Tuscarawas County Family & Children FirstP0. Box 1017 • New Philadelphia, 0h0 44663-5117

Telephone: (330) 343-2286 • Fax: (330) 364-3307E-mail: tcfcfc@tusco.net

R0bB0dsh, Council Coordinator

DATE: August 12, 2011

TO: TCFCFC Governing Board Members

FROM: Dave Schaffer, ADAMHS Board

RE: August meeting materials

Attached please find your July Governing Board materials. Our next regularlyscheduled meeting is Friday, August 19, 2011 from 1:30 p.m. to 3:00 p.m. at theADAMHS Board.

Please confirm your attendance via e-mail to Robin Bowdish atcouncilmanager(à)tcfcfc.or or Natalie Bollon and call with any comments orquestions.

cc: Robin Bowdish, Council Manager, TCFCFCNatalie Bollon, Mgr. Community Services, ADAMHS BoardAdvisory Committee

1

Tuscarawas County Family & Children FirstGoverning Board

AgendaFriday, August 19, 2011

1:30 p.m. at the ADAMHS Board Office

Call to OrderApproval of July 15, 2011 Governing Board Minutes (p. 3-6) *

Ill. Committee Updates:1. Advisory Committee—Minutes from July 18, 2011 meeting (p. 78)*

• FACT (Families and Communities Together)Team — Jan Slocum• ECCC — Lisa Crites• ACAP Committee—Veronica Spidell

2. Budget Committee—Dave Schaffer• Monthly financials

•• List of Bills (to be distributed)*+ Balance Sheet/Statement of Revenue and Expense as of July 31,

2011 (to be distributed)*• OFCF Formal Guidance for the Family and Children First Flexible

Funding Pool, June 2011 (p. 9-16)• Parent Stipend• Operations Manual• Home Choice Update

3. Service Coordination Committee-Natalie Bollon/Rindy BraceIV. Unfinished Business

• Resource Sharing Day• YRBS• Ohio Children’s Trust Fund• Agency Questionnaire/e-mail information

V. Agency/Program UpdatesVI. Adjournment

Next Meeting: September 16, 2011 at 1:30 at the ADAMHS Board

* Action required

2

Tuscarawas County Family & Children First CouncilGoverning Board

July 15,2011

Present: Lisa Crites, Laurie Donley, Kamelia Fisher, Rindy Brace, Jan Slocum, SueShackelford, Mary Jo Fragasse, Natalie Bollon, Natalie Lupi, Vickie lonno, ChrisAbbuhi, Rhonda McCaslin, Bob Alsept, Robin Bowdish

Absent: Tom Berbelis, Michelle Tope, Alison Kerns, Roger Bond, Linda Fanning, ChristineKendle, Sylvia Argento

Guests: Michelle Sayre

Business of the Day:

K. Fisher called the Tuscarawas County Family and Children First Council (TCFCFC) GoverningBoard to order at 1:38 p.m.

Resolution 1A motion was made by C. Abbuhi to approve the Board minutes from June 17, 2011. N. Bollonseconded the motion. Governing Board members voted in favor of the resolution, no oppositions, noabstentions; the motion carried.

Committee Reports

Advisory: Minutes from the June 20, 2011 Advisory Committee meeting were included with theGoverning Board Packet.

Resolution 2A motion was made by N. Bollon to approve the Advisory Committee minutes from June 20, 2011.N. Lupi seconded the motion. Governing Board members voted in favor of the resolution, nooppositions, no abstentions; the motion carried.

• FACT Team: J. Slocurn reported that the committee had its first official monthly familymeeting on Tuesday night. During that meeting, R. Bowdish shared information aboutCouncil, parents discussed issues, and committee members presented information to a parentwho was present. The FACT Team also distributed 500 flyers at parades. They are planningtheir August meeting. L. Donley discussed the need for the FACT Team to have a budget linefor resources for outreach. Expenses would be for things like a banner to use in parades,presentations, etc.; potential meeting expenses; flyers; promotional items. They group alsowould like to do some fundraisers. The FACT Team knows they would need to work closelywith M. Sayre on purchases and would need to be planful to accommodate the process.

