Board - General Policies

Pierce County Department of Human Services is established under authority of Wisconsin Statute 46.23 and Pierce County, Wisconsin Codes 7-13 and 4-23 by the Pierce County Board of Supervisors. The Community Human Services Board for Pierce County (also referred to as the Pierce County Department of Human Services Board) is established to supervise the Department of Human Services and perform all duties prescribed by state law.

The Community Human Services Board, as the governing body of Pierce County Department of Human Services, is entrusted with the authority to establish policy for the governance of Pierce County Department of Human Services, the County Aging Unit for Pierce County and Pierce County Child Support. Board polity establishes the parameters and guidelines for board members, committees, management, and staff.

The purposes of the Department's policies are to:

• Inform everyone of the Department's mission, board intent, goals and aspirations;
• Ensure consistency of board action and agency operations;
• Effectively communicate among board members, staff and the public;
• Enhance public relations;
• Clarify board member, executive and staff roles;
• Provide management with a clear direction from the Board;
• Promote quality program offerings and effective service delivery; and
• Minimize county liability and maximize county resources.

The business of the Department will be conducted in accordance with state and federal laws, Pierce County, Wisconsin codes and ordinances, Human Services' Board policies and generally accepted business practices that will accomplish the mission of the Pierce County Department of Human Services.

REFERENCES

• Wisconsin Statute 46.23
• Pierce County Code 7-13
• Pierce County Code 4-23
• Pierce County Code 7-1
• Pierce County Code 7-4

POLICY: Vision and MissionVision

Pierce County Department of Human Services envisions a compassionate community where individuals and their families are safe and lead meaningful, healthy lives.

Mission

Pierce County Department of Human Services promotes safe and healthy living through information, prevention and intervention for  individuals, families and the community.

Quality Services

We value a competent, effective service delivery system that is compassionate, consumer-driven and family-centered. We are committed to honesty, sound judgment and the privacy of our consumers.

Integrity

We are dedicated to earning the trust of our consumers and the broader community we serve. To this end, we maintain and promote organizational, professional and ethical standards and values in our internal and external interactions.

Communication

We strive to make information available and accessible to one another, our partners, the community, and most importantly, to our consumers. We seek to listen and to use what we hear to improve and advance our mission.

Collaboration

Teamwork. We coordinate efforts with other persons or groups, both internally and externally, to most efficiently and cooperatively achieve the needs of consumers and the public. Through our efforts, we strive to achieve consensus and respect the dignity and independence of our clients.

Community

We serve the community as a whole, in addition to those individuals and families who use our programs. We are committed to community-based resources, and will engage with the community to support those in need. We administer public resources responsibly.

POLICY: Authority of the Board

Each member of the Pierce County Department of Human Services Board is legally and morally responsible for all activities of the Department. All members of the board share in a joint and collective authority, which may only be exercised as a collective group.

POLICY: Board Membership

Per Pierce County Code, five members of the Pierce County Board of Supervisors and three citizen members compose the Pierce County Department of Human Services Board.

It is the policy of the Board to carefully recommend citizen members to the Pierce County Board of Supervisors for nomination and election to the Human Services Board. Consideration will be given to potential members who:

• believe in the cause and mission of the Department;will commit completely to the board member responsibilities for the Department;will participate actively as a member of the Human Services Board; and
• will advocate and promote the Department’s programs and services.

REFERENCES

• Wisconsin Statutes, section 46.23(4)(b)(1)
• Pierce County Code 4-9

POLICY: Board Member Responsibilities

Serving as a board member for the Pierce County Department of Human Services involves personal commitment and responsibility. To meet these obligations, board members are expected to:

• supervise the Department, ensuring compliance with legal requirements;perform all duties prescribed by state law;perform all duties prescribed by Pierce County Code;ensure adherence to the Department’s mission;advocate and promote the Department’s program and services;understand and support the Department’s policies;attend and actively participate in all of the board meetings, and notify the Board Chairperson or Director of anticipated absence;when absent from a meeting, review minutes and results of the missed meeting;be prepared to participate fully in board meetings;pay attention to department affairs and keep informed about department activities;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 doing so; and 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 they may be viewed as board members even when they designate comments as personal.
• review fiscal records and controls at regular intervals.

REFERENCES

• Wisconsin Statute 46.23(5)
• Pierce County Code 4-23

POLICY: Member Orientation and Development

The Pierce County Department of Human Services Board believes that professional development for board members is vital to good governance. Therefore, new board members will be given, within 30 days of election, a thorough orientation about Human Services, board operations, finance, responsibility, and liability by the Director and/or board chairperson.

