TUSCARAWAS COUNTY BOARD OF DEVELOPMENTAL DISABILITIES

DATE: Organizational Meeting, Monday, January 27, 2020 PLACE: Service & Support Center, 610 Commercial Avenue SW, New Philadelphia, Ohio TIME: 5:30 p.m. CALL TO ORDER: President 1.1 RECORD OF OATH OF OFFICE FOR REAPPOINTED MEMBERS:

Robert Glasgow – Reappointed by the Tuscarawas County Probate Judge to his third four-year term beginning January 1, 2020 and ending December 31, 2023. The oath of office will be administered prior to the start of the February Board meeting since he was excused for the month of January.

Ryan Yoss – Reappointed by the Tuscarawas County Commissioners to his second four-year term beginning January 1, 2020 and ending December 31, 2023. Oath of office was administered prior to the start of the meeting.

1.2 ROLL CALL: Executive Assistant Lisa Sidoti

Present Absent Julie Brinkman x Thomas Fantin x Robert Glasgow x (excused) Andrea Legg x Donna Wayt x

Stephanie Wilson x Ryan Yoss x 1.3 PLEDGE OF ALLEGIANCE 1.4 ADDITIONS, DELETIONS, CORRECTIONS TO AGENDA

I. ORGANIZATIONAL BUSINESS BEFORE THE BOARD

1. 2020 Board Meeting Schedule Recommendation to adopt a motion to set the following dates, time and location for all regularly scheduled Board meetings for 2020. Dates: January 27, February 24, March 16, April 20, May 18, June 15,

August 17, September 21, October 19, and November 16 Time: 5:30 p.m. Location: Service and Support Center 610 Commercial Avenue SW New Philadelphia, Ohio

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In accordance with Board Policy 1.3, the schedule of all regular Board meetings shall be posted in the Service and Support Center and Starlight School and on the Board’s website. This schedule will specify the time and place of all meetings. The news media is notified of all regular, special, and emergency meetings per statute and in accordance with Board Policy 1.3. The notification of all special meetings includes the identification of the purpose of the meeting. Any person may request to receive a personal notice of meetings in accordance with Board Policy 1.3. The Superintendent designates the Executive Assistant to the Superintendent as the Board employee responsible to provide the appropriate notice of all meetings. Motion: Julie Brinkman Second: Thomas Fantin

Yea Nay

Julie Brinkman x Thomas Fantin x Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x

Ryan Yoss x The President declares the motion carried.

2. 2020 Slate of Officers Recommendation to adopt a motion to approve the slate of officers for calendar year 2020 as submitted by the Board Nominating Committee. President: Stephanie Wilson Vice President: Ryan Yoss Recording Secretary: Julie Brinkman Motion: Donna Wayt Second: Andrea Legg

Yea Nay

Julie Brinkman x Thomas Fantin x Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x Ryan Yoss x The President declares the motion carried. 3. 2020 Board Committees The 2020 Board President shall appoint the following Board members to the following

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committees:

Personnel (3): Julie Brinkman

Stephanie Wilson

Ryan Yoss

Finance (3): Thomas Fantin

Robert Glasgow

Donna Wayt

Ethics (3): Julie Brinkman

Thomas Fantin

Andrea Legg

Motion: Ryan Yoss Second: Julie Brinkman Yea Nay

Julie Brinkman x Thomas Fantin x Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x Ryan Yoss x The President declares the motion carried.

4. Board Policies Recommendation to adopt a motion to readopt all current Board policies. Motion: Donna Wayt Second: Thomas Fantin

Yea Nay

Julie Brinkman x Thomas Fantin x Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x Ryan Yoss x The President declares the motion carried.

5. Appointment to Ruth Carlson-Starlight Foundation, Inc. Recommendation to adopt a motion to appoint the following member of the Tuscarawas

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County Board of Developmental Disabilities to serve on the Ruth Carlson-Starlight Foundation, Inc. Board of Trustees for calendar year 2020:

Donna Wayt Motion: Andrea Legg Second: Julie Brinkman

Yea Nay

Julie Brinkman x Thomas Fantin x Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x Ryan Yoss x The President declares the motion carried.