Resolution 3A motion was made by N. Lupi to allocate up to $600 per year for the FACT Team to use for expensesrelated to family recruitment. B. Alsept seconded the motion. Governing Board members voted infavor of the resolution, no oppositions, no abstentions; the motion carried.

• Early Childhood Coordinating Committee (ECCC): L. Crites shared that the quarterlyreport to schools has been sent. Based on Help Me Grow’s information, there are potentially52 Part B children. Most of those children are in the New Philadelphia and Dover districts.As a result of the funding cuts from ODH, a HMG Service Coordinator was let go. HMG nowhas a Facebook page.

I

3

Budget: This committee did not meet in July because there was no quorum. M. Sayre requested asupplemental appropriation of $4000 from L50-L20 Unappropriated to L50-L05 Contract Services toalign the CY 2011 County Budget more closely with the FY 2011-2012 TCFCFC Operating Budgets.She stressed that this action will not increase the Operating Budget Projections.

Resolution 4A motion was made by C. Abbuhi to approve a supplemental appropriation of $4000 from L50-L20Unappropriated to L50-L05 Contract Services in order to align the CY 2011 County Budget moreclosely with the FY 2011-2012 TCFCFC Operating Budgets. V. lonno seconded the motion.Governing Board members voted in favor of the resolution, no oppositions, no abstentions; the motioncarried.

M. Sayre reviewed the List of Bills dated July 15, 2011; the Balance Sheet ending June 30, 2011; andthe Statement of Revenue and Expense ending June 30, 2011.

Resolution 5A motion was made by R. McCaslin to approve the List of Bills from July 15, 2011. L. Critesseconded the motion. The Governing Board members voted in favor of the resolution, no oppositions,no abstentions; the motion carried.

Resolution 6A motion was made by R. McCaslin to approve the payment of the Parent Stipend. B. Alseptseconded the motion. Governing Board members voted in favor of the resolution, no oppositions, J.Slocum abstained; the motion carried.

Resolution 7A motion was made by L. Donley to approve the Monthly Financial Report for June 30, 2011. L.Crites seconded the motion. The Governing Board members voted in favor of the resolution, nooppositions, no abstentions; the motion carried.

MOU’s: N. Bollon indicated the MOU’s are active for 24 months. The plan is to review them everyJuly and look for feedback to determine if any changes are needed. N. Bollon referred to page 2 of thedocument that addresses responding to requests for information. Some agencies respond, some don’t,and some eventually respond. R. Brace did thank agencies for making their staff available for theService Coordination process. K. Fisher asked Governing Board members to contact N. Bollon or R.Bowdish with any questions.

OFCF Formal Guidance for the Family and Children First Flexible Funding Pool, June 2011:R. Bowdish reviewed this information that was included in the July 1 5th Governing Board Packet.This guidance allows local public agencies the flexibility to transfer identified General Revenue Funds(GRF) to a Family and Children First Flexible Funding Pool. By doing so, strings attached to thatfunding are removed, so the funding can be used to meet the specific needs of children, families, andadults. The guidance contains an attachment identifiing the GRF funding streams that can betransferred, the temporary statute language, and the reporting mechanism for these funds.

Invoices: M. Sayre has received a few additional invoices.

Home Choice Update: R. Brace indicated that one youth is currently being assessed for this program.

Service Coordination Committee: N. Bollon indicated that the Service Coordination data base is upand running. Reports should be available in August. The Respite Subcommittee is working to

2

4

encourage foster families to provide respite. They are developing contracts, rates, etc. The SCC isalso developing a survey for feedback from providers and families. R. Brace distributed the ServiceCoordination report for July 15, 2011. She noted that YTD totals were actually December 6, 2010through June 30, 2011 to coincide with her hire date. N. Bollon indicated that approximately $9000 ofthe Family Centered Services and Support Funding from SFY1 1 was not spent. It will be returned toODMII for reallocation. She said families were not denied any services. Included with the SCCmonthly update was an article on summer activities for children with ADHD. FACT Team membersnote that this would be good information for their folders. R. McCaslin asked if parents can referother parents for service coordination. R. Brace said that parents can refer other parents as long asthey agree and families can self-refer.

Unfinished Business

Strategic Plan: With no input offered, N. Bollon suggested a committee review this plan. K. Fisheragreed with this and asked for anyone interested in being a member of the Strategic Plan reviewcommittee contact her directly. She will call for volunteers if necessary. It was determined that thiswas not something agency directors should delegate.

