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Commissioners’ Journal Oct. 1 - Consolidated J&FS PDF Print E-mail
Friday, October 18, 2013 6:06 PM

Commissioners’ Journal October 1, 2013

This 1st day of October, 2013, the Defiance/Paulding Consolidated Job & Family Services’ Board met in regular session with the following members present:

Otto L. Nicely: present                     Fred Pieper: present

James E. Harris Jr.: present               Roy Klopfenstein: present

Thomas L. Kime: present                  Tony Zartman: present

 

IN THE MATTER OF APPROVING THE BY-LAWS FOR THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS)

Mr. James E. Harris Jr. moved the adoption of the following Resolution:

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) request the DPCJFS Board to authorize the adoption of the by-laws as presented; and

WHEREAS, said by-laws will be effective today, October 1, 2013; now, therefore

BE IT RESOLVED, the Defiance/Paulding Consolidated Job & Family Services’ Board does hereby approve the adoption of the DPCJFS by-laws as presented, effective October 1, 2013.

MOTION CARRIED

 

IN THE MATTER OF APPOINTING THE PRESIDENT OF THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES’ (DPCJFS) BOARD

Mr. James E. Harris Jr. moved the adoption of the following Resolution:

WHEREAS, that Defiance County Commissioner Thomas L. Kime be nominated and appointed as the President of the Defiance/Paulding Consolidated Job & Family Services’ Board; now, therefore

BE IT RESOLVED, the Defiance/Paulding Consolidated Job & Family Services’ Board does hereby appoint Thomas L. Kime as the President of the Defiance/Paulding Consolidated Job & Family Services’ Board, effective this 1st day of October, 2013.

MOTION CARRIED

 

IN THE MATTER OF THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS) HEALTH INSURANCE PLANS

Mr. James E. Harris Jr. moved the adoption of the following Resolution:

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) requests the DPCJFS’ Board to authorize the adoption of the Defiance Health Insurance Plan. Effective October 1, 2013, the employer shall pay 88% and the enrolled employee shall pay 12% of the monthly premium for the health plan. Effective October 1, 2013, the employer shall pay 80% and the enrolled employee shall pay 20% of the monthly premium for the dental plan. Effective October 1, 2013, the employer shall pay the monthly premium for the optical plan.

RESOLVED, the Defiance/Paulding Consolidated Job & Family Services’ Board does hereby authorize the adoption of the Defiance Health Insurance Plan. Effective October 1, 2013, the employer shall pay 88% and the enrolled employee shall pay 12% of the monthly premium for the health plan. Effective October 1, 2013, the employer shall pay 80% and the enrolled employee shall pay 20% of the monthly premium for the dental plan. Effective October 1, 2013, the employer shall pay the monthly premium for the optical plan.

MOTION CARRIED

 

IN THE MATTER OF THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS) CLASSIFICATION PLAN

Mr. Tony Zartman moved the adoption of the following Resolution:

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) requests the DPCJFS’ Board to authorize the adoption of the DPCJFS Classification Plan in accordance with OAC 123:1-7-27 Classifications for County Departments of Job and Family Services.

RESOLVED, the Defiance/Paulding Consolidated Job & Family Services’ Board does hereby authorize the adoption of the DPCJFS Classification Plan in accordance with OAC 123:1-7-27 Classifications for County Departments of Job and Family Services.

MOTION CARRIED

 

IN THE MATTER OF THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS) COMPENSATION PRACTICES & PROCEDURES PLAN (W/APPENDIXES A & B)

Mr. Fred Pieper moved the adoption of the following Resolution:

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) requests the DPCJFS Board to authorize the reconciliation of indirect costs plan. To be in compliance with federal regulations DPCJFS board agrees to reconcile Defiance and Paulding County’s indirect costs by including the prior year adjustments in the 2013 and 2014 cost allocation plan of Defiance County as the agency’s fiscal agent.

RESOLVED, the Defiance/Paulding Consolidated Job & Family Services Board does hereby authorize the reconciliation of indirect costs plan. To be in compliance with federal regulations DPCJFS board agrees to reconcile Defiance and Paulding County’s indirect costs by including the prior year adjustments in the 2013 and 2014 cost allocation plan of Defiance County as the agency’s fiscal agent.

MOTION CARRIED

 

IN THE MATTER OF THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS) PERSONNEL POLICY MANUAL

Mr. James E. Harris Jr. moved the adoption of the following Resolution:

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) requests the DPCJFS Board to authorize the adoption of the DPCJFS Personnel Policy Manual, to be effective October 1, 2013.