6. 2020 Board Member Declarations

Pursuant to the requirements of the Ohio Revised Code Section 5126.024, Board members must complete a declaration upon appointment or reappointment to be provided to their appointing authority. Although this only needs to be completed upon appointment or reappointment, a NewsAlert issued by the Ohio Association of County Boards (OACB) recommends that it is best practice for each county board to have all Board members sign this declaration at the initial Board meeting each year. A declaration has been prepared for each member to sign tonight and will then be kept as a part of the Board’s official file. No official action is required for this item.

II. ADJOURNMENT 1. Adopt a motion to adjourn. Motion: Thomas Fantin Second: Ryan Yoss

Yea Nay Julie Brinkman x

Thomas Fantin x Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x Ryan Yoss x The President declares the motion carried.

Time: 5:42 p.m.

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“This is a true and accurate record of the meeting of January 27, 2020.” Minutes were Board-approved at the February 24, 2020 Board meeting. Signatures will be

obtained when in-person Board meetings resume. ____________________________ ____________________________ Stephanie Wilson, President Julie Brinkman, Recording Secretary This is not a verbatim transcript of the January 27, 2020 Organizational Board meeting. 2020-0127 organizational mtg minutes

TUSCARAWAS COUNTY BOARD OF DEVELOPMENTAL DISABILITIES

DATE: Regular Meeting, Monday, January 27, 2020 PLACE: Service & Support Center, 610 Commercial Avenue SW, New Philadelphia, Ohio TIME: 5:42 p.m. CALL TO ORDER: President 1.1 ROLL CALL: Executive Assistant Lisa Sidoti

Present Absent Julie Brinkman x Thomas Fantin x Robert Glasgow x (excused) Andrea Legg x Donna Wayt x Stephanie Wilson x Ryan Yoss x

1.2 REVIEW OF TuscBDD MISSION AND VISION

Mission Statement: The Mission of the Tuscarawas County Board of Developmental Disabilities is to enhance the lives of individuals with disabilities through quality services and community partnerships.

Vision Statement: The Vision of the Tuscarawas County Board of Developmental Disabilities is for a community that recognizes the importance and potential of all citizens.

1.3 ADDITIONS, DELETIONS, CORRECTIONS TO AGENDA

The motion language in item 2 of New Business has been revised.

Motion 8 was added under New Business.

I. APPROVAL OF MINUTES

1. Recommendation to adopt a motion to approve the minutes of the November 18, 2019 Board meeting.

Motion: Donna Wayt Second: Julie Brinkman

Yea Nay

Julie Brinkman x Thomas Fantin x

Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x Ryan Yoss x The President declares the motion carried.

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2. Recommendation to adopt a motion to approve the minutes of the November 18, 2019 Ethics Committee meeting.

Motion: Thomas Fantin Second: Ryan Yoss

Yea Nay

Julie Brinkman x Thomas Fantin x

Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x Ryan Yoss x The President declares the motion carried.

II. FINANCIAL REPORT 1. Monthly Reconciliation The financial reports for November and December were provided for review. The noteworthy items were highlighted in the reports. At the meeting, Mark Schott noted that revenues were higher than budgeted in 2019 due primarily to the transfers of money from MEORC back to TuscBDD’s general fund which had to be reflected as revenue. There were also two cost report settlements and the 2017 waiver match reconciliation that also resulted in unexpected revenue. Property tax revenue increased by 5% over the previous year, but rollback revenue decreased by 14% in 2019. Mark then reviewed expenditures for 2019 and shared that they were $400,000 more than the actual revenue (with the transfers from MEORC excluded) thus equaling a $400,000 net loss. Nate Kamban then shared that the administrative team met with Rick Black of OACB to review our long range financial plan and levy plans for the future. TuscBDD has a healthy carryover balance but is also in deficit spending mode making it necessary to strategically plan out the best course of action for future levies which will be needed to sustain programs and services. The team will continue to review our long term plan on a regular basis, and plans have been made to meet with Rick Black in the future. Comments or questions were welcomed from the Board members on the information contained in the report. Recommendation to adopt a motion to approve the financial statement as presented.

