By-Laws

Tuscarawas County

Family and Children First Council

MISSION AND BY-LAWS

Revised November 14, 2013

ARTICLE I: NAME

The name of the Organization shall be the Tuscarawas County Family and Children First Council.   

ARTICLE II: MISSION AND PURPOSE

The mission of the Council is to mobilize a network of funding and services for families and children of Tuscarawas County.

The purpose of the Council is as follows:

a) The instigation and/or conduction of research and planning directed towards improving life and reducing personal hardship and combating family and child deterioration. To this end, Strategic Planning will set the Council’s vision and aspirations for children, families, and communities.

b) The development of community and area‑wide knowledge and understanding of family and child needs and the means to alleviate the same through preparation, publication and dissemination of information relating to such conditions through all available media.

c) The development and promotion, where necessary, of any solutions for those family and child needs, (both existing and anticipated), beyond resolution by existing resources.

d) The coordination, integration, and collaboration of community efforts designed to accomplish the goals and objectives of the Council.

e) Acquisition and distribution of funds to implement such family and child services.

ARTICLE III: GOVERNING BOARD  

1. Composition

Three Parent Representatives, director of Tuscarawas County ADAMHS Board, Health Commissioner of Tuscarawas County Board of Health, Health Commissioner of New Philadelphia City Health Department, director of Tuscarawas County Job & Family Services, superintendent of Tuscarawas County Board of Developmental Disabilities, superintendent of New Philadelphia City Schools, superintendent representing all other school districts, representative of  the City of New Philadelphia, president of the Tuscarawas County Commissioners or an individual designated by the board, representative of Department of Youth Services, representative of HARCATUS Head Start, representative of Early Intervention Collaborative, representative of United Way, Juvenile Court Designee (HB 289), and two others elected by the Advisory Committee annually,

2. Core Functions:

Provide policy and governance leadership and oversight of all facets of statutory Family and Children First operations including, but not limited to, the following:  annual review of the Administrative Agent Agreement, Memorandums of Understanding, annual review of the Service Coordination mechanism, grant management, approval of annual operating budget, dispute resolution process, all other functions are prescribed in House Bill 289.

3. Contribution

All Governing Board Members, with the exception of the Parent Representatives and the private not for profits, will be asked to contribute a minimum of $2,500.00 annually in support of council operations.  Board members shall submit a written request to the Governing Board for a waiver or reduction of the contribution due to budget constraints/reductions.

4. Meetings

Regular meetings may be held at least monthly.  Special meetings of the Governing Board may be called by the Chair, or by the combined request of any 10 members of the Board.  Advance notice of one week and notification of the agenda must be given for special Governing Board meeting.  A quorum for all meetings shall consist of the majority of Governing Board members present, provided that proper notice of the meeting has been given in accordance with the provisions contained in these By-Laws.

5. Officers of the Governing Board

A. Composition

The Governing Board shall elect, from among its members, a Chairperson, a Vice Chairperson, and Secretary. The Treasurer will be the Administrative Agent.

B. Duties

The Chairperson shall preside at Governing Board meetings.  The Vice Chairperson shall assume the duties of the Chair when asked to do so by the Chair or on occasion when the Chair ceases to function as Chair. The Treasurer shall serve as Chairperson of the Budget Committee and will present financial reports for Council.  The Secretary shall review the minutes of the Governing Board meetings.  The Council Manager shall be responsible for the preparation of monthly meeting agendas and for compiling and dispersing minutes.  Officers may act on behalf of the Governing Board at the request of the Governing Board.

C. Election of Officers

The Governing Board Chairperson shall be responsible for appointing a Nominating Ad Hoc Committee to prepare a slate of officers to be presented for a vote at the June Governing Board meeting.  Nominations will also be accepted from the floor.

D. Terms of Office

Election of Officers shall be held annually in June with the term of office beginning July 1 and ending June 30.  Officers shall serve no more than 2 consecutive terms in office.

ARTICLE IV: STANDING COMMITTEES

1. Advisory Committee

A. Composition

ADAMHS Board of Tuscarawas and Carroll Counties, Big Brothers Big Sisters of East Central Ohio, Child Advocacy Center, Child Support Enforcement Agency, Chrysalis Counseling Center, Inc., COAD Early Care and Education, Community Mental Healthcare, Inc., COMPASS, HARCATUS CAO, Inc. (Community Action Organization), Ohio State University Extension Office, Personal & Family Counseling Services, Society for Equal Access, East Central Ohio Educational Service Center, The Village Network, Tuscarawas County Council for Church & Community,  Union Hospital, and a minimum of 3 Parent Representatives (Parent Representatives are defined as 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.  House Bill 289).

B. Membership

Membership may be expanded in a manner consistent with the organization, structure, purpose, and mission of current Council members. Applicants must submit a written request for membership and must attend two consecutive meetings as a requisite for consideration of membership.  Written requests for membership will be reviewed by the Advisory Committee and recommendations will be made to the Governing Board.

To apply for membership, candidate organizations must meet the following criteria:

a) Provide confirmation that the organization has been providing services, benefits, assistance, or program activities for at least three consecutive years prior to the date of its request for membership.  Acceptable confirmation would be annual reports, brochures, audit information, etc.

b) Agree to attend Advisory Committee meetings on a regular basis.

c) Submit a written request to the Council Manager to be considered for membership.

