Article I: Name

The name of the Council shall be the Kansas Council on Developmental Disabilities

Article II: Authorization

The Council is established in accordance with the provision of 42 USC of the Developmental Disabilities Assistance Bill of Rights Act of 2000: Public Law 106-402 as amended, and Kansas Statute, Article KSA 74-5501-5.

Article III: Purpose

The purpose of the Kansas Council on Developmental Disabilities (hereinafter called “the Council”) is to fully implement its responsibilities under the Developmental Disabilities Assistance and Bill of Rights Act as well as applicable state statutes. The Council’s mission is stated in its State Plan.

Article IV: Membership

The Council will comply with the requirements of the Developmental Disabilities Assistance Bill of Rights Act of 2000; Public Law 106-402 as amended.

The members of the Council shall, either be appointed by the Governor, or by virtue of their position within one of the “Relevant State Entities” as defined by federal law.

            Section 1: Composition

1. The membership of the Council shall be twenty-three members.
2. The Council will assess its membership needs in order to fulfill its mission and to meet requirements of the Developmental Disabilities Assistance Act (Public Law 106-402 as amended). It will seek and recommend qualified persons for appointment by the Governor
3. At least 60% (14 individuals) of the members of the Council shall consist of persons who:
   1. At least one third of whom shall be persons with developmental disabilities (self-advocate) (minimum of 5 people)
   2. At least one third of whom shall be parents or guardians of children with disabilities or immediate relative or guardians of adults with developmental disabilities (minimum of 5 people)
   3. Of the members described in C., 1 & 2 at least one of such individual shall be an immediate relative or guardian of an institutionalized or previously institutionalized person with developmental disabilities or an individual with a developmental disability who resides or previously resided in an institution. (one of the other)
   4. . Are immediate relatives or guardians of persons with developmental disabilities, who are not employees of a State Agency which receives funds or provides services with developmental disabilities basic State grant funds, who are not managing employees of any other entity which receives funds or provides services with developmental disabilities basic State grant funds, and who are not persons with an ownership or control interest with respect to such an entity (42 USC 6024(a)(2)(A) and 42 USC 6024 (a)(B).
4. The representatives of Relevant State Entities shall consist of:
   1. Agency administering the Rehabilitation Act of 1973
   2. Agency administering the Older Americans Act of 1965
   3. Agency administering the Individuals with Disabilities Education Act (20 USC 1400 et seq)
   4. Agency administering the Title XIX of the social security act (42 USC 1396 et seq)
   5. Protection and Advocacy System
   6. University Center on Developmental Disabilities
   7. A local and nongovernmental agency concerned with services for people with DD.
   8. Private non-profit group concerned with services for people with DD.
5. Mandated representatives from Relevant State Entities shall be appointed by virtue of his/her position. The entity representatives may designate a single designee for a period of not less than one year as full voting member of the council. The designation will be sent in writing to the Council Chair and Executive Director.

            Section 4: Terms of appointment

1. Each member appointed under Section 3(C) shall be appointed for an initial four-year term and shall be eligible for re-appointment to a second term. Members appointed to fill not more than 50 percent of an unexpired term of another member, shall be eligible to serve the remaining time of the unexpired terms as well as two four-year terms.  Terms begin on July 1.  After one year off the Council, the person shall be eligible to reapply to serve on the Council. In the event an appointment has not been made to fill a vacancy resulting from the expiration of a term, the incumbent member will continue to serve until such time as a new appointment is made. 
2. The representatives for each Relevant State Entity shall serve for the duration of the appointment.

Section 5: Vacancies

When a vacancy occurs on the Council, or the membership composition is out of compliance with federal law, the Executive Director shall call this to the attention of the Governance Committee of the Council who will provide recommendation to the full council for approval. The recommended nominations will then be forwarded to the Governor.

            Section 6: Termination

Members who have been absent, from three council meetings in any calendar year period, may be recommended for review by the Governance Committee. 

The Full Council may recommend termination of a council member that has three unexcused absences in a 12- month period or for cause. Upon such recommendation, the Governor’s office shall be notified of the vacancy.

            Article V:  Officers

Section 1: Composition

The officers of the Council shall be Chair, Vice-Chair. and Secretary/Treasurer.

Section 2: Chair

1. Appointment
   1. The Governor shall annually appoint a Chairperson by July 1. The Chairperson may be reappointed up to the limit of their current term. The Council shall recommend to the Governor a candidate for Chairperson who has served at least two years on the Council.
   2. The Chairperson shall be a person with a developmental disability or a relative or guardian of a person with a developmental disability (as defined in KSA 74-5501(b). and shall not be a member from a relevant state entity.
2. Duties of Chair
3. Call and preside over Council meetings
4. Ex officio member of Council committees except Governance Committee.
5. Set Council meeting agenda in consultation with Executive Director, committee chairpersons and other members.
6. Shall appoint the standing committee chairpersons and standing committee members subject to council action.
7. Sign official documents on behalf of the Council.
8. Supervise executive director.
9. Serve as immediate Past Chair until replaced. If the Chair’s term has expired and they have been replaced they will serve as a non-voting advisor to the Council.

Section 3: Vice-Chair

1. Elections – to be elected by the council after the Chair is appointed by the Governor.
2. Duties:
   1. To carry out the duties of the Chair in his/her absence or through the remainder of his/her term if the office of Chair is vacated, and to carry out such other duties as the Chair may direct.
   2. Vice Chair will review Rules to Meet By
   3. Vice Chair will review Conflict of Interest
   4. Overview and review on a periodic basis the Council orientation process

Section 4: Secretary/Treasurer

1. Elections - To be elected by the council after the Chair is appointed by the Governor.
2. Duties - To review financial reports at least quarterly and ensure they are presented at Executive Committee meetings and appropriate reports are presented to the full council.

 

Article VI: Council Members

            Section 1: Duties

1. Council members are expected to attend the regularly scheduled Council meetings. If unable to attend, members are expected to notify the Council staff stating the reason for the absence in advance of the meeting.
2. Responsible to carry out the Developmental Disabilities Assistance Bill of Rights Act.

 

Article VII: Committees

            Section 1: Executive Committee

1. The Executive Committee shall consist of the Council Chairperson, Council Vice-Chair, Council Secretary Treasurer, and two additional council members elected by the full council.
2. The quorum of the committee shall be the majority of the committee members.
3. The Executive Committee composition shall reflect the membership of the Council. (pursuant to Article IV).
4. The Executive Committee shall act on behalf of the Council between meetings on matters requiring immediate decisions and shall take no action inconsistent with the bylaws and policies established by the full Council. Actions of the Executive Committee shall be reported to the full Council. All actions of the Executive Committee are subject to action by the full Council. 
5. The Executive Committee assures that the Council conducts strategic planning and formulates and conducts an annual review of the 5 Year State Plan.
6. The Executive Committee can approve an unanticipated expenditure (federal aid) up to $5,000.
7. The Executive Committee shall:
   1. Review the operating budget including out-of-state travel
   2. b. Write the yearly performance evaluation for the Executive Director with input from the full Council
   3. c. Review of the year end reporting to the federal government (including fiscal reporting)

Section 2: Governance

1. The Governance Committee Chair and members are appointed by the Council Chair subject to Council action.
2. The Governance Committee composition shall reflect the membership of the Council. The committee shall be comprised of 5 members. (pursuant to Article IV).
3. The quorum of the committee shall be the majority of the committee members.
4. The Governance Committee shall review new membership applications and forward to the Governor’s office
5. The Governance Committee shall prepare a recommendation of chairperson to the Council and the Governor’s office by April 1^st of each year with the request for approval before July 1^st.
6. The Governance Committee shall prepare a slate of officers for the positions of vice-chair secretary/treasurer, and two additional Council Members to be submitted to the Council at the meeting following July 1^st.
7. Governance Committee members are eligible to be elected to the Executive Committee. If elected to the Executive Committee, they must resign from the Governance Committee.
8. The Governance Committee shall be responsible for reviewing Council by-laws and Council policies annually.

Section 3: Finance Committee

1. a. Members will meet with Designated State Agency to review Council finance and expenditures
2. b. Members will present review to the full Council
3. c. Composition:
4. d. Treasure
5. e. State Agency representative
6. f. Council member appointed by Chair

Section 4: Ad Hoc Committees

1. The council may establish such standing committees and ad hoc committees as it deems appropriate to carry out its responsibilities. Committee Chairpersons and members shall be appointed by the Council Chairperson subject to Council action.
2. Ad Hoc Committee composition shall reflect the membership of the Council. (pursuant to Article IV).

Article VIII: Staff

Section 1: Executive Director

1. There shall be an Executive Director for the Council, hired by the Council. The director shall serve as the principal staff person to the Council and shall supervise Council staff, Council activities and serve the Council in a non-voting capacity.
2. The Director is responsible for the effective and efficient administration of the policies established by the Council.
3. The Director is responsible for ensuring that requirements of the federal and state laws are carried out for the Council.
4. The Executive Director shall act as liaison between the Council and the Designated State Agency (DSA) and assist the DSA in matters of respective and joint responsibilities in accordance with P.L. 106-402 amendments.
5. The Executive Director shall prepare financial and programmatic reports for the Council.

Section 2: Other Staff

Staff shall be hired, supervised and evaluated by the Council’s Executive Director.

Article IX:  Meetings

Section 1: Quorum

Quorum shall be one more than one half of the voting membership (Vacant positions must be counted) pursuant to the Kansas Open Meetings Act.

Section 2: Attendance

Council members will be considered in attendance at meetings if present in person, phone, teleconference, or other electronic media.

