Condensed Orientation Guide - 2026

New Member Orientation 2026

1810 Sullivant Ave. Columbus, OH 43222 Telephone: 614-466-5205 Toll Free: 800-766-7426 FAX: 614-466-0298

https://www.ddc.ohio.gov

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Contents Ohio Developmental Disabilities Council ........................................................................ 4 New Member Orientation Guide (Condensed) .............................................................. 4 Welcome ................................................................................................................... 4 Mission & Purpose ...................................................................................................... 4 Federal Authority & Legal Mandate .............................................................................. 5 The DD Act Requires Councils To: ............................................................................ 5 Key Principles ......................................................................................................... 5 How the Council Fits in Government............................................................................ 5 Federal Structure .................................................................................................... 5 Developmental Disabilities Network Partners........................................................... 6 State Structure........................................................................................................ 8 What the Council Does ............................................................................................... 9 Core Functions ....................................................................................................... 9 Five-Year State Plan .................................................................................................... 9 Planning Cycle ........................................................................................................ 9 Council Structure & Leadership ..................................................................................10 Membership ..........................................................................................................10 Officers .................................................................................................................10 Committees...........................................................................................................10 Council Member Expectations & Responsibilities........................................................12 Participation ..........................................................................................................12 Advocacy Role .......................................................................................................12 Ethical Conduct .....................................................................................................12 Attendance ............................................................................................................13 Code of Conduct ....................................................................................................13 Meetings & Decision-Making ......................................................................................15 Meeting Schedule ..................................................................................................15 Typical Meeting Components .................................................................................15 Voting ....................................................................................................................15 Public Meetings .....................................................................................................15 Ethics & Financial Disclosure Requirements ...............................................................15 2

Required Actions....................................................................................................15 New Member Onboarding Checklist ...........................................................................16 Council Budget Overview ...........................................................................................17 Travel & Reimbursement Guide ..................................................................................17 Eligible Expenses ...................................................................................................17 Staff Support .............................................................................................................20 Key Contacts .............................................................................................................21 Ohio DD Council – New Member Acronym Reference Sheet ........................................22 Final Thoughts ...........................................................................................................23

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Ohio Developmental Disabilities Council New Member Orientation Guide (Condensed) Welcome Welcome and congratulations on your appointment to the Ohio Developmental Disabilities Council (ODDC). Your service helps advance independence, inclusion, and systems change for Ohioans with developmental disabilities and their families.

This condensed guide provides the essential information you need to begin serving effectively.

Mission & Purpose Mission: Promote systems change that improves independence, productivity, and community inclusion for people with developmental disabilities.

Core Focus Areas - Advocacy - Capacity building - Systems change - Inclusion and selfdetermination.

The Council recognizes: • • •

Adults with developmental disabilities have the right to choose where and with whom they live and how they spend their time.

Families play a primary role in making choices and decisions for their minor children.

Families may need training and support so they can meet their children’s needs and advocate effectively for them.

The Council believes: • • • • •

Everyone in our society has a responsibility to accept and understand people with developmental disabilities.

People with developmental disabilities have the same hopes, feelings, goals, successes, and challenges as anyone else.

People with developmental disabilities should be seen first as citizens and members of the community.

People with developmental disabilities have the right to be treated with respect and dignity, just like all members of society.

Individuals with disabilities have the right to make choices about their lives and to take part fully in community life.

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Support should be available when needed and in the amount needed, as decided by the individual with a disability or their family.

Family and friends are important for personal growth, happiness, and well-being.

Nothing about a person with a developmental disability should lower our expectations for their future or require them to be separated from other members of the community.

Federal Authority & Legal Mandate The Council operates under the federal Developmental Disabilities Assistance and Bill of Rights Act (DD Act). Appendix A

The DD Act Requires Councils To: • • • • •

Advocate for systems change Promote self-determination and independence Support community inclusion Engage in outreach to underserved populations Develop and implement a Five-Year State Plan

Key Principles • • • •

Individuals direct their own lives Services support full community participation Cultural competence and equity are essential Materials of the Council are provided in accessible formats

How the Council Fits in Government Federal Structure • • •

U.S. Department of Health & Human Services Administration for Community Living Administration on Disabilities

Councils receive federal funding and must meet federal planning and reporting requirements.