Revised Job Description: R. Bowdish shared that language in the job descriptions (approved in May2011) for Council Manager and Service Coordinator were not consistent in addressing personnelpolicies. Language for both should read: Personnel policies of Administrative Agent are in effect ifno written policy of Council exists.

Resolution 8A motion was made by L. Donley to approve the revised job description for the Service Coordintor.N. Lupi seconded the motion. The Governing Board members voted in favor of the resolution, nooppositions, no abstentions; the motion carried.

YRBS: Nic Brown at the ECO ESC is working on entering this data and creating reports as we meet.

Operational Capacity Building Funds Application: The application and Shared Plan submitted byTuscarawas County Family and Children First was approved by OFCF. This approval triggers therelease of our OCBF funding of $15, 750 for SFY2O12.

Ohio Children’s Trust Fund: We are stilling waiting to hear the status of this application. TheOCTF reviews applications during their July meeting and notifies recipients following that review.

Agency Questionnaire/e-mail information: TCFCFC will begin e-rnailing monthly updates to thoseagency staff who have provided e-mails. Those agency directors who did not provide staff e-mailswill receive the e-mails directly and will be responsible to share them with their staff.

Agency Updates

V. lonno was introduced as the new Health Commissioner for New Philadelphia City HealthDepartment. She will be attending Governing Board meetings.N. Bollon shared that as part of cost containment, ODMH has placed limits on mental health servicesfor those receiving Medicaid. For more information, contact her.N. Lupi announced the grand opening of Tuscarawas County Board of Developmental Disabilities’new facility. This will also provide a training opportunity for SEI as they will be cleaning the facility.L. Donley shared that Lisa Brindley and her Early Childhood class is working with TCFCFC toorganize a resource sharing day.K. Fisher shared that Big Brothers Big Sisters is relocating their office. They will be located above theSocial Security office at Monroe Mall. This provides them with handicap accessibility. BBBS is also

3

5

going to become an Ohio Benefit Bank site. BBBS also received a grant from Time Warner for aPicnic at the Park event to be held Saturday, July 30th from 10 a.m. to 4 p.m. This is a learning day ofprograms and take home projects. If you have a family you are working with who might benefit fromthis event, please contact BBBS.R. Bowdish shared information from Natalie Hicks of Molina Healthcare.

Adjournment

A motion was made by N. Lupi to adjourn the meeting at 2:47 p.m. R. McCaslin seconded themotion; motion carried unanimously.

Approved: Kamelia Fisher Laurie DonleyChairperson Vice Chairperson

4

6

Advisory Committee Meeting NotesJuly 18, 2011

9:00 a.m. at ADAMHS Board Office

Those present: Natalie Bollon, Laurie Donley, Pam Trimmer, Kamelia Fisher,Seana Fortune, Diana Boyd, Jan Slocum, Molly MacMath, Michele Lucas, CindyLaughlin, Camille Lindon, Rhonda McCaslin, Rindy Brace, Robin Bowdish

M. MacMath called the meeting to order at 9:07 a.m.

Agenda Items

Resolution IA motion was made by M. Lucas to approve the minutes from the June 20, 2011Advisory Committee meetings. C. Laughlin seconded the motion. AdvisoryCommittee members voted in favor of the resolution, no oppositions, noabstentions; the motion carried.

Contact with assigned members who no longer attend meetings:R. Bowdish did contact K. Spears. He was ill today and will not be present.M. Lucas invited M. Chumney back to the table, but she hasn’t heard from him.M. MacMath said C. Kendle is preparing for the fair and will be involved with thatthrough September.

Care Team Information from Kevin Spears: K.Spears was ill. This informationwill be presented at the August 15th meeting.

TCFCFC Updates:• R. Bowdish shared information about the 2009-2010 TCFCFC Audit that

was recently completed by Rea and Associates, Inc. There were nofindings and no citations. Anyone who would like a copy of this documentshould contact R. Bowdish. The audit is posted on the State Auditor’swebsite as well.

• OFCF has released formal guidance for Family and Children First FlexibleFunding. This guidance provides Councils with the ability to create aflexible funding pool using specified GRE funding streams. Transferringfunds to this flexible funding pool eliminates requirements placed on thefunding.

