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Proposal Submission Checklist For
CCMEP Youth Services
Bid No: RFP KB02-21R
Please use the checklist below to ensure all items and actions necessary to have your proposal accepted are completed. ___________ A) Registered for RFP Process on or before January 19, 2022 by noon. ___________ B) Proposal is to be submitted by 1:00 p.m.. on February 16, 2022 ___________ C) Cover sheet is to be signed and all sections are to be completed in full, Section 2.1 ___________ D) Responses to Program Components, Section 2.2.1 are included ___________ E) Responses to System and Fiscal Administration components, Section 2.8 are included ___________ F) Budget completed correctly, Section 2.3 (hard copy included with proposals) ___________ G) Soft copy of the budget sent to the Contact Person on or before
due date of proposals (February 16, 2022 no later than 1:00 p.m.). Soft copy completed in Excel format, Section 2.3
___________ H) Budget Narrative explains the cost and their relationship to
proposed services. It must justify cost and give the formula by which they were derived. All costs in the narrative should match the line items in the budget, budget narrative must be completed for initial contract term and one for one year renewal option. (total of 2) Section 2.3 ___________ I) Customer Reference Letters are included, Section 2.4 (Do not include any HCJFS Personnel) ___________ J) Personnel Qualifications are included, Section 2.5
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REQUEST FOR PROPOSAL REGISTRATION FORM
RFP KB02-21R for
YOUTH SERVICES UNDER THE WORKFORCE INNOVATION AND OPPORTUNITY ACT
(WIOA)
All inquiries regarding this RFP are to be in writing and are to be emailed to: Kris Bullock
Email: [email protected]
The Hamilton County Job and Family Services (HCJFS) will not entertain any oral questions regarding this RFP. Other than to the above specified person, no bidder may contact any HCJFS, county official, employee, project team member or evaluation team member. Providers are not to schedule appointments or have contact with any of the individuals connected to or having decision-making authority regarding the award of this RFP. Inappropriate contact may result in the rejection of the Provider’s Proposal. This includes attempts to influence the RFP process, evaluation process or the award process by Providers who have submitted bids or by others on their behalf. By faxing this completed page to the HCJFS Contract Services you will be registering your company’s interest in this RFP, attendance at the pre-proposal conference and all ensuing addenda. Your signature is an acknowledgement that you have read and understand the information contained on this page.
DATE:
COMPANY NAME:
ADDRESS:
REPRESENTATIVE’S NAME
TELEPHONE NUMBER
FACSIMILE NUMBER:
EMAIL ADDRESS:
NUMBER OF PEOPLE ATTENDING PRE-PROPOSAL CONFERENCE:
SIGNATURE:
Registration helps insure that vendors will receive any addenda or correspondence regarding this RFP in a timely manner. The HCJFS will not be responsible for the timeliness of delivery via the U.S. Mail. *RFP Registration Forms are due: 1/19/2022 9AM Only vendors registering for the RFP will be considered for a contract. All other vendors will be disqualified.
Please email this completed page to HCJFS Contract Services at:
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Harbor : Request for Proposals for Youth Services Under the Workforce Innovation and
Opportunity Act (WIOA) RFP #KB02-21R
Project Overview
In response to the Southwest Ohio Region Workforce Investment Board – Area 13 Request for
Proposals for Youth Services Under the Workforce Innovation and Opportunity Act (WIOA),
Harbor is pleased to submit this application. Harbor proposes to serve 75 WIOA eligible Out of
School Youth a year. Harbor will focus on serving youth with disabilities. The participants may
also have other barriers such as justice system involvement, aging out of foster care, single
parent, or homelessness in addition to disability status. Harbor is proposing to serve this
population due to identified service gaps and as an agency having specialized knowledge and
experience developing programs and delivering services that have demonstrated positive
outcomes for youth with disabilities. Transition age youth with disabilities are considered one
of the most vulnerable populations in the community and a population that may need unique
support as they transition to adulthood. Compared with nondisabled youth, a greater share of
youth with disabilities experience higher rates of poverty, unemployment, health issues,
dependence on benefits, and poorer academic performance1.
Many of the supports and assistance available to youth with disabilities ends at school. By
developing targeted WIOA youth programming, Harbor plans to support youth in bridging this
service gap and supporting youth in successfully transitioning to adulthood.
Harbor will operate this program out of our Central Community Health Board of Hamilton
County (CCHB) location at 532 Maxwell Avenue, in Cincinnati. Harbor is an experience CCMEP
provider, with over 15 years of experience providing WIOA youth services and experienced in
determining WIOA and TANF eligibility and delivering all 14 WIOA elements. The program will
serve youth living in Hamilton County and staff will meet with youth individually at convenient
locations throughout Hamilton County. Youth will receive individualized case management and
planning, and access to the full array of WIOA services. Staff will work with local providers,
parent groups, support groups, educational providers, current CCMEP providers,
OhioMeansJobs Hamilton County, and Opportunities for Ohioans with Disabilities (OOD) to
engage youth in services. Harbor will provide youth with pre-enrollment, comprehensive
assessments, and framework activities to develop an Individual Opportunity Plan and deliver
comprehensive case management services. Youth will have opportunities to develop job
readiness skills, explore careers, pursue post-secondary education and training, increase skills,
earn credentials, participate in paid and unpaid work experiences, and obtain competitive
community employment. All participants will receive follow-up services for 12 months following
program exit.
1 Kronstadt, J. (2008), “Health and Economic Mobility”, the Urban Institute, Economic Mobility Project.
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Section 2.2 Service and Business Deliverables
Licensure, Administration and Training
1. Identify any actions against your organization through ODJFS, ODMHAS or any other
licensing body over the past 2 years that included Corrective Action Plans, Temporary
Licensure or Revocation. For the past 10 years, provide outcome of any action that resulted in
revocation.
There have not been any actions against our organization through ODJFS, ODMHAS or any
other licensing body over the past 2 years that included Corrective Action Plans, Temporary
Licensure or Revocation. There have not been any actions for the past 10 years that resulted in
revocation.
2. Provide a description of your organization’s employee screening and clearance policy.
Candidate resumes and applications are screened based on the requirements of the position.
Candidates that meet the minimum qualifications are forwarded to the program manager for
consideration. Managers complete interviews with candidates and provide information on the
position, department, and agency values to determine fit. Second interviews are completed
with HR representatives or other department supervisors. Once a job offer is made, candidates
complete background checks and screenings prior to starting in the position (see attached
Harbor policies #133, #144, #234).
3. Describe training, supervision, and support provided to staff.
All new staff complete a 120-day introductory period. The new staff training includes information on the history of the agency, department, and how their position fits in with the overall mission of the agency. Staff complete initial trainings that cover a variety of topics including Harbor 101, workplace safety, cultural diversity, sexual harassment, customer care, HIPAA, unusual incidents, crisis management, safety in the community, and workplace violence. Staff are trained in providing trauma informed care, motivational interviewing, and skills and techniques that help to build rapport with youth and families. Staff also receiving training on providing vocational supports, vocational resources, documentation, WIOA youth services, and developing the Individual Opportunity Plan. The supervisor meets individually with staff daily during the first few weeks of employment and weekly after 90 days. Feedback is provided to the new staff and progress is reviewed prior to successfully completing the initial period. Supervisors continue to support staff with individual weekly meetings and weekly team meetings to ensure staff are developing the skills and competency expected to thrive in the position.
2.2.1 Program Components
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Service Information
A. Providers shall respond to the following for all proposals submitted:
1. Describe, in each proposal, how you would quantify the impact your agency anticipates
having on one or multiple of the six priority system outcomes shared in Section 1.2.5
SWORWIB Area 13 System Outcomes.
Harbor will support and positively impact all six priority system outcomes shared by SWORWIB
Area 13.
We anticipate demonstrating a quantifiable impact in “effectiveness in serving employers (i.e.,
job retention” by supporting participants who are employed at exit with retaining their
employment for 12 or more months. Our target is a retention rate of 75% for 6 months, and of
the 75% still employed at 6 months, that 75% would maintain their jobs for 1 year (56% of
placements maintain jobs for 1 year). Harbor is experienced in providing job placement and job
retention services and working with employers to promote long term job success of program
participants. Harbor staff utilize an employment follow-up system to schedule, track, and alert
staff to when follow up contacts are needed. Staff make monthly contacts to both the employer
and participant after exit to monitor employment status and progress on the job. Staff obtain
monthly feedback from the employer on the youth’s job performance and also check in with
the participant each month on the job to determine their status (satisfaction, any concerns
youth has about the job). During these follow-up contacts, staff reinforce the job skills being
learned and the value of building a solid work history. Staff also obtain information on any job
advances being made and pay raises being earned to track average earnings increases. As part
of the follow-up procedure, Harbor establishes with the employer partner the expectation that
they can contact Harbor staff immediately if concerns arise about the youth’s job performance
so support can be provided and issues are addressed. Harbor will also be addressing priority
system outcome of “increase the average earnings of program participants” by gathering wage
information during the follow-along period and documenting wage increases.
2. Describe how your organization will steadily enroll WIOA/CCMEP youth in order to meet or
exceed the enrollment goal set forth by the SWORIB and the Administrative Entity.
Harbor will develop an outreach and engagement plan with our marketing department and
utilize social media as well as direct outreach to community partners to build awareness of the
program and available services for youth. Harbor staff will meet directly with community
partners, agencies, parent groups, and support groups to increase awareness of the program.
Some of the identified partners that will be contacted include Opportunities for Ohioans with
Disabilities, Goodwill Industries, educational and training providers, and social service agencies
that work with youth with disabilities. It will be the responsibility of the program manager,
staff, director, and marketing team to support the program in meeting its enrollment goals.
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Harbor will link youth who do not have a disability with one of the other CCMEP TANF or
CCMEP WIOA youth providers for services.
3. Describe how your agency will comply with the expectations enumerated in the Scope of
Services in section 1.2.
Harbor has over 15 years of experience following the expectations and requirements of WIOA
youth programs. Current staff are trained and knowledgeable in the use of OWCMS and have
begun training for the transition to ARIES. Staff are required to enter detailed case notes, which
are monitored regularly by management. Therefore, any new team members can be trained
quickly and efficiently to use the systems.
As the Lucas County one stop operator, Harbor is knowledgeable and is prepared to work
closely with Ohio Means Jobs Cincinnati-Hamilton County Center, SWORWIB, and HCJFS and
other service providers. Consistent communication is necessary when working with vulnerable
populations. Harbor is prepared to implement referral systems and regular meetings to ensure
this.
Harbor has established methods of accurately tracking WIOA/TANF eligibility and
recertification, and work experience spending. The data team will ensure that clients are dual
enrolled only when appropriate. Work experience is the best way for youth to learn soft skills
and work readiness. A classroom setting is a good start, but youth need to be in actual work
environments to learn how to deal with co-workers and supervisors in real-life situations.
Harbor will collaborate with OOD to ensure the appropriate amount of job coaching is
provided.
Staff will work with HCJFS to fulfill state and local mandates and will utilize the required forms
when serving youth including: Approved Source Documentation WIOA Youth, CCMEP Services-
Matrix, JFS 13188 WIA Telephone Verification Form, JFS 13186 Self-Attestation Form, HCJFS
5256 ITA Youth Program application, Work Experience Work site Agreement and Time Sheets,
JFS 03006 CCMEP Comprehensive Assessment, JFS 03002 WIOA Youth Program Eligibility
Application, JFS 03004 CCMEP Individual Opportunity Plan, SWORWIB policies transmitted to
contract designees, and the GOAL4 IT! processes and tools.
4. Describe how your agency will comply with the expectations enumerated in the Program
Design in section 1.2.3.
Harbor utilizes the CCMEP comprehensive assessment and TABE to assess skills and needs so
that case managers can provide appropriate services and personalized case management. The
case managers will meet with youth individually to discuss the assessments and develop an
Individual Opportunity Plan (IOP). The IOP is a personalized plan that outlines the youth’s short
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term and long term educational and career goals. Then the youth chooses services and
activities to reach these goals. Harbor understands that success is different for everyone, so it is
the youth, not the case manager who develops the IOP. Staff are currently being trained to use
the Goal 4 it! model.
Orientation and services will be provided at a location that is practical for the youth and
families. Staff will meet them at homes, community centers, churches, etc. Harbor understands
that transportation can be a huge barrier for WIOA eligible youth and is prepared to learn more
about the communities served by this project, as well as public transportation.
Harbor has been providing quality job development and placement for over 20 years. The job
developers are able to market the benefits of hiring WIOA youth. There is also a strong
partnership with OOD to offer job coaching for unsubsidized employment if needed. Case
managers offer ongoing support and barrier removal to promote job retention.
5. Describe how the case managers of your organization will make persistent and reasonable
attempts to engage with the program participant no less than once every thirty calendar days
and review and revise the individual opportunity plan (IOP) as needed.
Case management is a critical component to WIOA youth service delivery. Staff will use the 5
methods of communication to reach clients (call, text, email, mail, home visit). Sometimes
youth can be difficult to reach, and every effort will be made to contact them using the method
that works best for them. Also, participant circumstances can change very quickly, so
maintaining regular contact is needed for case managers to assist in addressing changing needs
and barriers. Program supervisors run reports to review participant contacts and staff
documentation to ensure regular contact is being maintained with each participant. Supervisors
review cases where contacts are lagging and discuss with staff techniques to engage youth
participants. Case managers will meet with youth to update or revise the IOP every 6 months,
or sooner if needed. Every contact or attempted contact is documented in OWCMS and IOP
reviews are scheduled and reviewed by supervisors to ensure they are occurring regularly.
6. Describe how your organization will deliver pre-enrollment and framework activities as
needed. Providers should describe how they will either deliver or make referrals for each
required program element for those youth with a demonstrated need.
During the pre-enrollment process, youth attend an orientation that outlines the expectations
of the WIOA youth program. Staff describe what services are offered, and expectations for
participating in services and that they are responsible for setting their own goals and holding
themselves accountable for participating and communicating with their case managers. If the
youth does not choose to commit to WIOA program, every effort will be made to help them
choose a more appropriate program.
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a. summer employment linked to academic or occupational skills (as requested by youth
enrolled in the In-School WIOA/CCMEP programs);
Youth who are out of school are most successful when given the opportunity to work
throughout the year, rather than waiting for summer. However, once they are enrolled in
education, job developers will place them in paid work experiences that are related to their
course of study so they are best prepared for job placement once they earn a credential.
b. Leadership development;
Harbor staff will support youth in activities to increase community involvement, build social
capital, and develop leadership skills. Staff continuously work with youth in developing life skills
that are also needed on the job including problem-solving, critical thinking, and time
management skills.
c. Follow-up activities for no less than 12 months after completion of participation (for
all exited youth).
Ideally, youth are exited from the program once they are stable in their education or career.
Case management does not end once the youth exits CCMEP. Staff maintain contact at least for
a full year to help with potential barriers and to ensure the youth feel supported.
7. Provide your organization’s plan for conducting strategic and comprehensive outreach to
youth/young adults, local businesses or corporations, and community partners, especially as
it relates to program design elements, program goals/outcomes, and collaborative program
services.
Harbor will work with our marketing team to develop an outreach and engagement strategy.
We will use social media as well as direct marketing and outreach to the community and
organizations that serve youth. Harbor staff are accustomed to being active in the community.
Staff will directly contact OOD, OMJ Hamilton County, Goodwill Industries, parent groups,
support groups, and agencies that support youth with disabilities.
8. Describe personnel qualifications for project / program manager.
The program manager has over 15 years of experience managing WIOA youth programs and is
frequently contacted to speak to JFS and other areas about WIOA youth programming.
Manager has extensive experience working with at-risk youth and developing meaningful
program and services of high quality that positively impact the lives of the youth in services.
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9. Describe one or multiple specific formal connections to state accredited post-secondary
institutions or formal apprenticeship programs.
Harbor has been providing WIOA youth service for over 15 years and has developed many
strong relationships with educational partners over the years. We have formal connections with
the University of Toledo, Owens Community College, Northwest State Community College,
Professional Skills Institute, MedCerts, Trainco Truck Driving School, Penta Career Center,
Mercy College, Lourdes College, and Bowling Green State University. Harbor has reached out to
University of Cincinnati and Great Oaks. We will continue to develop relationships in the
Hamilton County area to support participants in pursuing their individual education and training
goals.
10. Describe other formal collaborations associated with your proposal that you are
expecting to use to purposefully leverage grant dollars or other established funding sources in
such a way that the WIOA/CCMEP cost per youth is reduced and additional youth can be
served.
Over 30% of CCMEP youth identify as having a disability. Harbor is experienced in working with
Opportunities for Ohioans with Disabilities (OOD) and is knowledgeable regarding their
program eligibility criteria and service offerings. In this proposal, Harbor will refer individuals to
OOD when appropriate, and support youth in accessing services and funding available through
OOD to help with occupational training, education, and job search assistance. Harbor intends to
leverage OOD funding for youth interested in pursuing training or post-secondary schooling by
referring and supporting youth in accessing OOD services. The submitted budget has a smaller
amount for participant training due to expectation that we would be leveraging funding for this
element.
Additionally, Harbor intends to use WIOA funding to provide case management services to
youth who are referred by OOD for WIOA Out of School services. OOD provides many services
to support individuals in exploring careers, preparing for careers, and pursuing employment. By
working with OOD, Harbor WIOA Out of School services will be able to augment OOD services
by offering youth with disabilities wrap-around supports, addressing barriers to school, training,
and work. Harbor’s WIOA Out of School services will promote youth success.
11. Describe information that will demonstrate your organization’s capacity for and history
of quantified and documented success in serving WIOA youth or youth with similar barriers.
Harbor has been providing WIOA youth services for over 15 years and is a community
rehabilitation provider to OOD. Harbor serves over 1,500 youth a year and continuously meets
or exceeds the program outcome goals identified by our funding sources. The award winning
CCMEP program that Harbor operates in Lucas County consistently exceeds the negotiated
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program goals set forth each year by our funding sources. This program serves over 1,500 youth
(14-24 years of age) per year offering the 14 WIOA elements and was recognized by the Ohio
Department of Job and Family Services with the “Youth Program Excellence Award.”
12. Describe your agency’s Quality Assurance (QA) and Quality Assurance Plan e.g. training,
policy and procedure manual and procedures for Q.A.
Harbor's Quality Improvement Department, which includes two (2) full-time staff, is tasked with
reviewing and updating agency policies and procedures as well as implementing a continuous
quality improvement program that objectively and systematically monitors and evaluates the
safety, quality, and appropriateness of client care, as well as the programs and services
provided by Harbor. Performance improvement is a consistent focus, including implementation
of continuous improvement projects to further enhance client care.
13. Describe information that will demonstrate your organizations capacity for and history of
serving large volumes of youth at a relatively low cost.