RESOLVED, the Defiance/Paulding Consolidated Job & Family Services Board does hereby authorize the adoption of the DPCJFS Personnel Policy Manual, to be effective October 1, 2013.

MOTION CARRIED

 

IN THE MATTER OF ADOPTING THE TABLE OF ORGANIZATION OF THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS)

Mr. James E. Harris Jr. moved the adoption of the following Resolution:

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) requests the DPCJFS Board to authorize the adoption of the DPCJFS Table of Organization, to be effective October 1, 2013.

RESOLVED, the Defiance/Paulding Consolidated Job & Family Services Board does hereby authorize the adoption of the DPCJFS Table of Organization, to be effective October 1, 2013.

MOTION CARRIED

 

IN THE MATTER OF THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS) RECONCILIATION OF INDIRECT COSTS

Mr. James E. Harris Jr. moved the adoption of the following Resolution:

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) requests the DPCJFS Board to authorize the reconciliation of indirect costs plan. To be in compliance with federal regulations DPCJFS board agrees to reconcile Defiance and Paulding County’s indirect costs by including the prior year adjustments in the 2013 and 2014 cost allocation plan of Defiance County as the agency’s fiscal agent.

RESOLVED, the Defiance/Paulding Consolidated Job & Family Services Board does hereby authorize the reconciliation of indirect costs plan. To be in compliance with federal regulations DPCJFS board agrees to reconcile Defiance and Paulding County’s indirect costs by including the prior year adjustments in the 2013 and 2014 cost allocation plan of Defiance County as the agency’s fiscal agent.

MOTION CARRIED

 

IN THE MATTER OF THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS) BOARD RECORDING SECRETARY

Mr. James E. Harris Jr. moved the adoption of the following Resolution:

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) recommends the designation of Stephanie Metz as the DPCJFS Board Recording Secretary.

RESOLVED, the Defiance/Paulding Consolidated Job & Family Services Board does hereby designate Stephanie Metz as the DPCJFS Board Recording Secretary.

MOTION CARRIED

 

IN THE MATTER OF THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS) CREDIT CARD POLICY

Mr. James E. Harris Jr. moved the adoption of the following Resolution:

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) requests the DPCJFS Board to authorize DPCJFS, a public government entity established per Ohio Revised Code, Chapter 329, to apply for one (1) agency credit card through a local financing institution with a credit limit of $10,000.

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) requests the DPCJFS Board to authorize the incumbents of three positions as employee cardholders: the Executive Director; the Fiscal Supervisor; and the Human Resources Administrator.

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) requests the DPCJFS Board to authorize the adoption of the DPCJFS Credit Card Policy, to be effective January 1, 2013.

RESOLVED, the Defiance/Paulding Consolidated Job & Family Services Board does hereby authorize the application for one (1) agency credit card through a local financing institution limited to $10,000 in credit, with agency cardholders limited to the incumbents hold the positions of Executive Director, Fiscal Supervisor and Human Resources Administrator.

BE IT FURTHER RESOLVED, that the adoption of the DPCJFS Credit Card Policy is to be effective January 1, 2013.

MOTION CARRIED

 

IN THE MATTER OF THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS) ACCEPTANCE OF CURRENT DEFIANCE AND PAULDING COUNTY JOB AND FAMILY SERVICES’ CONTRACTS

Mr. Roy Klopfenstein moved the adoption of the following Resolution:

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) requests the DPCJFS Board to authorize the acceptance of Defiance and Paulding County Job and Family Services’ financial obligations incurred as of September 30, 2013, into DPCJFS, to be effective October 1, 2013.

RESOLVED, the Defiance/Paulding Consolidated Job & Family Services Board does hereby authorize the acceptance of Defiance and Paulding County Job and Family Services’ financial obligations incurred as of September 30, 2013, into DPCJFS, to be effective October 1, 2013.

MOTION CARRIED

 

IN THE MATTER OF THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS) AUTHORIZATION TO PURCHASE EXECUTIVE DIRECTOR’S BONDS

Mr. Roy Klopfenstein moved the adoption of the following Resolution:

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) requests the DPCJFS Board to authorize the purchase of bonds as required by ORC -- 329.01 for coverage of the Executive Director under DPCJFS and DPCJFS/Children’s Services.

WHEREAS, the value of each bond shall be set at $5,000.

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) requests the DPCJFS Board to authorize the following bonds, each valued at $5,000, for a term beginning October 1, 2013, and ending on September 30, 2017.

RESOLVED, the Defiance/Paulding Consolidated Job & Family Services Board does hereby authorize the purchase of bonds as required by ORC — 329.01 for coverage of the Executive Director under DPCJFS and DPCJFS/Children’s Services. The value of each bond is set at $5,000.

