Developmental Disabilities: Group Home Advisory Board Bylaws

PURPOSE

The purpose of the committee (as defined in Section 1412 of Title 10, O.S. 1963) shall be to advise the Department of Human Services Director on matters relating to the care and treatment of people with developmental disabilities served by the Department of Human Services, Developmental Disabilities Services (DDS).  These purposes shall be:

1. To assist the Director in assuring the Department’s services to people with developmental disabilities reflect adherence to the standard of “best practice.”
2. To assist the Director in assuring the Department’s programs for people with developmental disabilities provide quality services in a cost effective manner.
3. To recommend improvements to the Director for existing programs serving people with developmental disabilities.
4. To recommend development and implementation of additional programs for people with developmental disabilities in Oklahoma.
5. To review the Department’s policy, policy revisions, and make recommendations regarding the adherence to the Department’s mission and the cost of proposed policies and amendments.
6. To facilitate communication among Department staff, providers of services, service recipients, parents/guardians/advocates of people with developmental disabilities, and other public and private entities involved in delivering services to  people with developmental disabilities

MEMBERSHIP

The following groups are represented by a member on the advisory committee:

1. Parent-Guardian Associations at the Northern and Southern Oklahoma Resource Centers (one representative from each.) (2)
2. TARC (1)
3. Oklahoma Chapter of the American Association on Intellectual and Developmental Disabilities. (1)
4. Parent, guardian, or immediate family caregiver of a consumer with a related condition. (1)
5. Primary or secondary consumers of community based services. (One representative from Area I, Area II, and Area III) (3)
6. Oklahoma Community-based Providers (two representatives – one residential and one vocational) (2)
7. Provider of community services not affiliated with a provider organization with designated membership on this committee (1).
8. Parent, guardian or immediate family caregiver of a child with developmental disabilities receiving services from the state’s public school program. (1)
9. Oklahoma People First. (1)
10. Parent, guardian or immediate family-caregiver of a person waiting for community-based services from DDS.  (1)
11. A private ICF/IID, either nonprofit or profit, affiliated with the Oklahoma Association of Health Care Providers. (1)
12. The Center for Learning and Leadership (CLL.) (1)
13. The Oklahoma Developmental Disabilities Council. (1)
14. The Oklahoma State Department of Health. (1)
15. The Oklahoma Health Care Authority. (1)
16. The Oklahoma State Department of Rehabilitation Services (1)
17. Citizens at large, appointed by the Director (2).

Each group nominates representatives to serve on the committee for three-year terms. For parents, guardians, family caregivers, or other membership slots not affiliated with named organizations, the Director shall seek out nominations through established channels of communications with people representing these slots. The Director makes the final appointments based on each group’s recommendation or the nominee’s expression of interest, whichever is applicable, and in accordance with DHS policy OAC 340-100-3-25.  In making appointments, the Director shall stagger terms of office so that one third of the members’ terms expire each year.  Members can be reappointed to additional terms at the discretion of the Director.

Each committee member may appoint one officially recognized designee to act with full voting rights of the member, provided the designee has been formally nominated by the member and the designee's qualifications to serve have been vetted and approved by DDS.

Any committee member with unexcused absences for two consecutive regular meetings, may be considered to have vacated his/her seat on the committee.  A member who ceases to qualify for their membership slot during their term of office shall be considered to have vacated his/her seat on the committee and will be replaced by another qualifying person using the original appointment process.

MEETINGS

1. Meetings shall be held at least four times a year.  Special meetings will be called as the chairperson deems necessary. 
2. Copies of all materials to be reviewed as well as minutes of the last meeting shall be provided to each committee member at least 21 days prior to the next regularly scheduled meeting. All materials provided to the members will also be made available on the DDS website.
3. A quorum is required for agenda items designated as “action items.”  A quorum shall be declared when 50% or greater of the currently filled positions is represented. 
4. In compliance with the Open Meetings Act, reasonable notice of each special meeting shall be given to committee members.
5. A time for public comments will be provided during each meeting of the advisory committee as announced by the committee chairperson.
6. Members receive no compensation for their services but will be reimbursed for necessary travel and other expenses incurred in the performance of their official duties in accordance with the Oklahoma Travel Reimbursement Act.  Title 74 O.S. 500.1-500.35 as amended. 

OFFICERS

1. Officers of the committee shall be chairperson, vice chairperson, and secretary.
2. Committee officers shall be elected annually by the committee membership at its last meeting of the calendar year and shall serve for one year.
3. Members may serve in one officer position for a maximum of two consecutive one-year terms.
4. The chairperson shall preside at all regular and special meetings and will confer with the DDS Director in preparing an agenda; setting dates of meetings; appointing members of sub-committees and serve as ex-officio member of all sub-committees. 
5. The chairperson shall serve as the spokesperson for the advisory committee with the DDS Director.
6. The vice chairperson shall serve as acting chairperson in the event of the chairperson’s absence and perform other duties deemed appropriate by the chairperson.
7. The secretary shall call the roll and take vote counts with the assistance of DDS staff assigned to the committee as necessary.

COMMITTEES

The Nominating Committee shall consist of three (3) members of  the Group Home Advisory Board. The Nominating Committee shall nominate a slate of officers. The Nominating Committee shall notify potential officers of their nomination and receive the nominee’s approval prior to presenting the slate of officers to the general membership. At a minimum of 20 days prior to the fall  meeting, the Nominating Committee should have met and presented in writing to the membership for consideration at least one (1) name for each of the three (3) elective offices. The nomination by the Nominating Committee will not preclude nominations from the floor or in any other customary manner.

DUTIES OF DEPARTMENT OF HUMAN SERVICES

Developmental Disabilities Services Division shall appoint a staff member to serve as liaison between Department of Human Services and the Group Homes for Persons with Developmental or Physical Disabilities Advisory Board; shall provide adequate staff support and assistance as necessary to assure efficient and effective functioning of the committee;  shall provide space for meetings; and shall work with the chairperson in scheduling meetings as well as communicating with committee members. The Director of the Department of Human Services may assign other staff from appropriate divisions within the department to meet with the committee on an ongoing basis to provide information and support.

AMENDMENTS TO BYLAWS

Amendments of these bylaws at any meeting shall require a vote of at least two-thirds of the committee membership, provided that at least 30 days notice stating the proposed amendment has been submitted in writing to the committee members. In addition the chairperson shall notify the Department of Human Services in writing of the proposed amendment(s) not less than 15 days prior to committee action regarding such amendment(s) are consistent with applicable laws, regulations, or policy determinations. Amendment(s) in conflict with laws, regulations or policy shall be null and void.

PARLIAMENTARY PROCEDURE

Robert’s Rules of Order, Newly revised, shall govern all meetings of the Board.

____________________________                 ____________________________
Chairperson,                                          Division Administrator,
Group Homes for Persons with           Developmental Disabilities
Developmental or Physical                  Services Division

Disabilities Advisory Board                  Department of Human Services

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Date                                                                    Date