BI-LAWS
PICKAWAY COUNTY FAMILY and CHILDREN FIRST COUNCIL
BY-LAWS
Amended September 2008
ARTICLE I. NAME AND AUTHORITY
SECTION 1.1 The name of this organization shall be the Pickaway County Family and Children First Council, hereinafter called the Council. The designated service area of the Council shall be Pickaway County, Ohio.
SECTION 1.2 The Pickaway County Family and Children First Council is established pursuant to the Ohio Revised Code Section 121.37 and 121.374.
ARTICLE II. PURPOSE
SECTION 2.1 The authority for existence and the purpose or purposes of the Council are those authorized under 121.37 and 121.374 of the Ohio Revised Code; and shall be interpreted to accomplish, but not limited to, the following:
2.1.1 Develop and implement a process that annually evaluates and prioritizes services, fills service gaps where possible, and invents new approaches to achieve better results for families and children;
2.1.2 Develop an interagency process to identify local priorities to increase child well being. The local priorities shall focus on expectant parents and newborns thriving; infants and toddlers thriving; children being ready for school; children and youth succeeding in school; youth choosing healthy behaviors; and youth successfully transitioning into adulthood and taking into account the indicators established by the OFCF cabinet council;
2.1.3 Develop an annual plan that identifies the county’s interagency efforts to increase child well being in the county and submit the plan to the Pickaway County Board of Commissioners and OFCF cabinet council;
2.1.4 Maintains an accountability system to monitor the Council’s progress in achieving results for families and children;
2.1.5 Submit a report on the status of efforts of Council’s efforts to increase child well-being to the Pickaway County Board of Commissioners and the OFCF cabinet council;
2.1.6 Participate in the development of a county-wide, coordinated, multi-disciplinary, interagency system for infants and toddlers with developmental disabilities or delays and their families;
2.1.7 Develop and implement the Council’s Service Coordination Mechanism which serves as the guiding document for coordination of services in the county;
2.1.8 Refer to the OFCF cabinet council those children for whom the Council cannot provide adequate services; and
2.1.9 Establish a mechanism to ensure ongoing input from a broad representation of families who are receiving services within the county system.
SECTION 2.2 Except as provided in Division (F)(2) of ORC Section 121.37 the Council shall comply with the policies, procedures, and activities prescribed by the rules of a state department participating on the Ohio Family and Children First Cabinet Council to the extent that the Council performs a function subject to those rules.
ARTICLE III. VISION AND MISSION
SECTION 3.1 The Pickaway Family and Children First Council is a community collaboration which coordinates services to support and empower children and families.
SECTION 3.2 Guiding Principles of Council:
· Collaborate to provide effective, accessible, and efficient services for children and families.
· Affirm that all families are partners in defining the issues as well as planning the solutions.
· Focus on prevention and the family’s strengths, priorities, and concerns.
· Develop community awareness of the various systems that provide services and supports.
· Ensure family-centered, culturally sensitive, individualized services and supports.
ARTICLE IV. MEMBERSHIP AND ORGANIZATIONAL STRUCTURE
SECTION 4.1 Mandated Membership. The composition and voting members of the Council shall include those parties required to be represented, pursuant to Section 121.37 of the Ohio Revised Code including the following:
4.1.1 At least three individuals who are not employed by an agency represented on the Council and whose families are or have received services from an agency represented on the Council or another county’s Council. Where possible, the number of members representing families shall be equal to twenty percent of the Council’s membership;
4.1.2 The Executive Director of the Paint Valley Alcohol, Drug Addiction and Mental Health Service Board, or the Executive Director’s designee;
4.1.3 The Pickaway County Health Commissioner, or the Health Commissioner’s designee;
4.1.4 The Executive Director of the Pickaway County Department of Jobs and Family Services;
4.1.5 The Executive Director of the public children services agency;
4.1.6 The Superintendent of the Pickaway County Board of Mental Retardation and Developmental Disabilities;
4.1.7 The superintendent of the city, exempted village, or local school district with the largest number of pupils residing in the county;
4.1.8 The superintendent of the Pickaway County Educational Service Center or a school superintendent representing all other school districts with territory in the county, as designated by the superintendents;
4.1.9 A representative of the City of Circleville;
4.1.10 The president of the board of Pickaway County Commissioners, or the Board President’s designee;
4.1.11 A representative of the regional office of the department of youth services;
4.1.12 A representative of Pickaway County Head Start;
4.1.13 A representative of Pickaway County ECCC;
4.1.14 A representative of a local nonprofit entity that funds, advocates, and provides services to children and families.
SECTION 4.2 Designation. Where a designee is permitted, as indicated in Section 4.1, a written designation statement from the appointing authority, shall be supplied to the Council Chair.
SECTION 4.3 Attendance at meetings. All mandated members or their designee indicated in Section 4.1 will be sent a reminder after missing two consecutive Council and/or subcommittee meetings. If three consecutive Council and/or subcommittee meetings are missed a notice shall be sent to the board of county commissioners and to the governing board overseeing the respective entity the member represents. Council will request the assistance of the governing board in assuring that representation as mandated in the ORC is fulfilled.
SECTION 4.4 Additional Membership. Where a family or a child serving agency is not a mandated member but desires to have formal membership and voting rights on the Council, the Executive Director of the agency/organization shall submit a request to the Pickaway County Board of County Commissioners through the Council Chair for consideration.
SECTION 4.5 Community Participation. The Council will actively recruit community participants, public officials, and organizations to advance the mission of the Council.
SECTION 4.6 Advisory Position The county’s juvenile court judge senior in service or another judge of the juvenile court designated by the administrative judge or, where there is no administrative judge, by the judge senior in service shall serve as the judicial advisor for Council. The judge may advise the county council on the court’s utilization of resources, service, or programs provided by the entities represented by members of the county council and how those resources, services or programs assist the court in its administration of justice. Service of a judge as a judicial advisor pursuant to this section is a judicial function.
SECTION V. ELECTION OF OFFICERS AND DUTIES
SECTION 5.1 Election. The officers of Council follow a process of succession to office. At the Annual Meeting, the Council shall elect a Secretary to replace the secretary who will move to Vice Chair as the Vice Chair becomes Chair. All such officers shall serve for a term of one year or until a successor is elected. The Chair shall serve no more than two consecutive one‑year (1) terms. An officer’s term begins immediately following the Annual Meeting. Officers shall be limited to: 1.) Mandated Members or their designees, where permitted, as described in Sections 4.1 and 4.2; or 2.) Additional Members as described in Section 4.4.
