Regional prevention councils are
established to serve child abuse and child neglect prevention regions created
and defined under section 3109.171 of the Revised Code.
(A)
Duties and structure of a regional
prevention council.
(1)
Each council is composed of county
prevention specialists appointed by boards of county commissioners and the Ohio
children's trust fund (OCTF) board.
(2)
Every council is directed by a
competitively selected regional prevention coordinator that selects a
non-voting chairperson to lead the council and facilitate the completion of its
tasks.
(3)Each council is charged with:
(a)Establishing standing workgroups,
(b)
Developing and completing needs
assessments,
(c)
Developing, approving and implementing
a regional child abuse and child neglect prevention plan based on OCTF
criteria,
(d)
Collecting data on the implementation
of the plan and submitting a progress report and an annual report to the OCTF.
(4)
Each council may request start-up
funding from the OCTF for children's advocacy centers.
(B)Meetings and notices.
(1)
All business transactions of each
council shall be conducted in public meetings. Each council shall meet in
compliance with division (H) of section 3109.172 of the Revised Code at the
call of the chairperson; and
(a)
Held in accordance with a schedule
adopted by each council at its first meeting; or
(b)
Scheduled at a previous meeting of the
council; or
(c)
Special meeting called by the
chairperson of the council.
(2)
Public notice of meetings will specify
the time and place of the meeting.
(a)
Each council will maintain a list of persons
who have requested notice of all meetings.
(b)
Any person may obtain electronic mail
notification of the time and place of any regularly scheduled meeting by
requesting such notification from the council before the close of the business
day prior to the meeting.
(c)
In the event of a special meeting, the
council will notify all listed persons by electronic mail notification as soon
as possible after the special meeting is scheduled.
(3)Quorum.
A majority of the actual number of county
prevention specialists that have been appointed to and are serving on the
council at the time of a meeting where official action is to be taken
constitutes a quorum to conduct a meeting. A majority of those members present
and voting yes on a proposal shall constitute a favorable vote. All votes shall
be conducted by roll call.
(4)Procedure.
When a question of parliamentary
procedure arises, the most current edition of "Robert's Rules of
Order" (2011) shall be followed as a guide for the proceedings of the
council.
(5)Minutes.
The minutes shall be the record of the
proceedings of the council.
(a)
The minutes, at a minimum, shall
provide a record of the council members present and any votes taken.
(b)
Draft copies of the written minutes
shall be circulated to the council in advance of each meeting.
(c)
After approval, the approved version
shall be retained for a period of seven years by the regional prevention
coordinator of each council.
(d)
Each council will make available a copy
of the approved minutes to any person who requests them.
(6)Agenda.
The agenda shall be sent to each council
member prior to the meeting. Each council will make available a copy of the
meeting agenda to any person who requests it.
(C)Officers and their duties.
(1)The chairperson:
(a)
Is selected by the council's regional
prevention coordinator from among the county prevention specialists that have
been appointed to and are serving on the regional prevention council.
(b)
Serves as a nonvoting member of the
council. The chairperson shall be the voice of the council and shall preside at
all council meetings.
(c)
May call upon the vice chairperson to
preside during a meeting.
(2)
A vice chairperson shall be selected by
the council from among the members of the council.
(a)
The vice chairperson shall preside in
the event of the absence of the chairperson or upon the request of the
chairperson.
(b)
When presiding over a council meeting,
the vice chairperson becomes a nonvoting member and functions in the same
capacity as the chairperson.
(3)
Under the direction of the chairperson,
a staff member designated by the regional prevention coordinator shall keep the
minutes of council proceedings.
(4)
Other officers of the council shall
include the chairpersons of workgroups who are designated by the council.
(D)Workgroups.
(1)
In conducting its business and
fulfilling its duties pursuant to sections 3109.172, 3109.174 and 3109.178 of
the Revised Code, each child abuse and child neglect regional prevention
council, as defined in section 3109.171 of the Revised Code, shall create the
following workgroups at its initial meeting or within two months thereafter:
(a)
A child abuse and child neglect
prevention month planning workgroup:
(i)
Shall examine existing child abuse
and child neglect prevention month activities, programs and/or events,
(ii)
Shall then recommend to the full
council specific child abuse and child neglect prevention month activities,
programs and/or events to be considered for inclusion in the regional
prevention plan that each child abuse and child neglect regional prevention
council submits to the OCTF board pursuant to section 3109.174 of the Revised
Code.