Motion: Andrea Legg Second: Ryan Yoss Yea Nay

Julie Brinkman x Thomas Fantin x

Robert Glasgow absent Andrea Legg x Donna Wayt x

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Stephanie Wilson x Ryan Yoss x The President declares the motion carried. 2. Recommendation to adopt a motion to approve salaries in the amount of $391,257.89

and expenditures in the amount of $612,696.10 for the months of November and December.

Motion: Ryan Yoss Second: Julie Brinkman

Yea Nay

Julie Brinkman x Thomas Fantin x

Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x Ryan Yoss x The President declares the motion carried.

III. COMMITTEE REPORTS IV. OLD BUSINESS BEFORE THE BOARD

V. NEW BUSINESS BEFORE THE BOARD

1. Authorization to Bid Annual Items

Recommendation to adopt a motion to authorize the Superintendent to submit for bid all reoccurring annual bid items for 2020 which now only consists of janitorial services. Motion: Ryan Yoss Second: Donna Wayt

Yea Nay

Julie Brinkman x Thomas Fantin x

Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x Ryan Yoss x The President declares the motion carried. 2. Planned Respite and In-Home Supports for Youth Grant Agreement – SFY 2020-2021 Nate Kamban shared that we were fortunate to be selected by DODD as a recipient of the Planned Respite and In-Home Supports for Youth grant for state fiscal year 2020-2021. This funding amount, which is smaller than the initial grant award, totals $199,970 and will allow

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us to expand our local efforts to serve youth. A request for proposal was put out for a provider, and Mayle Homes of Carroll County was selected due to their experience handling more significant behavioral challenges and lower cost for services. The new model is expected to launch April 1, 2020. Recommendation to adopt a motion to authorize the Superintendent to enter into the SFY 2020-2021 grant agreement with the Ohio Department of Developmental Disabilities for the Planned Respite and In-Home Supports for Youth grant which totals $199,970. This agreement will be sent to Assistant Prosecuting Attorney, Robert Stephenson II for review and approval prior to signing. Motion: Donna Wayt Second: Andrea Legg

Yea Nay

Julie Brinkman x Thomas Fantin x

Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x Ryan Yoss x The President declares the motion carried. 3. Service and Support Administration Manager Position and Table of Organization

Revision Lynn Angelozzi and Kyle Wells looked at models from other county boards on how SSA departments were structured. They found that most county boards with the number of SSAs we have in Tuscarawas County have a director and middle managers. The middle managers still maintain a small caseload but also have a select number of SSAs that report directly to them which allows for better quality control and more focus on outcomes specific to their caseloads. Kyle Wells mentioned that there is a great deal of busy work centered around plans and MUIs that could use an additional set of eyes for quality control. The expectation is that these middle managers would meet weekly with their direct reports to focus on productivity and outcomes as well as other duties. Lynn Angelozzi commented that they would like to consider filling these positions in-house if there is interest. The idea of moving some of the SSAs with kids’ caseloads to Starlight School is also being considered to help eliminate any gap in services as children transition from preschool to school age and are encouraged to have an SSA assigned to them. Several Board members discussed the importance of training for this move from peer to supervisor, and Andrea Legg suggested considering a mentorship with another county board as an option. Stephanie Wilson also stressed the importance of learning how to advocate for staff without aligning with them. The interview process will be structured to be very up front about the expectations of this position. Recommendation to adopt a motion to approve the position description for Service and

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Support Administration Manager, thereby adding two of these positions to the table of organization and authorizing the Superintendent to post and fill the positions. This motion to revise the table of organization includes the revision to specific job titles as specified in motion 4 below. Motion: Ryan Yoss Second: Thomas Fantin