SECTION 5.2 Duties of Officers.
5.2.1 Chair. The Chairperson shall call and preside at all meetings of the Council. The Chairperson shall provide leadership to the Council and its committee. The Chairperson shall also serve as chairperson of the Executive Committee.
5.2.2 Vice Chair. The Vice Chairperson shall, in the absence of the Chairperson, perform the duties of the Chairperson. The Vice Chairperson shall also serve on the Executive Committee. The Vice Chairperson shall have such other duties and authority as delegated by Council.
5.2.3 Secretary. The Secretary shall take or cause to be taken the minutes of all meetings of the Council. The Secretary shall also serve on the Executive Committee. The Secretary shall have such other authority and duties as delegated by Council.
ARTICLE VI. MEETINGS OF THE MEMBERSHIP
SECTION 6.1 Regular Meetings. The Council shall meet in January, March, May, June, September, and November.
SECTION 6.2 Annual Meeting. The annual meeting of the Council shall be held at a location as designated in the notice of such annual meeting, given in accordance with the provisions contained in these by laws. The annual meeting shall be convened during the month of March of each year, or as otherwise designated by the Council. The annual meeting will include an election of officers, adoption of bylaws, establishing committee memberships and chairs, and designation of an administrative agent.
SECTION 6.3 Special Meetings. Special Meetings of the Council may be held at any time upon the call of the Chair or any three (3) members at any location as designated.
SECTION 6.4 Notice of Meetings. Written or E‑mail notice of the time and place of each regular meeting shall be sent to each member a minimum of seven (7) days prior to said meeting. Special meetings may be called by informing the members by telephone or in person of the time, place, and purpose of said meeting at least two (2) days prior to such meeting . Prior notification of all meetings shall be made in the Circleville Herald.
SECTION 6.5 Quorum. A quorum for all meetings of the Council shall consist of a simple majority of the voting members present, provided that proper notice of said meeting has been given in accordance with the provisions contained in the by‑laws.
SECTION 6.6 Voting. At any meeting of the Council, each member, as described in Sections 4.1, 4.2 and 4.4 present shall be entitled to one (1) vote.
SECTION 6.7 Public Meetings. All meetings of the Council and its committees shall be conducted in accordance with Ohio Public Meeting Law Ohio Revised Code 121.22.
SECTION 6.8 Minutes. Minutes of any meetings shall be promptly recorded.
ARTICLE VII. COMMITTEES
SECTION 7.1 Standing Committees. For the purpose of managing business in an efficient manner, there shall be created Standing Committees whose members will be voting members of Council or their representative. A chairperson will be appointed by the Council Chair. Standing Committee members will serve two year terms with the option to renew.
7.1.1 Executive Committee. Membership of the Executive Committee shall include the Council Chairperson; Council Vice‑chairperson; Council Secretary; Immediate Past Council Chairperson; Finance Committee Chairperson; Council Coordinator; and a Parent Representative. The Council Chair will serve as chairperson for the Executive Committee. The Executive Committee shall meet as needed to monitor committee activities, to make committee assignments, to complete yearly planning, and to make decisions which require immediate attention.
7.1.2 Bylaws/Policy Committee. The Bylaws/Policy Committee will review Council Bylaws and Policies annually and address issues referred to them by the Council. Membership of the Bylaws/Policy Committee shall include four members of Council and the Council Coordinator. The Bylaws/Policy Committee shall meet annually in September to review the bylaws and provide the Executive Committee with a draft copy 45 days prior to the last Council meeting of the year. The committee will additionally meet as needed during the year to address issues referred to them by Council or the Executive Committee.
7.1.3 Finance Committee. The Finance Committee shall oversee the financial matters of the Council by monitoring reports, expenditures, contracts, etc. The committee shall be accountable to the Council and shall report their findings and activities to the Council. The members of the Committee shall include three members of Council and a representative of the Council’s administrative agent.
7.1.4 Service Coordination Review Committee. The Service Coordination Committee will annually review the County Service Coordination Plan to assure that it meets the needs of the county and fulfills the state requirements for service coordination. The committee will oversee the activities of TEAM for Youth, report outcomes to Council and provide information regarding community and system needs and gaps of services based on case reviews. Membership of the committee shall include five Council members representing agencies responsible for the provision of services to multiple system youth and a parent representative.
7.1.5 Children’s Trust Fund Committee. The Pickaway County Commissioners have appointed the Pickaway County Family and Children First Council to serve as the Local Prevention Advisory Board. The Children’s Trust Fund Committee will assure accordance and completion of requirements. The Committee will present matters to council that require Advisory Board approval. Per Ohio Revised Code 3109.13, Ohio Children’s Trust Fund monies are dedicated exclusively to primary and secondary child abuse and neglect prevention programs and services. Responsibilities of Local Advisory Boards/Family and Children First Councils are defined in Ohio Revised Code 3109.18.
7.1.6 HB 289 Core Team. The Core Team will establish a consistent method of monitoring the HB 289 plan and its progress. They will revisit the plan to reengage stakeholders and/or identify new stakeholders that could assist with the selected outcomes and strategies. The Core Team will update and involve the FCFC in key decision making for HB 289.
7.1.7 Assessment Workgroup. The Assessment Workgroup will monitor conditions in the community on a regular basis. They will be responsible for conducting a needs assessment to draft a profile of community needs. The Assessment Workgroup will also conduct a resource assessment to draft a profile of community resources in order to identify gaps. The Assessment Workgroup will make attempts to identify other community assessments to encourage collaboration and avoid duplication.
7.1.8 Evaluation Workgroup. The Evaluation Workgroup will establish community standards related to evaluation of local health and social services programs. They will build the capacity of Council for understanding reporting outcomes. The Evaluation Workgroup will draft an annual report to summarize the outcomes of Council. This Workgroup will collaborate with any community efforts to produce a “Community Report Card”.
7.1.9 Mobilization Workgroup. The Mobilization Workgroup will increase community awareness and support for Council strategies. They will market and communicate identified priorities and outcomes for Council. The Mobilization Workgroup will assist with recruiting and replacing individuals involved in various committees for Council and educate Council on roles and responsibilities. They will also recommend sources of communication within Council and to the community.