(iii)
This workgroup will also make
recommendations for coordinating and disseminating the OCTF board's child abuse
and child neglect prevention month campaign messaging and materials.
(b)
A needs assessment workgroup that will
coordinate the council's needs assessment activities.
(c)
A prevention plan workgroup that will
coordinate the development of the council's regional prevention plan for
funding child abuse and child neglect prevention programs and activities.
(2)
Each child abuse and child neglect
regional prevention council may create additional workgroups and assign any
tasks it deems necessary to facilitate the implementation of its assigned
duties.
(3)
Council members shall self-select into
workgroups. Workgroup members may include non-council members such as experts
in a particular field whose knowledge may assist the workgroup in the
completion of its assigned duties.
(4)
The council designates a workgroup
chairperson from among the workgroup members who are also members of the
council.
(5)
Council members shall self-select into
and councils shall designate chairpersons for the workgroups created under
paragraphs (D)(1)(a), (D)(1)(b) and (D)(1)(c) of this rule at the council's
initial meeting or within two months thereafter.
(6)
The council chairperson shall ensure
that a sufficient number of council members self-select into each workgroup so
as to facilitate each workgroup's completion of its assigned tasks.
(7)
All meetings of a workgroup created
under paragraph (D) of this rule will be public.
(a)
Each workgroup will relay the date,
location and time of each meeting to the child abuse and child neglect regional
prevention coordinator no less than three working days prior to the meeting.
(b)
The coordinator, on behalf of the
council, will:
(i)
Send electronic notification of the
date, location and time of each meeting to the OCTF.
(ii)
Send electronic notification of the
date, location and time of each meeting to a list of persons who have requested
notice of the workgroup meetings.
(c)
This electronic notification will be
sent no less than two working days prior to the workgroup meeting.
(d)
The coordinator shall also keep minutes
of all workgroup meetings.
(8)
Each workgroup created under paragraph
(D) of this rule will meet as needed and will report on its work and make any
recommendations necessary in the completion of its assigned tasks to the full
council.
(9)
Workgroups created under paragraph (D)
of this rule do not take official actions and a child abuse and child neglect
regional prevention council is not required to adopt or implement any
recommendations put forth by a workgroup. The council will review each
workgroup's report and recommendations and may take official action on them to
the extent council deems necessary.
(E)
Each child abuse and child neglect
regional prevention council and its regional prevention coordinator shall
collaborate on assembling the council's regional child abuse and child neglect
prevention plan within the OCTF online system. The council shall then submit
its regional prevention plan to the OCTF board by submitting the form JFS
01475, "Ohio children's trust fund regional child abuse and child neglect
prevention plan submission" (Rev. 1/2016).
(F)
Pursuant to division (I)(5) of section
3109.172 of the Revised Code, each regional prevention council member shall:
(1)Serve on a minimum of one workgroup.
(2)
Assist the regional prevention
coordinator in conducting comprehensive needs assessments in addition to the
initial assessment as outlined in division (I)(2) of section 3109.172 of the
Revised Code.
(G)
Pursuant to division (I)(2) of section
3109.172 of the Revised Code and paragraph (F) of this rule, assisting the
regional prevention coordinator in conducting needs assessments shall include,
but not be limited to, the acquisition of county level data.
(H)
Service on regional prevention councils
is voluntary and council members shall not receive compensation for their
service to the council.
(I)
A regional prevention council member
who fails to attend at least three-fifths of the regular and special meetings
held by the council during any two-year period forfeits the member's position
on the council.
Effective: 01/01/2016
Five Year Review (FYR) Dates: Exempt
Certification: CERTIFIED ELECTRONICALLY
Date: 12/21/2015
Promulgated Under: 119.03
Statutory Authority: 3109.16, 3109.179
Rule Amplifies: 3109.172, 3109.174