Yea Nay

Julie Brinkman x Thomas Fantin x

Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x Ryan Yoss x The President declares the motion carried. 4. Position Description Revisions

Recommendation to adopt a motion to approve the revisions to the following position descriptions as presented:

Administrative Assistant Business Office

Administrative Assistant Service and Support

Behavior Support Specialist

Business Operations Director (formerly titled Director of Business Operations)

Community Connections Specialist

Community Relations/Special Projects Director (formerly titled Community Relations/Special Projects Coordinator)

Executive Assistant to the Superintendent

Facilities Director (formerly titled Facilities Manager)

FANS Network Administrative Assistant

Human Resources Director (formerly titled Human Resources Coordinator)

Information Technology Coordinator

Maintenance

Secretary

Service and Support Administration Director (formerly titled Service and Support Administration Supervisor)

Service and Support Administrator

Service and Support Administrator Employment Navigator

Starlight School Principal

Substitute Secretary Motion: Donna Wayt Second: Thomas Fantin

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Yea Nay Julie Brinkman x Thomas Fantin x

Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x Ryan Yoss x The President declares the motion carried. 5. Disposal of Unneeded, Obsolete, or Unfit Equipment Recommendation to adopt a motion to approve the disposal of unneeded, obsolete, or unfit equipment. A detailed listing of this equipment has been developed and will be submitted to the Tuscarawas County Commissioners for final approval. This equipment will then be disposed of by posting it for sale on the internet auction website GovDeals.com, donating it to a worthy cause/public entity, or taking it to a recycling center. Equipment that is broken will be scrapped. Motion: Julie Brinkman Second: Andrea Legg

Yea Nay

Julie Brinkman x Thomas Fantin x

Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x Ryan Yoss x The President declares the motion carried. 6. Board Resolution to Abolish Programs and Positions Nate Kamban shared that the memorandum of understanding with OAPSE was signed today and contains the same basic provisions for staff as those who were laid off since 2016. Stephanie Wilson recognized the two affected employees for their long-term service to this agency and those we serve. WHEREAS, TuscBDD currently operates the Charmed store; and WHEREAS, the Board’s Charmed store has not turned a profit, and the Board anticipates that such losses will continue; and WHEREAS, Article 12 of the OAPSE collective bargaining agreement authorizes the implementation of a Reduction In Force/Layoff; and WHEREAS, the recommendation was presented for closure of the Charmed store and

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consequent layoff of the employees working at the store due to abolishment of positions and lack of work; NOW, THEREFORE, BE IT RESOLVED, that:

(a) the Board’s Charmed store will close at the end of the day on February 29, 2020; (b) the following positions shall be abolished effective at the close of business on March 2,

2020, due to lack of work resulting from the closure of the store:

2 Store Attendants (c) the Superintendent or designee shall provide appropriate layoff notices to affected

employees and OAPSE regarding the reduction in force that will result from the impending closure of the store, and shall ensure placement of the affected employees on the applicable recall lists; and

(d) the attached Memorandum of Understanding with OAPSE regarding payments to employees upon store closure is hereby approved.

Motion: Julie Brinkman Second: Ryan Yoss Roll Call: Yea Nay Julie Brinkman x Thomas Fantin x Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x Ryan Yoss x The President declares the motion carried. 7. Donations Recommendation to adopt a motion to accept the following donations, to deposit them in the County Treasury under U25 or S50, as appropriate, and to utilize them for their specific purposes as designated by the donors:

$46.00 from Apples for the Students to Starlight School.

$107.80 from General Mills Box Tops for Education to Starlight School.

$300.00 from David Litty and the Litty Family to TuscBDD for the FANS Program in honor of Steve and Teresa Litty.