SECTION 7.2 Functional Committees. The Council will identify existing community groups/task forces and/or create such entities as functional committees to carry out the purpose and mission of the Council. Functional Committees may implement community based projects, either in collaboration with or separate and apart from Council. Functional Committees will serve as an advisory arm of the Council and will meet at least quarterly. Functional Committees may be dissolved by the Executive Committee when the need no longer exists.
7.2.1 The Pickaway County Early Childhood Coordinating Committee. The Pickaway County Early Childhood Coordinating Committee (ECCC) will advise the Council on all early intervention matters, forming the linkage between the Council and early intervention matters in Pickaway County, assuring the placement of those concerns into Council discussions, and communicating information from Council to the ECCC. The ECCC will be represented on the Council by its chairperson as the mandated member referred to in Section 4.1. Members of the ECCC shall include the following:
7.2.1.1 The FCFC Coordinator;
7.2.1.2 The Help Me Grow Project Director;
7.2.1.3 One or more representatives from Local School Districts;
7.2.1.4 At least one representative from Pickaway County Health Department;
7.2.1.5 A representative from JFS who can represent Medicaid;
7.2.1.6 A representative from Children Services who can represent foster care;
7.2.1.7 A representative from MRDD;
7.2.1.8 A representative from the County Alcohol Drug Addiction Mental Health Board. In counties where alcohol and drug addiction and mental health are separate-each board shall be represented;
7.2.1.9 A representative from the FCFC Administrative Agent;
7.2.1.10 A representative from the local Head Start agency;
7.2.1.11 A representative form a child care agency or child care resource and referral;
7.2.1.12 A representative for coordinating educational services to homeless children;
7.2.1.13 At least 20% parent membership.
7.2.2 The Pickaway County Teen Task Force. The Pickaway County Teen Task Force will advise the Council concerning teen health, teen life style issues, and transition of youth into adulthood. The Task Force will serve as the linkage between the Council and the needs of youth in Pickaway County, assuring the placement of those concerns into Council discussions, and communicating information from Council to the Teen Task Force. Members of the Teen Task Force may be Council or non Council members with an interest in the goals of the Teen Task Force. The Teen Task Force will be represented on the Council by its chairperson as a voting member.
7.2.3 Parent Advisory Committee. The Parent Advisory Committee of the Pickaway County Family and Children First Council will seek out a diversified membership to assure that parents’ voices are heard in the recommendations and decision making of council. The members of the committee will be encouraged to attend council meetings and become parent representatives on Council. The committee will also serve as a support to parents and a linkage to parents with similar concerns and needs.
SECTION 7.3 Ad Hoc Committees. Ad hoc committees may be formed as needed and shall serve to accomplish time‑limited and or non routine responsibilities necessary to carry out the purpose and mission of the Council. Ad Hoc Committees serve in an advisory capacity for Council. Members of Ad Hoc Committees are appointed by the Council Chairperson and may be Council or non Council members.
SECTION 7.4 Programs: The Pickaway County Family and Children First will oversee programs that are mandated by the state, by our county commissioners, or programs that are developed in response to grant funding received by council.. Programs will be altered or closed as circumstances change and new programs added as mandates or opportunities are presented.
7.4.1 TEAM for YOUTH: TEAM for Youth in Pickaway County is to ensure that multi‑need children and their families receive adequate and appropriate services, under the guidelines of the Pickaway County Service Coordination Plan. This plan outlines the structure, funding, procedures, and tracking of the coordinated efforts to serve children and families. An Individualized Family Service Plan is developed for each family based upon their strengths and needs. The Plan will identify and organize the providers, services, and responsibilities.
7.4.2 Help Me Grow (HMG): The purpose of HMG is to offer a coordinated, community-based service that promotes trans-disciplinary, family centered programs for expectant parents, newborns, infants, toddlers and their families. Prevention and intervention services are delivered through home and community-based services. Council responsibilities include monitoring service provision and fiscal accountability for local and state policies.
7.4.3 Children’s Trust Fund (CTF): The purpose of CTF is that families and communities will have the knowledge, skills and resources to nurture their children and prevent them from being abused or neglected. In adopting the House Bill 289 process for the Ohio Children’s Trust Fund, the focus is on streamlining local coordination efforts and enhancing child abuse and neglect prevention programming. In addition, there is a strong desired to reduce duplication, increase consistency, and enhance short-term and long-term planning and documentation of results. The activities of the program will be overseen by the Children’s Trust Fund Committee. The yearly plan submitted and approved by the local Advisory Board/FCFC will identify the strategy to be implemented as the Council program.
III. FINANCIAL MANAGEMENT
SECTION 8.1 Administrative Agent. The Council, at their annual meeting in March, shall appoint an Administrative Agent for the Council in accordance with Section 121.37 of the Ohio Revised Code.
Section 8.2 Duties and Responsibilities of Administrative Agent. The Administrative Agent will serve as the council’s appointing authority for any employees of the council and shall ensure that all expenditures are handled in accordance with policies, procedures, activities prescribed by state departments in rules or interagency agreements that are applicable to the council’s functions. Section 8.3 Contracts. The administrative agent may enter into agreements or administer contracts with public or private entities to fulfill specific council business. Such agreements and contracts are exempt from the competitive bidding requirements of section 307.86 of the Revised Codeif they have been approved by the council and they are for the purchase of family and child welfare or child protection services or other social or job and family services for families and children. The approval of the county council is not required to exempt agreements or contracts entered into under section 5139.34, 5139.41, or 5139.43 of the Revised Code from the competitive bidding requirements of section 307.86 of the Revised Code.
SECTION 8.4 Stipends. The Administrative Agent, as determined by Council, may provide stipends, reimbursements, or both to family representatives for expenses related to council activities.
SECTION 8.5 Fund Creation. A Special Revenue Fund shall be created by the Administrative Agent to properly account for and to carry out the fiscal operations of the Council.
SECTION 8.6 Fiscal Year. The fiscal year of the Council shall commence July 1 and terminate on June 30 of each calendar year.
SECTION 8.7 Annual Budget. The council shall approve an annual Council administration budget at their June Council meeting which will then be filed with the administrative agent. A copy will be included with the Council’s Annual Plan shared with the Pickaway County Board of Commissioners by July 1st of each fiscal year.