Section 3: Minutes

1. It shall be the responsibility of the Executive Director to ensure that minutes are documented of all Council meetings and that Committee meetings are recorded.
2. Draft minutes will be provided to all Council members at least five business days prior to the next scheduled meeting.
3. Once approved, Council minutes will be provided to the Governor and interested parties and shall be available for public view.
4. The official minutes will be maintained within the Office of the Council.

Section 4: Frequency

The Council shall have regular meetings at least quarterly in a twelve-month period.  Special or additional meetings may be called by the Chairperson, the Executive Committee, or by written request of five or more Council members. 

Section 5: Notice

1. The agenda will be prepared by the Council Chairperson and Executive Director and will be sent to each Council member at least five business days prior to the meeting.
2. Meeting dates and locations will be posted on the KCDD website along with information regarding reasonable accommodations.
3. Notice of special meetings shall be provided to the Council members at least three business days prior to that meeting and posted on the KCDD website.

Section 6: Open Meetings

All regular Council, committee, and ad hoc committee meetings are open to the general public pursuant to Kansas Open Meeting Act.

Section 7: Executive Session

The Council shall go into executive session when a motion is made, seconded and approved by the Council. Executive sessions will be held according to the Kansas Open Meeting Act.

Section 8: Voting

Each Council member in attendance at the meeting shall be entitled to one vote. 

Article X: Parliamentary Authority

All meetings will be conducted in accordance with the current edition Robert’s Rules of Order Newly Revised.

Article XI: Procedure for Amendment

Section 1: These by-laws may be amended by the Council membership at any Council meeting by two-thirds vote of Council membership.

Section 2: The proposed by-law changes shall be provided in writing to each Council member at least 15 business days before the date of the meeting.

Adopted: November, 1971
Amended: June, 1972
Amended: June 13, 1980
Amended: March 3, 1982
Amended: September 24, 1985
Amended: May 19, 1994
Amended: November 10, 1994

Adopted June 7, 2012

Amended: August 11, 2012 (Procedure for Amendment; Delete Section 7/DSA Representation)

Amended: Oct. 19, 2012

Adopted: May 9, 2014 (Past Chair/None voting advisor)

Amended: June 17, 2014

Amended: September 15, 2017

Amended: Article VII: Committees; Section 2: Governance (D); December 11, 2017

Adopted: July 2, 2019; No Change

1.1: Purpose of policies

The full Council, as the governing body of the Kansas Council on Developmental Disabilities (KCDD), is entrusted with the authority to establish policy for the governance of KCDD.  As used in this manual, the term “Council” and “Board” are used interchangeably, because structurally the “Council” is the governing “Board” of KCDD.  This policy manual establishes the parameters and guidelines for board members, committees, management and staff.  

The purposes of our policies are to:

• inform everyone of board intent, goals and aspirations.
• prevent confusion among board members, staff and the public.
• promote consistency of board action.
• eliminate the need for instant (crisis) policy making.
• reduce criticism of the board and management.
• improve public relations.
• clarify board member, executive and staff roles.
• give management a clear direction from the board.
  
  

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

1.2: Management policies are not board policies

The KCDD board makes an important distinction between board policies and management policies.  Board policies establish the broad parameters within which board, management and staff will operate. Management policies, developed and implemented by the executive director, outline the specifics of how the organization and staff will operate within board policy, as in accordance with the Federal Law.

Personnel policies are an example of management policy developed and controlled by the executive director. All KCDD staff are employees of the state of Kansas and are held to the same standard and rules as any other state employee. The executive director can set policies and procedures in addition to the states.  The executive director then informs the board if additional personnel policies are in place, provides board members with copies of the personnel policy handbook. The board is not directly involved with developing personnel policies other than to ensure that the executive director has carried out that project.

Once the board officially adopts a new board policy, that policy is the standard for dealing with the subject matter covered by the policy.  If an issue comes before the board that is not in line with and runs contrary with the existing Board policy, the issue is out of order and will be considered only in terms of a policy change.

Adopted: _______08/11/2012__________       Last revised: ______12/11/2017________

1.3: Policy requires a majority vote of the board

All policy decisions will be made by majority vote of the board and only at board meetings.  Before adopting any policy, all board members will receive a copy of the proposed policy in advance of the meeting at which the vote is to be taken.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

1.4: Source of policies

Policies may be recommended to the board by committees of the board, individual board members or the executive director.  All proposed policies will be researched to ensure that they are legal, and do not contradict already established policy or bylaws of KCDD.  If approved by the board, policies will be written, coded, dated at time of approval and included in all copies of the board policy manual.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

1.5: Considerations for all policies

All policies proposed to the board should be effectively vetted.
The types of questions that Board members should ask themselves in adopting a proposed policy includes is this policy:

• really necessary for good operation of KCDD?
• is it in alignment with Council identified values
• consistent with our mission statement?
• within the scope of board authority?
• consistent with local, state and federal law, including the specific requirements of our federal funder as well as the federal DD Act and state DD Council Act?
• compatible with other policies of this board?
• practical?
• broad enough to cover the subject completely?
• enforceable?

       Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

1.6: Accountability for carrying out policies

The executive director will be accountable to the board for carrying out these policies, ensuring that all policies are effectively explained to the employees and making every reasonable effort to see that they are understood, accepted and complied with.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

1.7: Distribution of policy manual

A copy of the board policy manual will at all times be available in the KCDD office for review and inspection by employees and board members.  
The policy manual will be available to board members on the web.  Notice will be sent to board members after any policy change or additions made by the Board.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

1.8: Amendment or suspension of policy

All policies will be annually reviewed by the board or a committee of the board for accuracy and appropriateness, and recommendations will be made to the board for amendment, addition or elimination.  Except as otherwise provided by law, any policy of the board may be suspended, repealed, amended, or waived by a majority vote of the board, to provided fifteen business days that at least two full weeks advance notice has been given to all board members of the intention to consider revocation, repeal, waiver, or amendment.

Adopted: _______08/11/2012__________       Last revised: ______12/11/2017________

2.1: Establishment of the Organization

KCDD is established as Developmental Disabilities Council under the federal Developmental Disabilities Assistance and Bill of Rights Act, consistent with the laws of the state of Kansas. The board of directors is established as the authority to operate KCDD in accordance with its bylaws and board policies.

Kansas state law (KSA 74-5501 to 5505) also establishes the full Council, through its control of the state plan, has the ability to carry establishing the fiscal control and fund accounting procedures pursuant to Section 125(d)(3) of the federal DD act (“The state plan for developmental disabilities shall provide for such fiscal control and fund accounting procedures as may be necessary to assure the proper disbursement of and accounting for funds paid to the state under such act.”)

KCDD business will be conducted in accordance with the laws of this state, bylaws of the corporation, board policies and generally accepted business practices that will accomplish the mission of KCDD.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

2.2: Authority of the Board of Directors

Each member of the KCDD board, together with other members of the board, is legally and morally responsible for all activities of KCDD. All members of the board share in a joint and collective authority, which exists and can only be exercised when a quorum of the full group is in session.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

2.3: Board Member Commitment

Serving as a board member of KCDD involves a very special commitment. To meet that commitment, board members are expected to:

• Ensure adherence to KCDD’s mission.
• Attend the regularly scheduled council meetings.
• If unable to attend, members are expected to notify the council staff stating the reason for the absence in advance of the meeting.
• When absent from a meeting, review minutes and results of the missed meeting.
• Do homework to be prepared to participate fully in board and committee meetings.
• Serve actively on at least one committee.
• Act only with the full board, not individually unless authorized to do so by the full board.
• Speak for the full board only when the full board sanctions their doing so.
• Be loyal to the organization when acting as a board member, and to respect the decisions of the full board, even if an individual board member disagreed with the decision.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

2.4: Board Delegation of Policy Interpretation to Staff and Public

The board delegates to the executive director responsibility for policy interpretation to the staff and public consistent with federal law and in accordance with both the KCDD Mission Statement and Annual KCDD Legislative Policy.

Adopted: _______08/11/2012__________       Last revised: ______12/11/2017________

2.5: Board Member Rights

Members of the KCDD board are granted certain specific rights. All board members have the right to:

• Receive notice of board meetings and the agenda.
• Attend and participate in board meetings.
• Examine KCDD’s books, records, meeting minutes, financial statements and contracts but shall always ensure confidentiality of trade secrets and other information gained from such examinations.
• Place items on the board meeting agenda at the appropriate time.
• Request alternate formats or other accommodations to achieve equal access.

       Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

2.6: Duty of Board Members not to compete

A board member may not use his/her position on the KCDD board to prevent KCDD from competing with the board member's business. It is expected that board members, even after they complete board service, will not use trade secrets, client lists, or other confidential information acquired by virtue of being a member of the board.

Adopted: _______08/11/2012__________       Last revised: ______08/11/20127________

2.7: Soliciting or Receiving Gifts

Members of the KCDD board must never offer, give, solicit or receive any form of bribe or kickback through their connection to KCDD. Board members must never solicit a personal gift of any kind from anyone who does business with KCDD. This restriction applies to both actual and proposed business transactions involving KCDD.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

2.8: Board Member Conflict of Interest

Board members have a duty to subordinate personal interests to the welfare of KCDD and those we serve. Conflicting interests can be financial, personal relationships, status or power.

Board members and employees are prohibited from knowingly receiving gifts, fees, loans, or favors from suppliers, contractors, consultants, or financial agencies, which might be perceived as obligating or inducing the board member or employee to compromise responsibilities to negotiate, inspect or audit, purchase or award contracts, with the best interest of KCDD in mind.

Board members and employees are prohibited from knowingly disclosing information about KCDD to those who do not have a need to know or whose interest may be adverse to KCDD, either inside or outside KCDD. Nor may board members or employees in any way use such information to the detriment of KCDD. Nothing in this policy shall prevent a Board member of KCDD from sharing with any member of the public any information that is not confidential information which was shared at a public Board meeting or which would be considered public information.