The Board encourages its members to seek additional training, in-service programs oriented to board and agency operations, and travel to conferences and conventions that will assist board members to develop their governance skills.

POLICY: Policy Interpretation

The Pierce County Department of Human Services Board believes that professional development for board members is vital to good governance. Therefore, new board members will be given, within 30 days of election, a thorough orientation about Human Services, board operations, finance, responsibility, and liability by the Director and/or board chairperson.

The Board encourages its members to seek additional training, in-service programs oriented to board and agency operations, and travel to conferences and conventions that will assist board members to develop their governance skills.

POLICY: Board Member Confidentiality Agreement

As a requirement for service on the Pierce County Department of Human Services Board, all board members will be required to read and sign the following confidentiality agreement.

As a member of the Pierce County Department of Human Services Board, I acknowledge the importance of confidentiality with respect to the affairs of the Department. In light of this acknowledgement, I agree to keep confidential, during and after service on the Board, all confidential information acquired pertaining to the Department, the persons receiving services from the Department, and any related activities in the course of membership on the Board.
I particularly recognize the sensitivity of information regarding services provided to individual clients.
I agree that this confidentiality agreement includes, but is not limited to:

• Information pertaining to performance of Department staff including evaluation data, compensation, and grievances;
• Information pertaining to the provision of client services, including any information that would identify a person as a client of the Department; and
• Issues related to the Board’s legal, moral, and regulatory responsibility for the oversight of statistical data, risk management information and litigation information, and reviews of attitudes and opinions from those who work at the Department.

I understand that it is the Board Chairperson’s responsibility to address infractions of confidentiality by individual board members and to take action to remedy the problem. I understand that if infractions of confidentiality by individual board members occur, it is the expectation that the Board Chairperson report the issue to the County Board of Supervisors Chairperson. I further understand that there may be criminal, civil or administrative actions or penalties associated with breaching confidentiality.

__________________________                            ______________
Board member signature                                                     Date

POLICY: Board Members as Advocates

Board members for the Pierce County Department of Human Services shall take an active role in promoting the services and programs of the Department.

The Director will bring opportunities for board member advocacy to the Board. The Director will make available to each board member a supply of Department brochures or other materials about the Department’s services and programs.

POLICY: Board Planning

The Pierce County Department of Human Services Board believes in the importance of planning to deliver effective and efficient programs and services that are based on the needs and preferences of current and potential clients and the general community of Pierce County. The Board and Director will regularly conduct an assessment to assist in the planning process. The assessment will review the Department’s service capabilities and analysis of trends likely to impact the future of the Department. The Board and Director will then develop an organizational plan based on identified needs and preferences of current and potential clients and the Department’s service capabilities.The Board will regularly survey clients and the general citizenship for feedback about the Department’s programs and services. Information gathered could include, but not be limited to:

• Satisfaction with programs and services;Reaction to potential new programs and services being considered;Ideas for improvement of current programs and services; and
• Ideas for new programs and services to meet community needs.

Information gathered will be used to develop the Department’s annual budget and may be used to refine or change strategic/long-range planning.

REFERENCE

Wisconsin Statute 46.23

POLICY: Board Self-evaluation

Performance accountability for the Pierce County Department of Human Services Board can only be maintained through regular self-evaluation. In March of each year, the board will conduct a self-evaluation of the board’s performance for the past year. The self-evaluation will include, but not be limited to:

• quality of meetings;committee performance;progress on the long-term plan;fiscal monitoring;cohesiveness of the board team;quality of the relationship with the Director;exercise of vision on behalf of the Department;level of participation in board activities by all board members; and
• community / client relations.

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

POLICY: Officer Appointments & Job Definitions

Officers of the Pierce County Department of Human Services Board are a Chairperson and Vice-Chairperson elected per Pierce County Code.Officers of the Pierce County Department of Human Services Board are elected as servant-leaders of the Board. No officer will have any authority to speak or act on behalf of the Board other than that authority specifically granted in county code, board policy or by majority vote of the Board.The Chairperson’s primary duties are to:

• collaborate with the Director to prepare board meeting agendas;preside at board meetings;appoint sub-committees and make special assignments, subject to the Pierce County Code;sign official documents requiring signature; and
• represent the Board in public and official capacities as instructed by the Board.

The Chairperson will also:

• act as liaison between the Board and the Director;encourage the Board to do strategic planning;assist board members in building their board skills;refer board member conduct or performance violations to the Pierce County Board of Supervisors Chairperson for possible disciplinary action;
• encourage all board members to participate in board activities; and
• ensure that all board member’s views are represented in board meetings.