ARTICLE IX. STAFF
SECTION 9.1 Coordinator. The Executive Committee may, as necessary and feasible to assist in carrying out the objectives of the Council, secure the services of a Council Coordinator, Team Coordinator and Grant Coordinator(s) through agreement with the Administrative Agent.
SECTION 9.2 Coordinator Duties. The duties and responsibilities of the Council Coordinator, TEAM Coordinator, or Grant Coordinators shall include those duties as set forth in the position description approved by the Executive Committee and Council.
ARTICLE X. CONFIDENTIALITY
SECTION 10.1 Confidentiality, according to the standards set forth by member agency policies, state and federal laws and professional ethics, shall be adhered to. Each member of the Council shall follow the applicable confidentiality procedures when exercising its responsibilities. Non‑governmental parties to Council proceedings shall maintain the confidentiality of records.
ARTICLE XI. RULES OF ORDER
SECTION 11.1 Rules of Order. All meetings of the Council, Executive Committee will be conducted according to generally accepted procedures for the conduct of meetings.
11.1.1 Should a procedural dispute arise, the official presiding will seek consensus on dispute resolution among the members present.
11.1.2 If the procedural dispute cannot be resolved in a reasonable amount of time, the most recently published version of Robert’s Rules of Order will be used to resolve the disputed procedure.
ARTICLE XII. ADOPTION AND AMENDMENT OF BYLAWS
SECTION 12.1 Adoption. These bylaws shall be adopted by a majority vote of those present at the annual meeting of the Council.
SECTION 12.2 Amendment. These bylaws may be amended, repealed, or altered, in whole or in part, at any duly appointed meeting of the Council by a majority vote of the total members present, provided that written notice of the proposed amendments shall be provided to all Council members at least (30) thirty days prior to the date of the meeting at which the proposed amendments will be voted on.
ARTICLE XIII. LIABILITIES
SECTION 13.1 Nothing herein shall constitute members of the Council or the Executive Committee as partners for any purpose. No member, agency or employee shall be liable for the acts, failure to act, of any member, agency or employee of the Council or the Executive Committee.
SECTION 13.2 Action by other than Council. The Council shall indemnify any person who was or is a party or is threatened to be made party to any threatened, pending or complete action, suit or proceeding, whether civil, criminal, administrative or investigative (OTHER THAN AN ACTION BY OR IN THE RIGHT OF THE COUNCIL) by reason of the fact that such person is or was a director or officer of the Council, or is or was serving at the request of the Council as a coordinator, member or officer, of another Council, partnership, joint venture, trust or other enterprise, against expenses (including attorneys’ fees) judgments, fines and amounts paid in settlement actually and reasonably incurred by such person in connection with such action, suit or proceeding if such person acted in good faith and in a manner which such person reasonably believed to be in or not opposed to the best interests of the Council, and with respect to any criminal action or proceeding, had no reasonable cause to believe the conduct was unlawful. The termination of any action, suit or proceeding by judgment, order, settlement, conviction, or upon the plea of nolo contendere or its equivalent, shall not, on itself, create a presumption that the person did not act in good faith and in a manner which the person reasonably believed to be in or not opposed to the best interest of the Council, and with respect to any criminal action or proceedings, had reasonable cause to believe that the person’s conduct was unlawful.
SECTION 13.3 Action of Council. The Council shall indemnify any person who was or is a party or is threatened to be made a party to any threatened, pending or completed action or suit by or in the right of the Council to procure a judgment in its favor by reason of the fact that such person is or was a coordinator or officer, of the Council, or is or was serving at the request of the Council as a coordinator, member or officer of another Council, partnership joint venture, trust or other enterprise against expenses (including attorneys’ fees) judgments, fines and amounts paid in settlement actually and reasonably incurred by such person in connection with such action, suit or proceeding if such person acted in good faith and in a manner which such person reasonably believed to be in or not opposed to the best interest of the Council and except that no indemnification shall be made in respect of any claim, issues or matters as to which such person shall have adjudged to be liable for willful negligence or misconduct in the performance of duty to the Council unless and only to the extent that the court in which such action or suit was brought shall determine upon application that, despite the adjudication of liability but in view of all the circumstances of the case, such person is fairly and reasonably entitled to indemnity for such expenses which the court shall deem proper.
SECTION 13.4 Expenses. To the extent that a coordinator, member or officer has been successful on the merits or otherwise in defense of an action, suit or proceeding referred to in Section 13.2, 13.3 above, or in defense of any claim, issue or matter therein, such coordinator, member or officer shall be indemnified against expenses (including attorney’s fees) actually and reasonably incurred in connection therewith.
SECTION 13.5 Prerequisites. Any indemnification under section 13.2,13.3, and 13.4, above (unless ordered by a court) shall be made by the Council only as authorized in the specific case upon a determination that indemnification of the coordinator or officer is proper in the circumstances because the coordinator or officer has met the applicable standard of conduct set forth in section 13.2, 13.3, and 13.4. Such determination shall be made 1) by the Board by a majority vote of a quorum consisting of directors who were not parties to such action, suit or proceeding, or 2) if such a quorum is not obtainable or, even if obtainable, a quorum of disinterested directors so directs, by independent legal counsel in a written action.
SECTION 13.6 Advances by Council. Expenses incurred in defending a civil or criminal action, suit or proceeding may be paid by the Council in advance of the final disposition of such action, suit or proceeding as authorized by the Council in the specific case upon receipt of an undertaking by or on behalf of the coordinator or officer, to repay such amount unless it shall ultimately be determined that the coordinator or officer is entitled to be indemnified by the Council as authorized in this article.
SECTION 13.7 Other Remedies. The indemnification provided by this article shall not be deemed exclusive of any other rights to which such coordinator or officer may be entitled under any agreement, vote of disinterested directors or otherwise, both as to action in any official capacity and as to action in another capacity while holding such office, and shall continue as a person who has ceased to be a coordinator or officer, and shall inure to the benefit of the heirs, executors and administrators of such person .
ARTICLE XIV. PROVISION CONTRARY TO LAW.
SECTION 14.1 Following adoption of these bylaws, if any provision is subsequently found to be contrary to any Federal, State or local law or ordinance only that provision shall be invalidated and the remainder of the document shall remain in full force and effect.