Harbor has been a WIOA youth provider for over 15 years. The program serves over 1,500
youth annually. Staff look to co-enroll youth when appropriate to best use available resources
while providing the most services to program participants. This proposal is to provide
individualized services to youth. Typically, if the goal was to serve the most individuals at the
lowest cost, a provider would look to delivering more services in a group or classroom format.
We anticipate being able to keep costs lower while still providing individualized services by
referring and supporting youth in accessing some services using other available funding and
available programming (i.e., OOD for credential training, financial literacy classes that are
currently being provided throughout the community, the YMCA Achiever’s program to prepare
for transition to postsecondary education, working with community partners and programs that
provide GED and alternative education, SCORE Greater Cincinnati for entrepreneurial skills
training, etc.).
14. Describe your plan to address continuing COVID pandemic issues that are affecting the
youth that we serve.
Over the past few years, Harbor has used creative methods to keep youth engaged in CCMEP.
We understand how important it is for youth to interact and learn from each other, however
this has not always been possible to do in person. Harbor recognized early the gap in access to
technology that exists for many low-income youth and families. Harbor created programming
and assisted youth in gaining access to technology and then worked with youth to develop skills
and increase competency with the technology. Youth have the opportunity to participate in
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virtual work experiences, online learning platforms, and online soft skill trainings. Examples of
platforms used include LinkedIn Learning, JIST, 14Elements, Mastery, and Ed2go. Additionally,
staff increased their skill level and use of technology by utilizing virtual meetings with
participants while supporting them in services. Many of the career exploration services and job
search skills staff provide to participants can be done virtually while demonstrating the
resources for the participant.
15. Describe how your organization will provide and maintain a youth-friendly environment
in the program office space as well as ADA accessible, and adjacent to public transportation
and (ideally) near other venues where youth/young adults get together.
CCHB facilities are CARF accredited and meet ADA accessibility standards. CCHB maintains a
youth-friendly environment and is located on a convenient bus line. Harbor intends to serve
youth throughout Hamilton County and to accomplish this, staff will be community based and
meet at locations throughout Hamilton County that are convenient to the participant which
may include libraries and community centers near the neighborhoods where the participant
resides.
16. Describe how your organization will ensure that articles, success stories, and testimonials
will be submitted at least once/month to help demonstrate the program’s impact.
At Harbor, we take pride in the success of the youth. Youth are encouraged to give testimonials
about their experiences at orientations and during outreach activities. Our largest referral
source is word of mouth. Successful participants continuously refer friends and family members
to the program. Case managers submit these success stories to management to pass along to
the county.
B. Provide your expected outcomes for this program as follows:
1. All proposals: Identify the cost per youth exited that your organization will commit to
through each contract year of this contract. Specifically, divide the total cost of your proposed
contract by the following number. What volume of youth will your agency enroll on or after
7/1/2022, serve and subsequently exit in year one of this contract. Provide that volume
separately for years two, three, and four.
Harbor plans to enroll 75 youth after 7/1/2022 at a cost of $2,333.72 per youth
Harbor plans to enroll an additional 75 youth in second year at a cost of $2,378.39 per youth
Harbor plans to enroll an additional 75 youth if renewed 1st year; cost of $2,450.57
Harbor plans to enroll an additional 75 youth in renewed 2nd year; cost of $2,525.20
Total to be enrolled over 4 years is 300 youth
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2. All proposals: Must include a program outcome statement containing the following
elements. SWORWIB and HCJFS shall collaborate to validate that each provide is compliant
with each element below.
a. Volume of youth the applicant proposes to serve.
Harbor proposes to serve 75 WIOA eligible Out of School Youth each year
b. Geographical area(s) of focus
Harbor will serve the entire Hamilton County area
c. Objective standard for success – what must be documented to conclude that an
individual participant has achieved the outcome.
Completed employment verification forms to confirm employment status
School schedules / report cards / employer feedback forms to demonstrate skills gain
Training certificates, diplomas to demonstrate completion of a credential
d. Proportion of target population who will achieve each criterion for success
75% to obtain employment
50% earn a credential
e. Suitability standard for enrollment of youth – this presumes each youth is eligible
and has appropriate documentation of eligibility on file. A suitability standards goes
beyond eligibility to defines that population that the provider believes both needs
their service and will benefit from it.
34.9% of the CCMEP population identify as youth with a disability. Transition age youth
with disabilities are considered one of the most vulnerable populations in the
community and a population that may need unique support as they transition to
adulthood. Compared with nondisabled youth, a greater share of youth with disabilities
experience higher rates of poverty, unemployment, health issues, dependence on
benefits, and poorer academic performance.
C. Providers shall respond to the following for a specific proposal submitted:
Percentage of WIOA Out-of-School youth who will be placed in education or training activities or in unsubsidized employment by the 2nd quarter after exit.
74%
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Percentage of WIOA Out-of-School youth who will be retained in education or training activities or in unsubsidized employment by the 4th quarter after exit.
72%
Percentage of WIOA Out-of-School youth who will be enrolled in an education or training program that leads to a recognized postsecondary credential, secondary school diploma, GED or employment and who are achieving a measurable skill gain, during the program year.
40%
Percentage of WIOA Out-of-School youth who exited that obtained a high school diploma, recognized equivalent, or recognized postsecondary credential during program enrollment that will be in a degree granting or certificate granting program or employed within one year of program exit.
80%
Program Design:
Harbor will provide outreach and engage 75 youth with disabilities in WIOA Out of School
services. Harbor will meet with youth, provide an orientation to the youth covering the
program and services available and if the youth is interested, determine eligibility and enroll
the youth in services. For youth that are not eligible or youth that do not have a disability,
Harbor will provide information on other available services in the community and assist with
referring and linking the person with the program/services (e.g., CCMEP TANF, CCMEP WIOA,
Youth Employment Program, etc.).
Harbor will complete an intake with the youth that includes a comprehensive assessment,
identification of barriers, and development of IOP.
Youth will have access to all 14 WIOA elements:
1. Tutoring, study skills training, instruction, and evidence-based dropout prevention and
recovery strategies: Case manager will help youth study and link with tutors in the community.
Will also address barriers to prevent dropping out of school and will work with youth’s family
when appropriate as an evidence-informed dropout prevention strategy.
2. Alternative Secondary School Services/Dropout Recovery Services: Harbor case manager will
link youth with GED or adult diploma program when identified as a need.
3. Paid and unpaid work experience: Harbor has included 20% of the budget for paid work
experiences. Youth will have the opportunity to participate in paid work experiences. Youth will
complete job application, receive job coaching support, and feedback from the employer on
their work performance. Youth will have opportunities to earn incentives based on their
performance.
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4. Occupational skills training: Based on assessment, youth will be linked with opportunities to
for occupational skills training. Harbor has including in budget funding to pay for training and
will also link participants with OOD for access to funding for training.
5. Education offered concurrently with and in the same context as workforce preparation
activities and training for a specific career pathway: Before youth engage in work experience
they participate in activities to develop their soft skills with employers expect youth to posses
and includes communication, basic skills, decision making, and problem solving. Harbor uses
case management and job coaching to combine education opportunities with job readiness,
work experiences, and vocational training so youth are prepared for meaningful employment
upon program completion.
6. Leadership development activities: All youth are offered Leadership development activities
to support employability, civic and social involvement, and health. Those who wish to pursue
occupational training are expected to complete volunteer work. For instance, youth interested
in pursuing STNA or nursing training volunteer in a nursing home as opportunity to “give back”
in the field of nursing. All youth eligible to vote receive information on the voting process, rights
and responsibilities, and voter registration guidelines. Harbor utilizes the Seven A’s curriculum
that promotes leadership training, problem solving skills, and team-building.
7. Supportive services: Harbor has included funding in submitted budget supportive services
funding (e.g., bus fare, IDs, tools for work); will also link with available programs (Dress for
Success, OOD) for additional supportive services
8. Adult mentoring: Harbor will work with employers and work sites to build natural supports
and mentoring opportunities on the job.
9. Follow-up services for not less than 12 months: Harbor will provide follow-up services for at
least 12 months to exited participants. Harbor uses an electronic system to schedule and track
follow up contacts.
10. Comprehensive guidance and counseling: Harbor will support youth in accessing mental
health or substance abuse counseling if identified as a need. If youth is in crisis, we are able to
quickly address and link with clinicians at CCHB for evaluation and support. Youth will have
access to career counseling through OOD.
11. Financial literacy: Harbor staff can assist youth with developing a budget and will link youth
with financial opportunity center (LISC), and financial literacy classes available in the
community or on-line.
12. Entrepreneurial skills training: Harbor will provide individually to youth and also link
interested youth with community resources such as SCORE Greater Cincinnati.
13. Services that proved labor market and employment information about in-demand industry
sectors: all youth will register with OhioMeansJobs Hamilton County and staff will review all of
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the tools and resources available. Staff will demonstrate how to review job openings and labor
market information that includes information on wage, training/schooling requirements, and
job outlook.
14. Activities that help youth prepare for transition to postsecondary education and training:
Harbor will link youth with the YMCA Achiever’s program (flyer attached) that provides
opportunities to tour colleges, learn about financial aid, and discuss what to expect in moving
from home to campus.
ORGANIZATIONAL CAPACITY AND EXPERIENCE Established in 1914, Harbor is highly regarded for providing top quality mental health and
substance abuse treatment, medical services, and employment services throughout Northwest
Ohio. With headquarters in Toledo, Harbor provides services to over 24,000 individuals per year
and is the largest provider of mental health treatment services to families in the region. Harbor
has been affiliated with the Central Community Health Board of Hamilton County (CCHB) for
the past three years. Founded in 1970, CCHB is in the Avondale area, and is a minority led urban
mental health center providing mental health and substance abuse treatment to youth and
adults. Our services are accredited by the Commission for Accreditation of Rehabilitation
Facilities (CARF) and certified by the Ohio Department of Mental Health and Addiction Services
(OhioMHAS). This accreditation and certification demonstrate our ability to provide high-quality
services effectively and efficiently to the community and confirms that we have the policies and
procedures in place to deliver exceptional services. Harbor is an agency that strives to make a
difference in the communities we serve, and this philosophy is reflected in our agency's core
values: Excellence, Respect, Resilience, Integrity, and Compassion and our agency mission
statement: "Harbor will improve the health and well-being of individuals and families by
providing the highest quality compassionate care possible."
For this program, services will be operated out of our Central Community Health Board of
Hamilton County (CCHB) location. CCHB currently provides crisis stabilization services for adults
as an alternative to psychiatric hospitalization, and a full array of mental health treatment
services including individual counseling, case management, psychiatric care, and access to an
inhouse pharmacy. CCHB also provides drug use prevention, outreach and training, substance
abuse treatment services, and employment services including job coaching and job
development. One of CCHB’s greatest strengths has been its ability to assess and respond to the
changing needs of the community. They have consistently developed state-of-the art
prevention, education, and treatment programs to meet the challenging needs of the unique
populations they serve.
Harbor is well prepared to manage the requirements of this grant as evidenced by our
successful management of over 25 grants through a variety of funding sources including: the
Substance Abuse and Mental Health Services Administration (SAMHSA), Ohio Mental Health
and Addiction Services, the Hamilton County Mental Health and Recovery Services Board, the
Lucas County Mental Health and Recovery Services Board (LCMHRSB), the Wood County
16
Alcohol, Drug Addiction, and Mental Health Services Board (ADAMHS), the Hancock County
Department of Job and Family Services (HCJFS), the Lorain County Department of Job and
Family Services (LCJFS), the Lucas County Department of Job and Family Services (LCJFS), the
Lucas County Department of Planning and Development (LCDPD), the Ohio Children’s Trust
Fund, and the United Way. Harbor has an exceptional leadership team, as well as accounting,
business procedures, marketing, and management information systems in place to successfully
carry out all aspects of this project.
Harbor's Accounting Department has experience with a variety of services and grant programs.
Our funds are subject to audit by multiple funding sources and accreditation/certification
agencies. In compliance with the Code of Federal Regulations, Harbor has an annual audit from
an independent accounting agency. This includes a U.S. Office of Management and Budget
(OMB) Circular A-133 Audit and a Federal Funds Program Audit. The most recent fiscal year
period, ending June 30, 2021 included an audit of Federal awards totaling $9,732,762 and
found no findings or questioned costs.
Harbor's Quality Improvement Department, which includes two (2) full-time staff, is tasked with
reviewing and updating agency policies and procedures as well as implementing a continuous
quality improvement program that objectively and systematically monitors and evaluates the
safety, quality, and appropriateness of client care, as well as the programs and services
provided by Harbor. Performance improvement is a consistent focus, including implementation
of continuous improvement projects to further enhance client care.
Our Information Technology Department (IT) consists of ten (10) full-time staff members. They
are responsible for ensuring all employees assigned to this project have the computers,
software, and training to carry out the project. Harbor has a disaster recovery plan to reduce
the risk of disruption of computer operations or loss of information. Automated backups are
taken daily and stored at our data center, as well as replicated to the cloud. Harbor has policies
and procedures to minimize risk of virus infection and ensure compliance with the Health
Insurance Portability and Accountability Act (HIPAA).
The leadership of this project includes the Vice President of Vocational Services, Residential and
Supportive Housing, the Director of Vocational Services, and Vocational Program Manager. The
Vice President holds an MBA, has been with the agency for ten years, and possesses over 20
years of management experience. The Director is a Licensed Professional Clinical Counselor and
a Certified Rehabilitation Counselor with over 20 years of experience in program management,
vocational rehabilitation, and workforce development programs. The Vocational Manager has a
Bachelor’s Degree in Education with over 25 years of experience working with at-risk youth and
over 15 years experience managing WIOA youth programs. She is frequently requested as a
trainer on WIOA policies and programming and has presented to Ohio Department of Job and
Family Services and nationally for the WIOA National Conference in Chicago.
17
Harbor is the largest provider of employment services in Northwest Ohio. Our employment
department comprises many dedicated staff working with a variety of populations on their
personalized employment goals with the overall program goal being to promote self-sufficiency
through gainful employment. Staff are experienced in offering supportive services that remove
barriers and promote longevity on the job. Harbor operates a wide variety of employment
programs including: One-Stop Operator of OhioMeansJobs Lucas County, Comprehensive Case
Management and Employment Program (CCMEP) and WIOA youth provider for Lucas County,
Ohio to Work partner and provider, Community Rehabilitation Provider for Opportunities for
Ohioans with Disabilities, Individual Placement and Support Evidenced-Based Model of
Supported Employment (IPS) programming to the Lucas County Mental Health and Recovery
Services Board and the Wood County ADAMHS Board.
The award winning CCMEP program that Harbor operates in Lucas County consistently exceeds
the negotiated program goals set forth each year by our funding sources. This program serves
over 1,500 youth (14-24 years of age) per year, providing job skills training, work experiences,
job placement, tutoring, and support services and was recognized by the Ohio Department of
Job and Family Services with the “Youth Program Excellence Award.” Harbor staff are
experienced in supporting youth in exploring careers, developing career plans, and gaining paid
work experience. Staff are adept at working with businesses, identifying businesses workforce
training needs, and then working with educational partners to develop creative ways to prepare
youth with the skills and experiences that businesses are looking for. Harbor is experienced in
supporting youth in earning micro-credentials and credentials and has developed an incentive
program for participants to reward progress being made toward goals.
Harbor has extensive experience with all the services being requested in this RFP and providing
services in the Hamilton County area. Last summer, Harbor assisted 60 Hamilton County youth
in obtaining a work experience (2021). Harbor hired and trained job coaches, developed
community worksites, provided job coaching support to the youth, assisted with resolving
participation barriers such as transportation, obtaining forms of I.D. for work, and purchasing
clothing/tools needed for work. The program received extremely positive feedback from
families and referral source. Some of the local employers from Hamilton County that
participated included Marriott Hotels, Goldstar Chili, United Dairy Farmers, Tom & Chee, Remke
Grocery, Buskens, LaRosa’s, Montgomery Inn, PES – Playground Equipment Services, Ace
Hardware, Cincinnati Parks and Recreation, Springfield Township Public Works, Whole Foods,
Cincinnati Animal CARE Humane Society, and Permaganic Ecogarden.
If selected for this opportunity, Harbor is prepared to begin services on 7/1/2022 and will
immediately begin performing community outreach and engagement to provide the much
needed services to the community.
