DODD within thirty (30) working days per rule requirement.

IAs will achieve 100% compliance with MUI initial reporting requirements (i.e., incident must be reported to DODD by 3pm the next working day following the County Board’s awareness of a MUI.)


IAs will meet at least twice yearly with the inter-agency MUI Stakeholder Committee to review and address any MUI trends and patterns.

IAs will continue use of DODD’s Cognos reporting system

(i.e., MUI database) that works with the MUI Incident Tracking System (ITS). Cognos is designed to make data manipulation easier once reports are pulled from ITS. This information is used for semi-annual and annual MUI reports that are supplied to the Board and the inter-agency MUI committee.

IAs will provide technical assistance with MUI rule

interpretation and staff training to all Board staff and providers as requested.


IAs will attend MUI rule trainings conducted by DODD and other department approved trainers.

IAs will continue to provide training to Portage County

educators as part of the Community Crisis Intervention Team Educators (CITE) program.

IAs will continue to provide training to Portage County police officers and other first responders as part of the Community Crisis Intervention Team (CIT) program.


Insure that all maintenance, custodial, and

grounds equipment are maintained in first-rate operating and safety condition. Replace equipment when no longer cost-effective to maintain or repair.

Insure that all Board facilities and grounds are structurally sound, safe, and secure environments which are maintained and operated to provide Board personnel and individuals receiving services a comfortable place to work, learn and the public to visit.


Continuation of green procedures for energy savings.

Promote ongoing job skill competency

development and growth of departmental personnel through workshops and in-service training opportunities.

Recruit and hire qualified personnel as

necessary.


Reseal/restripe parking lot/driveway

replace water pressure tank

Back-up generator for tech room

Upgrade/replace exterior lighting at Administration Building for energy savings and safety

Oversee construction of receptionist area if not cost or construction prohibitive.

Oversee completion of following major capital projects to be completed throughout 2014:

• Administration Building:


Reseal playground path

replenish mulch in play areas

upgrade emergency lighting

install backup generator Repair/replace sidewalk as needed

Energy efficiency upgrade of doors as necessary

New sign to identify school


• Happy Day School:


Replace/update exterior lighting as needed for energy savings

Concrete pads for benches on walking path and basketball court for individual’s use

Build a raised planter along path for individuals to use as a garden—Possibly an Eagle Scout project

New sliding door at main individual entrance


• Portage Industries


Provide ongoing support and training to Service & Support Administrators (SSAs) and Directors/Supervisors on the Payment Authorization for Waiver Services (PAWS), the Medicaid Service System (MSS), and waiver payment utilization reports. (C)

Request up to ten (10) Level One and up to three (3) SELF-waivers. The SELF waivers will be targeted to individuals transitioning from school to work. Requests for Individual Options (IO) waivers will be made only for individuals who meet emergency status as defined in Ohio Administrative Code 5123:2-1-08

Develop plan/strategy for back up staffing for ongoing completion of Medicaid Service System cost projection tools and completion of PAWS. (N)


Provide consultation and technical advice to independent and agency providers on PAWS process and review of utilization/billing reports and billing problems as requested. (C)

Continue to oversee and supervise submission of electronic records for Board-provided waiver services (day program, non-medical transportation, and Targeted Case Management) to the Board’s Medicaid billing agent. (C)

Revise if appropriate Board website content on

“How to become a waiver provider” and Medicaid services as DODD makes changes. (C)


Implement with the SSA Department a revised process and form for consumer Residential/Supported Living requests (C).

Continue surveying individuals who are over age 40, both enrolled/not enrolled on waivers who live at home (once location coding is complete), on the individual’s/family/guardian/ needs and plans for future service needs, when and if family members are no longer able to provide natural supports to the individual. (C)

Coordinate with SSA staff the implementation of Level of

Care determinations for Transition Development Disability waiver enrollees and ongoing service authorization for waiver and Medicaid state plan services. (N)


By the end of the first quarter of 2014, initiate discussion with NEON about the feasibility and cost of NEON providing classes in Portage County for independent providers required training and provider orientation. If feasible, begin classes in second quarter. (N)

By the end of second quarter of 2014, review and update the website’s Provider Resources content. (N)


Ensure compliance with all aspects of the Service and Support Mandate: ORC §5126.15 and OAC 5123:2-1-11 (SSA rule). SSA mandates will be performed by 18 SSAs in 2014. (C)

Comply with any changes DODD may make to ORC §5126.15

and OAC 5123:2-1-11 OAC (SSA rule). Ensure that SSAs comply with all requirements of applicable

OAC rules for Level One, IO, SELF, and TDD Home and Community-Based Services (HCBS) Waivers and all applicable Board processes for administration of these waivers. (C)


SSAs will ensure that consumers and families are aware of their due process rights and assist them in appeals when necessary. (C)

Continue to complete annual plan reviews for all individuals receiving services provided or funded by the Portage County Board of DD, including SSA Services, residential/waiver services, transportation, and adult services. (C)

Transition current ISP and Functional assessment formats over to Gatekeeper format. Ensure compliance with revisions to ORC 5126.15 and OAC 5123:2-1-11and Employment First


Promote community awareness of SSA services. Continue to meet with representatives of mental health

facilities, day & home providers of service, JFS, and other agencies with whom we interface.

Continue to distribute the SSA brochure to public agencies as well as to private providers such as, hospitals, nursing homes, and doctor’s offices. (C)

Complete intake and eligibility determinations for an

estimated 150 consumers of which approximately 140 will be found eligible for Board services. (C)

An estimated 600 individuals will receive SSA services by

the end of 2014.