BY-LAWS
Amended September 2008
ARTICLE I. NAME AND AUTHORITY
SECTION 1.1 The name of this organization shall be the Pickaway County Family and Children First Council, hereinafter called the Council. The designated service area of the Council shall be Pickaway County, Ohio.
SECTION 1.2 The Pickaway County Family and Children First Council is established pursuant to the Ohio Revised Code Section 121.37 and 121.374.
ARTICLE II. PURPOSE
SECTION 2.1 The authority for existence and the purpose or purposes of the Council are those authorized under 121.37 and 121.374 of the Ohio Revised Code; and shall be interpreted to accomplish, but not limited to, the following:
2.1.1 Develop and implement a process that annually evaluates and prioritizes services, fills service gaps where possible, and invents new approaches to achieve better results for families and children;
2.1.2 Develop an interagency process to identify local priorities to increase child well being. The local priorities shall focus on expectant parents and newborns thriving; infants and toddlers thriving; children being ready for school; children and youth succeeding in school; youth choosing healthy behaviors; and youth successfully transitioning into adulthood and taking into account the indicators established by the OFCF cabinet council;
2.1.3 Develop an annual plan that identifies the county’s interagency efforts to increase child well being in the county and submit the plan to the Pickaway County Board of Commissioners and OFCF cabinet council;
2.1.4 Maintains an accountability system to monitor the Council’s progress in achieving results for families and children;
2.1.5 Submit a report on the status of efforts of Council’s efforts to increase child well-being to the Pickaway County Board of Commissioners and the OFCF cabinet council;
2.1.6 Participate in the development of a county-wide, coordinated, multi-disciplinary, interagency system for infants and toddlers with developmental disabilities or delays and their families;
2.1.7 Develop and implement the Council’s Service Coordination Mechanism which serves as the guiding document for coordination of services in the county;
2.1.8 Refer to the OFCF cabinet council those children for whom the Council cannot provide adequate services; and
2.1.9 Establish a mechanism to ensure ongoing input from a broad representation of families who are receiving services within the county system.
SECTION 2.2 Except as provided in Division (F)(2) of ORC Section 121.37 the Council shall comply with the policies, procedures, and activities prescribed by the rules of a state department participating on the Ohio Family and Children First Cabinet Council to the extent that the Council performs a function subject to those rules.
ARTICLE III. VISION AND MISSION
SECTION 3.1 The Pickaway Family and Children First Council is a community collaboration which coordinates services to support and empower children and families.
SECTION 3.2 Guiding Principles of Council:
· Collaborate to provide effective, accessible, and efficient services for children and families.
· Affirm that all families are partners in defining the issues as well as planning the solutions.
· Focus on prevention and the family’s strengths, priorities, and concerns.
· Develop community awareness of the various systems that provide services and supports.
· Ensure family-centered, culturally sensitive, individualized services and supports.
ARTICLE IV. MEMBERSHIP AND ORGANIZATIONAL STRUCTURE
SECTION 4.1 Mandated Membership. The composition and voting members of the Council shall include those parties required to be represented, pursuant to Section 121.37 of the Ohio Revised Code including the following:
4.1.1 At least three individuals who are not employed by an agency represented on the Council and whose families are or have received services from an agency represented on the Council or another county’s Council. Where possible, the number of members representing families shall be equal to twenty percent of the Council’s membership;
4.1.2 The Executive Director of the Paint Valley Alcohol, Drug Addiction and Mental Health Service Board, or the Executive Director’s designee;
4.1.3 The Pickaway County Health Commissioner, or the Health Commissioner’s designee;
4.1.4 The Executive Director of the Pickaway County Department of Jobs and Family Services;
4.1.5 The Executive Director of the public children services agency;
4.1.6 The Superintendent of the Pickaway County Board of Mental Retardation and Developmental Disabilities;
4.1.7 The superintendent of the city, exempted village, or local school district with the largest number of pupils residing in the county;
4.1.8 The superintendent of the Pickaway County Educational Service Center or a school superintendent representing all other school districts with territory in the county, as designated by the superintendents;
4.1.9 A representative of the City of Circleville;
4.1.10 The president of the board of Pickaway County Commissioners, or the Board President’s designee;
4.1.11 A representative of the regional office of the department of youth services;
4.1.12 A representative of Pickaway County Head Start;
4.1.13 A representative of Pickaway County ECCC;
4.1.14 A representative of a local nonprofit entity that funds, advocates, and provides services to children and families.
SECTION 4.2 Designation. Where a designee is permitted, as indicated in Section 4.1, a written designation statement from the appointing authority, shall be supplied to the Council Chair.
SECTION 4.3 Attendance at meetings. All mandated members or their designee indicated in Section 4.1 will be sent a reminder after missing two consecutive Council and/or subcommittee meetings. If three consecutive Council and/or subcommittee meetings are missed a notice shall be sent to the board of county commissioners and to the governing board overseeing the respective entity the member represents. Council will request the assistance of the governing board in assuring that representation as mandated in the ORC is fulfilled.
SECTION 4.4 Additional Membership. Where a family or a child serving agency is not a mandated member but desires to have formal membership and voting rights on the Council, the Executive Director of the agency/organization shall submit a request to the Pickaway County Board of County Commissioners through the Council Chair for consideration.
SECTION 4.5 Community Participation. The Council will actively recruit community participants, public officials, and organizations to advance the mission of the Council.
SECTION 4.6 Advisory Position The county’s juvenile court judge senior in service or another judge of the juvenile court designated by the administrative judge or, where there is no administrative judge, by the judge senior in service shall serve as the judicial advisor for Council. The judge may advise the county council on the court’s utilization of resources, service, or programs provided by the entities represented by members of the county council and how those resources, services or programs assist the court in its administration of justice. Service of a judge as a judicial advisor pursuant to this section is a judicial function.
SECTION V. ELECTION OF OFFICERS AND DUTIES
SECTION 5.1 Election. The officers of Council follow a process of succession to office. At the Annual Meeting, the Council shall elect a Secretary to replace the secretary who will move to Vice Chair as the Vice Chair becomes Chair. All such officers shall serve for a term of one year or until a successor is elected. The Chair shall serve no more than two consecutive one‑year (1) terms. An officer’s term begins immediately following the Annual Meeting. Officers shall be limited to: 1.) Mandated Members or their designees, where permitted, as described in Sections 4.1 and 4.2; or 2.) Additional Members as described in Section 4.4.