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President of the United States US Department of Health and Human Services Administration for Community Living Adminstration on Disabilities Developmental Disabilities Network

Developmental Disabilities Network Partners • • •

Protection & Advocacy organization University Centers for Excellence in Developmental Disabilities (UCEDD) Developmental Disabilities Council

These partners collaborate to improve systems and supports.

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DD Network Partners

University Centers for Excellence on DD

State Councils on DD

State Protection & Advocacy

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State Structure •

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The Council is housed within a designated state agency for administrative purposes. The designated state agency is the Ohio Department of Developmental Disabilities.

The Council operates independently to advocate and plan systems change.

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What the Council Does Core Functions • • • • • • •

Develop and implement the Five-Year State Plan Fund innovative projects and systems-change initiatives Provide training and leadership development Educate policymakers and communities Promote self-advocacy and family leadership Collaborate with DD Network Partners Hire and annually evaluate an Executive Director

Five-Year State Plan Every 5-Years, the Council must adopt a 5-Year Plan on Developmental Disabilities.

Developing this plan is the primary function of the Council. The 5-Year Plan is built around Goals and Objectives the Council wishes to achieve. These Goals and Objectives are achieved through the work of Council members and staff (Activities), and through funded projects (Grants).

The 5-Year State Plan is also updated each year with amendments or changes. Council is regularly monitoring and updating the plan within each 5-year cycle.

The current 5-Year Plan covers Federal Fiscal Years 2022-2026. A copy of the State Plan Projects (Grant Projects) can be found in Appendix B.

Planning Cycle Developing the 5-Year Plan requires a lot of work from Council members. This process starts several years before a plan is finalized. Listed here are the key steps in developing the 5-Year Plan on Developmental Disabilities.

1. Conduct a Review of State and Local Programs (Comprehensive Review and Analysis – CRA) 2. Seek public input on the needs or barriers in the state (5-Year Plan Public Survey) 3. Set goals and measurable outcomes (Council Planning Retreat) 4. Develop State Plan Language for Projects (Council Committee Work) 5. Seek public input on the Draft State Plan (Additional Public Survey) 6. Amend and Approve State Plan (Full Council Vote) 7. Seek Applicants for Grant Projects (Notice of Funds Available – NOFA) 8. Review and Select Grant Applicants (Competitive Grant Review) 9

9. Monitor Grant Projects through Committee Meetings 10. Evaluate impact and report outcomes (Program Performance Report – PPR) Members participate in planning, evaluation, and strategic decision-making.

Council Structure & Leadership Membership The Council includes: - Individuals with developmental disabilities - Family members State agency representatives - Community stakeholders A majority of members (no less than 60% of Council) must be individuals with developmental disabilities or family members.

Officers • • •

Chair Vice Chair Secretary

The Chair is selected by the Governor and the Vice Chair and Secretary are elected by Council members and help guide governance and meeting leadership.

Committees Standing committees support Council work. The Council currently has six (6) standing issue committees: •

Children & Health Committee

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Community Living Committee

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Employment Committee

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Leadership Development Committee

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Outreach Committee

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Public Policy Committee

Members are expected to actively participate in committee work. A member can join any of these committees by informing the Committee Chairperson or Committee Staff Person in writing they wish to join the committee.