Continue to develop and implement a uniform SSA file directory system so all SSA files are the same format and file directory system. This will be completed by end of 2014. (N)

Continue document scanning of closed SSA files and old MUI/UIs reports that are currently stored in the archive room. (C).

Oversee the provision of the on-call emergency

response system and ensure the provision of twenty-four-hours per day, seven days per week emergency intervention. (C)


Ensure compliance with the MUI Rule, OAC 5123:2-17-02 Incidents Adversely Affecting Health and Safety as revised and effective on 9/3/2013. (C)

Access training for departmental staff on all of the

applicable functions of Gatekeeper and any other software applications as needed. (N)

Update SSA Brochure to reflect changes to ORC

§5126.15 and OAC 5123:2-1-11 (SSA rule). (Completion contingent upon ORC and/or OAC revisions) (N)


Continue implementation of Positive Behavior Support Initiative. (C)

Continue working with local public school districts, the Educational Service Center, and any other education providers in the transition of Board-eligible students in need of school to work transition services.(C)

Assist individuals with creating and participating in self-advocacy groups throughout the county. (N)


Provide strategic direction to the Administration for all technology asset purchases and implementation. (C)

Provide on-going training to all Board technology services’ users as needed. (C)

Provide network and system security updates and maintenance.

Provide on-going support for maintenance of

Gatekeeper, DocuWare, and Zixmail Systems. (C)


Provide on-site and remote technical support to all Board technology services’ users. (C)

Provide systems’ maintenance, support, and

replacement for: computers, servers, routers, switches, firewalls, webservers, email servers, printers, PDAs, copier/scanners, tablets, and smart phones as necessary. (C)

Provide maintenance and support for all designated

software applications. (C) Provide on-going support for Domain based policies

and scripts. (C)


Monitor anti-virus system to Trend Micro client-server version. (C)

Provide maintenance and support for custom

developed software applications. (C)

In concert with the Superintendent (or his/her designee), provide on-going review, maintenance, and updating of the Board’s website layout and content. (C)

Maintain fiber WAN connection for PI to Admin

building connectivity. Maintain fiber WAN connection support for Admin to HDS for both phone and network. (N)


In collaboration with technology committee and business office, implement an inventory management system that tracks: new PC’s purchases, PC location changes, PC user, technology end-of-life asset removal (including recycling). Monitor and track: operating systems and program installations (using Spiceworks software). (N)

Purchase and install a tri-band cellular phone signal booster in the Coble Administration building. (N)

Provide on-going support for maintenance of the Datacard ID software and ID card printer. (N)


By end of 1st quarter 2014, refine guest wireless end-user agreements and implement changes accordingly to wireless network. (N)

Develop a centralized Intranet using Open Atrium software platform to host employee forms, Board policies, and staff related announcements for upcoming events. (N)

By end of 1st quarter 2014, identify and replace all Microsoft XP devices with current and updated operating systems (i.e. Microsoft Windows 7 or 8). (N)


By end of 3rd quarter 2014, make server environment “hardware agnostic,” by virtualizing three (3) servers. (N)

By end of 4th quarter 2014, upgrade wireless

connectivity between HDS and transportation building. (N)

By end of 2014, purchase, implement and integrate Mobile Device Management (MDM) software, enabling off-site access in both the SSA and EI departments and syncing of Board emails with staff members’ smartphones. (N)


In collaboration with the business office and the Portage County technology department, create reports to pull information from the county financial system in order to retrieve data for accurate recording, auditing, and reporting purposes. This will help transition from dependence on the internal financial software system. (N)

By end of 4th quarter 2014, implement Print Management Software for secure printing. (N)


Transportation services provided by the Board and/or contract agencies will reflect a highly satisfied level of satisfaction as measured by consumer feedback on the Community Survey or any other consumer survey questionnaire administered by the Transportation Department.

Provide ongoing training, monitoring, and evaluation of

adult consumers using PARTA fixed-route services to access day program and community services.

As part of 2014 vehicle replacement plan, purchase two (2) small mini -transit buses (MTBs), 1 large mini- transit bus (MTB), and one transit bus. Vehicles to be purchased no later than August 2014.


Continue ongoing recruitment and hiring of qualified and dependable personnel for the Transportation Department as necessary.

Provide in-service and ongoing training to Transportation Department employees to ensure that all personnel meet all Ohio Department of Education, Ohio Department of DD, and Board policy requirements.

Sell any vehicles no longer cost-effective or practical to repair at auction or to other agencies as permitted by Board policy and/or statute. Replace associated transportation equipment when no longer cost –effective to maintain and/or repair.


Maintain positive relationship with contract agency-providers and continue to monitor them for quality of service and cost efficiency.

Maintain all Transportation Department vehicles and

associated transportation equipment in first-rate operating and safety condition. All transit buses and mini transit buses will pass the annual vehicle inspection conducted by the Ohio State Highway Patrol.


Public comment will be received through December 6, 2013.

Comment may be submitted to the Superintendent by email at: [email protected] or by hard copy sent to: Dennis M. Coble Administration Building, 2606 Brady Lake Road, Ravenna, OH 44266.


mailto:[email protected]



Requests for an electronic or paper copy of the draft 2014 Annual Plan as presented on November 20, 2013 should be submitted to Bev Puleo @ 330-297-8993 or [email protected].

The 2014 Annual Plan will be submitted to the Board for approval at its regular meeting on December 18, 2013 at the Coble Administration Building starting at 5:00 pm.





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Portage County Board MRDD - pcbmrdd.org · established with the Portage County Budget Commission at...

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