MANAGING AN EFFECTIVE CAB

1. MANAGING AN EFFECTIVE CAB Presenters: • Maria Damiano, CAB Chair of Metro North and holds a seat on the State Advisory Council • Maria Freccero, CAB Chair of Merrimack Valley, holds a seat on the Regional Board and is Vice Chair of the State Advisory Council

2. One of the cornerstones to enhancing the quality of life for individuals and families with intellectual disabilities is the statewide network of Citizen Advisory Boards (CAB). The CABs consist of self-advocates, family members, guardians, professionals, and other citizens who advise area / facility / regional directors on community needs and the quality of programs. CAB members contribute to positive change through legislative advocacy, community education, other activities to acknowledge the work and partnership of direct care workers and families. CAB members are appointed by the DDS Commissioner to serve on the board.

3. INVENTORY OF CAB RESOURCES Citizen Advisory Boards input are valued to DDS planning, policy development, and service delivery. Quality Management, Investigations and CRT, Human Rights, services and supports, and community education are some of the opportunities for CAB involvement. There are DDS staff available to meet with you. Start with the regional or area directors, or facility directors when planning your meeting topics and schedule one or more as a speaker.

4. QUALITY ENHANCEMENT & ASSURANCE Regional Quality Enhancement Directors Provide information regarding DDS’s quality management activities and analysis of Survey and Certification reports.

5. INVESTIGATIONS & CRT • Bernard Murphy, Director of Investigations (617) 624-7789 • Regional Senior Investigators • Provide information on the investigation process as well as informal discussions on local trends and patterns. • Regional / Area CRT Coordinators • Explain the CRT process along with discussion of citizen’s role, recruitment and training. Ultimately, analysis of patterns and trends will be available.

6. HUMAN RIGHTS Tom Anzer, Director of Human Rights (617) 624-7738 Regional Human Rights Coordinators Provide Information on the dimensions and definitions of human rights, the role of DDS and agency committees and officers. Training on being an effective human rights committee member is available along with reports and trend analysis.

7. COMMUNITY EDUCATION Ralph Edwards, Office of Citizen Leadership (617) 624-7755 Provides information on community education strategies, shared experiences of other CABs and technical assistance.

8. BOARD DEVELOPMENT Ralph Edwards, Office of Citizen Leadership (617) 624-7755 Provides information of CAB roles and responsibilities, applicable technologies and strategies to evoke (evolve) a Vision and develop a work plan. Provides technical assistance in promoting team work.

9. SERVICES AND SUPPORTSRegional, area, and facility staff have experience and expertise on various services and supports. The directors are helpful to identify the appropriate person for your meeting. For example: Individual Service Plan Neil Lazzara Transportation Regional Transportation Coordinator Family Supports Regional Family Support Coordinator Housing Regional Housing Coordinator MAP Sharon Oxx or Regional MAP Coordinator Emergency Preparedness Area Director Guardianship Jackie Berman, DDS Legal Counsel Children's Services Theresa Murphy or Childrens / Adolescent Services Coordinator

10. DDS CITIZEN ADVISORY BOARD ROLE OF THE “CHAIR”

11. SCHEDULES & CHAIRS MEETINGS • The CAB is required to meet at least four times a year. Most will meet more frequently. The Chair works with the Area Director to schedule a time and place for the CAB meeting, to notify members and prospective members, and to have available materials needed for a successful meeting. • The CAB Chair manages the meeting as formally or informally as the members chose.

12. ENGAGES MEMBERS • The CAB Chair gets people involved. This is best done by relating the group’s activities to the group’s VISION, interests, and skills. Efforts are made to get every member involved in discussions, not just a vocal few.

13. PROMOTES COMMUNICATION • LISTENING • DIALOGUE • FEEDBACK Communication is both the challenge and the prize of an effective meeting. It entails encouraging people to talk, actively listening to what they say, giving feedback, responding in a clear and open manner, and being respectful.

14. PROBLEM SOLVING • Every problem is an opportunity. The Chair works with CAB members to clearly define the problems, identify and evaluate options, select an option, and implement.

15. MAINTAINS RECORDS • CAB meeting minutes are essential to keeping track of who’s doing what and why. The CAB may include a secretary to write the minutes. The minutes may be as general or specific (not too detailed) as the group wishes. The Chair works with the secretary to ensure that there are accurate and timely minutes.

16. CITIZEN ADVISORY BOARD WORK PLANS • Following are suggestions for developing a CAB work plan. The work plan should reflect the interests and priorities of your board. Characteristics of an effective, “doable” work plan are: • Inclusive - all the vested parties are included in setting the goals, developing the plan and “working” the plan. • Valued - the work plan must address something of importance to the board. It needs to be both a challenge and recognized as making a difference when accomplished. • Doable - the plan must be feasible. Based on the available resources (people, energy, interests, funds, etc), it must be possible to carry out the activities of the plan. • Benchmarks - everything happens in stages. The periodic, identified stages of the work plan provide the board feedback on what is working and what needs work. • Measurable - the activities and accomplishments of the work plan can be objectively measured. Board members know when a benchmark was (or was not) reached, when a task was (or only partially) completed, or when an objective was (or was not) accomplished. • An effective work plan seeks results, not consequences !

17. BY-LAWS • The purpose of the Board is to advise Area Director in the oversight of the developmentally delayed services in the Area. The Board’s goal is to improve the quality of life of the Area’s residents by supporting the individuals who live and work there. • Review your By-Laws Periodically

18. Sample CAB Agenda • Area Director’s Report • Regional Update – (Regional Board Member on CAB) • SAC Update – (SAC Member on CAB) • Chairperson’s Report/Updates • Monthly SAC/CAB Conf Call • Review Legislative Advocacy Activity • FCM • Review last survey • Plan for next three surveys • Review of by-laws • Other • “Sharing” • Didactic Sessions • Annual Goals

19. CAB Board Member Assignments • Legislative Liaison • (includes e-mail and phone tree) • FCM Coordinator (works with monitor) • Recruitment • Communication Coordinator and Self-Advocate Support • Refreshments and “Social Coordinator” • Secretary • Other Assignments as needed (eg, Review of By-Laws)

20. Metro North Citizen Advisory Board • Legislative Advocacy Plan Goal: To contact our legislators - by phone calls, letters, e-mails and/or visits - to share personal stories and to alert them to the need for sufficient funding for work opportunities, residential programs, transportation and salaries for direct care workers. Particular emphasis will be placed on educating legislators on the effect of budget cuts on services provided to their constituents. CAB Member Senator Rep Letter(s) Date Visit(s) Date Comments Joanne B Richard Tisei Mark Falzone Y February Y March Maria D Bruce Tarr Brad Jones Y February Y March    

21. RECRUITMENT IDEAS • FAMILIES WHO RECEIVE SERVICES Service Coordinators, Turning 22 Coordinator, CRT Coordinator • SELF ADVOCATES Mass Advocates Standing Strong , service coordinators • FAMILIES IN PROGRAMS Provider Groups, Special Olympics, Meetings/Trainings • PEOPLE YOU KNOW Social/Civic Organizations, Your Neighborhood, Churches, Businesses, Banks, Realtors, Family, Teachers • ADVERTISE Bulletin Boards, Community Newspapers, Churches, Colleges • CAB EDUCATIONAL EVENTS

22. CELEBRATE! CELEBRATE! • The Chair finds the opportunities to celebrate. Acknowledge the achievements and contributions of groups and individuals, families served, CAB members, DDS staff, and other citizens who make a difference.