The Vice-Chairperson’s primary duties are to:

• preside at board meetings in the absence of the Chairperson; and
• assume the duties of the Chairperson when the Board determines that the Chairperson can no longer serve.

The Vice-Chairperson will also:

• be prepared to assume the duties of Chairperson, as needed; and
• manage special assignments as requested by the Board Chairperson.

REFERENCE

Pierce County Code 4-38

POLICY: Removal of Board Members

The Pierce County Department of Human Services Board will recommend to the Pierce County Board of Supervisors the removal of any board member who fails to perform their expected duties. A board member may be recommended for removal from the Board for cause, including but not limited to:

• negligence of board duties and responsibilities;failure to attend board meetings regularly;illegal activity as a member of the Board; or
• acting in any manner detrimental to Human Services.

A member of the Board who, when elected was a member of the Pierce County Board of Supervisors, and was not re-elected to the Board of Supervisors will be replaced by another elected member of the Board of Supervisors.

REFERENCE

Wisconsin Statutes 46.23(4)(c)

POLICY: Board Member Vacancies

If a vacancy of the Pierce County Department of Human Services Board occurs, the Board will notify the Pierce County Board of Supervisors chairperson and request that action be taken to fill the vacancy at the earliest possible time.If the Human Services Board Chairperson office becomes vacant, the Vice-Chairperson will assume the duties of the Chairperson. The Vice-Chairperson will fulfill the Chairperson duties until a new Chairperson is elected by the Board at the next regularly scheduled meeting.

If the Human Services Board Vice-Chairperson office becomes vacant, a new Vice-Chairperson will be elected by the Board at the next regularly scheduled meeting.

SECTION: Board General
POLICY NUMBER: B-G-16
SUBJECT: Board meetings
EFFECTIVE DATE: May 22, 2003
REVISION DATE(S): June 16,2005

POLICY

Regular meetings of the Pierce County Department of Human Services Board will be are held pursuant to Pierce County Code.

A special meeting of the Board is called by the Chairperson or by petition of a majority of board members. A public notice for a special meeting will state the business to be addressed by the Board at the special meeting.

The Pierce County Department of Human Services Board will comply with the state open meeting law. 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.

Those attending board meetings, other than board members and the Director, will be asked to sit away from the board table in an area designated for visitors to the meeting. Visitors are also asked to refrain from taking part in the Board’s deliberations, except upon request from the Board, and will otherwise not disrupt the Board’s work.

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

Visitors may use the public comments portion of the meeting to address the Board (see public comments policy). Visitors may also ask for time on the board agenda if the request is made to the Director at least three days in advance of the board meeting. The Director and the chairperson determine if the request to be on the agenda will be honored and how much time will be allocated to the agenda item.

REFERENCES

Wisconsin Statutes 19.81 to 19.97
Pierce County Code 4-38

POLICY: Public Comment

Each meeting agenda for the Pierce County Department of Human Services Board, except special meetings of the Board, will include an item that is labeled "Public Comment."  The Human Services Board will receive public comments on any issue not on the agenda.  Discussion by the board members may take place, but no action will be taken on any item raised that is not on the agenda for action.  The duration of the comments will be subject to limitation by the chairperson.

Public comments will also be taken at each regular meeting of the Human Services Board on items in the agenda prior to the Board taking up the item.  Members of the public will have an opportunity for one response or rebuttal to other comments from members of the public.  After public comments have been made, the Board shall take up the item and no additional public comments will be taken, unless provided by other rule.  The number of responses and the duration of comments are subject to limitation by the chairperson and the rights of the Chairperson to conduct the meeting under Roberts Rules of Order.Prior to the meeting, those wishing to speak during the meeting must complete a written form and provide it to the Director. The form will include the speaker's name, address, issue to be addressed, and name or organization represented.  This information shall be recorded in the meeting minutes.The Public Comment Policy Form will be available at the Department’s reception area and at each board meeting.

REFERENCE

Wisconsin Statutes 19.81 to 19.97

POLICY: Meetings by Conference Call

As allowed under Robert’s Rules of Order and Wisconsin Statute regarding open meetings a board member may attend a Pierce County Department of Human Services Board meeting through the use of telephone conference calling. A board member may participate via telephone conference calling for any meeting, including a closed session of a meeting. Use of telephone conference calling must assure that all persons present at the meeting, including the media and general public, can hear the person speaking by telephone.

