Steering Committee Guide
Overview
The WV Division of Rehabilitation Services (DRS) has been awarded a Medicaid Infrastructure Grant to complete necessary systems changes to affect an increase in the employment of people with disabilities. The grant was initiated collaboratively by DRS and the Center for Excellence in Disabilities (CED) at WVU in cooperation with the Bureau for Medical Services, the state Medicaid agency within the WV Department of Health and Human Resources. Stakeholders assisted the mentioned entities to develop a strategic plan called Gateways: West Virginia's Comprehensive Employment System (CES). The strategic plan was approved by the Centers for Medicare and Medicaid Services through December 2008. The possibility of additional grant years will be determined in the future.
There is a three-tiered structure of leadership that is designed to include a wide-range of stakeholders and to ensure that Gateways is included in ongoing employment activities statewide. The Steering Committee is at the center of the structure. The Steering Committee will report to the Leadership Council and oversee the Work Groups that will be responsible for the actual implementation of the strategic plan.
Steering Committee Purpose
The purpose of the Gateways Steering Committee is to provide guidance to the Work Groups and offer continuous feedback to all leadership levels about the implementation efforts of the project.
The first Gateways goal outlines the expected outcomes of the leadership structure. Those outcomes specific to the Steering Committee are:
- Ongoing statewide input and active support from a Steering Committee established to ensure broad-based input, advance activities and monitor the employment options and outcomes of individuals with disabilities in West Virginia.
- Availability of an infrastructure among leadership level agency partners to promote a positive culture and assist people with disabilities in seeking, obtaining and sustaining employment.
Steering Committee Membership
The Steering Committee will be established using a list of membership entities from previous leadership and advisory groups affiliated with the state Medicaid Infrastructure Grant, the strategic planning initiative, plus other entities deemed appropriate based on the strategic priorities as described in this plan.
Each entity will identify a person to serve as a representative to participate on the Steering Committee. A letter of agreement will be developed with each entity represented that outlines the role of the representative and the commitment of the organization in meeting the goals outlined in Gateways, and working toward enduring improvements.
The Steering Committee will oversee the six (6) Work Groups established to implement the strategic plan. There will be one Work Group for each of the strategic plan goals. The Steering Committee will ensure agency, business, and consumer input; and direct needed modifications and/or expansions to the plan through program evaluation, utilizing the Plan-Do-Study-Act (PDSA) Model for Improvement. The PDSA will assist in determining what portions of Gateways have induced real changes in the state system so that people with disabilities can successfully pursue, gain and maintain employment.
At least one Steering Committee member will serve on each Work Group who will then report back to the entire Steering Committee on that Work Group's activities. To the extent possible, the Steering Committee will represent all regions of the state.
The Steering Committee will be supported by Gateways staff who will receive focus and direction from and maintain direct contact with members through regular meetings and a listserv.
Officers
At the initial meeting, Steering Committee officers will be elected to serve a term at least through December 2008. The officers will be elected by a majority vote of members present.
The positions and duties are:
Chair: Work with the Gateways staff to plan Steering Committee meetings, act as Chair for the meetings, appoint ad hoc and standing committee chairs, and report on the Work Group progress to the Leadership Council quarterly.
Vice-Chair: Conduct meetings when the Chair is unavailable; fill the Chair position should that individual leave the Steering Committee in mid-term.
Meetings
The Steering Committee will meet every two months or as deemed necessary. Meetings will typically be scheduled for two (2) hours. Video and teleconferencing may be utilized. Steering Committee members who are assigned to Work Groups will be required to attend the scheduled Work Group meetings in addition to the Steering Committee meetings. All meetings will be open to the public.
At a minimum, meeting minutes shall include:
- Members present/absent;
- Progress on action items identified in the previous meeting;
- Current or new topics for discussion
- Specific assignments to be carried out following the meeting including what is to be done, who is in charge and date of completion;
- Items to be addressed at the next Steering Committee meeting; and
- The next meeting date.
Meeting minutes will be distributed to all Steering Committee members no later than two weeks following the meeting. Gateways staff will assume the responsibility for preparing, distributing, and maintaining meeting minutes. The minutes will be available in accessible and appropriate formats.
At least seven (7) Steering Committee members must be present at meetings in order to conduct business. Steering Committee members will be asked to confirm their attendance at meetings no later than two days prior to each scheduled meeting.
All decisions made by the Steering Committee will be made by consensus. This will ensure that all issues are thoroughly discussed, that all minority views are heard, and that Steering Committee recommendations are generally agreed upon.
Responsibilities and Expectations
During the implementation of Gateways, it will be the responsibility of the Gateways staff to:
- Plan and organize all meetings with the Steering Committee Chair;
- Receive focus and direction from the Steering Committee;
- Provide Steering Committee members with the information they need in accessible and appropriate formats; and
- Provide support and resources to Steering Committee members to achieve the goals of the Steering Committee, such as training on the PDSA.
- Become familiar with the Gateways: West Virginia's Comprehensive Employment System (CES) Strategic Plan;
- Be prepared to provide comments on issues or materials;
- Become familiar with the PDSA Model for Improvement which will be used to evaluate Work Group and Steering Committee progress towards implementing Gateways; and
- Attend and participate in Steering Committee meetings. If a member is unable to attend a meeting and would like to send a designee, the member may contact the Chair in advance of the meeting. If a member is unable to participate in at least two-thirds (2/3) of the scheduled meetings, Gateways' Project Coordinator may respectfully request that the member entity designate another representative to the Steering Committee.
Jack Stewart, Program Manager
Phone: (304) 293-4692
This publication was funded by the Medicaid Infrastructure Grant To Support the Competitive Employment of People with Disabilities, Centers for Medicare and Medicaid Services, U.S. Department of Health and Human Services - CFDA # 93.768. The lead agency is the West Virginia Division of Rehabilitation Services. This program is managed by the Center for Excellence in Disabilities (CED).