SECTION 5.2 Duties of Officers.
5.2.1 Chair. The Chairperson shall call and preside at all meetings of the Council. The Chairperson shall provide leadership to the Council and its committee. The Chairperson shall also serve as chairperson of the Executive Committee.
5.2.2 Vice Chair. The Vice Chairperson shall, in the absence of the Chairperson, perform the duties of the Chairperson. The Vice Chairperson shall also serve on the Executive Committee. The Vice Chairperson shall have such other duties and authority as delegated by Council.
5.2.3 Secretary. The Secretary shall take or cause to be taken the minutes of all meetings of the Council. The Secretary shall also serve on the Executive Committee. The Secretary shall have such other authority and duties as delegated by Council.
ARTICLE VI. MEETINGS OF THE MEMBERSHIP
SECTION 6.1 Regular Meetings. The Council shall meet in January, March, May, June, September, and November.
SECTION 6.2 Annual Meeting. The annual meeting of the Council shall be held at a location as designated in the notice of such annual meeting, given in accordance with the provisions contained in these by laws. The annual meeting shall be convened during the month of March of each year, or as otherwise designated by the Council. The annual meeting will include an election of officers, adoption of bylaws, establishing committee memberships and chairs, and designation of an administrative agent.
SECTION 6.3 Special Meetings. Special Meetings of the Council may be held at any time upon the call of the Chair or any three (3) members at any location as designated.
SECTION 6.4 Notice of Meetings. Written or E‑mail notice of the time and place of each regular meeting shall be sent to each member a minimum of seven (7) days prior to said meeting. Special meetings may be called by informing the members by telephone or in person of the time, place, and purpose of said meeting at least two (2) days prior to such meeting . Prior notification of all meetings shall be made in the Circleville Herald.
SECTION 6.5 Quorum. A quorum for all meetings of the Council shall consist of a simple majority of the voting members present, provided that proper notice of said meeting has been given in accordance with the provisions contained in the by‑laws.
SECTION 6.6 Voting. At any meeting of the Council, each member, as described in Sections 4.1, 4.2 and 4.4 present shall be entitled to one (1) vote.
SECTION 6.7 Public Meetings. All meetings of the Council and its committees shall be conducted in accordance with Ohio Public Meeting Law Ohio Revised Code 121.22.
SECTION 6.8 Minutes. Minutes of any meetings shall be promptly recorded.
ARTICLE VII. COMMITTEES
SECTION 7.1 Standing Committees. For the purpose of managing business in an efficient manner, there shall be created Standing Committees whose members will be voting members of Council or their representative. A chairperson will be appointed by the Council Chair. Standing Committee members will serve two year terms with the option to renew.
7.1.1 Executive Committee. Membership of the Executive Committee shall include the Council Chairperson; Council Vice‑chairperson; Council Secretary; Immediate Past Council Chairperson; Finance Committee Chairperson; Council Coordinator; and a Parent Representative. The Council Chair will serve as chairperson for the Executive Committee. The Executive Committee shall meet as needed to monitor committee activities, to make committee assignments, to complete yearly planning, and to make decisions which require immediate attention.
7.1.2 Bylaws/Policy Committee. The Bylaws/Policy Committee will review Council Bylaws and Policies annually and address issues referred to them by the Council. Membership of the Bylaws/Policy Committee shall include four members of Council and the Council Coordinator. The Bylaws/Policy Committee shall meet annually in September to review the bylaws and provide the Executive Committee with a draft copy 45 days prior to the last Council meeting of the year. The committee will additionally meet as needed during the year to address issues referred to them by Council or the Executive Committee.
7.1.3 Finance Committee. The Finance Committee shall oversee the financial matters of the Council by monitoring reports, expenditures, contracts, etc. The committee shall be accountable to the Council and shall report their findings and activities to the Council. The members of the Committee shall include three members of Council and a representative of the Council’s administrative agent.
7.1.4 Service Coordination Review Committee. The Service Coordination Committee will annually review the County Service Coordination Plan to assure that it meets the needs of the county and fulfills the state requirements for service coordination. The committee will oversee the activities of TEAM for Youth, report outcomes to Council and provide information regarding community and system needs and gaps of services based on case reviews. Membership of the committee shall include five Council members representing agencies responsible for the provision of services to multiple system youth and a parent representative.
7.1.5 Children’s Trust Fund Committee. The Pickaway County Commissioners have appointed the Pickaway County Family and Children First Council to serve as the Local Prevention Advisory Board. The Children’s Trust Fund Committee will assure accordance and completion of requirements. The Committee will present matters to council that require Advisory Board approval. Per Ohio Revised Code 3109.13, Ohio Children’s Trust Fund monies are dedicated exclusively to primary and secondary child abuse and neglect prevention programs and services. Responsibilities of Local Advisory Boards/Family and Children First Councils are defined in Ohio Revised Code 3109.18.
7.1.6 HB 289 Core Team. The Core Team will establish a consistent method of monitoring the HB 289 plan and its progress. They will revisit the plan to reengage stakeholders and/or identify new stakeholders that could assist with the selected outcomes and strategies. The Core Team will update and involve the FCFC in key decision making for HB 289.
7.1.7 Assessment Workgroup. The Assessment Workgroup will monitor conditions in the community on a regular basis. They will be responsible for conducting a needs assessment to draft a profile of community needs. The Assessment Workgroup will also conduct a resource assessment to draft a profile of community resources in order to identify gaps. The Assessment Workgroup will make attempts to identify other community assessments to encourage collaboration and avoid duplication.
7.1.8 Evaluation Workgroup. The Evaluation Workgroup will establish community standards related to evaluation of local health and social services programs. They will build the capacity of Council for understanding reporting outcomes. The Evaluation Workgroup will draft an annual report to summarize the outcomes of Council. This Workgroup will collaborate with any community efforts to produce a “Community Report Card”.
7.1.9 Mobilization Workgroup. The Mobilization Workgroup will increase community awareness and support for Council strategies. They will market and communicate identified priorities and outcomes for Council. The Mobilization Workgroup will assist with recruiting and replacing individuals involved in various committees for Council and educate Council on roles and responsibilities. They will also recommend sources of communication within Council and to the community.
