County Board First Quarter Checklist
January is a busy time for county boards of DD as they organize for the year and welcome new members, and boards must complete several tasks at the beginning of each year to comply with state law. This page lists these items along with guidance on how each should be approached in order to comply with the Ohio Revised Code.
Questions about the content of this page should be directed to Randy Beach (email@example.com) or Bridget Gargan (firstname.lastname@example.org). Questions about OACB member services of the MemberConnect portal should be directed to Adam Herman (email@example.com).
1) Conduct Annual Organizational Meetings
Per Ohio Revised Code 5126.029, every county board of DD must hold an annual organizational meeting no later than January 31 to elect its officers and set a meeting schedule for the year. Ohio law requires each board to have a president, vice-president, and recording secretary. Boards must meet in regularly scheduled sessions at least 10 times per year (or at least eight times per year for year for boards that share superintendents or other administrative staff).
Note: If a board member misses more than two regularly scheduled board meetings without giving prior notice, that board member is required by the ORC to be removed from the board.
Each board member must be eligible to serve on the county board, and people applying to serve on the board must complete and submit a board member eligibility declaration to the appointing authority prior to their appointment. For an example of a board member eligibility declaration, see the OACB Board Member Reference Manual, section 8, page 2.
The board's annual organizational meeting is also a good opportunity to make revisions and updates to the board's rules for conducting business. Boards are required by the ORC to have such rules. Ohio statute, however, does not prescribe how these rules should look or function. This gives each board flexibility in deciding how it will operate. Board rules can take the form of by-laws, meeting policies, or rules of order. They are necessary for establishing and clarifying board functions such as board and committee meeting notifications, public participation, officer elections, board member absences, and more.
2) Update Your Board Roster and Staff Listing
At the beginning of each year, it is also important to ensure that your staff directory in MemberConnect is complete and up to date. OACB uses the information you provide to us to determine who receives our various resources and e-publications. Please ensure that your superintendent, superintendent's assistant, or personnel director reviews your board's directory page in MemberConnect and makes any necessary updates. Out-of-date records could result in there being a gap in OACB communications to you board members or administrative staffers.
If you have questions about updating your board member roster or staff listings, please send an email to Erich Hiner at firstname.lastname@example.org.
3) Conduct New Board Member Orientation
Under OAC 5123:2-1-13, new county board members are required to take part in an orientation training within three months of their appointment. The purpose of this training is to introduce new board members to the county board of DD system and their roles and responsibilities within it. This orientation must cover the following topics:
• Duties of a county board of DD
Details about new board member training requirements can be found in section 4 of the OACB Board Member Reference Manual, which is available for download in the MemberConnect Document Center. OACB has created several ways of satisfying the new board member training requirement.
Option 2: Use OACB's Prepared Orientation Training Slides
To ensure accuracy, the majority of this presentation cannot be altered. However, the PowerPoint includes several editable slides that boards can use to customize this presentation to their counties. Questions about the content of these slides should be directed to Randy Beach at email@example.com.
Option 3: Request An In-Person Training from OACB Staff
4) Review Open Meetings Laws
County boards of developmental disabilities are defined as "public bodies" by the Ohio Revised Code. As such, meetings conducted by the whole board or any committee or subcommittee are to be operated in accordance with the Ohio Open Meetings Act. In practice, this means all board committees – regardless of size – must do the following:
• Have a policy specifying how the board will inform the public of upcoming meetings;
The board must establish a rule establishing a reasonable method for informing the public of upcoming meetings. While boards are required to meet in a public session, members of the public who attend are not entitled to speak.
For details on public meeting requirements, refer to the OACB Board Member Reference Manual – section 4, page 23. You can also click here to download the complete 2018 Ohio Sunshine Laws Manual from the Ohio Attorney General's Office.
5) Distribute the Updated Board Member Reference Manual
OACB is proud to offer a comprehensive manual pertaining to issues of importance to the seven governing board members and senior management staff at county boards across the state. Updated annually, OACB's Board Member Reference Manual is a go-to resource for county board members seeking basic information about a wide variety of topics in Ohio's developmental disability service delivery system.
OACB member services are available 24 hours a day, 7 days a week through OACB's online member services portal at www.members.oacbdd.org. To access these services, simply click on the image below (login required) or visit www.members.oacbdd.org and use the navigation menu therein. For technical support with MemberConnect, including login issues, please contact Lana Beddoes at firstname.lastname@example.org or (614) 431-0616 ext. 7988.
Last updated January 18, 2019