Any possible conflict of interests on the part of any board member should be disclosed to the other board members and made a matter of record. This disclosure shall be made through KCDD’s annual conflict of interest registry, where Board members enumerate their affiliations and interests to ensure that potential conflicts of interest are disclosed and registered with KCDD. This Potential Conflicts Registry shall be provided to the Board at every meeting, and members shall update any changes to affiliations or potential conflicts at that time by providing changes to the Executive Director.

Any board member having a conflict of interests or possible conflict of interests on a matter before the Board should abstain from voting and should not participate in the discussion on the matter as a Council member. All Board members will follow the federal DD Act requirements regarding conflict of interest, which state, “no member of such (DD) Council will cast a vote on any matter that would provide direct financial benefit to the member or otherwise give the appearance of a conflict of interest” and that Board members of the KCDD shall “recluse themselves from any discussion of grants or contracts for which such representatives’ departments, agencies, or programs are grantees, contractors, or applicants.” When in these roles, Board members shall not participate as Board members in Board discussions; they shall only speak or answer questions as the grantee, contractor or applicant, in the same manner in which any other such entity would speak at a KCDD meeting. When members abstain from voting the minutes of the KCDD should reflect that the abstention from voting.

These restrictions should not be construed as preventing the board member from briefly stating his/her position in the matter, nor from making the same type of presentation as any grantee, contractor or applicant would make to the Board, nor from answering pertinent questions of other board members, since his or her knowledge could be of assistance to the deliberations.

All board members will be required to complete the annual "Conflict of Interests" statement. This policy will be reviewed by the board annually and given to each new board member for signature during orientation.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

2.9: Enforcement of Board Ethics Policies

Any board member who believes that a fellow board member has acted unethically should first review the current board ethics policy. Board members should not file or encourage the filing of ethics complaints that are frivolous and are intended to harm the respondent rather than to protect KCDD.

If the board member continues to believe a fellow board member has acted unethically he/she should seek resolution by discussing his/her concerns with the colleague if such discussion is likely to be productive and does not violate any individual’s right to privacy. The Board member making the complaint shall state that they have a complaint about an ethics violation, and shall inform the other Board member of the specifics of the complaint.

If this discussion, or other informal attempts to address the concern, fails to resolve the problem, the board member should bring the concern to the attention of the board chairperson. If the concern relates to the board chairperson, the issue should be brought to the attention of the board vice-chairperson.

The board chairperson may choose to address the concern individually with the member in question or refer the concern to the executive committee. The Board expects that a successful resolution of an ethics complaint will be that the issue is addressed and that the member understands the specifics of the ethics policy, the seriousness of the policy and follows it.

Board members shall cooperate in ethics investigations, proceedings, and resulting requirements. In doing so, they should make reasonable efforts to resolve any issues as to confidentiality. Failure to cooperate is itself an ethics violation.

Any official action taken by the Council found to have involved a member having a Conflict of Interest or otherwise violating this Policy, the Council By-Laws, or any applicable state and federal laws regarding Conflict of Interest, even unintentionally, shall be brought before the Council for a vote on the action.

Adopted: ________08/11/2012______ Last revised: ____________12/11/2017____

2.10: Recommendation and/or Probationary Action of Council Members

Council, as the result of an affirmative vote of sixty percent (60%) of its members, may
petition the Governor to remove a Council member or may sanction a Council member for any of the following reasons:

• Dereliction of duty which includes, but is not limited to, absences at more than three (3) meetings during a calendar year;
• Conduct, as a council member, harmful to or opposed to the best interests of the Kansas Council on Developmental Disabilities:
• Abuse of grantees, Council staff or other Council members;
• Repeated violations of Council By-laws or policies; or
• A Council member becomes ineligible to continue to serve as a member.

Prior to a vote for Recommendation and/or Probationary Action, the Council member in question shall receive a notice in writing which states the grounds of the intended actions, and such Council member shall have the opportunity to present their case to the full Council. The council will then vote on recommendations and/or Probationary Actions to be forward to the Governor’s Office.

Adopted: _______08/11/2012__________ Last revised: _______12/11/2017_______

2.11: Conflict of Interest’s Statement

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Conflict of Interests Statement

I have read and am familiar with the KCDD board policy concerning conflict of interests, and I have initialed the line opposite the appropriate paragraph below and I affirm that I will abide by this policy.

In order to fully disclose and register my potential conflicts of interest, I am detailing my affiliations below. These include my place of employment, other Boards, Commissions, Councils, etc., that I serve on, and any businesses that I have a financial interest in. These affiliations will be noted in the Board Conflicts Registry, which I will faithfully update at every Board meeting. I am disclosing these affiliations to best of my knowledge:

 

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Board member signature ______________________________________________________Date:___________________

Adopted: _______08/11/2012__________ Last revised: _______08/11/2012_______

2.12: Legal Obligations of Board Members

The KCDD board is both responsible and liable for KCDD. The KCDD board and the law require every board member to follow the rule of the reasonably prudent person and the principle of good faith.

The rule of the reasonably prudent person means the board will not:

• mismanage KCDD by deviating from fundamental management principles, such as planning carefully for the future of KCDD, regularly reviewing the financial status of KCDD, and monitoring compliance with board policies.
• fail to govern by utilizing all control systems to govern KCDD.
• be involved in self-dealing that provides personal gain to board members.

The principle of good faith means that board members will:

• attend board and committee meetings and be a part of board actions.
• read and understand KCDD's policies and bylaws.
• pay attention to corporate affairs and keep informed of organization activities.
• ensure that KCDD is in compliance with legal requirements.
• avoid self-dealing.

Adopted: ___________08/11/2012______ Last revised: ______12/11/2017_______

2.13: Legal requirements of board members

All KCDD board members will be expected to recognize and accept their legal position as governing agents of KCDD. A board member of KCDD occupies the role of a fiduciary with regard to those served. A fiduciary is a person who holds something in trust for another. If KCDD board members violate their trust or fiduciary duty, they may be subject to legal consequences. The duties and responsibilities of board membership attach automatically when board members accept the office.

There is a certain amount of liability involved with being a board member, so the board will annually discuss the liability issue to be certain that the board is adequately informed and insured. A management and Board errors and omissions policy, as well as other insurance policies, will be obtained. KCDD DSA legal opinion is that we are covered by the Kansas Tort Claims Act and therefore removes KCDD's need to acquire general liability insurance.

The Kansas Tort Claims Act (KTCA) was enacted twenty-five years ago by the Kansas Legislature. Prior to the KTCA, Kansas recognized the common law doctrine of sovereign immunity that rendered the state and its subdivisions immune from liability for harms caused by the tortious conduct of its employees unless it first consented to be sued.

Adopted: ________08/11/2012____ Last revised: _______08/19/2012_______

2.14: Indemnification of Board Members

KCDD shall indemnify all board members, officers and former board members and officers from any suit or proceeding, by reason of the fact that he or she was a board member or officer of KCDD, against expenses, judgments, fines and money paid in settlement, if the board member or officer acted in good faith and in a manner the board member or officer believed to be in the best interest of KCDD and believed the actions were lawful.

Adopted: _________08/11/2012_____ Last revised: _______08/11/2012______

2.15: Legal Services Agreement

KCDD may choose to access legal services from the Attorney Generals office or other legal counsel. A written agreement for legal services shall be executed between the chairperson of the board and legal counsel before any work is performed or fees incurred. If there is an ongoing relationship between counsel and KCDD the written agreement may authorize the executive director to serve as the ongoing contact for legal services, and authorize those persons to direct the day-to-day decisions about the use of legal counsel. When the legal counsels advise specifically concerns the executive director, this point of contact shall be the Board Chair. Authority to initiate a lawsuit or to increase fees for legal services beyond the budgeted amount will be at the discretion of the board. Authority to settle a lawsuit or terminate a lawsuit will be at the discretion of the board.

Adopted: ________08/11/2012_______ Last revised: _______08/11/2012_______

2.16: Ethical Obligations of Board Members

The board will annually review and approve a code of ethics for board members. All board members will be given a copy of the code of ethics and will be expected to adhere to the provisions of that code.

Adopted: _______08/11/2012________ Last revised: _________08/11/2012____

2.17: The KCDD Board Code of Ethics Pledge

---

The KCDD Board Code of Ethics

As a member of the KCDD board, I WILL ...

• listen carefully to my teammates, and those served by KCDD.
• respect the opinion of other board members.
• respect and support the majority decisions of the board.
• recognize that all authority is vested in the board when it meets in legal session and not with individual board members.
• keep well-informed of developments that are relevant to issues that may come before the board.
• participate actively in board meetings and actions.
• call to the attention of the board any issues that I believe will have an adverse effect on KCDD or those we serve.
• attempt to interpret the needs of constituents to KCDD and interpret the action of KCDD to its constituents.
• refer constituent or staff complaints to the proper level on the chain of command.
• recognize that the board member's job is to ensure that KCDD is well- managed, not to manage KCDD.
• vote to hire the best possible person to manage KCDD.
• represent all constituents of KCDD and not a particular geographic area or special interest groups.
• consider myself a "trustee" of KCDD and do my best to ensure that KCDD is well maintained, financially secure, growing and always operating in the best interests of constituents.
• always work to learn more about the board member's job and how to do it better.
• declare, through KCDD’s affiliations registry, any conflict of interests between my personal life and my position on the KCDD board, and avoid voting on issues that appear to be a conflict of interest.

As a member of the KCDD board, I WILL NOT ...