18
Harbor
Request for Proposals for Youth Services Under the Workforce Innovation and Opportunity
Act (WIOA)
RFP #KB02-21R
2.3 Budget and Cost Considerations
19
ATTACHMENT C
HCJFS CONTRACT BUDGET
AGENCY: Harbor BUDGET PREPARED FOR PERIOD
NAME OF CONTRACT PROGRAM: Youth Services Under WIOA 7/1/2022 TO 6/30/2023
INDICATE NAME OF SERVICE IN APPROPRIATE COLUMN BELOW
EXPENSES BY PROGRAM SERVICESCCMEP WIOA
PROGRAMCCMEP TANF
PROGRAMWORK
EXPERIENCEMGMT
INDIRECT
TOTAL CONTRACT
EXPENSE
OTHER DIRECT
SERVICESTOTAL
EXPENSEA. STAFF SALARIES 63,570.00 0.00 0.00 13,031.85 0.00 0.00 76,601.85B. EMPLOYEE PAYROLL TAXES & 16,308.80 0.00 0.00 3,343.30 0.00 0.00 19,652.11C. PROFESSIONAL & CONTRACTED SERVICES 0.00 0.00 0.00 0.00 0.00 0.00 0.00D. CONSUMABLE SUPPLIES 1,398.00 0.00 0.00 286.59 0.00 0.00 1,684.59E. OCCUPANCY 4,345.00 0.00 0.00 890.73 0.00 0.00 5,235.73F. TRAVEL 3,468.50 0.00 0.00 711.04 0.00 0.00 4,179.54G. INSURANCE 1,101.00 0.00 0.00 225.71 0.00 0.00 1,326.71H. EQUIPMENT 7,954.00 0.00 0.00 769.57 0.00 0.00 8,723.57I. MISCELLANEOUS 47,000.00 0.00 0.00 0.00 0.00 0.00 47,000.00J. PROFIT MARGIN 0.00 0.00 0.00 0.00 0.00 0.00 0.00K. SUB-TOTAL OF EXPENSES BEFORE MGMT INDIRECT ALLOCATION 145,145.30 0.00 0.00 19,258.79 0.00 0.00 164,404.09ALLOCATION OF MGT/INDIRECT COSTS 19,258.79 -19,258.79 0.00TOTAL PROGRAM EXPENSES 164,404.09 0.00 0.00 0.00 0.00 0.00 164,404.09L. INCENTIVES 5,000.00 0.00 0.00 0.00 0.00 0.00 5,000.00M. TUITION SERVICES 0.00 0.00 0.00 0.00 0.00 0.00 0.00N. SUPPORT SERVICES 5,625.00 0.00 0.00 0.00 0.00 0.00 5,625.00GRAND TOTAL 175,029.09 0.00 0.00 0.00 0.00 0.00 175,029.09
ESTIMATED TOTAL OF YOUTH TO BE ENROLLEDFOR THIS CONTRACT 75.00 COST PER YOUTH= $2,333.72
Other Harbor RevenuesTOTAL REVENUE 175,029.09 0.00 0.00 0.00 0.00 49,624,145.00 0.00
HCJFS PAGE 1 of 10 2/15/2022
20
A. STAFF SALARIES - Attach Extra Pages for Staff, if needed.
POSITION TITLE#
STAFF Annual SalaryPercent of time
to programAnnual
Program Cost
CCMEP WIOA
PROGRAM
CCMEP TANF
PROGRAM
WORKEXPERIENC
EMGMT
INDIRECT
TOTAL CONTRACT
EXPENSE
OTHER DIRECT
SERVICESTOTAL
EXPENSEDirector Voc Services 1.00 91,000.00 2.00% $1,820.00 1,820.00 373.10 2,193.10Program Manager 1.00 55,000.00 20.00% $11,000.00 11,000.00 2,255.00 13,255.00Vocational Specialist 1.00 38,500.00 100.00% $38,500.00 38,500.00 7,892.50 46,392.50Job Coach 1.00 35,000.00 35.00% $12,250.00 12,250.00 2,511.25 14,761.25 0.00 0.00 0.00 0.00
0.000.000.000.000.000.000.000.00
TOTAL SALARIES 91,000.00 63,570.00 63,570.00 0.00 0.00 13,031.85 0.00 0.00 76,601.85
Salaries Narrative. Describe how each position relates to the service proposed.Please type narrative here.Job coach - contingency - 15 hours per week / 780 yearVocational Specialist provide direct services to youth, complete intake and eligibility, develop IOP, provide support and case management, link / refer for 14 elementsManager and Program Director assist with hiring staff, reporting outcome information
HCJFS PAGE 2 of 10 2/15/2022
21
EXPENSES BY PROGRAM SERVICESCCMEP WIOA
PROGRAMCCMEP TANF
PROGRAMWORK
EXPERIENCEMGMT
INDIRECT
TOTAL CONTRACT
EXPENSE
OTHER DIRECT
SERVICESTOTAL
EXPENSEB.PAYROLL TAXESFICA 7.65% 4,863.11 996.94 5,860.04WORKER’S COMP. .36% 228.85 46.91 275.77UNEMPLOYMENT .42% 59.35 12.17 71.51BENEFITS 0.00RETIREMENT 1,607.00 329.44 1,936.44HOSPITAL CARE 0.00 0.00OTHER (SPECIFY) 0.00 0.00Health, Dental Life, Disability Insurance 8,538.00 1,750.29 10,288.29Staff Training, and Misc other expenses 1,012.50 207.56 1,220.06TOTAL EMPLOYEE PAYROLL TAXES & BENEFITS 16,308.80 0.00 0.00 3,343.30 0.00 0.00 19,652.11Employee Payroll Taxes & Benefits Narrative. Payroll taxes are based on on current FICA, Worker's Comp and Unemployment percentages. Unemployment taxes are calculated on the first $9,000.00 of eachemployee's salary. Benefits for full time employees include health insurance, retirement, group life and disability insurance.Staff Training and other expenses include expenses such as Hiring ($142.5), Payrolls Software($445) and Training expenses($282.5).
C. PROFESSIONAL FEES & CONTRACTED SERVICES (Indicate type,
function performed, and estimate of use CCMEP WIOA
PROGRAMCCMEP WIOA
PROGRAMWORK
EXPERIENCEMGMT
INDIRECT
TOTAL CONTRACT
EXPENSE
OTHER DIRECT
SERVICESTOTAL
EXPENSE 0.00
0.00 0.00 0.00TOTAL PROFESSIONAL FEES & CONTRACTED SERVICES 0.00 0.00 0.00 0.00 0.00 0.00 0.00Professional Fees & Contracted Services NarrativePlease type narrative here.
HCJFS PAGE 3 of 10 2/15/2022
22
EXPENSES BY PROGRAM SERVICES
CCMEP WIOA
PROGRAM
CCMEP TANF
PROGRAM
WORKEXPERIENC
EMGMT
INDIRECT
TOTAL CONTRACT
EXPENSE
OTHER DIRECT
SERVICESTOTAL
EXPENSED.CONSUMABLE SUPPLIESOFFICE 417.00 85.49 502.49CLEANING 231.00 47.36 278.36PROGRAM 750.00 153.75 903.75OTHER (SPECIFY) 0.00
0.000.00
TOTAL CONSUMABLE SUPPLIES 1,398.00 0.00 0.00 286.59 0.00 0.00 1,684.59Consumable Supplies NarrativePlease type narrative here.office supplies ($200), office 365 expenses, $11.52 for 12 months for total of 1.57 FTE ($217)program supplies include resume paper, workbooks, flash drives for participants to save resumes/cover letters, masks, hand sanitizer for participants
EXPENSES BY PROGRAM SERVICES
CCMEP WIOA
PROGRAM
CCMEP TANF
PROGRAM
WORK EXPERIENC
EMGMT
INDIRECT
TOTAL CONTRACT
EXPENSE
OTHER DIRECT
SERVICES
TOTAL CONTRACT
E. OCCUPANCY COSTSRENTAL @ PER SQ. FT. 0.00USAGE ALLOWANCE OF BLDG. OWNED @2% OF ORIG. ACQUISITION COST 0.00MAINTENANCE & REPAIRS 981.00 201.11 1,182.11UTILITIES (MAY BE INCLUDED IN RENT) HEAT & ELECTRICITY WATER 795.00 162.98 957.98TELEPHONE 0.00OTHER (SPECIFY) 0.00Depreciation 2,019.00 413.90 2,432.90Security 550.00 112.75 662.75TOTAL OCCUPANCY COSTS 4,345.00 0.00 0.00 890.73 0.00 0.00 5,235.73Occupancy Costs NarrativePlease type narrative here.occupancy costs are allocated directly based on FTE of staff to program proportion of the FTE of staff to building. In this case, 1.57 FTE to the program to buildingof 45.32. While using 12 months of location expenses as the cost base.
HCJFS PAGE 4 of 10 2/15/2022
23
EXPENSES BY PROGRAM SERVICESCCMEP WIOA
PROGRAMCCMEP TANF
PROGRAMWORK
EXPERIENCEMGMT
INDIRECTTOTAL
CONTRACT OTHER DIRECT
TOTAL EXPENSE
F.TRAVEL COSTSGASOLINE & OIL 1,200.00 246.00 1,446.00VEHICLE REPAIR 500.00 102.50 602.50VEHICLE LICENSE 0.00 0.00VEHICLE INSURANCE 1,476.00 302.58 1,778.58OTHER (PARKING) 0.00MILEAGE REIMBURSE.@ __.585__ PER MILE 292.50 59.96 352.46CONFERENCES & MEETINGS, ETC. 0.00PURCHASED TRANSPORTATION 0.00TOTAL TRAVEL COSTS 3,468.50 0.00 0.00 711.04 0.00 0.00 4,179.54Travel Costs Narrativevehicle repair is based on agency historical averages for thes programsmileage for staff in job activities (visiting referrals sources, community partners), estimated 500 miles yearvehicle insuracne expenses for leased vehicles is $123 mo for 12 months for 1 vehiclegas is calculated at $100 per month
EXPENSES BY PROGRAM SERVICESCCMEP WIOA
PROGRAMCCMEP TANF
PROGRAMWORK
EXPERIENCEMGMT
INDIRECTTOTAL
CONTRACT OTHER DIRECT
TOTAL EXPENSE
G. INSURANCE COSTSLIABILITY 999.00 204.80 1,203.80PROPERTY 102.00 20.91 122.91ACCIDENT 0.00OTHER 0.00TOTAL INSURANCE COSTS 1,101.00 0.00 0.00 225.71 0.00 0.00 1,326.71Insurance Costs NarrativePlease type narrative here.Liability insurance are based on FTE. Includes professional and Cyber liability at $53.05 per month for 1.57 FTE for 12 mo.Property insurance are allocated directly based on FTE of staff to program propotion of FTE of staff to building. In this case, 1.57 FTE to the program to building FTE of 45.32While using 12 months of location expenses as the cost base.
HCJFS PAGE 5 of 10 2/15/2022
24
EXPENSES BY PROGRAM SERVICESCCMEP WIOA
PROGRAMCCMEP TANF
PROGRAMWORK
EXPERIENCEMGMT
INDIRECTTOTAL
CONTRACT OTHER DIRECT
TOTAL EXPENSE
H.EQUIPMENT COSTSSMALL EQUIPMENT (items costing under $5,000.00, which are to be purchased during budget period should be listed) software 636.00 130.38 766.38computers / monitor / printer/ tablet 1,980.00 405.90 2,385.90cell phone and connectivity costs 1,138.00 233.29 1,371.29TOTAL SMALL EQUIPMENT COSTS 3,754.00 0.00 0.00 769.57 0.00 0.00 4,523.57EQUIPMENT MAINTENANCE & REPAIR (DETAIL) 0.00 0.00
0.000.00
TOTAL EQUIPMENT & REPAIR 0.00 0.00 0.00 0.00 0.00 0.00 0.00EQUIPMENT LEASE COSTS (DETAIL) leased vehicle 4,200.00 4,200.00 0.00
0.00TOTAL LEASE COSTS 4,200.00 0.00 0.00 0.00 0.00 0.00 4,200.00TOTAL COST DEPRECIATION OF LARGE EQUIPMENT ITEMS (detail on page 7) 0.00 0.00 0.00 0.00 0.00 0.00 0.00TOTAL EQUIPMENT COSTS 7,954.00 0.00 0.00 769.57 0.00 0.00 8,723.57Total Equipment Costs Narrative (Small Equipment, Equipment Maintenance & Repair, Equipment Lease, Equipment Depreciation)Please type narrative here.software (salesforce license - $636)1 laptop (cost $1,500), and 1 chromebook for the job coach ($150) and 1 year printer lease $3601.57 cell phone and connectivity for staff in field - cost of $60.70 per device per monthvehicle lease for transporting participants and staff, $350 month for 12 months, needed for transporting participants
HCJFS PAGE 6 of 10 2/15/2022
25
EXHIBIT II
LARGE EQUIPMENT DEPRECIATION COSTSAny individual equipment item costing $5,000 or more at time of purchase may be included in the budget and must be depreciated. The exceptionto the "individual equipment item" is for computer components which are purchased as a group, I.e. hard drive, monitor, keyboard, printer, etc. If the total cost for all the components is $5,000 or greater, the equipment must be depreciated. Any item which was full depreciated on theagency's books prior to the beginning date of the contract may not be used as a basis for determining costs of the program proposed for a contract,even though that item of equipment is used by the program. Any items of equipment used by the Management and Indirect activities of the Agencyfor which costs are included in this budget must also be itemized on this sheet. If needed, extra copies may be made and numbered 7A, 7B, & 7C.
ITEM(S) TO BE DEPRECIATED
NEW OR USED
DATE OF PURCHASE
TOTAL ACTUAL
COSTSALVAGE
VALUETOTAL TO
DEPRECIATEUSEFUL
LIFE
CHARGEABLE ANNUAL
DEPRECIATION
*PERCENT USED BY
CONTRACT PROGRAM
AMOUNT CHARGED TO
CONTRACT PROGRAM
WHICH CONTRACTED
PROGRAM
0.00 0.00 0.00 0 0.00 100.00% 0.00 0.00 0.00 0.00 0 0.00 0.00 0.00 0.00 0 0.00 0.00 0.00 0.00 0 0.00 0.00 0.00 0.00 0 0.00
Total 0.00 0.00 0.00 0.00
* Enter as a decimal.
HCJFS PAGE 7 of 10 2/15/2022
26
EXPENSES BY PROGRAM SERVICESCCMEP WIOA
PROGRAMCCMEP TANF
PROGRAMWORK
EXPERIENCEMGMT
INDIRECT
TOTAL CONTRACT
EXPENSE
OTHER DIRECT
SERVICESTOTAL
EXPENSEI.MISCELLANEOUS COSTS
0.00credential trainings 11,500.00 11,500.00work experience wages 35,500.00 35,500.00
0.00 0.00
TOTAL MISCELLANEOUS COSTS 47,000.00 0.00 0.00 0.00 0.00 0.00 47,000.00J. PROFIT MARGIN (For profit entities only) 0.00 0.00 0.00 0.00 0.00 0.00 0.00K. SUB-TOTAL OF EXPENSES BEFORE MGMT INDIRECT ALLOCATION 145,145.30 0.00 0.00 0.00 0.00 0.00 145,145.30Miscellaneous Costs Narrative.credential and micro-credential trainings (e.g., STNA, fork lift, welding, etc.)wages paid to participants while engaged in work experiences
Mgmt/Indirect Cost Narrative.Harbor has a HHS approved Administrative rate of 20.5% of MTDC. This is calculated as 20.5% of all expenses excluding leases, equipment with individual costsover $5000 dollars, client support costs, client training costs, or work experience wages.Overall, this is less than 15% of the total award.
Profit Margin Narrative (for profit entities only).Please type narrative here.
A rationale or basis for the allocation of Mgmt Indirect cost which details how the amount charged to the proposed service was determined must be included. Some agencies allocate these types of costs on staff salaries, total personnel costs, total direct cost of service proposed, and/or time studies. Records substantiating development of the means of these costs must be provided with your budget submittal and also maintained by your agency.
HCJFS PAGE 8 of 10 2/15/2022
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EXPENSES BY PROGRAM SERVICES
CCMEP WIOA
PROGRAM
(Insert Program)
PROGRAMWORK
EXPERIENCEMGMT
INDIRECT
TOTAL CONTRACT
EXPENSE
OTHER DIRECT
SERVICESTOTAL
EXPENSEL. INCENTIVES $5,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $5,000.00 M. TUITION $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
N. SUPPORTIVE SERVICES $5,625.00 $0.00 $0.00 $0.00 $0.00 $0.00 $5,625.00
GRAND CONTRACTTOTAL $10,625.00 $0.00 $0.00 $0.00 $0.00 $0.00 $10,625.00
L. Please type narrative hereIncentives for participants making IOP milestones, skills gains
M. Please type narrative here
N. Please type narrative heresupport costs for participants to remove barriers to participation (e.g., bus passes, IDs for work/training, clothing for work, etc.) - estimated $75 per participant
Final Notes:Harbor has a history of working in a cost reimbursemnt enviroment for federal grants.We have annual audits and mulitple internal systems in place to ensure we do not budget for or bill for, unallowable costs. We have also have yearly audits from our partners with other countys who we partner with for federal grants.At this point we also have access to a 2 million dollar credit line, none of which is currently in use, to ensure financial obligations are met.
HCJFS PAGE 9 of 10 2/15/2022
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REVENUES BY PROGRAM SERVICES
CCMPE WIOA
PROGRAM
CCMEP TANF
PROGRAM
WORKEXPERIENC
EMGMT
INDIRECT
TOTAL CONTRACT
EXPENSEOther Harbor
RevenuesTOTAL
REVENUESA. GOVERNMENTAL AGENCY FUNDING (specify agency & type)Medicaid & Medicare 20,961,374.00 20,961,374.00Federal Grants 4,000,000.00 4,000,000.00Grants 9,585,031.00 9,585,031.00County of Lucas, Wood & Hamiltom 5,220,421.00 5,220,421.00Vocational 1,641,814.00 1,641,814.00
B.OTHER FUNDINGFEES FROM CLIENTS 6,947,142.00 6,947,142.00CONTRIBUTIONS 0.00EAP Contracts 546,184.00 546,184.00
0.000.000.00
AWARDS & GRANTS 0.00Hamilton County ( this contract) 175,029.09 175,029.09OTHER (specify) 0.00Miscellaneous sources 722,179.00 722,179.00TOTAL REVENUE 175,029.09 0.00 0.00 0.00 0.00 49,624,145.00 49,799,174.09Revenue NarrativePlease type narrative here.
HCJFS PAGE 10 of 10 2/15/2022
29
RENEWAL YEAR ESTIMATED COST SHEET
PROGRAMRENEWAL YEAR 1 EXPENSE
RENEWAL YEAR 1 UNIT RATE
NARRATIVE - Please describe in detail the reasons for increased costs/expenses. This narrative will be used to help determine the amount of increase Provider may receive if HCJFS awards increases in renewal years 1 and 2.
CCMEP WIOAPROGRAM $178,379.00 $2,378.39
Rate increase is based on 4% increase to salaries, 4% increases to Fringe benefits and 2% of other expenses for inflation
PROGRAM 2PROGRAM 3PROGRAM 4
PROGRAMRENEWAL YEAR 2 EXPENSE2
RENEWAL YEAR 2 UNIT RATE
NARRATIVE - Please describe in detail the reasons for increased costs/expenses. This narrative will be used to help determine the amount of increase Provider may receive if HCJFS awards increases in renewal years 1 and 2.
CCMEP WIOAPROGRAM $183,793.00 $2,450.57
Rate increase is based on 4% increase to salaries, 4% increases to Fringe benefits and 2% of other expenses for inflation
PROGRAM 2PROGRAM 3PROGRAM 4
PROGRAMRENEWAL YEAR 3 EXPENSE2
RENEWAL YEAR 3 UNIT RATE
NARRATIVE - Please describe in detail the reasons for increased costs/expenses. This narrative will be used to help determine the amount of increase Provider may receive if HCJFS awards increases in renewal years 1 and 2.
CCMEP WIOAPROGRAM $189,390.00 $2,525.20
Rate increase is based on 4% increase to salaries, 4% increases to Fringe benefits and 2% of other expenses for inflation
PROGRAM 2PROGRAM 3PROGRAM 4
30
Harbor
FY 2022
February, 2022
Budget Narrative and Justification
7/01/2022 - 6/30/2023
Youth Services Under the Workforce Innovation and Opportunity Act (WIOA)
KB02-21R
Harbor can operate this project in a cost -reimbursement environment and is
familiar with cost-reimbursement programs. Harbor does not have high -interest
credit, and our funds are subject to audit. We have not budgeted for any
unallowable costs. Harbor has a process for reviewing all expenses by the project
accountant, manager, and director.
A. Salaries - $63,570.00
Explanation
1. The Vocational Manager – this is a full-time position and is responsible for hiring,
training, and supervision of project staff. Vocational manager will review participant
timesheets to ensure accuracy, review participant resumes, support micro-
credential and credential trainings, coordinate with training providers, reviewing
staff documentation and participant records, track and report outcomes, complete
program quality checks, and ensure project goals are met. 20% to the program,
annual cost of $11,000.