• Natalie Hicks from Molina Healthcare asked that I share information abouttheir programs.

Objective process for referring information to the Governing Board:The draft Fact Sheet was discussed. The concensus was that the questionsshould be more general to avoid discouraging agencies/programs from takingtime to complete the form. M. MacMath questioned what an agency completingthe Fact Sheet should expect to receive. A cover sheet explaining the process ofthe Advisory Committee/Governing Board may be needed. The priority of this

7

process is to determine how TCFCFC can impact families and children whenservices go away. The following questions were presented for discussion:

1. Who fills out the form? is this the responsibility of committee chairs?2. What is the purpose of the process? Develop a draft of the purpose of this

process/procedure.3. What does the Advisory Committee do once they receive this form? The

Advisos’y Committee needs to determine discussion points for reviews.4. What does the Governing Board do once they receive this request?5. How do programs that are losing funding know about this?

D. Boyd suggested the need for ground rules to promote constructive discussion.Structured discussion points may also be needed. A contact person needs to beidentified to complete the form. R. Bowdish will revise the Fact Sheet based onfeedback from the Advisory Committee. N. Bollon, R. Brace, and R. Bowdish willmeet to create a draft of the process and a flow chart based on this discussion.These draft documents will be included with the agenda for the August 1Advisory Committee meeting.

Even Start Update: C. Laughlin said that things are still very grey for thisprogram. She is waiting to hear from 5 different rants regarding funding. Twoare not realistic; two may be realistic. August 27 is the last day for families.The staff will work through September 9k”. C. Laughlin will be there until October.This program serves 50 families with 100 children. 40% of their clients areminorities. Families in the program can be referred to other agencies for mostcomponents of the program; however, there is no other infant/toddler program inthe area that could serve that population.

A motion was made by S. Fortune to adjourn the meeting. M. Lucas secondedthe motion; motion carried unanimously.

Next meeting: Monday, August 15, 2011 at 9:00 a.m. at the ADAMHS BoardOffice

Approved: Molly MacMathChairperson

8

Ohio Family and Children FirstFormal Guidance for the Family and Children First Flexible Funding

PoolJune 2011

On the heels of the Summit on Children held on November 2008 and based on surveys of localpublic agencies, 66 agencies cited the most pressing barrier for serving their community was aneed for increased flexibility in funding. The counties specifically requested that there be areduction in restrictions, strings, and earmarks as funds are in “silos” which only allows for anarrow provision of services; not focused on local needs. Local agencies report that it is astruggle to meet a family’s needs due to the restrictions placed on funding streams. Whenagencies are working across systems they still struggle as it is often challenging and impossible toidentify possible funding streams and pooi funding. Counties requested flexible funding that canbe used based upon each county’s determination of the most urgent needs of children, theirfamilies and adults in their community.

To respond to the counties’ pressing challenge ofneeding more flexible funding, the Ohio Familyand Children First (OFCF) Cabinet Council and Deputy Directors agreed to include flexiblefunding as part of their strategic plan. The OFCF Cabinet Council formed the Flexible FundingWorkgroup in January 2010. The purpose of the OFCF Flexible Funding Workgroup was toidentify opportunities and provide flexible funding to local public agencies in order to better meetthe needs of children, families and adults. The group included staff from OFCF CabinetAgencies (ODA, ODADAS, ODODD, ODE, ODH, ODJFS, ODMH, ODYS, ODRC, andORSC). Based on the work of this group, feedback from county agencies and approval fromDeputies and the Cabinet Council, the concept of pooled funding is now a reality.

Local public agencies now have the flexibility to transfer allocated State General Revenue Funds(GRF) to a flexible funding pool. Although State GRE allocated to various local public agencieshas requirements on what the funds can be spent on, the State GRE transferred to the flexiblefunding pool sheds those requirements. Funds transferred to the flexible funding pooi can beused to meet the specific needs of children, families and adults in the community by providingany needed services. The following guiding principles have been established to assist countyagencies who desire to pooi funds to meet their local need.