Motion: Donna Wayt Second: Andrea Legg

Yea Nay

Julie Brinkman x Thomas Fantin x

Robert Glasgow absent Andrea Legg x Donna Wayt x

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Stephanie Wilson x Ryan Yoss x The President declares the motion carried. 8. Revision to Salary Ranges for Non-Union Employees Recommendation to adopt a motion to approve the proposed change to the salary ranges established for non-union employees to include the addition of a range for Service and Support Administration Manager as presented. Motion: Thomas Fantin Second: Julie Brinkman

Yea Nay

Julie Brinkman x Thomas Fantin x

Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x Ryan Yoss x The President declares the motion carried.

VI. PERSONNEL 1. New Hires/Resignations/Retirements: none

VII. PROGRAM REPORTS Program reports were presented in a new verbal format this month with each manager

sharing highlights from their department with the Board. VIII. REPORTS OF THE SUPERINTENDENT

1. Ohio Department of Developmental Disabilities Pipeline Newsletters – These can be accessed online at http://dodd.ohio.gov/pipeline/Pages/Pipeline-Quarterly.aspx (Copies are also available upon request.)

2. Additional Miscellaneous Information

Nate Kamban is scheduled to meet with Donna Merrill to discuss the future use of the space that Horizons currently rents in the TuscBDD workshop. Horizons mentioned previously that they were searching for a smaller space due to the fact that they no longer provide services to adults on Medicaid waivers. Nate will continue to update the Board as more information becomes available.

Memberships and Contract Services: A list of all memberships and contract services was included in the Board book. Nate Kamban explained that this will be shared with the Board annually in January for review. Many of these items are well below the threshold of what the Board needs to approve; however, it is an opportunity for the Board to stay informed of the memberships TuscBDD belongs to and its contractual relationships. Only those items that are above the $15,000 threshold will be brought

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to the Board as an agenda item.

Nate Kamban shared that $573,000 will be maturing soon at MEORC at which time it will be transferred back to TuscBDD’s general fund at the county. This will continue to be the practice as future investments mature at MEORC until all funds are transferred back to our local fund.

The TuscBDD leadership team was invited to be a participant in the first ever, three-day ADVANCE Partnership Leadership Summit, sponsored by the Ohio Association of Direct Support Professionals (OADSP), to work with other forward-thinking professionals as we envision what our field will be like in 2030.

Board members were asked to come to the February Board meeting prepared to have their picture taken for the website.

IX. MISCELLANEOUS

1. Major Unusual Incident (MUI) Report 2. Newspaper Articles

X. PUBLIC PARTICIPATION XI. EXECUTIVE SESSION

1. Recommendation and motion to enter into and conduct an executive session in accordance with Revised Code 121.22(G) for the purpose of consideration of the following matter: The employment and discipline of public employees. A majority of the quorum of the Board determined by roll call vote is required to hold an executive session. A roll call vote will be taken.

Motion: Julie Brinkman Second: Ryan Yoss Roll Call: Yea Nay

Julie Brinkman x Thomas Fantin x Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x

Ryan Yoss x The President declares the motion carried. Time in: 6:47 p.m.

2. Recommendation and motion to adjourn executive session and return to the open

meeting. A roll call vote will be taken.

Motion: Thomas Fantin Second: Ryan Yoss

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Roll Call: Yea Nay

Julie Brinkman x Thomas Fantin x Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x

Ryan Yoss x The President declares the motion carried.

Time out: 7:10 p.m. XII. ADJOURNMENT

1. Adopt a motion to adjourn.

Motion: Julie Brinkman Second: Donna Wayt Yea Nay

Julie Brinkman x Thomas Fantin x

Robert Glasgow absent Andrea Legg x Donna Wayt x Stephanie Wilson x Ryan Yoss x The President declares the motion carried. Time: 7:10 p.m. “This is a true and accurate record of the meeting of January 27, 2020.”

Minutes were Board-approved at the February 24, 2020 Board meeting. Signatures will be

obtained when in-person Board meetings resume. ____________________________ _____________________________ Stephanie Wilson, President Julie Brinkman, Recording Secretary This is not a verbatim transcript of the January 27, 2020 Board meeting. 2020-0127 minutes