2. The Vocational Director – a portion of this position is expensed to the project. The
vocational director will have regular meetings with the manager, attend meetings,
provide overall guidance to the program to achieve program goals. 2% to the
program, annual rate of $1,820.
3. Vocational Specialists – will provide direct services to participants, intakes, career
assessments, case management, development of IOP, orientations, and providing
directly or referring for 14 WIOA element. 1 FTE positions needed, 100% to the
program, annual rate of $38,500.
4. Job Coach – will provide direct services to participants and support to participants at
worksites. 1 contingency position needed, average of 15 hours per week annually,
total cost of $12,250.00.
B. Employee Payroll Taxes & Benefits - $16,308.80
31
The fringe benefit rate for employees for year one is calculated at 31.76%. This is made
up of FICA (7.65%, $4,863.11), Retirement (5.09%, $1,607.00), Health, Dental, Life,
Disability Unemployment ($8,538.00), Workers Compensation (.36%, $228.85), and
staffing training ($1,012.50)
C. Professional Fees - $0
D. Consumable Supplies - $1,398.00
a. Office supplies – office 365 expenses ($217), paper, pens, supplies for program
staff – estimated total cost of $417
b. Cleaning supplies – office cleaning supplies, sanitizers – estimated cost of $231
c. Program supplies – resume paper, flash drives for participants, program folders
for participants, masks, hand sanitizer for participants – estimated cost of $750.
E. Occupancy Costs - $4,345.00
Occupancy Costs are allocated directly based on FTE of staff to program proportion of
the FTE of staff to building. In this case, 1.57 FTE to the program to building FTE of
45.32. While using 12 months of location expenses as the cost base.
a. Maintenance & Repairs - $981.00
b. Utilities - $795.00
c. Depreciation - $2,019.00
d. Security - $550.00
F. Travel Costs - $3,468.50
a. Gas & Oil - $1,200 estimated for fuel used in agency vehicle when staff
transporting, driving in agency vehicle while performing work for program
b. Vehicle Repair - $500 – estimate for repairs, oil changes made to leased vehicle
c. Vehicle Insurance - $1,476– this is for the leased vehicle staff use for
transporting participants
d. Mileage Reimbursement - $292.50 – this is for travel staff do in personal vehicles
visiting worksites, meeting with participants in community (estimated 500 miles
total)
G. Insurance Costs - $1,101.00
a. Liability insurance is based on FTE, includes professional liability insurance and
Cyber liability is $999.
b. Property insurance is based on FTE, is $102.
H. Equipment Costs - $7,954.00
32
a. Computers – 1 laptop used by program staff (cost $1,500 per computer), also
includes $360 for 1 year of printer lease, coach will be supplied chromebook
($150) – total of $1,980
b. Software subscriptions - this includes software for documenting services /
managing contacts -$636 total
c. Cell phones & connectivity costs – 1.57 cell phones and connectivity for staff to
serve clients (cost of $60.70 per device per month) - $1,138.00 total
d. Vehicle lease – 1 vehicle to be leased for transporting participants (cost of $350
per month per vehicle) - $4,200 total
I. Miscellaneous Costs - $47,000
a. Credential & Micro-credential trainings - $11,500 (to pay educational providers
for trainings participants complete)
b. Work Experience wages – wages paid to participants engaging in paid work
expense - $35,500 (20% of budget)
L. Incentives - $5,000
a. Incentives – can be earned by participants for achieving goals and milestones
identified on IOP.
N. Support Services - $5,625
a. Support Services – to assist participants in removing barriers to participation,
could include bus fare, IDs for work/training, clothing for work/training – budgeted
at $75 per participant.
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36
Harbor
Request for Proposals for Youth Services Under the Workforce Innovation and Opportunity
Act (WIOA)
RFP #KB02-21R
2.4 Customer References
37
January 26, 2022
Mrs. Donna Jablonski, President/CEO Harbor 3909 Woodley Road Toledo, Ohio 43606 Dear Mrs. Jablonski, On behalf of the Ohio Department of Mental Health and Addiction Services (OhioMHAS), I am pleased to provide this letter of reference and support for Harbor’s response to the Hamilton County Job and Family Services Request for Proposals for Youth Services Under the Workforce Innovation and Opportunity Act (WIOA) RFP# KB02-21R and the Youth Employment Program (YEP) RFP # KB01-22R. Harbor has a long history of providing quality services as both a mental health and vocational provider. Harbor is currently implementing the Individual Placement and Support (IPS) model of supported employment. IPS is an evidence-based practice of supported employment services and is often regarded as the employment service standard of care for individuals living with mental illness and/or substance use disorders. OhioMHAS provides oversight to IPS providers through fidelity reviews, ongoing guidance, and program follow up. Harbor has demonstrated “good fidelity” to the model during their most recent fidelity review in June 2019. Harbor demonstrated that they have the policies, procedures, and agency structure in place to implement evidence-based services that conform to the model. Harbor has experience working with clients to develop employment goals and in supporting clients to obtain and maintain employment. If you have any questions, please contact Debbie Walker at (614) 477-2632 or [email protected].
Sincerely, Lori Criss Director
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An Equal Opportunity Employer
Board of County Commissioners Gary L. Byers
President Tina Skeldon Wozniak
Pete Gerken
Breda Osburn Director
Child Support Services 3737 W. Sylvania Avenue • Toledo, OH 43623
P.O. Box 10018 • Toledo, OH 43699-0018 Ph. (419) 213-3000 Fax (419) 213-8591
Toll Free 800-466-6396
Job & Family Services 3737 W. Sylvania Avenue • Toledo, OH 43623 P.O. Box 10007 • Toledo, OH 43699-0007 Ph. (419) 213-8800 Fax (419) 213-8820 www.lucasjfs.org
January 25, 2022 Donna Jablonski, President/CEO Harbor 3909 Woodley Road Toledo, Ohio 43606 Dear Ms. Jablonski, The Lucas County Department of Job & Family Services (LCDJFS) is pleased to submit this letter of support and reference for Harbor’s proposal in response to the Hamilton County Job and Family Services Request for Proposals for Youth Services Under the Workforce Innovation and Opportunity Act (WIOA) RFP# KB02-21R and the Youth Employment Program (YEP) RFP # KB01-22R. The Lucas County Department of Job & Family Services provides services such as Temporary Assistance for Needy Families (TANF) cash assistance, Food Assistance, Medicaid, Subsidized Childcare, Adult Protection, and Prevention, Retention and Contingency (PRC) services. We assist Lucas County families and individuals with essential services while they pursue their highest level of stability and independence in cooperation with our community partners. Harbor is one of our community partners and has been providing services to the local community for over 100 years. Harbor is the Comprehensive Case Management Employment Program (CCMEP) provider for Lucas County and provides Work Experience Program (WEP) services to Ohio Works First customers referred by LCDJFS. Harbor’s staff are knowledgeable and responsive in delivering WEP services, job placement services, and supports to the customers we refer to them for WEP services. Their WEP program consistently exceeds the program’s negotiated goals. I can be reached at 419-213-8904 if you have additional questions about Harbor’s performance. Sincerely,
Breda Osburn, Director
40
Board of County Commissioners
Gary L. Byers, President Tina Skeldon Wozniak
Pete Gerken
Department of Planning & Development
Michael K. Veh, Deputy Director
OhioMeansJobs Lucas County, 3737 W. Sylvania Avenue, Second Floor, Toledo, Ohio 43623-4422
(419) 213-3300 http://www.workreadylucascounty.com Fax: (419) 213-6323
An Equal Opportunity Employer
January 25, 2022 Mrs. Donna Jablonski, President/CEO Harbor 6629 W. Central Avenue Toledo, Ohio 43617 Dear Mrs. Jablonski, The Lucas County Department of Planning and Development is pleased to submit this letter of support and reference for Harbor’s proposal in response to the Hamilton County Job and Family Services Request for Proposals for Youth Services Under the Workforce Innovation and Opportunity Act (WIOA) RFP# KB02-21R and the Youth Employment Program (YEP) RFP # KB01-22R. The Lucas County Department of Planning and Development, on behalf of the Lucas County Workforce Development Board, oversees the operations of the OhioMeansJobs Center locally as well as the programs for youth, adults, and dislocated workers under the Workforce Innovation and Opportunity Act (WIOA). Harbor is the Comprehensive Case Management and Employment Program (CCMEP) provider for Lucas County. They are a strong partner with experience working with at-risk youth and adults. Harbor’s staff are knowledgeable and skilled in delivering exceptional career counseling, job search assistance, and community support to job seekers. I would, without hesitation, recommend Harbor for your project. Their staff, leadership and dedication has led to our CCMEP youth program being recognized by the Ohio Department of Job and Family Services (ODJFS) and presented with a “Youth Program Excellence Award” for “demonstrating excellence in WIOA youth program design, implementation, and results”. I can be reached at 419-213-3404 to discuss Harbor’s appropriateness for this funding opportunity. Sincerely, Michael K. Veh, Deputy Director Lucas County Commissioners Department of Planning and Development 3737 Sylvania Avenue Toledo, Ohio 43623-4422 [email protected]
41
42
.. :'•':, ,'.,." 't' 1:, Wood County
.. � ... fr" ,,,.:. ADA HS
Help is here in Wood County!
Dial 211 to Connect to Mental
Health and Addiction Treatment
...... . ·--
•; . . � ..
PromotJnt Community Wellbeing
Wood CoontyAla>hol, On.igAddlctlon and Mento!He,!th- Board
Mrs. Donna Jablonski, President/CEO
Harbor
3909 Woodley Road
Toledo, Ohio 43606
Dear Mrs. Jablonski,
January 27, 2022
The Wood County Alcohol, Drug Addiction and Mental Health Services Board (ADAM HS) is pleased to
submit this letter of support and reference for Harbor's proposal in response to the Hamilton County
Job and Family Services Request for Proposals for Youth Services Under the Workforce Innovation and
Opportunity Act (WIOA) RFP# KB02-21R and the Youth Employment Program (YEP) RFP # KB01-22R.
The primary role of the Wood County ADAM HS Board is to plan, fund, and monitor services for people
with serious and persistent mental illness and alcohol and other drug addictions throughout the county.
To keep the public well informed of the Board's role in the community mental health and addiction
recovery system, we share vital reports and links that convey responsibilities, strategies, and financial accounting of programs offered by our contract providers. The Wood County ADAM HS Board and its
member agencies are committed to providing the community with the highest quality of care. Most services offered are partially supported by Wood County levy funds and are accessible to all residents. Some services are provided, without cost, while others have a fee based on the ability to pay.
Harbor is one of our community partners, and they have been providing services to the local Northwest
Ohio community for over 100 years. Harbor operates an evidence-based practice for us, the "Individual
Placement and Support" model of supported employment to assist persons with severe and persistent
mental illnesses in gaining employment. Harbor's staff are knowledgeable and responsive in delivering
IPS services for Wood County residents, and we are pleased with their results.
If you have additional questions regarding Harbor's performance, please do not hesitate to contact me
at 419-352-8475.
Sincerely,
Deanna Chase, LPCC-S
Executive Director
745 Haskins Road, Suite H Bowling Green, Ohio 43402-1600 419-352-8475 www.wcadamh.org Deanna Chase, Executive Director Dan Lambert, Chairperson
43
Harbor
Request for Proposals for Youth Services Under the Workforce Innovation and Opportunity
Act (WIOA)
RFP #KB02-21R
2.5 Personnel Qualifications
44
45
46
47
48
John Fortner
5740 Fairhaven Rd Sylvania, Ohio 43560 419-392-3633 [email protected]
SUMMARY OF QUALIFICATIONS� More than twenty years’�experience in accounting and operations including multi-specialty practice
team management.� Ability to build and manage a team adept at internal and external customer service.
� Proficient at gathering and analyzing data to maximize organizational performance.
PROFESSIONAL EXPERIENCE
2015-Present Harbor Behavioral Health – Toledo, OhioVICE PRESIDENT FACILITIES AND WOOD COUNTY OPERATIONS� Responsible for the administration of over four million dollars in vocational program grants and
services� Spearheaded the design and construction of the first brand new agency facility in more than twenty
years� Headed departments with over ten million dollars in budgeted revenue and expenses� Guided the facilities department over twenty-eight locations covering three counties
2008-2015 Behavioral Connections of Wood County – Bowling Green, OhioDIRECTOR OF BUSINESS OPERATIONS� Successfully led conversion of billing software to a product suite that integrates with clinical systems
to create an integrated electronic health record management system � The conversion of the billing software led to a significant increase in insurance payments based on
successful teamwork with CFO and billing staff� Participate in the preparation of annual financial statements, budget and forecasting based on
reporting and analysis of staff productivity
� Negotiate and manage contracts with vendors, landlords, and contracting government agencies
� Aggressively negotiated purchase of new phone system and supporting network installation with
multiple vendors to systematically improve data and voice communications across multiple sites
� Responsible for all aspects of Information Systems within the company, including management of
staff and outside consultants
� Implemented cross training of administrators across departments and locations to provide optimum
service levels at each location
� Coordinate management and financial performance of three separate HUD apartment complexes
including annual budgeting and independent audit
2003-2008, Neighborhood Properties Inc. - Toledo, Ohio ACCOUNTING MANAGER � Prepare and present all financial information to management and board of directors
� Prepare and present the annual budget in conjunction with other key staff.
� Supervise and direct accounting and payroll clerical positions responsible for
accounts payable, accounts receivable and payroll processing
49
Page 2 of Fortner
John Fortner
5740 Fairhaven Rd Sylvania, Ohio 43560 419-392-3633 [email protected]
PROFESSIONAL EXPERIENCE (Continued)� Worked closely with facility management to develop long term capital budget to determine long
range cash requirements
� Support Information System training and development across the organization
1992-2003, Adventures in Real Communication - Chagrin Falls, Ohio VICE PRESIDENT FINANCE & SYSTEMS � Responsible for all accounting and financial functions for multiple international student exchange
organizations� Responsible for information technology and communication systems for multi-state operations
EDUCATIONM.B.A. - Accounting July, 2010Liberty University (Lynchburg, Virginia)
B.A. Business Administration 1992
Baldwin-Wallace College (Berea, Ohio)
SOFTWARE
Intermediate to advanced Excel, Word, Access, Power Point, Anasazi, Yardi Property Management,
MIP Fund Accounting, Intermediate Anasazi, Crystal Reports and Microsoft SQL.
50
51
52
53
Page 1 of 1
License Look Up
10/29/2021 8:25 AM
David W. Timmerman
Status ActiveSub-StatusBoard Counselor, Social Worker & MFT BoardLicense Type Licensed Professional Clinical CounselorLicense Number E.0500076License Issue Date 05/20/2005License Expiration Date 05/20/2023License Effective Date 05/21/2021City ToledoState OHCountry United StatesBoard Action No
Current date & time: 10/29/2021 8:25 AM
License verification using eLicense Ohio reflects an accurate representation of information maintained by the Board as of the date ofDisclaimer: the verification. The eLicense Ohio verification is the primary license verification provided by the Ohio Counselor, Social Worker and Marriage &Family Therapist Board. No user may claim detrimental reliance thereon.
54
Harbor
Request for Proposals for Youth Services Under the Workforce Innovation and Opportunity
Act (WIOA)
RFP #KB02-21R
2.6 Financial Documentation
55
Consolidated Financial Statements with Supplementary Information in accordance with Government Auditing Standards, the Uniform Guidance, and Other Matters
Harbor June 30, 2021 and 2020
56
CONTENTS
Page
Independent Auditor’s Report 3
Consolidated Financial Statements:
Statements of Financial Position 6
Statements of Activities 8
Statements of Functional Expenses 10
Statements of Cash Flows 12
Notes to Consolidated Financial Statements 14
Supplementary Information:
Schedule of Expenditures of Federal Awards 36
Notes to Schedule of Expenditures of Federal Awards 38
Independent Auditor’s Report on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards 39
Independent Auditor’s Report on Compliance for Each Major Program and on Internal Control Over Compliance Required by the Uniform Guidance 41
Schedule of Findings and Questioned Costs 43
Summary Schedule of Prior Audit Findings 44
57
To the Board of Directors Harbor Toledo, Ohio
Independent Auditor’s Report
Report on the Consolidated Financial Statements
We have audited the accompanying consolidated financial statements of Harbor and affiliates (nonprofit organizations) (collectively the “Organization”), which comprise the consolidated statements of financial position as of June 30, 2021 and 2020, and the related consolidated statements of activities, functional expenses, and cash flows for the years then ended, and the related notes to the consolidated financial statements.
Management’s Responsibility for the Consolidated Financial Statements
Management is responsible for the preparation and fair presentation of these consolidated financial statements in accordance with accounting principles generally accepted in the United States of America; this includes the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error.
Auditor’s Responsibility
Our responsibility is to express an opinion on these consolidated financial statements based on our audits. We conducted our audits in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the consolidated financial statements are free from material misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the consolidated financial statements. The procedures selected depend on the auditor’s judgment, including the assessment of the risks of material misstatement of the consolidated financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity’s preparation and fair presentation of the consolidated financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity’s internal control. Accordingly, we express no such opinion. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the consolidated financial statements.
58
To the Board of Directors Harbor Page 2
We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion.
Opinion
In our opinion, the consolidated financial statements referred to above present fairly, in all material respects, the financial position of Harbor and affiliates as of June 30, 2021 and 2020, and the changes in their net assets and their cash flows for the years then ended in accordance with accounting principles generally accepted in the United States of America.
Other Matters
Other Information
Our audit was conducted for the purpose of forming an opinion on the consolidated financial statements as a whole. The accompanying schedule of expenditures of federal awards, as required by Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, is presented for purposes of additional analysis and is not a required part of the consolidated financial statements. Such information is the responsibility of management and was derived from and relates directly to the underlying accounting and other records used to prepare the consolidated financial statements. The information has been subjected to the auditing procedures applied in the audit of the consolidated financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the consolidated financial statements or to the consolidated financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America. In our opinion, the information is fairly stated, in all material respects, in relation to the consolidated financial statements as a whole.
Other Reporting Required by Government Auditing Standards
In accordance with Government Auditing Standards, we have also issued our report dated November 23, 2021, on our consideration of Harbor’s internal control over financial reporting and on our tests of its compliance with certain provisions of laws, regulations, contracts and grant agreements and other matters. The purpose of that report is solely to describe the scope of our testing of internal control over financial reporting and compliance and the results of that testing, and not to provide an opinion on the effectiveness of Harbor’s internal control over financial reporting or on compliance. That report is an integral part of an audit performed in accordance with Government Auditing Standards in considering Harbor’s internal control over financial reporting and compliance.
Sylvania Ohio November 23, 2021
59
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60
HARBOR Consolidated Statements of Financial Position
June 30, 2021 and 2020
The accompanying notes are an integral part of the consolidated financial statements.