• be unreasonably critical, in or outside of the board meeting, of other board members or their opinions when acting as members of the Board.
• use KCDD or any part of KCDD for my personal financial-advantage or the personal financial advantage of my friends or relatives.
• discuss the confidential proceedings of the board outside the board meeting.
• promise prior to a meeting how I will vote on any issue in the meeting.
• to interfere with council members or staff to carry out council business

Adopted: ________08/11/2012_________ Last revised: _____12/11/2017_________

2.18: Political Contributions

Members of the KCDD board must never make political contributions on behalf of KCDD. If a board member takes an active part in the political process, it must be done at the board member's personal expense. KCDD will not reimburse anyone for a political contribution.

Board members must not make any direct or indirect political contribution in cash, property or service specifically on behalf of KCDD.

Adopted: ________08/11/2012________ Last revised: ____08/11/2012_________

2.19: Board Planning and State Plan Adoption

To ensure that planning is based on the needs and preferences of current and potential constituents, KCDD board and management will annually conduct a realistic assessment of KCDD capabilities and analysis of trends likely to impact the future of KCDD. With this information, KCDD will conduct all assessment, planning, and implementation of the State Plan as required by its federal funder and the Federal DD Act.

Adopted: ______08/11/2012________ Last revised: ______08/11/2012________

2.20: Perpetuation of the organization

Appropriate potential new board members must be recruited to maintain continuity of the governance of KCDD.

Although the Governor has a role in appoints Board members pursuant to federal law, the board will maintain an ongoing recruiting plan that can fill board vacancies with well-qualified candidates and with minimal disruption to the board's work. When recruiting new board members, the board will attempt to find a broad representation that will offer diverse perspectives on the board's decisions. It is every board members responsibility to find effective candidates to serve on the Board.

The membership of the council shall be geographically representative of the state and reflect the diversity of the state with respect to race and ethnicity.

Adopted: ______08/11/2012________ Last revised: _______12/11/2017_______

2.21: Vacancies on the board

When a vacancy occurs on the Council or the membership composition is out of compliance with federal law, the Executive Director shall call this to the attention of the Governance Committee of the Council who will provide a recommendation to the full council for approval. The recommended nominations will then be forwarded to the Governor.

Adopted: _______08/11/2012_______ Last revised: ________12/11/2017_____

2.22: Meeting attendance requirement

It is the policy of KCDD board that board members must attend meetings to maintain governance continuity, to be fully informed about the issues on which they will vote, and to meet their responsibility to contribute to the decisions the board is required to make.

If a board member will be absent from all or part of any meeting, the board member is expected to notify the Board of this absence by contacting the board chairperson and the executive director as soon as the need to be absent is known. Any Board members who follow this notification requirement will be duly noted in the minutes as having an “excused absences.”

If a board member has three absences which are not excused, the board chairperson will ask the board to consider making a recommendation to the Governor to remove the board member from membership on the board.

When a board member is absent from any board meeting with an unexcused absence, the minutes will also be reflected that the absence is unexcused.

Members who have been absent from three council meetings in any calendar year period may be recommended for review by the Governance Committee.

The Full Council may recommend termination of a council member that has three unexcused absences in a (12-calendar year or for the cause. Upon such recommendation, the Governor’s office shall be notified of the vacancy.

After three (3) absences within a calendar year, the Chairperson shall notify the member of the intent to notify the appointing authority to request a replacement unless the member can show cause. The Executive Committee of Council shall determine whether absences are excused.

Adopted: __________08/11/2012_____ Last revised: _____12/11/2017_______

2.23: Compensation of Board Members

Board members will not be compensated for service on this board. Compensation does include reasonable reimbursement travel pursuant to Board policy.

Adopted: ______08/11/2012_______ Last revised: _____08/11/2012_______

2.24: Authorized Contact of Professional Consultants

Only the executive director or their designee may contact professional consultants on behalf of the board, unless the Board has otherwise by specific action differed this ability to a Board Committee or other Board member. Costs billed to KCDD and associated with individual board members contacting legal counsel or other professional consultants without specific authority from the board of directors or as authorized and detailed in Board policy, will be billed to the board member making the unauthorized contact.

Adopted: _________08/11/2012______ Last revised: ________08/11/2012______

2.25: Board correspondence

All official correspondence from the board will be written on KCDD stationery will be approved by the executive director. Use of KCDD letterhead by the board will be limited to Official Agency Business only.

No material or information disclosed in executive sessions of the board will be released to any unauthorized person

Adopted: _______08/11/2012________ Last revised: _______12/11/2017_______

2.26: Board Members speaking for the Board to the Public or Media

Individual board members may not speak to the public or the media on behalf of the board unless authorized by the full board to do so.

When speaking about KCDD or about board action, board members should be careful to define when their remarks represent personal opinion and when their remarks represent official board position. Board members must be aware that may be viewed as board members even when they designate comments as personal.

Adopted: ________08/11/2012_______ Last revised: _______08/11/2012______

2.27: Authority of Board Members

Board members have authority only when acting as a body in regular or special meetings of the board, or when the full board has granted clearly specified authority to individuals.

The board will not be bound in any way by any statement or action by any individual board member except when such statement or action is in pursuance of an adopted board resolution or special instructions by the board or under a specified delegation of responsibility.

Adopted: ________08/11/2012_______ Last revised: ______08/11/2012_______

2.28: Board Member Orientation and Development

The KCDD board believes that professional development for board members is vital to good governance of KCDD. Therefore, new board members will be given, within 90 days of appointment, a thorough orientation about KCDD, board operations, finance, conflicts of interest policy, board ethics, responsibility, and liability.

The board will also include in the annual budget of KCDD a line item for board development. The line item will be used to pay for publications and materials to assist the board to learn the job, training and in-service programs oriented to board operations and travel to conferences and conventions that will assist board members to develop their governance skills.

Adopted: _____________08/11/2012_______ Last revised: ______08/11/2012_______

2.29: Board Self-Evaluation

Performance accountability for the board can only be maintained at a high level through regular self-evaluation of the board's work. Therefore, the KCDD board will annually conduct a written self-evaluation of the board's performance for the past year. The evaluation will include, but not be limited to:

• quality of meetings
• committee performance
• progress on the long-range plan
• fiscal monitoring
• the cohesiveness of the board team
• quality of the relationship with the executive director
• the exercise of vision on behalf of the organization
• level of participation in board activities by all board members
• community/member relations

It will be the responsibility of the board chairperson to initiate the board self-evaluation.

Adopted: _______08/11/2012__________ Last revised: _______08/11/2012_______

2.30: Board Members as Advocates for KCDD

Board members are potentially the most powerful advocates for KCDD programs and services and are expected to take an active role in promoting KCDD. Advocacy opportunities for board members include legislative education and public relations.

The board will annually discuss pending and potential legislative issues that will impact KCDD, and develop a report on the official KCDD position on those issues. That report will be distributed, as appropriate, to board members, staff, legislators, constituents and other interested parties.

The executive director will regularly bring opportunities for board member advocacy to the board, such as:

• requests for KCDD presentations to service clubs and other organizations.
• invitations to display KCDD programs at county fairs, home shows, and other events.
• public events and gatherings.
• letter writing campaigns.
• appearances before funding bodies.

The executive director will ensure that each board member has a supply of brochures or other materials about KCDD programs and services, and inform board members about other equipment and materials available for advocacy activities.

Accommodation Policy:
These meetings are being held consistent with FOIA and ADA requirements. Persons requiring accommodations should contact the KCDD Office at 785-296-2608 in advance to make necessary arrangements for participation.
ADA Requirements: Reasonable accommodations are adjustments or modifications, which range from making the physical environment accessible, providing a flexible schedule or providing assistive equipment (examples: TTY machine for customers with hearing impairments or a computer that enlarges print for customers with vision impairments). These accommodations must be made case-by-case.

Adopted: ________08/11/2012________ Last revised: _____12/11/2017________

2.31: Board Members as Volunteers

Members of the KCDD board may serve as a volunteer for KCDD. While serving as direct service volunteers, board members must comply with the same rules governing all KCDD volunteers, and be particularly mindful that:

• all volunteers are supervised and directed by staff and accountable to staff.
• board members have no board authority when working as volunteers.

Adopted: _______08/11/2012_________ Last revised: ______08/11/2012_________

2.32: Public Communications

It is the KCDD board’s policy to encourage the release of information to the public regarding programs, board activities and consumer concerns. That communication will:

• maintain integrity in dealing with the public and the news media. The executive director (or designee) is the official spokesperson and shall provide the news media with a formal channel of communication.
• use the various news media for the promotion of KCDD programs and raise the community consciousness regarding KCDD services.
• communicate always in an accurate and honest way consistent with other related board policies.
• The DD Council is a collective unit. No individual member shall speak on behalf of the council unless permission is granted by action of the council
• If a council member disclose they are a member of the DD Council, they must also disclose they are not speaking on behalf or representing the council

Adopted: ________08/11/2012_______ Last revised: ____12/11/2017________

2.33: Guideline for Processing Complaints

From time to time situations may occur that create a belief on the part of the public or constituents that KCDD needs to review its action/decisions. Anyone other than KCDD Staff that would like to offer a formal complaint may do so by requesting a blank complaint form from our website or from the KCDD office. The form should be completed with the nature of the complaint and the relief that is being requested.

Step by step process for a person other than KCDD staff to file a complaint.

Each step in the procedure will give consideration to the complaint and will be a review of facts. Each individual receiving the complaint will issue a written response within the time stated. If the party filing the complaint is not satisfied with the remedy they can appeal each decision up to a board hearing. If the person filing the complaint isn’t satisfied with Response #1 they can present the complaint to level #2 who will respond within (5) working day from the receipt of the complaint. The complainant has (10) working days from the time they receive the level #2 response to file a complaint with the board. The board will conduct a hearing within (30) working days from the receipt of the complaint. The KCDD boards decision is final.