SECTION 7.2 Functional Committees. The Council will identify existing community groups/task forces and/or create such entities as functional committees to carry out the purpose and mission of the Council. Functional Committees may implement community based projects, either in collaboration with or separate and apart from Council. Functional Committees will serve as an advisory arm of the Council and will meet at least quarterly. Functional Committees may be dissolved by the Executive Committee when the need no longer exists.
7.2.1 The Pickaway County Early Childhood Coordinating Committee. The Pickaway County Early Childhood Coordinating Committee (ECCC) will advise the Council on all early intervention matters, forming the linkage between the Council and early intervention matters in Pickaway County, assuring the placement of those concerns into Council discussions, and communicating information from Council to the ECCC. The ECCC will be represented on the Council by its chairperson as the mandated member referred to in Section 4.1. Members of the ECCC shall include the following:
7.2.1.1 The FCFC Coordinator;
7.2.1.2 The Help Me Grow Project Director;
7.2.1.3 One or more representatives from Local School Districts;
7.2.1.4 At least one representative from Pickaway County Health Department;
7.2.1.5 A representative from JFS who can represent Medicaid;
7.2.1.6 A representative from Children Services who can represent foster care;
7.2.1.7 A representative from MRDD;
7.2.1.8 A representative from the County Alcohol Drug Addiction Mental Health Board. In counties where alcohol and drug addiction and mental health are separate-each board shall be represented;
7.2.1.9 A representative from the FCFC Administrative Agent;
7.2.1.10 A representative from the local Head Start agency;
7.2.1.11 A representative form a child care agency or child care resource and referral;
7.2.1.12 A representative for coordinating educational services to homeless children;
7.2.1.13 At least 20% parent membership.
7.2.2 The Pickaway County Teen Task Force. The Pickaway County Teen Task Force will advise the Council concerning teen health, teen life style issues, and transition of youth into adulthood. The Task Force will serve as the linkage between the Council and the needs of youth in Pickaway County, assuring the placement of those concerns into Council discussions, and communicating information from Council to the Teen Task Force. Members of the Teen Task Force may be Council or non Council members with an interest in the goals of the Teen Task Force. The Teen Task Force will be represented on the Council by its chairperson as a voting member.
7.2.3 Parent Advisory Committee. The Parent Advisory Committee of the Pickaway County Family and Children First Council will seek out a diversified membership to assure that parents’ voices are heard in the recommendations and decision making of council. The members of the committee will be encouraged to attend council meetings and become parent representatives on Council. The committee will also serve as a support to parents and a linkage to parents with similar concerns and needs.
SECTION 7.3 Ad Hoc Committees. Ad hoc committees may be formed as needed and shall serve to accomplish time‑limited and or non routine responsibilities necessary to carry out the purpose and mission of the Council. Ad Hoc Committees serve in an advisory capacity for Council. Members of Ad Hoc Committees are appointed by the Council Chairperson and may be Council or non Council members.
SECTION 7.4 Programs: The Pickaway County Family and Children First will oversee programs that are mandated by the state, by our county commissioners, or programs that are developed in response to grant funding received by council.. Programs will be altered or closed as circumstances change and new programs added as mandates or opportunities are presented.
7.4.1 TEAM for YOUTH: TEAM for Youth in Pickaway County is to ensure that multi‑need children and their families receive adequate and appropriate services, under the guidelines of the Pickaway County Service Coordination Plan. This plan outlines the structure, funding, procedures, and tracking of the coordinated efforts to serve children and families. An Individualized Family Service Plan is developed for each family based upon their strengths and needs. The Plan will identify and organize the providers, services, and responsibilities.
7.4.2 Help Me Grow (HMG): The purpose of HMG is to offer a coordinated, community-based service that promotes trans-disciplinary, family centered programs for expectant parents, newborns, infants, toddlers and their families. Prevention and intervention services are delivered through home and community-based services. Council responsibilities include monitoring service provision and fiscal accountability for local and state policies.
7.4.3 Children’s Trust Fund (CTF): The purpose of CTF is that families and communities will have the knowledge, skills and resources to nurture their children and prevent them from being abused or neglected. In adopting the House Bill 289 process for the Ohio Children’s Trust Fund, the focus is on streamlining local coordination efforts and enhancing child abuse and neglect prevention programming. In addition, there is a strong desired to reduce duplication, increase consistency, and enhance short-term and long-term planning and documentation of results. The activities of the program will be overseen by the Children’s Trust Fund Committee. The yearly plan submitted and approved by the local Advisory Board/FCFC will identify the strategy to be implemented as the Council program.
III. FINANCIAL MANAGEMENT
SECTION 8.1 Administrative Agent. The Council, at their annual meeting in March, shall appoint an Administrative Agent for the Council in accordance with Section 121.37 of the Ohio Revised Code.
Section 8.2 Duties and Responsibilities of Administrative Agent. The Administrative Agent will serve as the council’s appointing authority for any employees of the council and shall ensure that all expenditures are handled in accordance with policies, procedures, activities prescribed by state departments in rules or interagency agreements that are applicable to the council’s functions. Section 8.3 Contracts. The administrative agent may enter into agreements or administer contracts with public or private entities to fulfill specific council business. Such agreements and contracts are exempt from the competitive bidding requirements of section 307.86 of the Revised Codeif they have been approved by the council and they are for the purchase of family and child welfare or child protection services or other social or job and family services for families and children. The approval of the county council is not required to exempt agreements or contracts entered into under section 5139.34, 5139.41, or 5139.43 of the Revised Code from the competitive bidding requirements of section 307.86 of the Revised Code.
SECTION 8.4 Stipends. The Administrative Agent, as determined by Council, may provide stipends, reimbursements, or both to family representatives for expenses related to council activities.
SECTION 8.5 Fund Creation. A Special Revenue Fund shall be created by the Administrative Agent to properly account for and to carry out the fiscal operations of the Council.
SECTION 8.6 Fiscal Year. The fiscal year of the Council shall commence July 1 and terminate on June 30 of each calendar year.
SECTION 8.7 Annual Budget. The council shall approve an annual Council administration budget at their June Council meeting which will then be filed with the administrative agent. A copy will be included with the Council’s Annual Plan shared with the Pickaway County Board of Commissioners by July 1st of each fiscal year.