6 61
HARBOR Consolidated Statements of Financial Position (continued)
June 30, 2021 and 2020
The accompanying notes are an integral part of the consolidated financial statements.
7 62
HARBOR Consolidated Statements of Activities
For the Years Ended June 30, 2021 and 2020
The accompanying notes are an integral part of the consolidated financial statements.
8 63
HARBOR Consolidated Statements of Activities (continued)
For the Years Ended June 30, 2021 and 2020
The accompanying notes are an integral part of the consolidated financial statements.
9 64
HARBOR Consolidated Statement of Functional Expenses
For the Year Ended June 30, 2021
The accompanying notes are an integral part of the consolidated financial statements.
10 65
HARBOR Consolidated Statement of Functional Expenses
For the Year Ended June 30, 2020
The accompanying notes are an integral part of the consolidated financial statements.
11
Behavioral Total Program ManagementHealth AOD Vocational Services and General Fund Raising Total
Personnel Expenses:Salaries and wages 18,964,300$ 2,725,618$ 2,020,482$ 23,710,400$ 3,421,979$ -$ 27,132,379$Employee benefits 4,100,353 700,296 524,042 5,324,691 709,981 - 6,034,672Contracted personnel 536,483 17,932 68,199 622,614 38,864 - 661,478Personnel related 197,803 42,916 17,823 258,542 122,525 - 381,067
Total personnel expenses 23,798,939 3,486,762 2,630,546 29,916,247 4,293,349 - 34,209,596
Facilities Expenses:Buildings and grounds 613,231 371,451 263,086 1,247,768 175,084 - 1,422,852Computers and communications 398,898 106,469 308,421 813,788 552,030 - 1,365,818Automobiles 130,596 20,434 87,761 238,791 21,046 - 259,837Equipment and furnishing 74,016 20,674 39,973 134,663 22,558 - 157,221
Total facilities expense 1,216,741 519,028 699,241 2,435,010 770,718 - 3,205,728
Specific assistance 2,648,686 146,204 1,493,977 4,288,867 335)( - 4,288,532Professional services 182,417 118,225 505,509 806,151 1,446,506 - 2,252,657Professional liability insurance 450,250 57,273 28,614 536,137 22,036 - 558,173Program supplies 135,179 96,687 260,691 492,557 286)( - 492,271Interest expense 72,283 71,665 - 143,948 106,726 - 250,674Travel in job activities 149,430 19,476 27,011 195,917 20,891 - 216,808Other 3,841 23,320 39,660 66,821 59,580 - 126,401Non-operating - - - - 91,257 - 91,257Office supplies 17,567 7,603 8,921 34,091 41,973 - 76,064Postage 24,192 3,642 1,275 29,109 13,384 - 42,493Printing 6,884 9,234 718 16,836 10,246 - 27,082Special events expense - - - - - 18,988 18,988Publications 2,683 418 - 3,101 1,864 - 4,965 Total expenses before depreciation and amortization 28,709,092 4,559,537 5,696,163 38,964,792 6,877,909 18,988 45,861,689
Depreciation and amortization of property and equipment 283,795 141,499 34,124 459,418 527,302 - 986,720
Total Expenses 28,992,887$ 4,701,036$ 5,730,287$ 39,424,210$ 7,405,211$ 18,988$ 46,848,409$
Supporting ServicesProgram Services
66
HARBOR Consolidated Statements of Cash Flows
For the Years Ended June 30, 2021 and 2020
The accompanying notes are an integral part of the consolidated financial statements.
12 67
HARBOR Consolidated Statements of Cash Flows (continued)
For the Years Ended June 30, 2021 and 2020
The accompanying notes are an integral part of the consolidated financial statements.
13 68
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
14
Nature and Scope of Business
Harbor, Behavioral Connections of Wood County, Inc., Lifestream, LLC, Lighthouse Telehealth, LLC, and Central Community Health Board of Hamilton County, Inc. (CCHB), are private nonprofit organizations (collectively, the “Organization”) that provide readily accessible, quality, comprehensive services to individuals, families, and organizations throughout the community. The Organization provides both behavioral and primary healthcare, prevention, and wellness services as well as vocational training services and day habilitation programming. These services are provided to residents of Toledo, Cincinnati, and surrounding communities. Lighthouse Telehealth, LLC, provides telehealth services.
Summary of Significant Accounting Policies
Principles of Consolidation
The accompanying consolidated financial statements include the accounts of Harbor, Behavioral Connections of Wood County, Inc., Lifestream, LLC, Central Community Health Board of Hamilton County, Inc., and Lighthouse Telehealth, LLC, which are consolidated in accordance with the provisions of FASB ASC 958-810, Consolidation. All intercompany balances and transactions have been eliminated.
The accompanying financial statements have been prepared on the accrual basis of accounting. The accrual basis provides for the recognition of revenues when earned and recognition of expenses when incurred.
Financial Statement Presentation
The accompanying consolidated financial statement presentation follows the recommendations of the Financial Accounting Standards Board (FASB) Accounting Standards Codification (ASC) Topic, Not for Profit Entities, Presentation of Financial Statements.
Cash and Cash Equivalents
Cash and cash equivalents include currency on hand, demand deposits with banks, and investment instruments with initial maturities of three months or less. The Organization maintains its cash and cash equivalents in bank deposit accounts which at times, may exceed federally insured limits. Such excess uninsured amounts, which aggregated approximately $4,440,900 and $8,252,700 at June 30, 2021 and 2020, respectively, are uncollateralized and in the event of bank failure may not be returned.
Deferred Revenue
Certain clients are billed in advance for participation in the Employee Assistance Program. Such billings are deferred and recognized as income as they are earned.
69
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
15
Summary of Significant Accounting Policies (continued)
Property and Equipment
Property and equipment are stated at cost. Depreciation of property and equipment is based upon the estimated useful lives, ranging from three to forty years, of the various assets and is computed using the straight-line method. The Organization capitalizes assets with a cost of over $2,000.
Impairment of Assets
The carrying value of long-lived assets is reviewed for impairment whenever events or changes in circumstances indicate the amount of the assets may not be recoverable. When an indication of impairment is present and the undiscounted cash flows estimated to be generated by the related assets are less than the assets’ carrying amount, an impairment loss will be recorded based on the difference between the carrying amount of the assets and their estimated fair value. There were no such impairment losses recorded for the years ended June 30, 2021 and 2020.
Investments
Investments are recorded at fair value. Interest and dividends are recorded when earned. Realized gains or losses are recorded as of the trade date of the transactions. Realized and unrealized gains and losses on investments are presented in the statement of activities.
Beneficial Interest in Perpetual Trusts
The Organization’s interest in the future income stream of two perpetual trust agreements is reported as assets based on a percentage, representing the Organization’s beneficial interest in the annual income distributions, of the fair value of the trusts’ assets.
Net Assets
The Organization reports information regarding its financial position and activities according to two classes of net assets that are based upon the existence or absence of restrictions on use that are placed by its donors: net assets without donor restrictions and net assets with donor restrictions.
Net assets without donor restrictions are resources available to support operations and not subject to donor restrictions.
70
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
16
Summary of Significant Accounting Policies (continued)
Net Assets (continued)
Net assets with donor restrictions are resources that are subject to donor, grantor or funder imposed restrictions. Some restrictions are temporary in nature, such as those that are restricted by a donor for use for a particular purpose or in a particular future period. Other restrictions may be perpetual in nature; such as those that are restricted by a donor that the resources be maintained in perpetuity. The Organization’s unspent contributions are reported in net assets with donor contributions if the donor limited their use, as are promised contributions that are not yet due. The Organization has adopted a policy to classify donor restricted contributions as net assets without donor restrictions if the restriction expires in the year the contribution is recognized.
Functional Allocation of Expenses
The costs of providing the various programs and other activities have been summarized on a functional basis in the statements of activities. The Statements of Functional Expenses present the natural classification of expenses by function. Accordingly, certain costs have been allocated between the programs and supporting services benefited. The expenses that are allocated primarily consist of occupancy and related expenses, which are allocated based on an estimate of the space occupied by each function, as well as personnel costs, which are allocated based on estimates of time and effort. Management considers its method of allocation to be equitable.
Revenue Recognition
Contribution Revenue
The Organization recognizes contributions when cash or other assets or an unconditional promise to give is received. Contributions of assets other than cash are recognized at their estimated fair value as of the date of the contribution. Conditional promises to give which contain measurable performance requirements or other barriers and the right of return are not recognized until the conditions on which they depend have been met.
The majority of the Organization’s contribution revenue is derived from cost-reimbursable federal, state and local grants and contracts, which are conditioned upon certain performance requirements and/or the incurrence of allowable qualifying expenses. Amounts received are recognized as revenue when the Organization has incurred expenditures in compliance with specific grant or contract provisions.
71
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
17
Summary of Significant Accounting Policies (continued)
Revenue Recognition (continued)
Exchange Transactions
Program service fees relate to contracts with patients in which the Organization’s performance obligations are to provide behavioral health care related services. The contractual relationships with clients, in most cases, also involve a third-party payer (Medicare, Medicaid, other governmental entities, managed care providers, and commercial insurance companies). The transaction prices for the services provided are dependent upon the terms provided by (Medicare and Medicaid, or other governmental entities) or negotiated with (managed care health plans and commercial insurance companies) the third party payers. Services are billed weekly. The Organization records estimated implicit price concessions (based primarily on historical collection experience) related to self-pay revenues at the estimated amount expected to be collected.
Capitation contract revenues represent agreements to provide services to covered members on an as needed basis for a fixed per member per month charge. Revenues from capitation contracts are recognized over time as the services are available to be utilized by the covered members.
Contractual services revenues primarily relate to customers in which the Organization’s performance obligations are to provide technology consulting and behavioral health services management. Revenues from these services are recognized over time as the customers receive the benefits of these services.
Revenues from fundraising events are recognized at the time the event is held.
A summary of the Organization’s exchange transaction revenues and method of recognition for the years ended June 30 are as follows:
72
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
18
Summary of Significant Accounting Policies (continued)
Revenue Recognition (continued)
Exchange Transactions (continued)
Accounts Receivable
The Organization considers receivables from grantors to be fully collectible, accordingly, no allowance for doubtful accounts is included in the financial statements. Patient Service Fee accounts receivable consists primarily of amounts due from Medicare, Medicaid, other governmental payers, managed care providers, commercial insurance companies, and patients. Primary collection risks relate to patient accounts for which the primary third-party payer has paid the amounts covered by the applicable agreement, but patient responsibility amounts (deductibles and copayments) remain outstanding. Implicit price concessions relate primarily to amounts due directly from patients. Estimated implicit price concessions are recorded for all uninsured accounts, regardless of the age of those accounts. Accounts are written off when all reasonable internal and external collection efforts have been performed.
Collective Bargaining Agreement
Certain employees of the Organization are covered under a collective bargaining agreement with Local No. 911, United Food and Commercial Workers Union, AFL-CIO, which is effective through December 31, 2021. Approximately 50% of the Organization’s employees are bound by the union agreement at June 30, 2021.
Patents
The cost of patents pending consists of costs associated with applying for a patent on an entry way security screening device. If a patent is awarded, the costs will be amortized using the straight line method over its estimated useful life. If a patent is denied, the costs will be expensed in the year denied. At June 30, 2021 no patents had been awarded.
73
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
19
Summary of Significant Accounting Policies (continued)
Income Tax Status
Harbor, Behavioral Connections of Wood County, Inc., Lifestream, LLC, Lighthouse Telehealth, LLC, and Central Community Health Board of Hamilton County, Inc. are exempt organizations under Section 501(c)(3) of the Internal Revenue Code. Exempt organizations are not taxed on their share of income from such a for-profit entity if the income is related to their tax exempt function. Organization Management believes that the activities of Lighthouse Telehealth, LLC are related to the Organization’s tax exempt function, and accordingly, no provision for income taxes has been recognized in the accompanying financial statements.
Management of the Organization is required to determine whether a tax position of the Organization, such as tax exemption designation, is more likely than not to be sustained upon examination by the applicable taxing authority. Management of the Organization is not aware of any tax positions for which it is reasonably possible that a significant change in a tax position will occur in the next twelve months. The Organization's federal tax returns for the prior three fiscal years remain subject to examination by the Internal Revenue Service.
The Organization’s policy is to classify interest and penalties recognized in connection with income tax matters in interest expense and management and general expense, respectively.
Use of Estimates
The preparation of consolidated financial statements in conformity with generally accepted accounting principles requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities, and disclosure of contingent assets and liabilities at the date of the financial statements, and the reported amounts of revenues and expenses during each reporting period. The most significant areas involving the use of management's estimates and assumptions are the determination of the allowance for doubtful accounts and contractual adjustments, depreciation of property and equipment, in-kind rent, Medicaid liability, refundable advances, accrued compensated absences, and the allocation of expenses to program services and management and general activities. Actual results could differ from those estimates.
Paycheck Protection Program Loan Accounting Policy
Management has elected to recognize forgivable debt received from a government entity as debt until debt extinguishment occurs when the Organization is legally released from being the obligor. Upon legal release as obligor, the Organization will recognize the forgiven amount as income in the consolidated statement of activities.
74
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
20
Summary of Significant Accounting Policies (continued)
Recent Accounting Pronouncements
In February 2016, the FASB issued ASU No. 2016-02, Leases (Topic 842), which amends existing accounting standards for lease accounting, including requiring lessees to recognize most leases on the balance sheet and making certain changes to lessor accounting. The new standard is effective for nonpublic entities for fiscal years beginning after December 15, 2021 and for interim periods therein, with early adoption permitted. This ASU requires a modified retrospective transition approach (with certain practical expedients available). The Organization is currently evaluating the impact the new standard may have on its financial statements.
Change in Accounting Principles
Effective July 1, 2020, the Organization adopted the provisions of the FASB issued Accounting Standards Update (ASU) 2018-13, Fair Value Measurements (Topic 820) Disclosure Framework – Changes to the Disclosure Requirements for Fair Value Measurement. FASB issued the amendments in this Update to improve the effectiveness of disclosures about fair value measurements in accordance with ASC 820, Fair Value Measurements. Among the key provisions, disclosures of transfers between Level 1 and Level 2 of the fair value hierarchy are no longer required and a Level 3 rollforward disclosure is no longer required for private companies. The adoption of this ASU was applied retrospectively. The adoption of this ASU did not have a material effect on the Organization’s financial statements.
Liquidity and Availability of Financial Assets
The Organization monitors its liquidity so that it is able to meet its operating needs and other commitments while maximizing the investment of its excess operating cash. The Organization has the following financial assets that could readily be made available within one year of the balance sheet to fund expenses without limitations:
As disclosed in the Investments note to the consolidated financial statements, the Organization also has available a $2,255,195 line of credit to draw upon as needed.
75
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
21
Program Service Fee Receivables
The Organization provides services without collateral to its clients, most of whom are local residents and are insured under the Medicaid program and third-party payer agreements. The mix of net receivables from these sources is as follows:
Approximately 70% and 62% of the Organization’s total program service fees were received directly or indirectly from the Medicaid program in 2021 and 2020, respectively.
Even though a large percentage of the Organization's total program service fees were received from the Medicaid program, management believes that the Organization is properly diversified within the Medicaid program.
Investments
The investments at June 30 are summarized as follows:
Income from investments, including cash and cash equivalents, for the years ended June 30, 2021 and 2020 consisted of the following:
76
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
22
Investments (continued)
The Organization has a line of credit with its investment broker up to the amount of the investment balance and cash equivalent money market account balance ($2,255,195 and $2,212,379 at June 30, 2021 and 2020, respectively). The line of credit has varying interest rates of 2.25% to 5.0% based on amount borrowed. The line of credit is collateralized by the investments of the Organization. There were no amounts due under the line of credit as of June 30, 2021 and 2020.
Fair Value Measurements
U.S. GAAP established a fair value hierarchy that prioritizes the inputs to measure the fair value of the assets or liabilities being measured. Fair value is defined as the exchange value that would be received on the measurement date to sell an asset or to value the amount paid to transfer a liability in the principal or most advantageous market available to the entity in an orderly transaction between market participants. The three levels of the fair value hierarchy are as follows:
Level 1 Inputs are unadjusted quoted market prices in active markets for identical assets or liabilities that the entity has the ability to access at the measurement date. Level 1 inputs provide the most reliable measure of fair value as of the measurement date.
Level 2 Inputs are based on significant observable inputs, including unadjusted quoted market prices for similar assets and liabilities in active markets, unadjusted quoted prices for identical or similar assets or liabilities in markets that are not active or inputs other than quoted prices that are observable for the asset or liability.
Level 3 Inputs are significant unobservable inputs for the asset or liability.
The level of the fair value hierarchy within which a fair value measurement in its entirety falls is based on the lowest level input that is significant to the fair value measurements in its entirety.
Following is a description of the valuation methodology used for assets measured at fair value. There have been no changes in the methodologies used at June 30, 2021 and 2020.
Mutual and Exchange Traded Funds: Valued at quoted market prices, which represent the net asset value of shares held by the Organization at year-end.
77
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
23
Fair Value Measurements (continued)
Government Securities: Valued using recently executed transactions of the issuer or comparable issuers, market price quotations (when observable), broker or dealer quotations, matrix pricing, or a discounted cash flow model that factors in, where applicable, interest rate yield curves, bond spreads or credit default swap spreads.
Corporate Bonds: Valued using recently executed transactions of the issuer or comparable issuers, market price quotations (when observable), broker or dealer quotations, matrix pricing, or a discounted cash flow model that factors in, where applicable, interest rate yield curves, bond spreads or credit default swap spreads.
Certificates of deposit: Valued at cost plus accrued interest, which approximates fair value.
Beneficial Interest in Perpetual Trusts: Valued at the Organization’s proportionate interest in the fair value of the perpetual trusts underlying pooled investments.
Deferred compensation: Valued at quoted market prices of the underlying related mutual funds held by the Organization at year-end.
The preceding methods described may produce a fair value calculation that may not be indicative of net realizable value or reflective of future fair values. Furthermore, although the Organization believes its valuation methods are appropriate and consistent with other market participants, the use of different methodologies or assumptions to determine the fair value of certain financial instruments could result in a different fair value measurement at the reporting date.
The following table sets forth by level, within the fair value hierarchy, the Organization’s assets and liabilities measured at fair value on a recurring basis as of June 30, 2021 and 2020:
78
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
24
Fair Value Measurements (continued)
During the years ended June 30, 2021 and 2020, the beneficial interest in perpetual trusts increased by $24,822 and decreased by $976, respectively, due to unrealized gains and losses in 2021 and 2020.
Beneficial Interest in Perpetual Trusts
The Organization was named one of the beneficiaries of the Rahda G. Laha Trust (Laha Trust), an irrevocable perpetual trust. A third party trustee, who manages the assets and distributes the income among the thirteen beneficiaries, holds all of the assets. Under the trust agreement, the Organization receives annual distributions of income earned by the assets, but never gains use of the trust corpus. Distributions from the Laha Trust amounted to $9,472 and $-0- in 2021 and 2020, respectively.