KCDD Official Complaint Form:

---

KCDD Official Complaint Form

Date:

---

Person filing complaint:

---

Phone:

---

Where may you be reached (Address):

---

Explain nature of complaint:

---

Requested remedy:

---

Response #1: (Level--Line staff)

---

Response #2: (Level--Executive director)

---

Response #3: (Level--Board of directors)

---

 

Adopted: _________08/11/2012_______ Last revised: ______12/11/2017_____________

 

 

3.1: The executive’s role in the organization

In the conduct of the ongoing business of KCDD, the executive director is responsible for all business operations, including management of the assets of KCDD; hiring, training, promotion, discipline and termination of employees; and for establishing and maintaining the business organization and structure to efficiently conduct the management functions of KCDD.

The executive director plans for and administers a program providing service in accordance with KCDD's stated purpose, and in such a manner that optimum results are achieved in relation to the resources of the agency, and operates under the general direction of the Kansas Council on Developmental Disabilities.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

3.2: Executive communication/counsel to the board
The executive director will provide information and counsel to the board.  Accordingly, he/she will:

• make the board aware of special events, relevant trends, material external and internal changes and the assumptions upon which any board policy has previously been established.
• submit required monitoring data in a timely, accurate and understandable fashion, directly addressing provisions of the board policies being monitored.
• marshal as many staff and external points of view, issues and options as needed for fully informed board choices.
• present information in a form that is understandable and of reasonable length.
  
  Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

3.3: Delegation to the executive director

The board’s job is generally confined to establishing topmost policies, leaving implementation of board policy to the executive director.  All board authority delegated to staff is delegated through the executive director.

The executive director is authorized to establish all further policies, make all decisions, take all actions and develop all activities, which are true to the board's policies.  The board will respect the executive director's choices so long as the delegation continues.  This does not prevent the board from obtaining information about activities in the delegated areas.

No individual board member, officer or committee has any authority over the executive director.  Information may be requested by such parties, but if such request, in the executive director's judgment, requires a material amount of staff time, it may be refused.

Acting with the authority granted above, the chief executive may not perform, allow or cause to be performed any act which is unlawful, insufficient to meet commonly accepted business and professional ethics for the "prudent person" test, in violation of funding source requirements or regulatory bodies, or contrary to explicit board constraints on executive authority.

Should a situation arise wherein the executive director deems it unwise to comply with a board policy, he/she will inform the board of directors.  Informing is simply to guarantee no violation may be intentionally kept from the board.  It is not for the purpose of receiving approval.  Board response at that time does not exempt the executive director from subsequent board judgment of his/her action. 

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

3.4: Areas of responsibility delegated to the executive director

In the area of human resources, the executive director relates both to the board and to the staff of KCDD, but has ultimate responsibility to the board.

For the board of directors, the executive director:

• develops and recommends to the board of directors, specific, written, long and short-range plans for the development of KCDD programs and services.
• maintains appropriate relations with the board and various board committees, and keeps them informed.
• interprets trends in the fields of service in which KCDD is engaged, by maintaining involvement in the professional field as a whole.
• assists with orientation and training programs for the board.

For the KCDD staff, the executive director:

• supervises and directs staff in the performance of their duties.
• evaluates the performance of staff members.
• provides overall control of and direction for the personnel of KCDD, including active participation in or approval of personnel actions.
• manages volunteer staff activities.

In the area of planning, the executive director:

• evaluates the services being provided by KCDD in relation to specified goals and standards, and recommends modifications, where appropriate.
• recommends new programs to the board.

In the area of finance, the executive director:

• prepares KCDD budgets and is accountable for control of these resources once approved.
• directs all financial operations of KCDD.

In the area of constituent relations, the executive director manages all activities including coordinating board activities in this area.

In the area of public relations, the executive director interprets the function of KCDD to the community by assisting the board, through direct involvement and through public relations programs, including personal contact, descriptive program literature, and the media.

In the area of interagency relations, the executive director:

• maintains appropriate relations with other professional and service groups in the community.
• maintains appropriate relations with federal, state, and local government units.
• maintains appropriate relations with other agencies in similar fields of service.

In the area of KCDD organizational operations, the executive director:

• recommends policies to the board and/or assists the board in the formulation of policies for the effective and economical operation of KCDD and its programs.
• ensures implementation of the policies adopted by the board.
• has chief administrative responsibility for maintenance of agency facilities, and regular reporting to various bodies.
• carries chief staff responsibility to ensure that legal obligations of KCDD are met.
  

  Adopted: _______08/11/2012__________       Last revised: ______12/11/2017________

3.5: Monitoring executive performance

Monitoring executive performance is somewhat synonymous with monitoring organizational performance.  The board delegates management to the executive and must have a process for ongoing monitoring of the executive's performance of the delegated duties.  The purpose of monitoring is to determine the degree to which board policies are being fulfilled.

The board will monitor executive performance by awareness of the executive director's job description, careful attention to all reports delivered to the board and through an annual written evaluation of the executive's job performance.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

3.6: Executive director performance evaluation

It is the policy of KCDD to regularly evaluate the work performance of the executive director.

The evaluation will be given at the first quarterly board meeting so that all board members participating in the evaluation will have had a full year of interacting with and observing the executive's performance.

Compensation of the executive director will be determined after completion of the evaluation.  Any increase in compensation will be effective beginning with the pay period in which the employment anniversary date falls.

Although the evaluation will be facilitated by the executive committee or a special committee appointed by the board chairperson, the entire board will participate in the evaluation process.

The process begins with a review of the current job description to determine accuracy and appropriateness.  The team next develops an evaluation checklist based upon the job description and organization objectives.  Respondents will be asked to rate the director's performance against each line item on the checklist as follows:

Space should be allowed on the checklist at each line item for comments. The team mails the checklist to all board members with a self-addressed stamped envelope so that all evaluations are returned to the home or business address of the board chairperson.  A request is sent with the evaluation form to complete within ten days.  Respondents have the option of signing or not signing their evaluation forms.  Constructive criticism from board members should be specific so that appropriate corrective action may be taken by the executive director.

A copy of the evaluation checklist is also mailed to the executive director with the request to complete a self-evaluation and recommend performance objectives for the upcoming year.  The form completed by the executive will not be included in the board’s compilation of results.

When the board members have returned the evaluation forms, the chairperson of the board makes up a composite checklist, which, by line item, indicates the number of responses for each rating.  All comments are randomly listed without identifying the source of each comment.

Next, the full board meets, without the executive director present, to review the composite evaluation and performance objectives for the upcoming year.  The board must reach consensus on each item in the checklist.

Then the full board meets with the executive director to present the full board's conclusions about the evaluation.  Should the executive director be in serious disagreement with part or all of the evaluation, the right to respond to the full board must be available.  Such a response should lead a dialogue in which the problem area can be resolved in a candid and professional way.

The final agreed-upon evaluation should be signed by both the executive director and the board chairperson.  A copy of the evaluation is given to the executive director, and the original evaluation is kept on file by the board chairperson to be passed on to the next board chairperson.  A copy of the evaluation is not kept in the personnel office.

Board members will not solicit information regarding the executive director's performance from subordinate staff.  Staff plays no role in the evaluation.  The board recognizes that including staff can seriously erode the relationship, which must exist between the executive director and staff.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

3.7: Board/executive relationship

The board of directors recognizes and maintains the following guidelines in the board's relationship with the executive:

• good management is recognized as one of the key factors in the success of the organization.  The board reserves the authority to establish policies, approve plans, and programs and delegate authority to the executive.
• the board will approve policies and long-range plans and programs for KCDD, and delegate authority to the executive to execute and carry out the policies, plans and programs.  The executive will be responsible for hiring capable personnel within the limitations of board policy and budget constraints, determining the appropriate compensation, training, supervising, disciplining and terminating if necessary.
• board members will refrain from individually discussing management and personnel issues with KCDD personnel other than the executive director.  The board, in consultation with the executive, may confer with key personnel at regular or special meetings of the board.
• authority for management of KCDD will be through the board of directors to the executive, then to other personnel.  The board will require full and timely information from the executive concerning pertinent matters that relate to the management of KCDD.
• the board recognizes that efficient management of KCDD can exist only through mutual understanding and cooperation between the board and the executive. The board also recognizes that the executive is accountable to the board to show results, but the executive cannot perform well and show good results if not given latitude to exercise independent judgment in executing board policy.  Therefore, the board grants that latitude of judgment and discretion and expects full accounting of performance from the executive.
• the board recognizes its position as the employer of the executive and will be responsible for a systematic annual evaluation of the executive's performance. The evaluation will be for the purpose of improving the executive's performance and to provide a basis for consideration of the executive's salary for the next year.
• the executive's employment with KCDD may be terminated for cause upon written notice to the executive and in accordance with the board policy.

           Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

3.8: Board/executive responsibilities

To assist the board and executive to work as a team, the following principals will guide the team members to determine responsibilities of each part of the team:

• responsibility for determining general policy shall be entrusted to the board.  The executive director shall keep the board informed regarding the progress of all important KCDD programs.
• the board represents the public in setting the goals and establishing the basic policies and long-range goals for KCDD.  It shall refrain from involvement in the administrative functions except to monitor and evaluate.
• the board shall transact official business with professional staff members and other program employees only through the executive director.
• the executive director shall be responsible for administering the program in accordance with board policies and regulations.
• the executive director shall be responsible for the selection and assignment of staff.  This responsibility may be delegated by the executive director to other supervisory personnel.
• the executive director and staff shall prepare, and submit for board action, an annual program plan and budget.
• the executive director shall provide the board with data and information to enable the board to make effective decisions.
• the executive director shall provide the board with periodic reports as the board feels are necessary to allow board members to make accurate decisions.
  

  Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

3.9: Executive director succession policy
A policy for executive director succession must include two parts—the process the board will follow to replace a retiring executive director, and a process to continue uninterrupted service in the event of sudden loss of the executive director.

Resigning or retiring executive director

The process for replacing a resigning or retiring executive director will be as follows:

• the executive committee of the board will determine a retirement date with the current executive director.
• the board will determine a specific target date to bring on a new executive director.  This target date will be flexible to allow the selected candidate some latitude in determining the beginning date.
• the board will designate an interim executive director to serve for the time between the ending date of the current executive director and the beginning date of the new executive director. Board members are not eligible to serve as the interim executive director.
• the board chairperson will nominate a Search Committee of not less than three board members and not more than five board members.  If possible, the current executive director will be an ex-officio member of the Search Committee.  The board chairperson may appoint up to two additional Search Committee members from outside the board such as former board members, community leaders or other persons who would be a valuable resource to the committee. The board chairperson will seek board approval of the nominees.
• the board will consider the need for any changes to the management structure before the search for a new executive director.
• the Search Committee will begin as soon as possible to:
  • review the current job description to develop a profile of the preferred candidate.
  • determine the feasibility of utilizing a search firm to assist the board in the search.
  • determine salary range and terms of the contract to be offered.
  • identify appropriate advertising media to be used.
  • establish a schedule to complete interviews, reference checks and final selection.
  • determine who will conduct the interviews and what questions will be asked.
  • determine the extent of staff and community involvement in the search process.
  • establish a process for communicating search progress to the board and staff.

• the Search Committee will seek approval of the full board for all of the above.
• the Search Committee will recommend no more than three nor less than two candidates for review.
• the board will interview the final candidates and select the new executive director.
• external candidates and current employees will be invited to apply for the position.
• the board will set dates for three-month and six-month reviews of executive director performance.  These reviews will be informal discussions between board and executive director for the purpose of assisting the executive director to understand board needs and intent, as well as affirmation of good executive director performance.  The board will do a formal written performance evaluation of the executive director after approximately one year of employment and then annually.

Sudden loss of executive director
The process to continue uninterrupted service in the event of sudden loss of the executive director will be as follows:

• annually, the board will designate one staff person who will assume the duties of the executive director if, in the judgment of the board of directors, that becomes necessary.
• the current executive director will compile a list of vital instructions for an interim executive director and update that list annually
• the list will include, but not be limited to, such information as:
  • staff flow chart showing chain of command and a list of responsibilities of all management personnel.  The list will also include special instructions about which staff members should be consulted for special assistance in such areas as personnel management, maintenance, finance, computer operations and other essential functions of the organization.
  • location of all bank accounts and financial records, and instructions about disbursement authority.
  • location of all vital documents, such as policies and contracts.
  • location of all computer backup files.

• if it becomes necessary to implement these emergency procedures, the board of directors will meet as soon as possible with the designated interim executive director to:
  • establish a plan for continued operation.
  • officially designate the selected staff person to be the interim executive director.
  • establish a schedule of board meetings to provide adequate support for the interim executive director.

• as soon as possible after the designation of the interim executive director, the board will implement the applicable procedures from the first half of this policy.

           Adopted: _______08/11/2012__________       Last revised: ______12/11/2017________

4.1: Conduct of meetings

So meetings may be conducted in the most orderly manner, discussion of agenda items will be limited to communications among board members, between the board and the executive, and among the board, executive and those the board and executive request to make presentations.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

4.2: General rules of conduct for board meetings

• Board meetings begin promptly at the time stated on the agenda. As a matter of courtesy to other board members, and to allow our meetings to operate in an efficient and businesslike manner, all board members are expected to be in attendance when the chairperson calls the meeting to order.
• Board members should schedule enough time to be able to remain for the entire meeting. Entering a meeting late or leaving early is disruptive to the meeting.
• The standard business casual dress is appropriate for most board meetings unless announced otherwise prior to the meeting.
• Short breaks, 10 to 15 minutes, will be scheduled during all meetings. Board members are expected to return promptly to the meeting as soon as the announced break time has expired.
• Board members are expected to be courteous and respectful to others at the meeting regardless of disagreements, which are a natural part of board deliberations. The chairperson will not tolerate personal attacks or crude language of any kind.
• Cell phones should be turned off or switched to vibrate so the meeting is not disrupted. Making or returning calls should be done during the breaks in the meeting.

          Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

4.3: General rules for board debate and discussion

• Motions for action by the board will be made in the following manner:
  • a member addresses the chairperson.
  • the board member is recognized by the chairperson.
  • the board members begin by saying, “I move that…” and states the motion. If the motion is lengthy or complex, it should also be presented in writing to the secretary.
  • another board member must second the motion.
  • the chair will restate the motion as “It has been moved and seconded that…” and repeats the exact motion, then asks if there is a discussion of this motion.
  • when the chair determines that the issues have been adequately debated, the chair will repeat the exact wording of the motion (or ask the secretary to read the motion) and then will ask the board to vote. “Those in favor of the motion, say ‘yes’ (or ‘aye’) Those opposed to this motion say ‘no’ (or ‘nay’).
  • the chairperson will state the outcome of the vote and what action will be taken.

• Individual board members are encouraged to limit discussion on each issue so that all may address the issue.
• A debate will be confined to the issue under consideration, and the chairperson is expected to declare extraneous debate out of order.
• The issue under consideration is not personal, it is an issue. Personal attacks, abusive language, sarcastic remarks, and derogatory language are never acceptable in the debate on an issue. The chair will not tolerate such discussion.
• When a controversial issue is discussed, the chair will ensure equal comment on both sides of the issue.

           Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

4.4: Distribution of materials to be considered by the board

So that board members are able to prepare for meetings at their convenience, and have as much time as possible to study issues that will appear on the next board meeting agenda, the executive director will distribute those materials, explanations, and recommendations, as soon as possible to all board members throughout the interim between board meetings. The materials, explanations, and recommendations will also be distributed as the agenda packet at least four days prior to the board meeting.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

4.5: Handouts at Board Meetings

Handouts at the board meeting should be avoided if possible because it is disruptive to the meeting to have board members attempting to read and digest the handout and still participate in the board meeting. When it is necessary to distribute last minute materials to the board after the final board packet has been sent, ready-made copies should be presented to staff for distribution at the meeting.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

4.6: Annual board calendar

Before the beginning of every board year, the board will establish a calendar of events for the board year. The calendar will list items that regularly require board action during specific times each year. The calendar will include, but not be limited to:

• approval of KCDD budget
• monthly board development activities
• determination of executive compensation
• evaluation of board performance
• renewal of contracts
• new board member orientation
• board meeting dates, times, locations
• evaluation of executive performance
• state, regional, national meetings
• board team-building activities
• long-range planning retreat
• KCDD annual meeting
• board reorganization (appointment committees, seat new board members, elect officers)

        Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

4.7: Regular meetings

Regular meetings of the board will be held quarterly. So that board members can schedule the meetings well in advance, the specific dates will be established for the full year at the board's organizational meeting each year. The board will make every effort to maintain those dates as board meeting dates.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

4.8: Special meetings

Special meetings of the board should be called only rarely when the business to be addressed cannot wait until the next regularly scheduled meeting. A special meeting of the board may be called by the chairman of the board or by petition of a majority of board members. A call for a special meeting will state the business to be addressed by the board at the special meeting. Every member of the board must be notified of the special meeting at least five days prior to the established meeting time. Open meetings laws will be followed at all meetings.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

4.9: Open board meetings

It is the policy of the KCDD board to hold open board meetings using the following guidelines:

• notice of meetings will be posted on the KCDD website.
• agendas will be provided to guests at the beginning of the meeting.
• guests may comment to the board only at the designated "Open Forum" section on the agenda or when the board requests public comment.
• when dealing with confidential matters the board may elect to go into closed session.

          Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

4.10: Meeting agenda packet

All matters to be considered by the board at the meeting will be included on the agenda and in the board packets delivered to board members at least four days prior to the meeting. The board may vote to waive this requirement to discuss only items on the published agenda by a majority vote of the board.

Meeting agendas will be developed by the executive and approved by the board chair prior to distribution to other board members.

All board members will have an opportunity to request items be placed on the agenda prior to the agenda being published and distributed.

The agenda may be amended after the meeting is convened only in cases where immediate action on the item is necessary, or when the item is for board information, and only by consensus of a majority of the board members. A board member or the executive may request changes to the agenda during the item on the agenda that asks the board to approve the agenda.

The KCDD board meeting agenda will approximate the following outline:

• call to order by the board chairperson or other presiding officer and determination of a quorum
• approval of agenda
• consideration, correction, and approval of minutes of the previous meeting
• public forum or member forum
• consideration and acceptance of the financial report
• standing committee reports and recommendations for board action
• special committee/task force reports and recommendation for board action
• unfinished business
• new business
• adjournment

          Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

4.11: Meetings by conference call

It is not the practice of the KCDD board to hold meetings by conference telephone calls. However, emergency situations may dictate that some board members cannot attend the meeting in person, but may attend via telephone conference call. In those cases, any or all of the board members may participate in the meeting by conference telephone.

All board meetings in which one or more of the board members are participating by telephone will be conducted under the following rules:

• all board members participating in the meeting must be able to hear each other.
• all rules for calling meetings and notification of board members as spelled out in other sections of this policy manual will apply.
• all rules for the conduct of meetings, including roll call and quorum, will be followed.
• minutes of the meeting will be kept. Minutes will be reviewed and adopted by the board at the next regularly scheduled board meeting.

           Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

4.12: Staff attendance at board meetings

Since it is the policy of the KCDD board to hold our executive director accountable for all management of KCDD, it is left to the executive director to invite any staff to the board meeting that the executive needs as a resource for issues the board will consider during the meeting.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

4.13: Public board meetings

The KCDD board will comply with the state open meetings law. Regular meetings of the board will be open to the public except on the occasion when the board votes to close the session for purposes defined by state law, and in the manner prescribed by state law.

However, those attending board meetings, other than the board and the executive director, will be asked to sit away from the board table in an area designated for visitors to the meeting. Visitors will also be asked to refrain from taking part in the board's deliberations except upon request from the board, and visitors will otherwise not disrupt the board's work.

Board meetings open to the public view should not be confused with public meetings in which anyone is allowed to speak. The board recognizes in all instances its right to control board meetings.

Visitors may use the public forum to address the board (see Public Forum policy 4.9). Or visitors may ask for time on the board agenda if the request is made to the executive director at least three days in advance of the board meeting. The executive director and the board chairperson will determine if the request to be on the agenda is honored, and how much will be allocated to the agenda item.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

4.14: Voting

All members of the KCDD board who are present when a question is put will vote upon the question unless excused by the other members present or unless disqualified by conflict of interests. Results of the vote will be recorded.

Voting on all motions will be by voice or alternate format unless requested otherwise by a member of the board, at the direction of the president, or required by these policies.

A board member who is present at a meeting of the board at which action is taken on any corporate matter will be presumed to have concurred in the action taken unless the descent of the board member is entered in the minutes of the meeting. Such dissent will be indicated by a simple "no" vote on the action.

A board member who is absent from a meeting of the board at which action is taken will be presumed to have concurred in the action unless the trustee will file a written dissent with the secretary of the board within a reasonable time after learning of the action.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

4.15: Disqualification for voting

No member of the KCDD board may vote on any matter in which the board member has a direct or indirect financial interest.

No member of the board nor any employee of KCDD will have proprietary business dealings with KCDD which directly or indirectly results in gain or profit to such board member or employee unless he/she first files a sworn statement with the president of the board of the intent to have such business dealings, and states therein the nature, type, and extent of the transaction and interest of the board member. Remaining board members must, by majority vote, give approval.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

4.16: Minutes of the board meeting

Records of all actions of the board will be set forth in the minutes of the meeting. Minutes will be kept on file as the official record of the KCDD board.

The office of Secretary of the Board will be the custodian of the minutes. However, it is vital that all members of the board and the executive be able to fully participate in the discussions and deliberations, so minutes will be recorded in writing during each meeting by a member of the KCDD clerical staff or by a volunteer, not by a member of the board or by the executive.

Minutes of the meeting are a record of the actions of the board, not a record of the discussion. Minutes of KCDD board meetings will include:

• the date, time and place the meeting was called to order.
• the type of meeting--regular, special or continued.
• the name of the presiding officer.
• a statement that a quorum was or was not present.
• the names of those board members present and the names of those board members absent from the meeting.
• the exact wording of all motions, whether passed or failed.
• disposition of each motion made--passed or failed. (If the vote is by roll call, each board member's vote will be recorded by name. When a ballot vote is taken, the number voting for and the number voting against will be recorded.

No views, protests or explanations from board members about the vote will be recorded in the minutes unless the full board votes to allow such entries.)

• notation of each committee report.
• notation that financial reports were examined by the board.
• notation of time of adjournment of the meeting.

Committee reports or resolutions may be attached to the minutes if these items are important clarification for the minutes of the meeting.

Adopted: _______08/11/2012__________       Last revised: ______12/11/2017________

4.17: Distribution of minutes of board meetings

So that board members can accurately review the minutes taken of the meeting, copies of the unapproved minutes of each board meeting will be distributed to all board members within two weeks of the conclusion of the meeting.

Adopted: _______08/11/2012__________       Last revised: ______08/11/2012________

5.1: Fiscal year

The KCDD fiscal year will be the first day of Oct. to the last day of Sept.

Adopted: ___________8/11/2012___               Last revise_________8/11/2012___________

 

5.2: Financial management

Financial resources of KCDD are the responsibility of the board of directors.  The board will:

• have a clear plan for acquisition of financial resources to pay for the programs and services provided by KCDD.
• provide guidelines for management and allocation of financial resources which will produce optimum benefit for those we serve.
• monitor and evaluate the financial plans and guidelines of KCDD to ensure the financial integrity of KCDD.

Adopted: _____8/11/2012________                 Last revised: ______8/11/2012_________

 

5.3: Budgeting

An annual operating budget will be prepared by the Executive Director and Children and Families (DCF) to be presented to the board for approval prior to the beginning of the next fiscal year.  The budget will reflect the cost of carrying out the programs and services of KCDD for the next fiscal year, and anticipated revenues of KCDD.

The budget will be viewed by the board as their financial plan for KCDD, and approval of the budget by the board will be authority for the executive director to manage KCDD’s finances according to the plan without seeking further approval of the board.  However, the executive will keep the board well informed of the ongoing status of the financial plan, and will not make expenditures outside of the budget plan without seeking board approval to amend the budget.  Amendments to the budget will be presented to the board for approval for any of the following reasons:

• KCDD enters into grants or contracts that were not included in the approved budget.
• management proposes a major expenditure that was not included in the approved budget.
• significant unanticipated revenues are received or cost overruns occur.

Adopted: __________8/11/2012_______         Last revised: ________6/21/2019______

 

5.4: Accounting

The accounting system used by KCDD will be provided by the Department of Children and Families as the Designated State Agency.

The accounting practices and procedures used by KCDD will allow for adequate management of KCDD’s revenues and expenses, and will provide adequate systems of monitoring by the board of directors as well as outside auditors.

Adopted: _______8/11/2012_________           Last revised: _________6/21/2019______

 

5.5: Whistleblower protection

It is the responsibility of all directors, officers and employees of KCDD to report suspected fraud or financial malfeasance.  No director, officer or employee who, in good faith, reports suspected fraud or financial malfeasance, shall suffer employment consequences, harassment or any other type of retaliation for reporting.

Anyone who makes an unsubstantiated report of fraud or financial malfeasance, while knowing that the report is false, will be subject to disciplinary action.

Adopted: _______8/11/2012__________        Last revised: ___________8/11/2012_______

 

5.6: Financial reports and audits  

Department of Children and Families will prepare Quarterly Reports reflecting the financial condition of KCDD and forward to KCDD Executive Director who will present them to the board.  The Council may request additional reports as needed.

Reports reflecting the financial condition of KCDD will be presented to the board quarterly.  These financial reports will include:

• status of expenditures on major capital projects.
• revenue and expense statement for the quarter and year-to date with comparison to the budget.

KCDD Finance Committee will review financial reports & any audits twice a year.

Adopted: ________8/11/2012__________       Last revised: _________6/21/2019_______

  

5.7: Use of credit cards

Monthly reports of credit card billings will be provided to the board or the KCDD Budget Finance Committee.

Adopted: _____8/11/2012_____________       Last revised: ________6/21/2019______

 

5.8: Purchase orders  

Staff purchases of supplies and materials will be made only with a properly authorized purchase order signed by the executive director or a member of the management staff authorized by the executive to sign purchase orders.

Adopted: _____8/11/2012_____________       Last revised: ________6/21/2019_______

 

5.9: Executive limitation

The executive director may not risk financial losses to KCDD beyond those that may occur in the normal course of business.  The executive will:

• the best of his/her ability protect KCDD’s resources against embezzlement, casualty losses and against liability losses (to board members, organizations or staff) beyond the minimally acceptable prudent level
• ensure that proper policies and procedures are in place to protect KCDD’s financial resources from loss
• ensure that facilities and equipment are properly maintained.
• limit exposure of KCDD, the board or staff to claims of liability.
• disburse funds only under controls sufficient to meet the auditor's standards.
• ensure off-site backup of all computers and other financial records necessary for uninterrupted operation of KCDD.

Adopted: _______8/11/2012___________       Last revised: __________6/21/2019_____

 

5.10:  Spending authorizations   

The executive director may make expenditures consistent with the board-approved budget without further board approval.  However, expenditures that are not within the board-approved budget must be formally approved by the board of directors.

A list of anticipated major capital expenditures should be included with the annual budget that is submitted to the board for approval.

Unbudgeted emergency repairs to the physical plant or equipment that must be completed immediately, and cannot be practically submitted to the board for approval, may be authorized by the executive director.  The board of directors will be informed of the expenditures as soon as possible.

Adopted: ______8/11/2012_________             Last revised: _________8/11/2012______

 

5.11: Delegation of spending authority

The board of directors is recognized as the ultimate spending authority for KCDD.  To more efficiently conduct KCDD business, the executive director will authorize expenditures.

The use of a signature stamp for authorizing signatures is prohibited.

No employee shall approve a transaction which will result in personal gain, or which is executed personally.  Approval must be at the next highest level of authority.

Approval of travel and personal expenses will always be at the next highest level of authority for every employee.  Executive director expenses will be approved by the board chair.  Board member expenses will be approved by the Executive Director. The Board Chair travel expenses will be approved by the Executive Director and the Chair of the Finance Committee or one of the Finance Committee members if the chair is not available.

In the absent of the Executive Director, two staff may sign official documents.  They will notify the Executive Director on his/her return.

No employee shall approve a transaction in which a conflict of interest exists.

If there is any doubt about the propriety of expenditure, the employee should not approve the expenditure, but rather refer approval from a higher authority.

Adopted: ______8/11/2012__________           Last revised: _________6/21/2019______

 

5.12: Charitable donations by KCDD

Because of the nature of the mission of this organization, KCDD does not make charitable contributions.