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Committee

Chair, VC & Staff

Projects (2026)

Children & Health

Chair: Matthew LaFontaine

Empowering Families ($50,000)

Vice: Lynne Fogel

Inclusive Recreation ($24,000)

Staff: Rebecca Bates

Inclusive Sports ($40,000)

Chair: Molly Dible

DSP Whitepaper in Action ($40,000)

Community Living

Vice: Annette Wood Staff: Leslie Connelly

Replication and Expand Transportation Project ($80,000) SOAR Ohio Project ($75,000)

Employment

Chair: Roya Hood

Dollars and Sense ($50,000)

Vice: VACANT

Employment Resources ($134,000)

Staff: Leslie Connelly Leadership Development

Chair: Krystal Albright

Emerging Advocates ($85,000)

Vice: Kerstin Sjoberg

Empowering People with Disabilities ($70,000)

Staff: Leslie Connelly Outreach

Chair: Monica McCain Vice: Javan Brown

Public Policy

Detecting Specific Disorders for Amish and Non-Amish Communities ($50,000)

Staff: Rebecca Bates

Ohio’s LGBTQ Community and People with Disabilities ($30,000)

Chair: Nathan Turner

DD Awareness & Advocacy Day ($50,000)

Vice: Jason Hill Staff: Paul Jarvis

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General Assembly Briefing Sessions ($35,000) Vocation Apprenticeship / Legislature Utilizing Employment of People with Disabilities (VALUE of PWD) ($50,000)

The Executive Committee is made up of the officers of Council and the chairs of Council’s issue committees. In some cases, the vice-chair of a committee can fill in for the chair of the committee when there is an absence.

Additional information about Council’s structure can be found in the Bylaws of the Council. Appendix C

Council Member Expectations & Responsibilities Participation • • • • • •

Attend and actively participate in Council meetings Serve on at least two committees Review materials in advance Monitor the activities and spending of Council Contribute expertise about their lived experience Serve on grant review panels

Advocacy Role Members are expected to promote systems change, to share Council priorities with communities, and to elevate the voices of people with disabilities.

The DD Act includes special language that allows the members of Council to educate and inform policymakers.

Ethical Conduct Federal and State Law and Executive Orders from the Governor require members of boards and commissions to act in an ethical manner. This means Council members cannot engage in activities that would result in conflicts of interest.

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A conflict of interest exists if the Council member participates in discussion and/or votes on a matter that can directly benefit them personally, a close family member, or even a separate organization where they serve as a board member.

Council members must also not accept gifts, travel, or anything of value from anyone seeking to do business with the Council.

The members of Council are required to complete annual trainings on Ohio’s ethic law provided by the Ohio Ethics Commission.

If you have a question about whether a conflict of interest exists for you, please reach out to Council staff for guidance.

Attendance Consistent attendance is required. Members may be subject to removal for excessive absences. Ohio law requires members attend at least 3/5’s of all regular meetings over a two-year period. Failing to meet this minimum attendance requirement will result in notification being sent to the Governor’s office and possible replacement on the Council.

Attendance at Council’s Full Business Meeting is the meeting for which attendance will be recorded.

Additional information about how Council operations are carried out can be found in the operating policies. Appendix D

Code of Conduct Council maintains a code of conduct for all members, which includes the following: 1. Uphold the duties of my position and promote the mission and purpose of the Ohio Developmental Disabilities Council, which are intended to improve the quality of life for Ohioans with developmental disabilities and their family members 2. Uphold the by-laws and policies of the Council 3. Participate actively in Council meetings 4. Not discuss elsewhere what I am unwilling to discuss in Council meetings 5. Recognize that the primary purposes of the Council in its role of providing organizational oversight are: to make policy, establish a vision and maintain an approved State Plan 6. Advocate for the development and promotion of public policy that addresses the needs and concerns of Ohioans with developmental disabilities and their families 7. Respect and support all majority decisions of the Council