REFERENCES

• Robert’s Rules of Order
• Wisconsin Statutes 19.81 to 19.97

POLICY: Parliamentary Authority for Board Meetings

Meetings of the Pierce County Department of Human Services Board will be governed by the parliamentary rules as outlined in Robert’s Rules of Order, most recent edition, in all cases where current county code and current board policies do not apply.

POLICY: Adoption, Amendment, Suspension or Deletion of Policies

Pierce County Department of Human Services Board will adopt a Department policy only after review of the written proposal at two successive board meetings and upon a majority vote of all members present at the second board meeting.A Department policy may be amended or deleted only after review of the written proposal at two successive board meetings and upon a majority vote of all members present at the second board meeting.A Department policy may be suspended only after review of the policy and majority vote of all members present at a board meeting.

All Department policies are subordinate to Pierce County Code, Ordinances and County Policies, except as superceded by state and/or federal law.

POLICY: Minutes of a 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 Pierce County Department of Human Services Board.The County Clerk is the custodian of the minutes. Minutes will be taken by a Department staff as assigned by the Director. Minutes will be approved by the Board at the next regularly scheduled meeting.Minutes of the meeting are a record of the actions of the Board, not a record of discussion. Minutes of meetings will include:

• The date, time and place the meeting was called to order;The type of meeting – regular, special or continued;The names of those board members present and 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 take, the number voting for and against will be recorded.
• Notation that financial reports were examined by the Board; and
• Notation of time of adjournment of the meeting.

Reports or resolutions may be attached to the minutes if these items provide clarification of the meeting minutes.

REFERENCE
Pierce County Code 4-38

POLICY: Correspondence from the Board

Correspondence from the Pierce County Department of Human Services Board will be approved by the Board or the Board Chairperson. All correspondence from the Board will be over the Chairperson’s name. All correspondence from the Board will be written on Pierce County Department of Human Services stationary and will be prepared by the Director as instructed by the Board. Use of Department letterhead will be limited to official agency business only.

POLICY: Official Spokesperson of Human Services

The Director is the official spokesperson for the Pierce County Department of Human Services and shall provide the general public and news media with a formal channel of communication.

POLICY: Staff and/or Public Concerns

When a Pierce County Department of Human Services Board member is contacted by a staff person or member of the general public who has a concern or complaint about the Department or persons within the Department, the board member will:

• Remember that individual board members have no power or authority to speak or act for the full board;Listen to the person’s concern;Express a desire to reach a satisfactory solution;Explain that the Board and management have established a process for handling concerns. Suggest that the concern be discussed with the person most immediately responsible;Refer a client with a complaint to the appropriate program manager and/or staff person;Refer staff with a complaint to their supervisor, the Director, or other appropriate grievance procedures;Assure the person the director will be informed of their concern;Ask the person to report back to you about the progress or resolution of the concern, if desired; and
• Inform the Director of the complaint or concern.

POLICY: Affiliations with other Organizations

Pierce County Department of Human Services Board values affiliations with other organizations such as county, state, and national associations. Official organizational affiliations may be arranged at the discretion of the Director.

POLICY: Political and Legislative Activity

Pierce County Department of Human Services Board supports legislative issues which further the basic interests of those we serve. Likewise, the Board opposes legislative issues detrimental to our mission and to the basic interest of those we serve.

The Board shall be nonpartisan in political matters, but shall support or oppose federal, state, or local legislative issues as the Board determines necessary and advisable. The Board will not directly endorse any candidate or party.

SECTION: Departmental General
POLICY NUMBER: D-G-03
SUBJECT: Work Attire
EFFECTIVE DATE: October 20, 2005
REVISION DATE(S):

POLICY

Pierce County Department of Human Services is committed to providing quality services and supports to its consumers and the public. To that end, all employees are expected to assist in representing the Department by dressing in a professional manner that is reflective of their workday activities.

It is the policy of the Department to allow employees to dress more casually on Fridays, providing the employees workday activities allow for such dress.

SECTION: Departmental General
POLICY NUMBER: D-G-02
SUBJECT: Work Place Safety
EFFECTIVE DATE: October 20, 2005
REVISION DATE(S):

POLICY

Pierce County Department of Human Services is committed to providing its consumers and employees with a safe and therapeutic environment in which to work and engage in the change process. The Department will proactively assess the work environment and implement practices intended to maximize consumer and employee safety in ways that support the Department’s mission.

Consumers are encouraged and employees are required to bring safety concerns to the attention of the Department.

Employees who are injured in any way while on the job must immediately report the incident to their program manager or other management staff.