MOTION CARRIED

 

IN THE MATTER OF THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS) AUTHORIZATION TO PARTICIPATE IN THE STATE OF OHIO COOPERATIVE PURCHASING PROGRAM

Mr. James E. Harris Jr. moved the adoption of the following Resolution:

WHEREAS, Ohio’s Cooperative Purchasing Act. (AM. Sub. H.B. No. 100), was signed into law on December 4, 1985; and

WHEREAS, effective March 6, 1986, Ohio’s Cooperative Purchasing Act provides the opportunity for counties, townships, municipal corporations, regional transit authorities, regional airport authorities or port authorities and school districts, conservancy districts, township park districts and park districts and other authorities, to participate in contracts distributed by the state of Ohio, Department of Administrative Services, Office of Cooperative Purchasing for the purchase of supplies, services, equipment and certain materials; now therefore,

BE IT ORDAINED BY THE Defiance/Paulding Consolidated Job & Family Services (DPCJFS) Board:

Section 1. That Defiance/Paulding Consolidated Job & Family Services (DPCJFS) hereby requests authority in the name of the DPCJFS Board to participate in state contracts which the Department of Administrative Services, Office of State Purchasing has entered into and the Office of Cooperative Purchasing has distributed for the purchase of supplies, services, equipment and certain other materials pursuant to Revised Code Section 125.04.

Section 2. That DPCJFS is hereby authorized to agree in the name of the DPCJFS Board to be bound by all contract terms and conditions as the Department of Administrative Services, Office of Cooperative Purchasing prescribes. Such terms and conditions may include a reasonable annual membership fee to cover the administrative costs which the Department of Administrative Services incurs as a result of the DPCJFS Board’s participation in the contract. Further, that DPCJFS does hereby agree to be bound by all such terms and conditions and to not cause or assist in any way the misuse of such contracts or make contract disclosures to non-members of the Coop for the purpose of avoiding the requirements established by ORC 125.04.

Section 3. That DPCJFS is hereby authorized to agree in the name of the DPCJFS Board to directly pay the vendor, under each such state contract in which it participates for items it receives pursuant to the contract, and DPCJFS does hereby agree to directly pay the vendor.

Resolution/ordinance must be approved, dated and filed with the office of cooperative purchasing prior to use of a contract. Additionally, the payment of the appropriate annual fee must be made prior to contract use.

MOTION CARRIED

 

IN THE MATTER OF ACCEPTING THE PREVENTION, RETENTION, AND CONTINGENCY PROGRAM (PRC) FOR THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS)

Mr. James E. Harris Jr. moved to adopt the following resolution:

WHEREAS, the Prevention, Retention, and Contingency (PRC) program was established in Ohio to help families overcome immediate barriers to achieving or maintaining self-sufficiency. The program was designed to provide benefits and services to needy families and low-income employed families who are in need of help with essential supports to move out of poverty and become self-sufficient. The PRC program provides new opportunities to develop and implement creative and innovative strategies and approaches to remove families from a cycle of dependency on public assistance and into work; and

WHEREAS, the Ohio Department of Job & Family Services (ODJFS) administers the program and has developed a PRC model with program eligibility criteria which counties may choose to adopt and implement if they so desire. Counties may choose to amend the model or create their own plan. With this program, counties have been given the flexibility to choose how much money to spend on this effort and are empowered to design the PRC program in a way that will best fit the needs of their local communities; and

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) recommends the Defiance/Paulding Consolidated Job & Family Services’ Board accept the state model with minor revisions; now, therefore

BE IT RESOLVED, that the Defiance/Paulding Consolidated Job & Family Services’ Board does hereby accept the PRC plan as presented and the Responsibility Form for two years, effective October 1, 2013.

MOTION CARRIED

 

IN THE MATTER OF ACCEPTING THE EXPENSE REIMBURSEMENT POLICY FOR THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS)

Mr. Tony Zartman moved to adopt the following resolution:

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) recommends the Defiance/Paulding Consolidated Job & Family Services’ Board accept the Expense Reimbursement policy as presented; now, therefore

BE IT RESOLVED, that the Defiance/Paulding Consolidated Job & Family Services’ Board does hereby accept the Expense Reimbursement policy as presented, effective October 1, 2013.