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8. Support the Executive Director in his/her day-to-day activities as administrator and ensure annual evaluation of his/her performance 9. Present a unified voice to others 10. Carefully consider and respect the opinions of other Council members 11. Accept my responsibility to prepare and come to council meetings ready to work 12. Take the leadership for initiatives for which I have skills and interest 13. Foster a culture of collegiality 14. Remain cognizant that I serve for and with Council members 15. Be responsible in my communications to and with Council members and others 16. Participate in promoting the Council and educating the general public about the Council and its programs 17. Express and direct compliments, concerns and complaints to the appropriate level in the organization 18. Bring to the attention of the Council any issues I believe will have a significant effect on the organization and/or its members 19. Attempt to communicate the needs of the people with developmental disabilities and their families to the Council 20. Ensure that the Council serves all members rather than geographic or special interest groups 21. Do my best to ensure the Council is well managed, yet do not micromanage it 22. Acknowledge conflicts of interest between my personal life and my position on the Council and abstain from voting or attempting to influence issues in which I have a conflict of interest 23. Remain cognizant that I am representing the Council in all of my actions 24. Continually strive to learn how to do my job on the Council better As a member of the Ohio Council, I shall not: 1. Criticize fellow Council members or their opinions outside of the Council meeting 2. Condone any form of harassment or discrimination 3. Use the organization or my position for my personal advantage or that of my friends, relatives or associates 4. Discuss confidential proceedings of the Council outside of the Council 14

5. Promise how I will vote on any issue before hearing the discussion and becoming fully informed on the issue 6. Interfere with the duties of the staff or undermine the authority of the Council’s Executive Director 7. Speak for or on behalf of the Council unless specifically authorized to do so I understand it is my duty to uphold this Code of Conduct.

Meetings & Decision-Making Meeting Schedule The Council meets multiple times per year. Annual meeting dates are provided in Appendix E.

Typical Meeting Components • • • •

Committee reports Project and funding decisions Policy discussions Public input

Voting • •

Motions require a quorum.

Members must abstain when conflicts of interest exist.

Public Meetings Council meetings comply with Ohio open meetings requirements. Council does have ability under the law for members to participate and vote via Zoom.

Ethics & Financial Disclosure Requirements Council members are public officials under Ohio ethics law.

Required Actions • • •

File annual financial disclosure statements Complete required ethics training Disclose potential conflicts of interest 15

Financial Disclosure The Financial Disclosure Statement must be completed by all Council members within 90 days of their initial appointment and annually thereafter until their term ends. Please note: Members must complete a Financial Disclosure Statement for every year that they remain on Council.

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It is very important that the Financial Disclosure Statement filing is completed by its deadline. If not, a late fee is assessed. The Ohio Developmental Disabilities Council will pay for the initial filing fee; however, we can use our discretion when a late fee is charged.

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Annual Financial Disclosure Statement Memo

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Financial Disclosure Statement – A hard copy of the form and instructions can be accessed in Appendix F; however, electronic filing is preferred. Failure to comply with filing requirements could affect your ability to serve.

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Members should receive an annual letter reminding you of the filing requirement.

Ethics Training The Ethics Law provides restrictions regarding conflicts of interest and public contracts, as well as restricting acceptance of gifts, meals, travel and other things of value. Council members and staff are required by Executive Order 2019-11D to complete Ethics Training annually.

OPERS Independent Contractor/Worker Acknowledgement Council members are not considered public employees and therefore would not be eligible for Ohio Public Employees Retirement System (OPERS). OPERS requires that employee and employer contributions are only permitted on an earnable salary. Members will be asked to complete a form acknowledging this fact.

New Member Onboarding Checklist Complete the following: ✔ Oath of office (Provided to Governor’s Office) ✔ Financial disclosure filing (Filed within 90 Days of Appointment – then annually) ✔ Ethics training (Completed annually) ✔ Conflict of interest acknowledgment ✔ Direct deposit/payment forms (if applicable – OhioPays website – see below) 16

✔ Review orientation materials Staff are available to assist with any requirement.

Council Budget Overview The Council receives federal funding to support systems change, advocacy, and capacity building activities.

Funds support: - Grants and initiatives - Training and leadership development - outreach and public engagement - Council operations and planning Members approve funding priorities and monitor spending. The DD Act requires that a minimum of 70% of funds be used for programming purposes.

Funds received from the federal government for grant programs includes a requirement to provide 25% local match. The bulk of this match is generated through Council grant projects. However, the designated state agency also provides some matching funds for Council’s administrative costs.

Council members will be provided with a financial statement at each Council meeting that provides an overview of Council spending.

Travel & Reimbursement Guide Members may be reimbursed for approved Council-related travel.