The Organization was named one of the beneficiaries of the Webster Sturdivant Trust (Sturdivant Trust), an irrevocable perpetual trust. A third party trustee, who manages the assets and distributes the income among the fourteen beneficiaries, holds all of the assets. Under the trust agreement, the Organization receives annual distributions of income earned by the assets, but never gains use of the trust corpus. Distributions from the Sturdivant Trust amounted to $958 and $1,886 in 2021 and 2020, respectively.
The Organization’s interest in the future income stream of the perpetual trusts have been recognized based on their beneficial interest in the market value of the trust’s assets. The Organization’s interest in the trusts at June 30, 2021 and 2020 is $157,278 and $132,456, respectively.
79
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
25
Property and Equipment
Property and equipment consist of the following at June 30:
Depreciation and amortization amounted to $876,101 and $986,720 in 2021 and 2020, respectively.
During fiscal year 2019, the Organization made the decision to sell certain buildings that they no longer needed. In 2021, the Organization sold one building for a sales price of $1,498,000 and recorded a gain of $6,823 after closing costs. In addition, two buildings were taken off the market and placed back in service during the year. One building remains held for sale and is recorded at the lower of net book value or estimated fair value less selling costs, totaling $238,442 and $3,181,812 for the years ending June 30, 2021 and 2020, respectively.
Notes Payable
Notes payable consist of the following at June 30:
80
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
26
Notes Payable (continued)
81
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
27
Notes Payable (continued)
82
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
28
Notes Payable (continued)
Partial funding for certain of the Organization’s buildings was provided by the Ohio Department of Mental Health through non-interest bearing loans that are forgivable over forty years, provided the Organization continues to use the building for mental health services. The Organization recognized revenue of $31,836 and $57,092 in 2021 and 2020, respectively, to record the forgiveness of the loans.
The Organization performed repairs on certain property with funds provided by the City of Bowling Green through non-interest bearing loans that are forgivable over a period of seven years, based on certain conditions. The Organization recognized revenue in the amount of $2,608 and $2,705 for the years ended June 30, 2021 and 2020, respectively, to record the forgiveness of the loans.
The aggregate maturities of notes payable as of June 30, 2021 are as follows:
The Organization’s first note payable above contains restrictive covenants among others, relating to maintaining a certain level of tangible net worth.
Letter of Credit
The Organization has a standby letter of credit in the amount of $32,000 supporting accounts payable to a state unemployment insurance agency which expires on December 31, 2021.
83
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
29
Ohio Behavioral Health Redesign
In connection with Ohio’s Behavioral Health Redesign program, effective July 1, 2018, services previously billed to the State of Ohio for behavioral health services under the Medicaid program are billed to managed care companies contracted by the State of Ohio to pay providers for services under the Medicaid program. In connection with this transition, the managed care companies advanced the Organization $5,104,926, which was recorded as refundable advances. During fiscal year 2020, repayment agreements were reached with each company. In July 2020, the Organization entered into a settlement with one such company for a one-time payment of $2,311,671, a discount of $407,942 from the original amount. The Organization has refundable advances at June 30, 2021 and 2020 totaling $1,391,328 and $5,038,846, respectively. The unpaid balance at June 30, 2021 is payable as follows: $988,334 in 2022 and $402,994 in 2023.
Related Party Transactions
Harbor, through Behavioral Connections of Wood County, Inc., serves as a “sponsorship organization” for three HUD supported housing projects. During fiscal years 2021 and 2020, Harbor charged $26,620 and $26,479, respectively, in management fees and $29,820 and $26,689, respectively, for expense reimbursement from these projects. At June 30, 2021 and 2020, amounts outstanding from the HUD projects totaled $10,362 and $24,352, respectively, and is included in grants and other receivables in the accompanying consolidated statements of financial position.
On January 30, 2019 the Organization awarded a ten percent equity interest in Lighthouse Telehealth, LLC to an Organization executive as compensation for past and future services. On January 9, 2020 the Organization awarded a five percent equity interest in Lighthouse Telehealth, LLC to two Organization executives as compensation for past and future services. During fiscal year 2021, all equity interests previously awarded were transferred back to Lighthouse Telehealth, LLC and Harbor became the sole owner.
Leases and Commitments
Capital Leases
The Company leases certain equipment under a capital lease agreement which equipment has a total carrying value of $171,393 and $197,550, net of amortization of $39,766 and $13,609, at June 30, 2021 and 2020, respectively. Amortization of the asset held under a capital lease is included in depreciation expense.
84
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
30
Leases and Commitments (continued)
Capital Leases (continued)
The following is a schedule by years of the future minimum lease payments required under the capitalized lease together with the present value of the net minimum lease payments as of June 30, 2021:
Operating Leases
The Organization leases office space, and certain equipment under non-cancelable operating leases expiring on various dates through fiscal year 2027.
The following is a schedule of future minimum rental payments required under operating leases that have initial or remaining non-cancelable lease terms in excess of one year as of June 30, 2021:
Total rent expense was approximately $579,600 and $600,300 for the years ended June 30, 2021 and 2020, respectively.
Unemployment Compensation
The Organization is self-insured for unemployment insurance benefits. Harbor pays benefits as the obligation is incurred.
85
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
31
Employee Benefit Plans
Defined Contribution Plans
Effective January 1, 2008, Harbor adopted a 403(b) plan for the benefit of eligible employees. Eligible employees may defer a portion of their salary to the 403(b) plan. Harbor makes a safe harbor matching contribution equal to 100% of the participant’s elective deferrals that do not exceed 6% of compensation. Total contributions to the plan were $645,925 and $743,846 for the years ended June 30, 2021 and 2020, respectively, and is included in employee fringe benefits in the accompanying consolidated statements of functional expenses.
Central Community Health Board of Hamilton County, Inc. has a 401(k) defined contribution plan covering employees who have met certain service requirements. The plan provides for employee salary deferrals. The Organization may make annual discretionary contributions. The Organization made annual contributions to the plan equal to 4% of each eligible employee’s base salary for each of the years ending June 30, 2021 and 2020. Expense under the plan was $79,780 and $100,138 for the years ended June 30, 2021 and 2020, respectively.
Lighthouse Telehealth, LLC has a 401(k) defined contribution plan covering employees who have met certain service requirements. The plan provides for employee salary deferrals. The Organization may make discretionary annual matching contributions to the plan of up to 100% of employee’s contributions which do not exceed 6% of eligible compensation. Expense under the plan was $65,515 and $71,033 for the years ended June 30, 2021 and 2020, respectively.
Defined Benefit Plan
Prior to January 1, 2004, the Organization's employees participated in the Employee Benefits Plan of United Way of Greater Toledo and Affiliated Agencies (the Plan), a defined benefit pension plan sponsored by the United Way of Greater Toledo. Effective January 1, 2004, the United Way of Greater Toledo amended the Plan to freeze participant benefit accruals as of December 31, 2003.
The defined benefit retirement plan is an Eligible Charity Plan (ECP) and is not subject to the minimum funding standards contained in the Pension Protection Act of 2006 (PPA) until the earlier of (a) the first plan year beginning after January 1, 2017, or (b) the first plan year for which the Plan ceases to be an ECP. At June 30, 2021 and 2020, the value of the defined benefit plan’s assets was less than the defined benefit plan’s liabilities. The liability represents the present value of the accumulated plan benefits computed using certain interest rate assumptions that are prescribed by the PPA. The funding is determined by the actuary and is allocated based on employee liability among United Way and the participating agencies. In addition, the Organization may be required to provide additional funding to the extent that other participating affiliates do not meet their obligations related to these contributions. Contributions were required to be made to the Plan for 2021 and 2020 in amounts necessary to meet or exceed the minimum funding requirement. Based on these provisions, the Organization was required to make a pension contribution of $312,907 and $327,405 for 2021 and 2020, respectively. Contributions payable were $156,453 and $158,953 as of June 30, 2021 and 2020, respectively.
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HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
32
Employee Benefit Plans (continued)
Deferred Compensation Plan
The Organization has an Internal Revenue Code §457(b) nonqualified executive deferred compensation plan for eligible executives and key employees as designated and approved by the Board. The employee determines annual salary deferrals. The liability associated with this plan has been recorded at an amount equal to the fair value of the assets designated to pay the benefits under the plan. The fair value of the investments designated to pay the benefits was $286,960 and $204,942 as of June 30, 2021 and 2020, respectively, and are included in investments in the accompanying consolidated statements of financial position. Such assets are subject to the claims of the general creditors of the Organization.
Deposit – Captive Insurance Company
The Organization has invested $58,075 in captive insurance companies which entitles the Organization to purchase liability insurance at competitive rates. The deposit is included in other assets in the accompanying statements of financial position.
Changes in Net Assets
The following summarizes the net assets of the Organization and the net assets of the non-controlling interest in the consolidated affiliate for the years ended June 30:
The non-controlling interest in Lighthouse Telehealth, LLC at June 30, 2020 represents the portion not attributable directly or indirectly to Harbor, Behavioral Connections of Wood County, Inc., Lifestream, LLC, and Central Community Health Board of Hamilton County, Inc.
87
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
33
Net Assets with Donor Restrictions
Net assets with donor restrictions are restricted for the following purposes as of June 30:
Contingencies, Risks and Uncertainties
Medicaid Audit
The Organization underwent an audit of its Medicaid services from January 1, 2013 through December 31, 2015. Per the audit report issued by the Ohio Auditor of State and accepted by the Ohio Department of Medicaid, an adjudication order in the amount of $806,336 has been issued against Harbor. While the ultimate outcome has not been determined, the Organization has accrued an estimated loss of $1,002,348 and $884,874 including interest of $196,012 and $78,538, which is included in Medicaid liability in the accompanying consolidated statement of financial position at June 30, 2021 and 2020, respectively.
Grants and Contracts
The Organization receives financial assistance from various governmental agencies in the form of grants and contracts. The disbursement of funds received under these programs generally requires compliance with terms and conditions specified in the grant agreements and contracts, and are subject to audit by the grantor and contracting agencies. The Organization also bills Medicaid for patient services. Amounts billed under the Medicaid program are subject to administrative compliance requirements and are subject to audit and adjustment. Any disallowed claims resulting from such audits could become a liability of the Organization. However, in the opinion of management, any such disallowed claims will not have a material adverse effect on the overall financial position of the Organization at June 30, 2021.
Litigation
In the normal course of operations, the Organization may be subject to litigation and claims. At June 30, 2021 the Organization was involved in one such a matter. While the outcome of the above matter cannot presently be determined, management believes that its ultimate resolution will not have a material adverse effect on the accompanying financial statements.
Other
In March 2020, the World Health Organization declared the global novel coronavirus disease (COVID-19) outbreak a pandemic. As a result of the spread of COVID-19, economic uncertainties have arisen that are likely to negatively impact the results of operations. However, the Organization cannot reasonably estimate at this time the specific extent, duration or full impact that the COVID-19 pandemic will have on its financial condition and operations.
88
HARBOR Notes to Consolidated Financial Statements
June 30, 2021 and 2020
34
Subsequent Events
Management has evaluated events and transactions from June 30, 2021 through November 23, 2021 for possible recognition or disclosure in these financial statements. This date is the date these financial statements were available to be issued. Management concluded there were no subsequent events that required recognition or disclosure.
89
SUPPLEMENTARY INFORMATION
90
HARBOR Schedule of Expenditures of Federal Awards
For the Year Ended June 30, 2021
The accompanying notes are an integral part of this schedule.
36 91
HARBOR Schedule of Expenditures of Federal Awards (continued)
For the Year Ended June 30, 2021
The accompanying notes are an integral part of this schedule.
37 92
HARBOR Notes to the Schedule of Expenditures of Federal Awards
For the Year Ended June 30, 2021
38
NOTE A - SIGNIFICANT ACCOUNTING POLICIES
The accompanying Schedule of Expenditures of Federal Awards (the Schedule) reports Harbor’s (a nonprofit organization) federal award programs’ disbursements. The information in this Schedule is presented in accordance with the requirements of Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance). The schedule has been prepared on the accrual basis of accounting. Such expenditures are recognized following the cost principles contained in the Uniform Guidance, wherein certain types of expenditures are not allowable or are limited as to reimbursement. The Organization has not elected to use the 10-percent de minimis indirect cost rate as allowed under the Uniform Guidance. Pass Through Entity identifying numbers are presented where available.
93
To the Board of Directors of Harbor Toledo, Ohio
Independent Auditor’s Report on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial
Statements Performed in Accordance with Government Auditing Standards
We have audited, in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States, the consolidated financial statements of Harbor (a nonprofit organization), which comprise the consolidated statement of financial position as of June 30, 2021, and the related consolidated statements of activities, functional expenses, and cash flows for the year then ended, and the related notes to the consolidated financial statements, and have issued our report thereon dated November 23, 2021.
Internal Control over Financial Reporting
In planning and performing our audit of the consolidated financial statements, we considered Harbor’s internal control over financial reporting (internal control) as a basis for designing audit procedures that are appropriate in the circumstances for the purpose of expressing our opinion on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of Harbor’s internal control. Accordingly, we do not express an opinion on the effectiveness of Harbor’s internal control.
A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the entity’s financial statements will not be prevented, or detected and corrected, on a timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance.
Our consideration of internal control was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control that might be material weaknesses or significant deficiencies. Given these limitations, during our audit we did not identify any deficiencies in internal control that we consider to be material weaknesses. However, material weaknesses may exist that have not been identified.
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To the Board of Directors of Harbor Page 2
Compliance and Other Matters
As part of obtaining reasonable assurance about whether Harbor’s consolidated financial statements are free from material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the financial statements. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards.
Purpose of this Report
The purpose of this report is solely to describe the scope of our testing of internal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness of Harbor’s internal control or on compliance. This report is an integral part of an audit performed in accordance with Government Auditing Standards in considering Harbor’s internal control and compliance. Accordingly, this communication is not suitable for any other purpose.
Sylvania, Ohio November 23, 2021
95
To the Board of Directors of Harbor Toledo, Ohio
Independent Auditor’s Report on Compliance for Each Major Program and on Internal Control Over Compliance Required by the Uniform Guidance
Report on Compliance for Each Major Federal Program
We have audited Harbor’s compliance with the types of compliance requirements described in the OMB Compliance Supplement that could have a direct and material effect on each of Harbor’s major federal programs for the year ended June 30, 2021. Harbor’s major federal programs are identified in the summary of auditor’s results section of the accompanying schedule of findings and questioned costs.
Management’s Responsibility
Management is responsible for compliance with federal statutes, regulations, and the terms and conditions of its federal awards applicable to its federal programs.
Auditor’s Responsibility
Our responsibility is to express an opinion on compliance for each of Harbor’s major federal programs based on our audit of the types of compliance requirements referred to above. We conducted our audit of compliance in accordance with auditing standards generally accepted in the United States of America; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; and the audit requirements of Title 2 U.S Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance). Those standards and the Uniform Guidance require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on a major federal program occurred. An audit includes examining, on a test basis, evidence about Harbor’s compliance with those requirements and performing such other procedures as we considered necessary in the circumstances.
We believe that our audit provides a reasonable basis for our opinion on compliance for each major federal program. However, our audit does not provide a legal determination of Harbor’s compliance.
Opinion on Each Major Federal Program
In our opinion, Harbor complied, in all material respects, with the types of compliance requirements referred to above that could have a direct and material effect on each of its major federal programs for the year ended June 30, 2021.
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To the Board of Directors of Harbor Page 2
Report on Internal Control Over Compliance
Management of Harbor is responsible for establishing and maintaining effective internal control over compliance with the types of compliance requirements referred to above. In planning and performing our audit of compliance, we considered Harbor’s internal control over compliance with the types of requirements that could have a direct and material effect on each major federal program to determine the auditing procedures that are appropriate in the circumstances for the purpose of expressing an opinion on compliance for each major federal program and to test and report on internal control over compliance in accordance with the Uniform Guidance, but not for the purpose of expressing an opinion on the effectiveness of internal control over compliance. Accordingly, we do not express an opinion on the effectiveness of Harbor’s internal control over compliance.
A deficiency in internal control over compliance exists when the design or operation of a control over compliance does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, noncompliance with a type of compliance requirement of a federal program on a timely basis. A material weakness in internal control over compliance is a deficiency, or combination of deficiencies, in internal control over compliance, such that there is a reasonable possibility that material noncompliance with a type of compliance requirement of a federal program will not be prevented, or detected and corrected, on a timely basis. A significant deficiency in internal control over compliance is a deficiency, or a combination of deficiencies, in internal control over compliance with a type of compliance requirement of a federal program that is less severe than a material weakness in internal control over compliance, yet important enough to merit attention by those charged with governance.
Our consideration of internal control over compliance was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control over compliance that might be material weaknesses or significant deficiencies. We did not identify any deficiencies in internal control over compliance that we consider to be material weaknesses. However, material weaknesses may exist that have not been identified.
The purpose of this report on internal control over compliance is solely to describe the scope of our testing of internal control over compliance and the results of that testing based on the requirements of the Uniform Guidance. Accordingly, this report is not suitable for any other purpose.
Sylvania, Ohio November 23, 2021
97
HARBOR Schedule of Findings and Questioned Costs
For the Year Ended June 30, 2021
43
Section I – Summary of Auditor’s Results
Section II – Financial Statement Findings
No matters were reported.
Section III – Federal Award Findings and Questioned Costs
No matters were reported.
98
HARBOR Summary Schedule of Prior Audit Findings
For the Year Ended June 30, 2021
44
None
99
Harbor
Request for Proposals for Youth Services Under the Workforce Innovation and Opportunity
Act (WIOA)
RFP #KB02-21R
2.7 Declaration of Property Tax
Delinquency
100
101
Harbor
Request for Proposals for Youth Services Under the Workforce Innovation and Opportunity
Act (WIOA)
RFP #KB02-21R
2.8 Proposal Documents
102
PROPOSAL DOCUMENTS:
▪ Ownership – Corporation and 501 (c)(3)
▪ Annual Reports Harbor and CCHB
▪ Licensure, Certification, Accreditation
- OhioMHAS Certification
- CARF Accreditation
103
104
Donna joined Harbor in March 2016 as Vice President of Human Resources and Marketing. Prior to being named as President/CEO, she served as the Chief Operating Officer, overseeing overall Operations of Harbor. Donna is a long-time resident of the Toledo area and held executive leadership positions in Human Resources at Mercy/Catholic Health Partners Health System from 1997 through2013. She was the System Director of Total Rewards and Human Resources Operations for Central Florida Health Alliance, a three hospital system in Leesburg, Florida.