C. Core Functions

Ensures that Council responds to all special projects, services and grants in support of children and families that includes, but is not limited to, the following:

Develops response to Ohio Children’s Trust Fund, House Bill 289, Help Me Grow, Animal/Child Abuse Prevention, and other mandated council projects/grants, creates committees as necessary to address community needs, works in conjunction with the Service Coordination Committee to develop new programs and to strengthen existing programs, address specific conditions of the Memorandum of Understanding, elects two agency members to serve on the Governing Board, responds to Request for Proposals under the direction of the Governing Board, works in conjunction with the administrative agent to meet the requirements of state and applicable federal grants and programs.

D. Contribution

Each member agency of the Advisory Committee, with the exception of Parent Representatives, will be asked to contribute a minimum of $250.00.  Advisory Committee members shall submit a written request to the Governing Board for a waiver of the contribution due to budget constraints/reductions.

E. Meetings

Regular meetings may be held at least monthly.  A quorum for all meetings shall consist of the majority of Advisory Committee members present, provided that proper notice of the meeting has been given in accordance with the provisions contained in these By-Laws.  Special meetings may be called by the Chair.  Advance notice of one week and notification of the agenda must be given for special Advisory Committee meetings.

F. Officers

The Advisory Committee shall elect, from among its members, a Chair and a Vice‑Chair. The Chairperson shall preside at meetings. The Council Manager shall be responsible for preparation of monthly meeting agendas. The Vice‑Chair shall assume the duties of the Chair when asked to do so by the Chair or on occasion when the Chair ceases to function as Chair. The Council Manager shall keep the minutes.  Election of Officers shall be held annually with the term beginning July 1 and ending June 30.

2. Service Coordination Committee

A. Composition

Service Coordinator, Job & Family Services, ADAMHS Board, Juvenile court, EducationalServiceCenter, Department of Health, Board of Developmental Disabilities, and parent representative.

B. Membership

Membership may be expanded in a manner consistent with the need of specific children and families.

C. Core Functions

Provides administrative and policy oversight on all facets of service coordination planning and monitoring including, but not limited to the following:  eligibility criteria, service planning and case review processes, annual approval of the service plan, Memorandum of Understanding, service financing, family and advocate involvement, on-going needs assessment, family and peer support mechanisms, routine activity reporting to Governing Board and Advisory Committee. Makes recommendations to Governing Board and Advisory Board relative to service gaps.  Works in conjunction with the administrative agent on contract and service management and financing issues.

D. Meetings

Regular meetings may be held at least monthly.  A quorum for all meetings shall consist of the majority of Service Coordination Committee members present, provided that proper notice of the meeting has been given in accordance with the provisions contained in these By-Laws.

3. Budget Committee

A. Composition

Six members/designees of the Governing Board

B. Core Functions

Works in conjunction with the Administrative Agent on all financial and budget related activities of council including, but not limited to, the following: review and approval of monthly financial statements, grant oversight, preparation of annual operating budget ensuring Council compliance with all applicable accounting and audit requirements per State and Federal regulations.

C. Meetings

Regular meetings may be held at least monthly.  A quorum for all meetings shall consist of the majority of Budget Committee members present, provided that proper notice of the meeting has been given in accordance with the provisions contained in these By-Laws.

4. Families and Communities Together (FACT) Committee

A. Composition

The FACT Committee plans to develop a pool of parents to provide education and             advocacy for Tuscarawas County Families.  Parents who are interested in learning             to advocate for their families and assist other families in advocating for      themselves are encouraged to become a part of FACT.

B. Core Functions

The FACT Committee will annually prepare a series of recommendations    regarding how TCFCFC can be responsive to families.

C. Meetings

Regular meetings shall be held monthly.  Additional meetings may be contingent upon special projects planned by the FACT Committee.  A quorum for all meetings shall consist of the majority of FACT Committee members present, provided that proper notice of the meeting has been given in accordance with the provisions contained in these By-Laws.

ARTICLE V: ETHICS

Members are expected to maintain the highest possible ethical standards and to perform within the laws of the state of Ohio.  This expectation extends to interactions with governmental entities, financial community, media, vendors, suppliers, communities, general public, and each other.  Members are expected to be familiar with and to comply with all laws, rules, and regulations applicable to their areas of responsibilities.  Members will not accept gifts from clients.  Members will not give/receive goods or payments as compensation for professional services and/or for making referrals.

ARTICLE VI: DISCRIMINATION

Members shall not practice, condone, facilitate, or collaborate with any form of or harassment on the basis of race, ethnicity, ancestry, national origin, language, color, sex, sexual orientation, gender identification, age, marital status, political belief, religion, pregnancy, mental disability, physical disability, and/or military or veteran status.  Members should respect and seek to understand culture and its function in human behavior and society, recognizing that strengths exist in all cultures.  This respect and understanding does not necessarily acknowledge agreement of the same.

ARTICLE VII: AMENDMENTS

These By‑laws may be amended by a majority vote (10) of all Governing Board members at any regular meeting of the Council called specifically for that purpose. Proposed amendments shall have been submitted to the Governing Board members, in writing, at least two weeks in advance of the meeting at which they are voted upon.