Eligible Expenses • • • • •

Mileage Lodging (when required) Meals during overnight travel Personal assistance supports Childcare (when applicable)

In order to get reimbursed for travel related expenses, Council members will need to register as a payee with OhioPays at ohiopays.ohio.gov.

Reimbursement rules for travel are extensive.

Mileage: 17

• • •

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Mileage is reimbursed at the approved state of Ohio, Office of Budget and Management mileage reimbursement rate. In 2026, that rate is $0.58 per mile.

Members must complete a Travel Expense Invoice for each meeting that you request reimbursement.

Travel Expense Invoices must be completed in FULL, including name, full mailing address and county, time of departure from home, time arrived at destination, time of departure from destination and time of arrival home. Total mileage for the day must be entered on the form. The form MUST be signed and dated. Any information not completed on the form will cause a delay in processing your payment!

An agenda of the meeting attended is required. The agenda should show not only the content of the meeting but also the location, including the city. For regular bimonthly Council meetings, staff will provide the agenda.

If the meeting is at a location that charges parking, you must submit a receipt if the cost is $10 or more. No receipt is needed for anything under $10 (parking may not be included in the direct bill).

You must submit travel forms within 60 days. Travel reimbursement requests submitted more than 60 days after the date of travel may not be processed.

All reimbursements are processed through the State of Ohio, Office of Budget and Management. Council does NOT make direct payments. Please allow 2-4 weeks to receive payments.

Meals: You must be on overnight status to be eligible for meal reimbursement. The daily allowance for meals and incidental reimbursements are set by location per the U. S. General Services Administration (GSA). The amount of reimbursement is determined by the hours of service per day and is broken down on the Travel Expense Invoice. Council staff will complete the meal reimbursement section on the invoice and will tally the total amount due. Meal receipts are not required.

Lodging: • Only Council members who meet the justification for an accommodation will be approved for an overnight stay the Wednesday night before Council meetings.

• Council members living at least 30 miles away from the meeting site will be approved for an overnight stay on Thursday to attend the remainder of Council meetings on Friday.

• When you notify us of your lodging requirements, your name will be included on a direct bill at the hotel.

• The direct bill will cover the cost of your lodging but not incidentals such as telephone calls or movies. You will be asked to pay for your own incidentals at the time of checkout.

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If you have requested overnight lodging and your plans change, please notify Gilbrina Dillon at least 48 hours before the meeting date. If you do not cancel your room and the hotel determines you are a “no show,” you will personally be responsible for the cost of the room. The State will not pay for no-shows.

Miscellaneous Expenses: Some miscellaneous expenses are reimbursable to the traveler (such as parking, childcare, etc.). Please ask a Council staff member if the expense is allowable BEFORE you incur the expense. All miscellaneous expense items $10 or more require a receipt.

There is a section on the Travel Expense Form to request reimbursement for miscellaneous expenses.

Personal Care Attendants (PCA’s): • PCA’s are paid directly.

• To receive payment for services, the PCA must register as a payee with OhioPays at ohiopays.ohio.gov.

• All PCA’s are currently paid at the rate of $20.00 per hour for work performed while you are working on behalf of Council. Council is the "payor of last resort" and will only pay if payment for the PCA was not available from another source (e.g.

Medicaid Waiver).

• We reimburse attendants for mileage and lodging (where applicable) according to the travel policy of the State of Ohio, Office of Budget and Management. PCA’s will not receive a per diem for meals. The cost of meals has been built into the hourly rate of pay. There may be times, however, when a meal may be provided or offered to a PCA (ex. during meeting times). Should this be the case, the cost will be covered by Council.

• Each PCA requesting payment is required to complete a PCA Invoice, along with an agenda. All information on the invoice must be completed. Again, incomplete information will result in a delay in payment. *Please note the Council member must also sign the invoice.

Childcare Services: • Council members should pay their childcare providers directly and submit for reimbursement via the Travel Expense Form as a miscellaneous expense. A receipt is required.

• The Council member should negotiate the best rate possible based upon individual locale and circumstance.

Stipend Program: • Policy #00-11, Financial Compensation of Members is self-explanatory with respect to eligibility.