Donna received her Bachelor of Education degree in Adult Learning from theUniversity of Toledo, her Bachelor of Science in Business Administration and Master of Business Administration from Heidelberg College, Tiffin, Ohio.
Donna brings over 30 years of healthcare experience and has been recognized with an array of awards for her ability to produce results through innovative solutions and leadership style.
Donna’s knowledge and leadership continues to develop a first-in-class strong, stable, and progressive integrated behavioral health organization.
Donna Jablonski, MBAPresident/Chief Executive Officer
Leadership
Sandy Hall, MSW, LISW, LMSWPresident, Lighthouse Telehealth, LLC
Gwen Jones, MSW, LISW-SPresident, The Central CommunityHealth Board (CCHB) ofHamilton County, Inc.
AbdulmalekSadehh, MDRegional ChiefMedical Officer
JohnFortner, MBAVice President,Supportive Housing, Vocational andSupport Services
LatoshaGullatt, MAVice President, Diversity andInclusion andRisk Management
OliviaMorrin, RN, MSNVice President,Nursing andSUD Services
ValerieMoyer, Ph.DVice President,Behavioral HealthServices, Quality Improvement and Grant Development
105
Who We Are
At Harbor, we believe in Patient-Accountable Culture using TRUSTED behavior. We continue to build a culture of teamwork, ownership and accountability across the entire continuum of care.
T – Team Player
R – Responsive and Respectful
U – Understanding, listens and learns without judgement
S – Safe, easy to approach, invites my opinion
T – Talented, knowledgeable, skilled & technically proficient
E – Executes, gets things done, gets results
D – Dedicated, work ethic
106
MissionHarbor will improve the health and well-being of individuals and families by providing the highest quality compassionate care possible.
VisionHarbor will build and operate an integrated continuum of health services that will be recognized for clinical excellence, innovation, advocacy and expanded access for all patients.
Core ValuesExcellence • Respect • Resilience • Integrity • Compassion
Why We Are Here
107
Why Harbor
Harbor is continually reaching for the next step, innovating and improving services to meet the changing landscape of behavioral healthcare. Harbor capitalizes on its ability to prepare for the direction of future funding and service models. Harbor works to enhance consumer choice, empowerment and individual responsibility by utilizing a patient-accountable philosophy of care, optimizing integrative healthcare management solutions to improve
access, care coordination and treatment efficacy for positive health and wellness outcomes.
Harbor strives to improve the quality and effectiveness of care for individuals and families facing behavioral health and substance use disorders.
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Significant Milestones
Mission/Vision/Core Values and Patient Accountable
Culture established
Operating locations
increased from11 to 20;
Geographic footprint
expanded to include 9
Countiesin Ohio
Implemented ABA services to meet the
needs of children diagnosed with
Autism
Voted as a Top Workplace by employees for4 consecutive
years
One of three pilot providers in Northwest
Ohio for Health Home service;
Behavioral Health Care Coordination provider for
adults and youth
Implemented myStrength,
Patient Wellness App
Increased number of In-Network insurance
panels and secured value
based contracts focusing on
improved patient outcomes
Providing telehealth
services via contract with hospitals and
other behavioral health agencies
to improve access to care
ExpandedSubstance Use
Disorder Services to include
Medication Assisted
Treatment,Ambulatory Detox
and Inpatient Detox
OpenedThe Chrysalis,a residential treatment
program for pregnant and postpartum
women aimed to reduce infant mortality rates
Primary Careand Behavioral
Health Care Integration
ApprovedSpravato
Administrationsite
Harbor’s mission to improve the health and well-being of individuals and families by providingthe highest quality compassionate care possible has been our core objective since 1913. Harboris a leading mental health and substance use disorder treatment provider in Ohio.
Harbor’s story began in 1913 when Mrs. Luella Cummings wanted to give dependent, neglected andunderprivileged girls a proper home life and suitable educational and vocational training. She built theLuella Cummings Home and provided academic and domestic science training to the girls. In 1981, theLuella Cummings School merged with the Ralph E. Zucker Center, which had operated as a diagnosticfacility serving mentally handicapped children and adults. The newly formed Cummings-Zucker Centeroffered comprehensive counseling expertise, diagnostic and psychological testing for families, infant stimulation and early education. The merger created a comprehensive agency well-suited to serve thediverse mental health needs of families and children.
In 1995, Harbor was formed by the union of the Cummings-Zucker Center and the West Center, an agency with a focus on adults and families that offered day treatment, residential services, individual and group therapy, domestic violence treatment services, psychiatric and psychological services and employee assistance programs. This merger represented a commitment by both agencies to create a high-quality, comprehensive social service organization capable of meeting the challenges of rapid changes occurring in behavioral health care.
By 2008, Harbor offered integrated care, developmental and behavioral pediatrics, residential services, vocational services, an Employee Assistance Program as well as the individual, group and family counseling as its core. In 2014, Harbor merged with Behavioral Connections of Wood County, Inc., broadening the scope of services available to clients by adding addiction services and expanding the footprint of service to include a greater area in Northwest Ohio. Harbor also began offering telehealth services for patients.
In 2018, Harbor formed Lighthouse Telehealth, LLC as a subsidiary to meet a growing demand for telehealth services. Lighthouse established an integrated continuum of care, expanded the use of treatment technology and improved access to care in our community.
On January 1, 2019, a joinder agreement with The Central Community Health Board of Hamilton County(CCHB) was formed. CCHB is a behavioral health provider in the greater Cincinnati area that also offers a methodone clinic and a Crisis Stabilization Center. Together, the two agencies continue to grow and enhance the services each has to offer.
The Harbor Story
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We’re Growing
LighthouseLighthouse Employee Assistance Program (EAP), a subsidiary of Harbor, provides comprehensive services for employers to help their employees function at optimum levels of well-being and productivity. Services are provided by a network of master-level, licensed professional counselors, certified employee assistance professionals and substance use professionals. EAP is a no-cost benefit for employees of organizations/businesses that is designed to provide easy access to confidential and professional solution-focused counseling and coaching support. Services are provided via telephone, video, and in-person visits locally, regionally and across the U.S. EAP contracts represent over 100 companies including city and county offices, police and fire departments, union and non-union employers, DOT covered entities, financial institutions, schools, industrial, multi-state enterprises and small businesses.
The Central Community Health Board of Hamilton County, Inc.The Central Community Health Board of Hamilton County, Inc. (CCHB) has consistently responded to the changing needs of the community and developed prevention, education and treatment programs to meet the challenging needs of the unique populations served. Their original service focus included all inner city neighborhoods of Cincinnati whose residents were predominately African American, most of whom were generally underserved by traditional health care systems. CCHB has provided community leadership and comprehensive behavioral health programs that support a strong, well-functioning community and strive to improve the quality and effectiveness of care for individuals and families.
On January 1, 2019, a joinder agreement with The Central Community Health Board of Hamilton County(CCHB) was formed. CCHB is a behavioral health provider in the greater Cincinnati area that also offers a methodone clinic and a Crisis Stabilization Center. Together, the two agencies continue to grow and enhance the services each has to offer.
CCHB offers the following services:Alcohol and Drug Addiction Partnership For Treatment (ADAPT)In collaboration with community treatment providers, the program provides substance use treatment continuum for non-violent felony drug offenders as an alternative to incarceration. Outpatient Mental Health ServicesEvidence based treatment for individuals with a variety of mental health concerns including depression, anxiety, stress, trauma, grief, impulse, and anger management. Services includes comprehensive assessment, individual therapy, psychiatric evaluation and medication management. Treatment is available in person and via telehealth.Community Psychiatric Supportive TreatmentCommunity based treatment and coordination services for individuals diagnosed with a serious mental illness or serious emotional disturbance.Crisis Stabilization Center14 bed intensive residential treatment facility providing alternative level of care to inpatient psychiatric hospitalization and/or as a transition back to the community.
Methadone Clinic/Outpatient Substance Use ServicesTreatment includes assessment, individual therapy, group counseling, psychiatric services, and recovery planning for individuals with substance abuse problems.Prevention and Education ServicesIncludes individual, small group, and community-wide outreach efforts focused on education, prevention, and access to treatment for substance use, TB, HIV/AIDS, and other sexually transmitted infections.Residential Services ProgramCoordinate with Adult Foster Care homes to provide personal care services for residents that have been diagnosed with a mental illness or dual diagnosissuch as substance abuse or developmentaldisabilities.Vocational ServicesCareer assessment, job seeking and interview skills training, and job coaching for successfulemployment placement based on individualstrengths and interests.
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For more than 100 years, Harbor has responded to the behavioral health care needs of individuals and families, regardless of age or the severity of challenges. Harbor is a leading mental health provider in Ohio and provides a comprehensive continuum of care to best meet the needs of our patients.
Youth, adults and families receive help from the wide variety of programs we offer at our 20 locations.Our dedicated professionals focus on individual needs and are committed to the emotional, social, andoverall well-being of every patient.
Services we provide include:
What We Do
Mental Health Assessment and CounselingEvidence based treatment for adults, youth, and families struggling with mental health concerns including depression, anxiety, stress, trauma, grief, impulse and anger management. Services include comprehensive assessment and individualized treatment. Developmental and Behavioral ServicesA comprehensive approach to the diagnosis of children with developmental and behavioral concerns such as ADHD, Autism Spectrum Disorder, intellectual disability, chromosomal abnormalities, language disorders, fetal alcohol concerns, and developmental delays. Applied Behavior Analysis (ABA) Clinic for children diagnosed with Autism Spectrum Disorder, Providing 1:1 intervention. Primary CarePreventive screening, monitoring of health conditions, common illness, recognizing early onset of symptoms associated with chronic disease, and comprehensive coordination of care across all health providers.Telehealth ServicesMost services are also available via HIPAA secure video. Confidential telehealth services may be delivered while a patient is at home, one of our agency sites, or at another healthcare facility. Mental Health Day TreatmentIntensive, goal oriented group treatment services for Adults and Youth that offers structure and support to individuals at risk for hospitalization, recently discharged from the hospital or who have significant impairments with functions of daily living.Case Management / Community Psychiatric Supportive TreatmentAt home and in community services to help individuals develop skills needed to stay healthy and effectively cope with emotional or behavioral problems.Prevention ServicesSchool Based Programming, Early Childhood Mental Health and Consultation, Families and Communities Enhancing Stability, Heroin & Opiate Initiative and Senior Wellness Education.Vocational Rehabilitation and Career ServicesCareer assessment, job seeking and interview skills training, and job coaching for successful employment placement based on individual strengths and interests.
Substance Use Disorder TreatmentServices to help individuals with substance use problems reclaim their lives. • Ambulatory Detox – Walk-in outpatient medical detoxification program providing withdrawal management, comfort, support and education for drug and alcohol recovery. • Inpatient Detox – Medically managed inpatient detoxification unit for women dealing with mild to moderate withdrawal symptoms. • Medication Assisted Treatment – Overall addiction treatment program that includes counseling, sober support meetings and medication management appointments. • Intensive Outpatient Group Programming Structured individual and group treatment, 3 to 4 days per week focused on improving coping skills, peer support, and recovery. • Women’s Residential Substance Use Disorder Treatment – 24/7 residential treatment program designed to meet the challenges that women face in accessing services for alcohol and drug addictions. • The Chrysalis – Unique 24/7 residential addiction treatment program for women, including pregnant women and those who have delivered in the past year. Services address the importance of mother-child bonding and encourage engagement with children during treatment. Babies and young children can remain with mothers during residential care. • Assessment and Individual Counseling Treatment for adults and youth struggling with substance use issues.Psychiatric ServicesMedication Management and Psychiatric Evaluations by Psychiatrists and Certified Nurse Practitioners.Psychological ServicesTesting and Assessment by licensed Psychologists. Employee Assistance ProgramShort term, confidential solution-focused counseling and crisis services provided via contract with employers to help their employees achieve optimum levels of emotional, social and overall well-being.
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Community Impact
Harbor is a not-for-profit mental healthcare agency that has been in existencesince 1913.
Who We Serve
Harbor serves over 24,000 youth, adults,seniors and families annually. Last year,the agency provided therapy,psychology, case management andday treatment services to 16,450individuals, psychiatry services to 13,320individuals, primary care and integrated health servicesto 1,250 individuals, substance use disorder treatment servicesto 1,900 individuals, vocational services to 2,500 individuals, residential housing to 94 individuals and EAP services to more than 1,000 individuals with contracts covering over 65,000 lives. Harbor provides behavioral health services in 20 locations in Lucas, Wood, Defiance, Hamilton, Fulton, Henry, Paulding, Putnam and Williams Counties.
Employment
Harbor employs more than 500 employees with over300 clinical professionals including psychologists, socialworkers, counselors, therapists, case managers and over 40 prescribers. A tenured leadership team within Harbor carries over 200 years of experience in community mental healthcare and hospital administration.
Affiliations
Accredited by the Commission on Accreditation of Rehabilitation Facilities (CARF), Harbor is also certified by the Ohio Department of Mental Health & Addiction Services (OMHAS) and is a member of the Ohio Council of Behavioral Healthcare Providers, National Council of Behavioral Health and Mental Health Corporations of America (MHCA). Harbor is also a member of the Toledo Regional Chamber of Commerce, The Perrysburg Chamber of Commerce, The Sylvania Chamber of Commerce, and the Better Business Bureau. The Central Community Health Board of Hamilton County is a member of the Ohio Alliance of Recovery Providers (OARP.)
Support for services delivered comes from Alcohol Drug and Mental Health Services (ADAMHS) Boards inHamilton, Lucas and Wood counties and the United Way of Greater Toledo.
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As a leading mental health provider in Northwest Ohio, Harbor strives to offer the latest evidence-based services to our patients, improve care coordination, patient outcomes and patient satisfaction.
Harbor takes an active role in protecting America’s mental health by engaging with stakeholders and policymakers to initiate, advocate for and implement policies that positively affect the lives of children,youth and adults with mental health and substance use conditions. Harbor has cultivated solid relationships with National and State level legislators including the Ohio Governor, U.S. Congressmen and Senators,State Representatives, and Ohio House Representatives. Our support has helped win major victories such as the Affordable Care Act and the Mental Health and Addiction Parity and Equity Act.
Harbor provides a powerful voice for healthy communities throughout Ohio and the nation by advocating for policy solutions that seek to ensure that patients in need of urgent mental health and addiction care can obtain the help they need, when they need it.
Legislative Advocacy
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CCHB History
T he Central Community Health Board of Hamilton County, Inc. (CCHB), was established in 1970 to meet the growing need for mental health and substance abuse services in the community.
The Extra-Mural Care (EMC) Program was developed in a therapeutic residential setting (fosterhome) for chronically ill clients. In 1976, funds were provided for the development of Adolescent
Day Treatment, a transitional Halfway House, adult outpatient, aftercare, special services for elderly, Rape Prevention, Central Alcoholism Education and Consultation, central intake, and medical records.
1975
In February, the Clergy Task Force was created by Director of Consultation and Education, AltheaDay. A Clergy Liaison was also named and the “Coping Sunday” program at Zion Baptist Church was
formed. The Coping Sunday Service was dedicated to the promotion of mental illness awareness within the community. The primary focus was to bring together the consumers, their families, mental health professionals and the clergy to educate and break the stigma related to mental illness. As a result of this program, the relationship between the African-American clergy and CCHB was strengthened as both worked together to educate the community about mental illness and treatment resources available.
1977
Funding for the Methadone Treatment Program was granted. By 1972, the National Instituteof Mental Health (NIMH) was funding the inpatient, outpatient, emergency, partial hospitalization,
consultation and education programs and services for youth. A pharmacy licensed by the Ohio Board of Pharmacy, DEA and FDA was also opened within the facility. In the same year, CCHB partnered with Longview State Hospital and Rollman’s Psychiatric Institute to assist with case management services.
1971
1978 A Halfway House was purchased and renovated with a grant from the Ohio Department of MentalHealth and Retardation (ODMH/MR). Adult Outpatient Services began in 1980 and by 1981, the Rankin-
Piker Memorial Halfway House was established. The residential treatment center assisted Severely Mentally Disabled individuals transition from the state hospital back into the community.
1983 The Rankin-Piker Halfway House was converted to a 16-bed Crisis Stabilization Center, where it served as a prototype alternative to psychiatric hospitalization. Also in 1983, CCHB developed Ohio’s
first probate outpatient program with Hamilton County Probate Court. The Community Probate Program was eventually absorbed into the Managed Care office of Hamilton County Community Mental Health Board in 1989.
The Geriatric Program implemented the Level II Mental Illness Screening in Hamilton Countyas required by the Omnibus Budget Reconciliation Act (O.B.R.A. 1987).
1990
Sparked by the Men of Color Outreach Program funded by The Ohio Department of Mental Health,HIV/STD Bureau, CCHB began offering HIV prevention and service. The Early Prevention and
Intervention Project (EPIP) began in 1995 and continues to be a well-respected source of cutting edge prevention information and a change agent for HIV prevention activities in the community.
1993
The Alcohol and Drug Addiction Partnership for Treatment (ADAPT) was initiated. By 1995, ADAPTwas the primary treatment provider for individuals sentenced to drug court in Hamilton County.
1994
The ADAPT Program for Women started. In 1997 CCHB became one of the founding members ofRecovery Link, Inc. a network formed by six ADAS funded agencies in Hamilton County.
1996
2009 QOL Meds, a full in-house pharmacy, was opened within the agency.
A joinder agreement with Harbor was formed, uniting together CCHB, the regional diversityleader in behavioral health in the Cincinnati area with Harbor, the leading mental health and
substance use treatment provider in Northwest Ohio. Together, the two agencies continue to grow and enhance the services each has to offer.
2019
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Leadership
Gwen Jones is the President of The Central Community Health Board of Hamilton County. Gwen began her career as a Social Worker at Prince Georges General Hospital located in Landover, Maryland. Her experience was rewarding in many ways, but her desire was to serve the vast majority of the underprivileged.
Gwen worked for 12 years for the Federal Government, Food and Nutrition Services, US, Department of Agriculture, Alexander, Virginia. She held various positions assisting the agency combat hunger in administering the nation’s
domestic nutrition assistance programs such as Food Stamps, School Lunch, Women, Infants and Children (WIC). As a civil servant she held various positions including Food Program Specialist, Program Assessment and Policy Development, Equal Opportunity Specialist and Chief, Civil Rights Branch. Ms. Jones was assigned to the Midwest region and responsibilities included on site State agency compliance surveys. Gwen joined Harbor, (then known as West Center) in 1988 as a clinical therapist and continued at Harbor for 30 years serving as a Site Manager, Clinical Director and Senior VP of Quality Improvement, Compliance and Human Resources. She also served onHarbor’s Board of Directors.
Ms. Jones received her Bachelors degree in Social Work from North Carolina Agricultural andTechnical State University, Greensboro, North Carolina and received her Masters degree inSocial Work from the University of Wisconsin, Madison.