Adopted: ______8/11/2012__________           Last revised: ___________8/11/2012____

 

5.13: Council determines the fiscal controls and fund accounting issues

Pursuant to Kansas law, KSA 74-5505, the Council decides what policies and procedures it will promulgate and follow regarding the fiscal control and fund accounting of all Council resources, including the entirety of the federal DD Council grant.  Kansas law specifically states that the “State Plan” of the Kansas DD Council provides for theses “fiscal controls” and “fund accounting” mechanisms.  Therefore, any policy and procedure dealing with “fiscal control” and “fund accounting” of the DD Council will also be included in the DD Council’s State Plan, in the proper section as chosen by the Executive Director.  This will ensure the Council is including such policies and procedures in the proper document, as required by Kansas law.    

Adopted__06/21/2019______________________      Last revised___6/21/2019___________

Announcement of Funding

Request for Proposal: Solicited Proposals

                                     Unsolicited Individual Sponsorships (under $5,000)

                                     Unsolicited Proposals Request (Under) $5,000

                                     Unsolicited Proposals Request (Over) $5,000

                       

Kansas Council on Developmental Disability announces the availability of federal funds to be invested in the Five Year State Plan using a funding process that focuses on outcomes and involves a change in thinking from a funder to an investor that emphasizes partnerships and shared success.

Announcements can be made any time throughout the year.  The typical funding cycle is one year beginning in the Federal Fiscal Year October 1st and ending September 30th.

Adopted: ____10/19/2012__________             Last revised: ___03/16/2018_______

 

KCDD Guidance for Grant Review Proposal Questions:

1. Will the deliverables have a direct impact on the current Five-Year Plan’s goals and objectives?
2. Do the activities in the proposal fit Advocacy, Systems Change, and/or Capacity        Building?
3. Is the proposal in line with DD Act Values; Independence, Productivity, Integration, Self-Determination?
4. Is the project innovative and not replicating something that has already been done?
5. Is the council the right funder or should someone else be funding the project?
6. Is the project something that the Federal Government or State Agency should fund?  - Will KCDD possibly be supplanting Federal or State responsibilities?
7. Are the proposed outcomes in line with the funds requested?
8. Could this be considered Direct Service?
9. Is this an ongoing project? If so, KCDD cannot fund an ongoing project past initial five years.
10. Will this lead to meaningful changes or outcomes for people with IDD and/or their family members?
11. Is the project demonstrating a new way of accomplishing outcomes in the Five-Year Plan?
12. Are the funds being used for real property, building etc?
13. Is the activity legal?

Adopted: __07/02/2019_____________     Last revised: ____07/02/2019_______

 

6.1: Request for Proposal (RFP) = Solicited Proposals

Request for Proposal is a funding request that is in direct response to a Solicited Proposal and must meet KCDD 5 Year State Plan goals and objectives.  Council members, staff and grantees must work together to clearly define results, sustainability, and measures of success including Individual and Family Advocacy and System Change.

Note: Projects may be funded up to a 5-Year period.

KCDD follows Department for Children and Families Office of Grants, Contracts and Payables policies and practices including DCF Non-Disclosure Confidentiality Agreement for all council members and staff.

Request for Proposal will be published in the Kansas Register and disseminated broadly through email listing, council members, and other collaborators, posted on the website and through social media outlets.

  KCDD utilizes a five-step review process for RFP = Solicited Proposals:

• DCF Office of Grants Manager will post Request for Proposal.

• A cursory review by staff to check for required elements.

3) RFP is then forwarded to the Grants Committee to determine if it meets the Five Year State Plan goals and objectives.

4) The Grants Committee will make recommendations to the full council in the final determination of projects to be funded. Exceptions are granted for those who have declared a Conflict of Interest. 

5) The full council will vote to: disapprove, approve or approve with conditions.  Conditions must be within the scope of the RFP.

If the proposal is DISAPPROVED, the staff will notify DCF Office of Grants Manager to communicate with the applicant.

If the proposal is APPROVED with conditions, the staff will notify the DCF Office of Grants Manager to communicate with the applicant in paper format or email of the conditions and work through each item until the applicant has satisfactorily met all conditions. 

If conditions cannot be negotiated between the applicant and the DCF Office of Grants Manager, the proposal will be reviewed again by the full council for further discussion at the next regularly scheduled meeting or a special meeting of the council.

Once the full council approves the proposal for funding, staff can proceed with the Notification of Grant Award process prescribed in the DCF Designated State Agency’s Administrative Procedures Manual. 

Technical Assistance During the Application Process

After the release of a Request for Proposals=Solicited Proposal, all communication will be directed through the DCF Office of Grants Manager.

After Notification of Grant Award, all communication will be directed through KCDD staff.

Adopted: ___10/19/2012__________               Last revised: ___03/16/2018_________

 

6.2  Unsolicited Proposals

Funding request for projects that are not in direct response to a published Request for Proposal =Solicited Proposal, will be deemed an Unsolicited Proposal that contributes to the objectives outlined in the Five Year State Plan. 

Note: An Unsolicited Proposal Request can be funded up to one year.

 

6.2.1: Unsolicited Proposal Project Funding

1. Unsolicited Proposal Request (UNDER) $5,000 can be approved by Executive Committee and reported to the full council at the next schedule meeting.

The following process will be used:

• Applicants must submit Unsolicited Project Application.
• Upon project completion, applicant/agency will complete Project Evaluation Survey providing information on project outcomes, including data gathered from Grant Project Participant Evaluation(s).
• Payment will be authorized after the final report, documents/ invoices have been received and approved unless other arrangements are negotiated.

1. Unsolicited Proposal Request (OVER) $5,000 will be reviewed by the Grants Committee for full council approval. If approved, the proposal will require a Prior-Authorization Request Form from Department for Children and Families.

The following process will be used:

• Applicants must submit Unsolicited Project Application.
• Upon project completion, applicant/agency will complete the Project Evaluation Survey providing information on project outcomes, including data gathered from Grant Project Participant Evaluation(s).
• Payment will be authorized after the final report, documents/ invoices have been received and approved unless other arrangements are negotiated.

 

6.2.2: Unsolicited Conference/ Hosting Event Funding

Funding requests to support conferences and hosting training events that will directly benefit people with developmental disabilities and their family and contributes to Five Year State Plan goals and objectives. 

1. UNDER $5,000:

The following process will be used:

• Applicants must submit Unsolicited Project Application.
• A review by the Executive Committee to determine if it contributes to the objectives outlined in the Five Year State Plan
• Full council will be informed of the Executive Committee’s actions at the next meeting.
• Upon project completion, applicant/agency will complete the Project Evaluation Survey providing information on project outcomes, including data gathered from Grant Project Participant Evaluation(s).
• Payment will be authorized after the final report, documents/invoices have been received and approved unless other arrangements are negotiated.

1. B) OVER $5,000 will be reviewed by the Grants Committee to determine if the request meets Five Year State Plan goals and objectives with recommendations for full council at the next scheduled meeting. The Grants Committee may recommend the proposal be disapproved, approved, approved with conditions or request further review if determined the proposal do not meet the goals and objectives outlined in the 5 Year State Plan. Approval over $5,000 will require a DCF Prior-Authorization Request Form.

The following process will be used:

• Applicants must submit Unsolicited Project Application.
• Upon project completion, applicant/agency will complete the Project Evaluation Survey providing information on project outcomes, including data gathered from Grant Project Participant Evaluation(s).
• Payment will be authorized after the final report, documents/invoices have been received and approved unless other arrangements are negotiated.

Note: KCDD staff will notify All Unsolicited Proposals Applicants in paper format or email of all decisions/recommendations from the Executive Committee, Grants Committee and full Council.

Technical Assistance During the Application Process

All communication will be directed through staff.

Adopted: ___10/19/2012____________              Last revised: ____03/16/2018________

 

6.2.3: Unsolicited Individual Sponsorship Application under $5,000

(per individual per year)

KCDD will support individuals with developmental disabilities or their immediate family members to attend conferences and training events that contribute to the Five Year State Plan.  Requests may be applied for annually and must be received in the KCDD office in advance of the event. 

The staff will perform a cursory review of the proposal and forward it to the   Executive Committee for review.  If approved for funding, the Executive Committee will make their decision/recommendations to staff and provide an update to the full council at the next scheduled meeting.

The following process will be used:

• Applicants must fill out Unsolicited Individual Sponsorship Application.
• Complete the Grant Project Participant Evaluation
• Payment will be authorized after the final report, documents/ invoices have been received and approved unless other arrangements are negotiated.

Technical Assistance During the Application Process

All communication will be directed through staff.

Adopted: ___10/19/2012_____________            Last revised: ___03/16/2018________

 

6.3: Council In-House Projects

KCDD staff will work with the Designated State Agency to find the most efficient and effective way to process the need for funds related to the activities in the 5 Year State Plan.

Projects that are in the current state plan that require funds to carry out activities may be expended after the full council has approved a proposed budget for the project or part of a project.   The staff will work with the DSA to find the most effective method to expend funds within State and Federal Laws.

            KCDD can Sole Source if the vendor is the only qualified applicant. 

Projects such as conferences and events may be Sole Sourced to qualified state agencies though interagency agreements.

Note: In-House Projects, projects and activities identified in the Five Year State Plan, and Solicited Proposals are exempt from the $5,000 limit.

    

Adopted: ___10/19/2012_______         Last revised:   03/16/2018___________

 

6.4: Maintenance of Grant Records

KCDD staff will maintain all funded grants and contracts records for a period of five years after grant or contract cycle has ended. 

Unfunded Unsolicited Proposals will be maintained for a period of three years for audit purposes.

Adopted: ___10/19/2012___________             Last revised: ___07/02/2019___________