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Interested Council members are asked to read the NOTE at the bottom of the policy regarding the potential impact receiving a stipend could have on benefits.

Individuals who choose to participate must complete the Hardship Declaration and submit it to the Executive Director for approval. It is not retroactive.

Eligible participants may receive stipend payments for attending official meetings of Council, serving on a grant review panel, testifying on behalf of Council, or serving as a Council representative on another board.

Participants must complete the Travel Expense Form – Stipend, for payment. There is a stipend section on the form.

The stipend rate is based on $100 per day for 4 hours or more and $50 for less than 4 hours.

Electronic Deposit: You are encouraged to have your travel reimbursement electronically deposited to your bank account. Please sign up to do so on the OhioPays website mentioned above.

If you have any questions, please contact Robin Shipp at (614) 644-5544.

More information about travel reimbursement and the forms necessary to obtain reimbursement can be found in Appendix G.

Staff Support Council staff support members by: - Coordinating meetings and materials - Managing grants and projects - Supporting planning and evaluation - Assisting with reimbursement and compliance Never hesitate to contact staff with questions.

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Key Contacts Executive Director Paul Jarvis (614) 466-5205 paul.jarvis@dodd.ohio.gov Staff Rebecca Bates

Gary Groom

Program Staff

Fiscal Officer

(614) 644-5548

(614) 644-5541

sara.bates@dodd.ohio.gov

gary.groom@dodd.ohio.gov

Leslie Connelly

Robin Shipp

Program Staff

Fiscal Staff

(614) 644-5542

(614) 644-5544

leslie.connelly@dodd.ohio.gov

robin.shipp@dodd.ohio.gov

Gilbrina Dillon

VACANT

Program Administrator

Electronic Design Specialist

(614) 466-5208

(614) XXX-XXXX

gilbrina.dillon@dodd.ohio.gov

EMAIL

Donna Foster

VACANT

Program Administrator

Liaison Officer

614-644-5538

(614) XXX-XXXX

donna.foster@dodd.ohio.gov

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Ohio DD Council – New Member Acronym Reference Sheet DD Act: Developmental Disabilities Assistance and Bill of Rights Act – The federal law that establishes DD Councils and requires the 5-Year State Plan.

ACL: Administration for Community Living – Federal agency within HHS overseeing DD Councils.

DSA-Designated State Agency HHS: U.S. Department of Health & Human Services – Federal department over ACL. ODDC / DD Council: Ohio Developmental Disabilities Council – Ohio’s federally mandated DD Council.

DODD: Ohio Department of Developmental Disabilities – Designated State Agency providing administrative support.

UCEDD: University Centers for Excellence in Developmental Disabilities – Partners providing research, training, and support.

P&A: Protection & Advocacy System – State entity that protects legal and civil rights of people with disabilities.

5YSP: 5-Year State Plan: Council’s required strategic plan outlining goals, objectives, and statewide priorities.

CRA: Comprehensive Review and Analysis – Statewide assessment used to inform the 5Year Plan.

FFY: Federal Fiscal Year – October 1 through September 30.

NOFA: Notice of Funds Available – Announcement inviting applications for Council grants.

PPR: Program Performance Report – Annual report submitted to ACL detailing Council progress and outcomes.

PCA: Personal Care Attendant – Support person assisting a member during meetings; eligible for reimbursement.

OPERS: Ohio Public Employees Retirement System – Retirement system referenced in independent contractor acknowledgment.

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Final Thoughts Your voice and leadership contribute to meaningful systems change across Ohio. By centering inclusion, independence, and equity, the Council advances opportunities for people with developmental disabilities to live, work, and participate fully in their communities.

Welcome to the Council.

APPENDICES A – DD Act B – Current 5-Year Plan on Developmental Disabilities C – Bylaws D - Policies E – Meeting Schedule F – Ethics & Financial Disclosure G – Financial Reimbursement Forms •

Travel Form – Stipend

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Travel Form – Non-Stipend

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PCA Invoice

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Hardship Declaration Form

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