ARTICLE IX. STAFF
SECTION 9.1 Coordinator. The Executive Committee may, as necessary and feasible to assist in carrying out the objectives of the Council, secure the services of a Council Coordinator, Team Coordinator and Grant Coordinator(s) through agreement with the Administrative Agent.
SECTION 9.2 Coordinator Duties. The duties and responsibilities of the Council Coordinator, TEAM Coordinator, or Grant Coordinators shall include those duties as set forth in the position description approved by the Executive Committee and Council.
ARTICLE X. CONFIDENTIALITY
SECTION 10.1 Confidentiality, according to the standards set forth by member agency policies, state and federal laws and professional ethics, shall be adhered to. Each member of the Council shall follow the applicable confidentiality procedures when exercising its responsibilities. Non‑governmental parties to Council proceedings shall maintain the confidentiality of records.
ARTICLE XI. RULES OF ORDER
SECTION 11.1 Rules of Order. All meetings of the Council, Executive Committee will be conducted according to generally accepted procedures for the conduct of meetings.
11.1.1 Should a procedural dispute arise, the official presiding will seek consensus on dispute resolution among the members present.
11.1.2 If the procedural dispute cannot be resolved in a reasonable amount of time, the most recently published version of Robert’s Rules of Order will be used to resolve the disputed procedure.
ARTICLE XII. ADOPTION AND AMENDMENT OF BYLAWS
SECTION 12.1 Adoption. These bylaws shall be adopted by a majority vote of those present at the annual meeting of the Council.
SECTION 12.2 Amendment. These bylaws may be amended, repealed, or altered, in whole or in part, at any duly appointed meeting of the Council by a majority vote of the total members present, provided that written notice of the proposed amendments shall be provided to all Council members at least (30) thirty days prior to the date of the meeting at which the proposed amendments will be voted on.
ARTICLE XIII. LIABILITIES
SECTION 13.1 Nothing herein shall constitute members of the Council or the Executive Committee as partners for any purpose. No member, agency or employee shall be liable for the acts, failure to act, of any member, agency or employee of the Council or the Executive Committee.
SECTION 13.2 Action by other than Council. The Council shall indemnify any person who was or is a party or is threatened to be made party to any threatened, pending or complete action, suit or proceeding, whether civil, criminal, administrative or investigative (OTHER THAN AN ACTION BY OR IN THE RIGHT OF THE COUNCIL) by reason of the fact that such person is or was a director or officer of the Council, or is or was serving at the request of the Council as a coordinator, member or officer, of another Council, partnership, joint venture, trust or other enterprise, against expenses (including attorneys’ fees) judgments, fines and amounts paid in settlement actually and reasonably incurred by such person in connection with such action, suit or proceeding if such person acted in good faith and in a manner which such person reasonably believed to be in or not opposed to the best interests of the Council, and with respect to any criminal action or proceeding, had no reasonable cause to believe the conduct was unlawful. The termination of any action, suit or proceeding by judgment, order, settlement, conviction, or upon the plea of nolo contendere or its equivalent, shall not, on itself, create a presumption that the person did not act in good faith and in a manner which the person reasonably believed to be in or not opposed to the best interest of the Council, and with respect to any criminal action or proceedings, had reasonable cause to believe that the person’s conduct was unlawful.
SECTION 13.3 Action of Council. The Council shall indemnify any person who was or is a party or is threatened to be made a party to any threatened, pending or completed action or suit by or in the right of the Council to procure a judgment in its favor by reason of the fact that such person is or was a coordinator or officer, of the Council, or is or was serving at the request of the Council as a coordinator, member or officer of another Council, partnership joint venture, trust or other enterprise against expenses (including attorneys’ fees) judgments, fines and amounts paid in settlement actually and reasonably incurred by such person in connection with such action, suit or proceeding if such person acted in good faith and in a manner which such person reasonably believed to be in or not opposed to the best interest of the Council and except that no indemnification shall be made in respect of any claim, issues or matters as to which such person shall have adjudged to be liable for willful negligence or misconduct in the performance of duty to the Council unless and only to the extent that the court in which such action or suit was brought shall determine upon application that, despite the adjudication of liability but in view of all the circumstances of the case, such person is fairly and reasonably entitled to indemnity for such expenses which the court shall deem proper.
SECTION 13.4 Expenses. To the extent that a coordinator, member or officer has been successful on the merits or otherwise in defense of an action, suit or proceeding referred to in Section 13.2, 13.3 above, or in defense of any claim, issue or matter therein, such coordinator, member or officer shall be indemnified against expenses (including attorney’s fees) actually and reasonably incurred in connection therewith.
SECTION 13.5 Prerequisites. Any indemnification under section 13.2,13.3, and 13.4, above (unless ordered by a court) shall be made by the Council only as authorized in the specific case upon a determination that indemnification of the coordinator or officer is proper in the circumstances because the coordinator or officer has met the applicable standard of conduct set forth in section 13.2, 13.3, and 13.4. Such determination shall be made 1) by the Board by a majority vote of a quorum consisting of directors who were not parties to such action, suit or proceeding, or 2) if such a quorum is not obtainable or, even if obtainable, a quorum of disinterested directors so directs, by independent legal counsel in a written action.
SECTION 13.6 Advances by Council. Expenses incurred in defending a civil or criminal action, suit or proceeding may be paid by the Council in advance of the final disposition of such action, suit or proceeding as authorized by the Council in the specific case upon receipt of an undertaking by or on behalf of the coordinator or officer, to repay such amount unless it shall ultimately be determined that the coordinator or officer is entitled to be indemnified by the Council as authorized in this article.
SECTION 13.7 Other Remedies. The indemnification provided by this article shall not be deemed exclusive of any other rights to which such coordinator or officer may be entitled under any agreement, vote of disinterested directors or otherwise, both as to action in any official capacity and as to action in another capacity while holding such office, and shall continue as a person who has ceased to be a coordinator or officer, and shall inure to the benefit of the heirs, executors and administrators of such person .
ARTICLE XIV. PROVISION CONTRARY TO LAW.
SECTION 14.1 Following adoption of these bylaws, if any provision is subsequently found to be contrary to any Federal, State or local law or ordinance only that provision shall be invalidated and the remainder of the document shall remain in full force and effect.