General

1. Pooling State GRE funds is optional. Any public entity receiving State GRE allocatedfunds may choose to transfer these funds to the Family and Children First Council(FCFC) Flexible Funding Pool. (The allowable State GRE line item number and namethat can be transferred are found in Appendix A)

9

FCFC Flexible Funding Pool Guidance, June 2011

2. The amount of funds a public agency chooses to transfer is also optional and at thediscretion of the public agency.

3. The Director of each public agency must approve whether to transfer and the amount totransfer to the pool.

4. The Director of each agency approving the transfer of funds shall notify the FCFC of thetransfer and the amount of the transfer.

5. The Administrator of the pooled funds is the FCFC in the county. Therefore, it isrecommended that the FCFC establishes a separate fiscal account with its AdministrativeAgent to manage the pooled funds.

6. The Director/Coordinator of the local FCFC receiving the transfer of funds shall report tothe OFCF Cabinet the amount of each transfer and transferring agency within 30 days ofreceipt of the funds.

7. Counties may also pooi funds across counties or regionally. When pooling funds acrosscounties or regionally, one county FCFC shall be named as the Administrator of thepooled funds.

8. The expenditure of the pooled funds shall be made in collaboration and agreementbetween all local public agencies transferring the funds, the other local FCFC membersand the FCFC administrative agency.

9. The transfer and expenditure of the funds are subject to audit by the Auditor of State.Any non-compliance with expenditures of the funds in accordance with applicableregulations and guidance are subject to fmdings for recovery and subject to recoupment.Refer to #5 regarding the need to establish a separate fiscal account for these funds.

Fiscal

1. The budget period for the pooled funds is based on a State Fiscal Year. (July 1 — June 30)

2. The amounts transferred annually to the pool shall be limited to the amounts that can beredirected without impairing the achievement of the objectives for which the initialallocation is designated.

3. For reporting purposes, upon the transfer of funds from the local public agency to theFCFC administrative agent, the transferred amount shall be considered spent by the localpublic agency.

4. The pooled funds must be designated to meet the needs of children, families and adultsand can only be used for services with the following exception.

5. Up to 10% of the annual amount of pooled funds transferred can be used by the FCFC tocover related administrative costs. Administrative costs are defmed as those activities

2

10

FCFC Flexible Funding Pool Guidance, June 2011

common to the fund in general, such as financial management, related audit costs, typesand frequency of reports, and retention of records.

6. Where possible, the pooled funds shall be used as match for federal funds to the extentthat the funds are not currently being used as match for other federal programs.

7. Any unspent pooled funds at the end of the budget period shall be carried over to the nextbudget period and used only to provide services to children, families and adults. Refer to#5(under fiscal) regarding administrative costs allowable only for what is pooled thatyear.

8. Pooled funds may be used for capital projects.

9. Pooled funds may be used to supplant other federal, state or local funds.

Reporting and Evaluation

1. Each FCFC administering a pooled fund shall provide an annual report and evaluation tothe OFCF Cabinet Council no later than ninety days from the end of the each budgetperiod.

2. The report and evaluation shall be completed in accordance with the attached report andevaluation format.

3. Upon receipt, the OFCF Cabinet Council shall establish a meeting with staff from theoriginal state agencies to review and evaluate the benefits of and any needed changes tothe pooled funding program.

Refer to Appendix B for temporary statute language.

3

11

FCFC Flexible Funding Pool Guidance, June 2011

Attachment A: State GRF Funding Streams Allowable for Transfer

GRF Line Item # GRF Line Item Name Local Recipient of Identified GRF FundingStream

322501 County Board Subsidies County Boards of DD

200550 Foundation Funding Local Education Agencies (LEAs)

600523 State Child Protection County Children Services AgenciesAllocation and FieselAllocation

600523 Social Services Operating County Job and Family Services AgenciesAllocation

600533 Child, Family, and Adult County Job and Family Services AgenciesCommunity and ProtectiveServices Allocation

470401 RECLAIM Ohio County Juvenile Court

4705 10 Youth Services Grant County Juvenile Court

4

12

FCFC Flexible Funding Pool Guidance, June 2011

Appendix B: Temporary Statute Language for Family and Children First Flexible Funding Pool

Section 337.30.70. FAMILY AND CHILDREN FIRST FLEXIBLEFUNDINGPOOL

A county family and children first council may establish andoperate a flexible funding pool in order to assure access toneeded services by families, children, and older adults in need ofprotective services. The operation ofthe flexible funding poolsshall be subject to the following restrictions:

(A) The county council shall establish and operate theflexible funding pool in accordance with formal guidance issued bythe Family and Children First Cabinet Council;

(B) The county council shall produce an annual report on itsuse of the pooled funds. The annual report shall conform to aformat prescribed in the formal guidance issued by the Family andChildren First Cabinet Council;

(C) Unless otherwise restricted, funds transferred to theflexible funding pool may include state general revenues allocatedto local entities to support the provision of services to familiesand children;

(D) The amounts transferred to the flexible funding poolshall be limited to amounts that can be redirected withoutimpairing the achievement of the objectives for which the initialallocation is designated; and

(E) Each amount transferred to the flexible funding pool froma specific allocation shall be approved for transfer by thedirector of the local agency that was the original recipient ofthe allocation.

5

13

FCFC Flexible Funding Pool Guidance, June2011

Section 263.10.40. STATE SUBSIDY TO COUNTY DD BOARDS

(A) Except as otherwise provided in the section of this acttitled “Nonfederal Share ofNew ICF/MR Beds,” the foregoingappropriation item 322501, County Boards Subsidies, shall be usedfor the following purposes:

(1) To provide a subsidy to county boards of developmentaldisabilities in quarterly installments and allocated according toa formula developed by the Director of Developmental Disabilitiesin consultation with representatives of county boards. Except asotherwise provided in section 5126.0511 of the Revised Code, or indivision (B) of this section, county boards shall use the subsidyfor early childhood services and adult services provided undersection 5126.05 ofthe Revised Code, service and supportadministration provided under section 5126.15 ofthe Revised Code,or supported living as defined in section 5126.01 of the RevisedCode.

(2) To provide funding, as determined necessary by theDirector of Developmental Disabilities, for residential services,including room and board, and support service programs that enableindividuals with developmental disabilities to live in thecommunity.

(3) To distribute funds to county boards of developmentaldisabilities to address economic hardships and promote efficiencyof operations. The Director shall determine, in consultation withrepresentatives of county boards, the amount of funds todistribute for these purposes and the criteria for distributingthe funds.

(B) In collaboration with the county’s family and childrenfirst council, a county board of developmental disabilities maytransfer portions of funds received under this section, to a

6

14

FCFC Flexible Funding Pool Guidance, June 2011

flexible funding pooi in accordance with the section titled FAIv11LYAND CHILDREN FIRST FLEXIBLE FUNDING POOL.

Section 267.50.80. FLEXIBLE FUNDING FOR FAMILIES ANDCHILDREN

In collaboration with the County Family and Children FirstCouncil, a city, local, or exempted village school district,community school, STEM school, joint vocational school district,educational service center, or county board of developmentaldisabilities that receives allocations from the Department ofEducation from appropriation item 200550, Foundation Funding, orappropriation item 200540, Special Education Enhancements, maytransfer portions of those allocations to a flexible funding poolauthorized by the Section of this act entitled “FAMILY ANDCHILDREN FIRST FLEXIBLE FUNDING POOL.’ Allocations used formaintenance ofeffort or for federal or state funding matchingrequirements shall not be transferred unless the allocation maystill be used to meet such requirements.

Section 309.50.20. FLEXIBLE FUNDING FOR FAMILIES AND CHILDREN

In collaboration with the county family and children firstcouncil, a county department ofjob and family services or publicchildren services agency that receives an allocation from theDepartment of Job and Family Services from the foregoingappropriation item 600523, Children and Families Services, or600533, Child, Family, and Adult Community & Protective Services,may transfer a portion ofeither or both allocations to a flexiblefunding pool as authorized by the section titled FAMILY ANDCHILDREN FIRST FLEXIBLE FUNDING POOL.

FLEXIBLE FUNDING FOR CHILDREN AND FAMILIES

In collaboration with the county family and children first

7

15

FCFC Flexible Funding Pool Guidance, June 2011

council, the juvenile court of that county that receivesallocations from one or both ofthe foregoing appropriation items470401, RECLAIM Ohio, and 470510, Youth Services, may transferportions of those allocations to a flexible funding pooi asauthorized by the section titled FAMILY AND CHILDREN FIRSTFLEXIBLE FUNDING POOL, of this act.

8

16