MOTION CARRIED

 

IN THE MATTER OF THE OHIO DEPARTMENT OF JOB AND FAMILY SERVICES SUBGRANT AGREEMENT FOR THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS)

Mr. Tony Zartman moved to adopt the following resolution:

WHEREAS, Amended Substitute House Bill 119 of the 127th General Assembly, the biennial budget bill, makes counties subgrantees of federal human services funding; and

WHEREAS, in order for counties to continue to receive human services funding through the state, and continue to provide the vital services needed by Ohio’s most vulnerable population, the counties must sign these subgrant agreements; and

WHEREAS, the subgrant agreement includes language to help ensure counties remain in compliance with federal and state law, such as provisions that require ODJFS to provide technical assistance, training, and monitoring to counties; now therefore

BE IT RESOLVED, that the Defiance/Paulding Consolidated Job & Family Services’ Board agrees to enter into the ODJFS Subcontract Agreement G-1213-11-0094, effective October 1, 2013, through June 30, 2015, by signing the same on this date.

MOTION CARRIED

 

IN THE MATTER OF ACCEPTING THE EMPLOYEE INDUSTRIAL INJURY/ILLNESS WAGE CONTINUATION POLICY FOR THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS)

Mr. James E. Harris Jr. moved to adopt the following resolution:

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) recommends the Defiance/Paulding Consolidated Job & Family Services’ Board accept the Employee Industrial Injury/Illness Wage Continuation policy as presented; now, therefore

BE IT RESOLVED, that the Defiance/Paulding Consolidated Job & Family Services’ Board does hereby accept the Employee Industrial Injury/Illness Wage Continuation policy as presented, effective October 1, 2013.

MOTION CARRIED

 

IN THE MATTER OF ACCEPTING THE POLICY ON THE PROCEDURE TO ACCOUNT FOR SPEND DOWNS AND PAY-INS FOR THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS)

Mr. Tony Zartman moved to adopt the following resolution:

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) recommends the Defiance/Paulding Consolidated Job & Family Services’ Board accept the policy on the procedure to account for spend downs and pay-ins as presented; now, therefore

BE IT RESOLVED, that the Defiance/Paulding Consolidated Job & Family Services’ Board does hereby accept the policy on the procedure to account for spend downs and pay-ins as presented.

MOTION CARRIED

 

IN THE MATTER OF APPROVING A COPIER LEASE FOR THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS)

Mr. Fred Pieper moved to adopt the following resolution:

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) recommends the Defiance/Paulding Consolidated Job & Family Services’ Board approve a contract with the Perry Corporation to lease copiers, a copy of said lease on file; now, therefore

BE IT RESOLVED, that the Defiance/Paulding Consolidated Job & Family Services’ Board does hereby approve the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) to enter into a lease agreement with the Perry Corporation to lease copiers.

MOTION CARRIED

 

IN THE MATTER OF DECLARING DEFIANCE COUNTY AS THE RECORDS’ COMMISSION FOR THE DEFIANCE/PAULDING CONSOLIDATED JOB & FAMILY SERVICES (DPCJFS)

Mr. Tony Zartman moved to adopt the following resolution:

WHEREAS, the Executive Director of Defiance/Paulding Consolidated Job & Family Services (DPCJFS) recommends the Defiance/Paulding Consolidated Job & Family Services’ Board declare Defiance County, as the lead County, as the records’ commission and keeper for the records for the Defiance/Paulding Consolidated Job & Family Services (DPCJFS); now, therefore

BE IT RESOLVED, that the Defiance/Paulding Consolidated Job & Family Services’ Board does hereby declare Defiance County, as the lead County, as the records’ commission and keeper of the records for the Defiance/Paulding Consolidated Job & Family Services (DPCJFS).

MOTION CARRIED

 

A motion was made by Mr. Otto Nicely to adjourn this meeting of the Defiance/Paulding Consolidated Job & Family Services’ Board.

MOTION CARRIED

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This 1st day of October, 2013, the Board of County Commissioners met in regular session with the following members present: Fred Pieper, Tony Zartman, Roy Klopfenstein, and Nola Ginter, Clerk.

 

MEETING NOTES OF APPOINTMENTS

Tim Houck, Four-County Solid Waste District - Mr. Houck met with the Commissioners to discuss the fiscal situation of the district. Ms. Jamie Zawila joined the discussion via telephone. Mr. Houck and Ms. Zawila walked the Commissioners through an on-line presentation, explaining the various types of waste disposal and the costs attached to recycling options. Mr. Houck further explained that since 2006, revenue has decreased resulting in program cuts. Funding has been cut from $100,000 in 2006 down to $75,000 currently. Mr. Houck highly recommended formulating our own plan and keep control over the program as opposed to the state having control. Mr. Houck commented on crossing state lines for certain waste disposal. He further noted that in the four-county area the district serves, an average of 4.8 pounds of solid waste is produced per person. He predicts the district will be in the red by 2017.