Gwendolyn Jones, MSW, LISW-SPresident of CCHB
Donna joined Harbor in March 2016 as Vice President of Human Resources and Marketing. Prior to being named as President/CEO, she served as the Chief Operating Officer, overseeing overall Operations of Harbor. Donna is a long-time resident of the Toledo area and held executive leadership positions in Human Resources at Mercy/Catholic Health Partners Health System from 1997 through 2013. She was the System Director of Total Rewards and Human Resources Operations for Central Florida Health Alliance, a three hospital system in Leesburg, Florida.
Donna received her Bachelor of Education degree in Adult Learning from the University of Toledo, her Bachelor of Science in Business Administration and Master of Business Administration from Heidelberg College, Tiffin, Ohio.
Donna brings over 30 years of healthcare experience and has been recognized with an array of awards for her ability to produce results through innovative solutions and leadership style.
Donna’s knowledge and leadership continues to develop a first-in-class strong, stable, and progressive integrated behavioral health organization.
Donna Jablonski, MBAPresident/Chief Executive Officer
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Who We Are
At CCBH, we believe in Patient-Accountable Culture using TRUSTED behavior. We continue to build a culture of teamwork, ownership and accountability across the entire continuum of care.
T – Team Player
R – Responsive and Respectful
U – Understanding, listens and learns without judgment
S – Safe, easy to approach, invites my opinion
T – Talented, knowledgeable, skilled & technically proficient
E – Executes, gets things done, gets results
D – Dedicated, work ethic
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VisionCCHB will build and operate an integrated continuum of community health services that will be recognized for clinical excellence, innovation, advocacy and expanded access for all patients.
Core ValuesEXCELLENCE: We step outside the comfort zone, train with a spirit of endeavor and accept the inevitability of trial and tribulations. Progress is built, in effect, upon the foundations of necessary failure.
RESPECT: We build respect in the workplace and provide respect to others. Speak professionally at all times and learn to control anger at work. Be confident in our work and stand up for ourselves if needed. Admitting when we are wrong or if we don’t know how to do something properly. We gain respect by building up others in the workplace when they do a good job.
RESILIENCE: Being adaptable and bouncing back when things don’t go as planned. We don’t allow or dwell on failures; we acknowledge the situation, learn from mistakes, and then move forward. We strive to create a safe environment that promotes resiliency for staff and those we serve that have experienced trauma.
INTEGRITY: We act in an honest way and do the job right and not take short cuts or cheat to get to the end result.
COMPASSION: We dedicate to make people better by encouraging excellence in peers, direct reports and/or managers. We should all be positive influences with an active desire to alleviate another’s suffering. We strive to create a compassionate environment that promotes healing for our patients.
Why We Are Here
MissionCCHB will improve the health and well-being of individuals and families by providing the highest quality compassionate care possible.
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A collaborative service with the Cincinnati Drug and Poison Information Center. The focus of EPIP is training and education to chemical dependency treatment staff and identified patient groups to aid in preventing the transmission of HIV/AIDS and other sexually transmitted diseases (STD’s) and tuberculosis (TB). EPIP services include outreach, information dissemination, risk management, prevention, education, intervention support groups, client services, staff training, advocacy, and system development.
EPIP532 Maxwell AvenueCincinnati, OH 45219
HIV EARLY PREVENTION AND INTERVENTION PROJECT (EPIP)
A 14-bed medically monitored residential facility providing an intermediate level of care for clients who do not require the intensive medical treatment of inpatient care or as a transition from acute or long term inpatient care back into the community. The average length of stay is 20-25 days.
Crisis Stabilization Center3007 Vernon PlaceCincinnati, OH 45219
CRISIS STABILIZATION CENTER
Community based services for individuals eighteen and older who are living with severe and persistent mental illness. Case management / CPST services focus on the individual’s ability to succeed in the community, identify and access needed services and help improve school, work, community and family relationships. All services are person-centered and are based on the individual’s strengths, needs, abilities and preferences.
An Injection Clinic also operates two days a week and provides medication education, health assessments and metabolic screenings.
Community Psychiatric Supportive Treatment and Injection Clinic522-526 Maxwell Ave.Cincinnati, Ohio 45219
COMMUNITY PSYCHIATRIC SUPPORTIVE TREATMENT
High-quality, evidence-based treatment that assists individuals diagnosed with a psychological disorder work toward recovery. Psychological issues include depression, anxiety, trauma, family and relationship issues, substance use disorder treatment, grief, impulse and anger management. Treatment includes individual and group psychotherapy for adults age eighteen and older.
Adult Outpatient Services530 Maxwell AvenueCincinnati, OH 45219
ADULT OUTPATIENT SERVICES
The Hamilton County Drug Court ADAPT (Alcohol & Drug Addiction Partnership for Treatment) Program is a partnership between the Hamilton County Drug Court, the Central Community Health Board of Hamilton County, Inc. (CCHB), Talbert House, and other community treatment providers. As the primary treatment providers for the Drug Court of Hamilton County, the ADAPT for Men/Women (Talbert House) and ADAPT Outpatient (CCHB) programs provide a substance use treatment continuum for non-violent felony drug offenders as an alternative to incarceration. The services provided by the ADAPT Outpatient program help clients to address their needs by developing and enhancing their personal strengths, resiliency, and community and natural supports to maintain long-term recovery and lead healthy lifestyles. Treatment services include both intensive and non-intensive outpatient levels of care.
ADAPT Outpatient3009 Burnet AvenueCincinnati, OH 45219
ALCOHOL & DRUG ADDICTION PARTNERSHIP FOR TREATMENT (A.D.A.P.T.)
What We Do
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Employment services designed to improve the quality of life for individuals by helping themfind community employment consistent with their skills and interests. CCHB’s employmentservices support individuals with choosing, obtaining and keeping a job they enjoy.
VOCATIONAL SERVICES
Approximately 100 licensed adult family care and group care facilities in Hamilton County contracted and/or affiliated with CCHB. Each facility provides personal care services to residents that have been diagnosed with a mental illness or dual diagnosis such as substance abuse (SA/MI) or developmental disabilities.
The Home Administrator’s Extended Living Program (H.E.L.P) is a specialized program offered by Residential Services that is designed to meet specific needs of residents transitioning into independent living.
RESIDENTIAL SERVICES PROGRAM
Instruction, consultation and training to increase the psychological competence of the general population relating to substance use and HIV/AIDS. Trainings are also provided for human service professionals and at-risk groups.
PREVENTION AND EDUCATION SERVICES
A group oriented program that provides structured activities for clients with chronic mental illness.The program is designed to improve or establish community integration and to facilitate patient’sability to reside independently.
Partial Hospitalization3007 Vernon PlaceCincinnati, OH 45219
PARTIAL HOSPITALIZATION
A comprehensive bio-psycho-social approach to treat Opioid Use Disorder which includes individualized assessment and treatment planning. The Methadone Treatment Service programuses evidence-based practices with a holistic approach.
The M.O.M. (Mothers of Methadone) project specializes in treating young women who areaddicted to opiates and are also pregnant.
Individuals who require treatment for drugs of abuse other than opioids will be offered individualand group counseling.
METHADONE AND OTHER DRUGS OF ABUSE
What We Do
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Why CCHB
The Central Community Health Board of Hamilton County, Inc. has consistently responded to the changing needs of the community and developed prevention, education and treatment programs to meet the challenging needs of the unique populations served. Their original service focus included all inner city neighborhoods of Cincinnati whose residents were predominately African American, most of whom were generally underserved by traditional health care systems. CCHB has provided community leadership and comprehensive behavioral health programs that support a strong, well-functioning community and strive to improve the quality and effectiveness of care for individuals and families.
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Policy #114
Page 1
- ODMHAS CERTIFICATION - PURPOSE: To ensure certification as a community behavioral provider by the Ohio
Department of Mental Health and Addiction Services. POLICY: Harbor shall comply with the Ohio Department of Mental Health and
Addiction Services (ODMHAS) Certification Standards. Representatives from ODMHAS will be provided access to Harbor facilities and records for monitoring compliance/health care operations as applicable.
ACCOUNTABILITY: All Workforce Members PROCEDURE:
1. Harbor will comply with the specifications/ regulations developed by the ODMHAS to obtain/maintain State Certification.
2. The Vice President, Behavioral Health Services, Quality Improvement,
& Grant Development and/or his or her designee will serve as the liaison between Harbor and ODMHAS regarding certification issues.
DOCUMENTATION: ODMHAS Certification Standards ms: 12/99, retyped 10/04, 9/08. bs: 02/13. as: 09/2015, 12/18, 6/20
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Behavioral Health Certification
CERTIFICATE OF SERVICES
for
Harbor
Certification Number: 01-0240
Issued: July 25, 2020 Expires: July 24, 2023
In accordance with Section 5119.36 of the Ohio Revised Code, this agency meets
minimum standards and is hereby certified to provide behavioral health services
and activities at the location(s) specified:
General Services
Mental Health Day Treatment Service
Crisis Intervention Service
Employment Service
SUD Case Management Service
Community Psychiatric Supportive Treatment (CPST)
Therapeutic Behavioral Services and Psychosocial Rehabilitation
Prevention Service
Supplemental Behavioral Health Service: Housing Assistance Program
Supplemental Behavioral Health Service: Representative Payeeship
Supplemental Behavioral Health Service: The Connection Center
Director, Ohio Department of Mental Health and Addiction Services
Mike DeWine, Governor Lori Criss, Director
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Certification Number 01-0240
Agency Site Location(s)
123 22nd Street
Toledo, OH 43624
6825 North US State Route 66
Defiance, OH 43512
6629 West Central Avenue
Toledo, OH 43617
532 Maxwell Avenue
Cincinnati, OH 45219
4334 Secor Road
Toledo, OH 43623
1010 North Prospect
Bowling Green, OH 43202
1033 Devlac Grove
Bowling Green, OH 43402
309 South Main Street
Bowling Green, OH 43402
800 Commerce Drive
Perrysburg, OH 43551
3909 Woodley Road
Toledo, OH 43606
7140 Port Sylvania Drive
Toledo, OH 43617
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Policy # 115
- CARF ACCREDITATION - PURPOSE:
To ensure accreditation of all applicable programs by the Commission on Accreditation of Rehabilitation Facilities (CARF).
POLICY:
Harbor will obtain and maintain appropriate accreditation from CARF for its Community Employment, Behavioral Health Services and Opioid Treatment Programs.
ACCOUNTABILITY:
Chief Executive Officer, Vice President, Behavioral Health Services, Quality Improvement, & Grant Development,, All Harbor Workforce
PROCEDURE:
1. Harbor will comply with the standards established by CARF relevant to Harbor’s operations.
2. The Vice President, Behavioral Health Services, Quality Improvement,
& Grant Development, , Program Directors in Vocational Rehabilitation Services and Opioid Treatment Programs, and the Quality Improvement Team will serve as Harbor’s liaison with CARF regarding accreditation.
DOCUMENTATION:
CARF Standards CARF Survey Findings/Report CARF Quality Improvement Plan
ms: 4/04, 12/08 bs: 12/12. bs: 12/12, as: 10/2015, 12/18, 1/2020, 6/2020
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CARF International Headquarters
6951 E. Southpoint Road
Tucson, AZ 85756-9407, USA
www.carf.org
April 23, 2019
Steve Benjamin, LISW-SHarbor6629 West Central AvenueToledo, OH 43617
Dear Mr. Benjamin:
It is my pleasure to inform you that Harbor has been issued CARF accreditation based on its recent survey. The Three-Year Accreditation applies to the following program(s)/service(s):
Case Management/Services Coordination: Alcohol and Other Drugs/Addictions (Adults) Case Management/Services Coordination: Alcohol and Other Drugs/Addictions (Children and Adolescents) Case Management/Services Coordination: Mental Health (Adults) Case Management/Services Coordination: Mental Health (Children and Adolescents) Community Housing: Mental Health (Adults) Community Integration: Mental Health (Adults) Crisis Intervention: Alcohol and Other Drugs/Addictions (Adults) Crisis Intervention: Mental Health (Adults) Crisis Intervention: Mental Health (Children and Adolescents) Day Treatment: Mental Health (Adults) Day Treatment: Mental Health (Children and Adolescents) Detoxification/Withdrawal Management: Alcohol and Other Drugs/Addictions (Adults) Diversion/Intervention: Alcohol and Other Drugs/Addictions (Adults) Diversion/Intervention: Alcohol and Other Drugs/Addictions (Children and Adolescents) Intensive Outpatient Treatment: Alcohol and Other Drugs/Addictions (Adults) Outpatient Treatment: Alcohol and Other Drugs/Addictions (Adults) Outpatient Treatment: Alcohol and Other Drugs/Addictions (Children and Adolescents) Outpatient Treatment: Mental Health (Adults) Outpatient Treatment: Mental Health (Children and Adolescents) Prevention: Alcohol and Other Drugs/Addictions (Adults) Prevention: Alcohol and Other Drugs/Addictions (Children and Adolescents) Residential Treatment: Alcohol and Other Drugs/Addictions (Adults) Community Employment Services: Employment SupportsCommunity Employment Services: Job Development
This accreditation will extend through May 31, 2022. This achievement is an indication of your organization’s dedication and commitment to improving the quality of the lives of the persons served. Services, personnel, and documentation clearly indicate an established pattern of conformance to standards.
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April 23, 2019Mr. Benjamin 2
The accreditation report is intended to support a continuation of the quality improvement of your organization’s program(s)/service(s). It contains comments on your organization’s strengths as well as any consultation and recommendations. A Quality Improvement Plan (QIP) demonstrating your organization’s efforts to implement the survey recommendation(s) must be submitted within the next 90 days to retain accreditation. The QIP form is posted on Customer Connect (customerconnect.carf.org), CARF’s secure, dedicated website for accredited organizations and organizations seeking accreditation. Please log on to Customer Connect and follow the guidelines contained in the QIP form.
Your organization should take pride in achieving this high level of accreditation. CARF will recognize this accomplishment in its listing of organizations with accreditation and encourages your organization to make its accreditation known throughout the community. Communication of the accreditation to your referral and funding sources, the media, and local and federal government officials can promote and distinguish your organization. Enclosed are some materials that will help you publicize this achievement.
Your organization’s complimentary accreditation certificate will be sent separately. You may use the enclosed form to order additional certificates.
If you have any questions regarding your organization’s accreditation or the QIP, you are encouraged to seek support from Bonnie Rock by email at [email protected] or telephone at (888) 281-6531, extension 7079.
CARF encourages your organization to continue fully and productively using the CARF standards as part of its ongoing commitment to accreditation. CARF commends your organization’s commitment and consistent efforts to improve the quality of its program(s)/service(s) and looks forward to working with your organization in its ongoing pursuit of excellence.
Sincerely,
Brian J. Boon, Ph.D.President/CEO
Enclosures
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Harbor
Request for Proposals for Youth Services Under the Workforce Innovation and Opportunity
Act (WIOA)
RFP #KB02-21R
2.8 Proposal Documents
(System & Fiscal Administration Components)
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System and Fiscal Administration Components
1. Contact Information: Harbor
3909 Woodley Road
Toledo, Ohio 43606
(419) 475-4449
Contact: Dave Timmerman
(cell) 419-346-4724 (office) 419-720-6124
2. Agency History:
Harbor was established in 1914 and has been providing mental health and substance abuse
treatment services to individuals living in Northwest Ohio for over 100 years. Harbor currently
serves over 24,000 individuals per year and has 520 employees.
Our Mission: Harbor will improve the health and well-being of individuals and families by
providing the highest quality compassionate care possible.
Our Vision: Harbor will build and operate an integrated continuum of community health
services that are recognized for clinical excellence, innovation, advocacy, and expanded access
for all patients.
3. Subcontracts:
Harbor does not intend to subcontract for services.
4. Agency’s Primary Business:
Harbor is a leading mental health and substance abuse disorder treatment provider in Ohio
and provides a full range of services and treatment:
▪ Mental Health Assessments
▪ Behavioral Health Counseling and Therapy/Outpatient Treatment
▪ Psychiatric and Psychological Services
▪ Telehealth Services
▪ Integrated Healthcare/Primary Care
▪ Substance Use Disorder (SUD) Assessments and Treatment
▪ Pharmacologic Management
▪ Day Treatment (Adult and School-Based)
▪ Crisis Intervention
▪ Community Psychiatric Supportive Treatment/Therapeutic Behavioral Services
(Case Management)
▪ Employee Assistance Program
▪ Developmental & Behavioral Pediatrics
▪ Vocational Rehabilitation and Career Services
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5. Table of Organization:
Table of Organization is attached. This program will be implemented by our vocational team.
The Director of Vocational Services reports directly to the Vice President of Supportive
Housing, Vocational and Support Services. The Vice President reports directly to our agency’s
President/CEO. Harbor has 520 employees. Lighthouse Telehealth, LLC is a subsidiary of
Harbor that provides EAP services, healthcare consulting, healthcare support, and telehealth.
The Central Community Health Board of Hamilton County (CCHB) is a subsidiary of Harbor that
provides mental health services in the Cincinnati area.
6. Certificates of Insurance and Worker’s Compensation: Attached
7. Job Descriptions: Attached
▪ President/CEO
▪ Vice President, Supportive Housing, Vocational and Support Services
▪ Vocational Services Director
▪ Vocational Program Manager
9. Program Quality Documents: Attached
10. Agency Brochure: Attached
11. Federal Programs:
Harbor operates program funded by SAMHSA and is a WIOA provider.
129
HARBOR TABLE OF ORGANIZATION:
130
131
The ACORD name and logo are registered marks of ACORD
CERTIFICATE HOLDER
© 1988-2014 ACORD CORPORATION. All rights reserved.ACORD 25 (2014/01)
AUTHORIZED REPRESENTATIVE
CANCELLATION
DATE (MM/DD/YYYY)CERTIFICATE OF LIABILITY INSURANCE
LOCJECTPRO-POLICY
GEN'L AGGREGATE LIMIT APPLIES PER:
OCCURCLAIMS-MADE
COMMERCIAL GENERAL LIABILITY
PREMISES (Ea occurrence) $DAMAGE TO RENTEDEACH OCCURRENCE $
MED EXP (Any one person) $
PERSONAL & ADV INJURY $
GENERAL AGGREGATE $
PRODUCTS - COMP/OP AGG $
$RETENTIONDED
CLAIMS-MADE
OCCUR
$
AGGREGATE $
EACH OCCURRENCE $UMBRELLA LIAB
EXCESS LIAB
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
INSRLTR TYPE OF INSURANCE POLICY NUMBER
POLICY EFF(MM/DD/YYYY)
POLICY EXP(MM/DD/YYYY) LIMITS
PERSTATUTE
OTH-ER
E.L. EACH ACCIDENT
E.L. DISEASE - EA EMPLOYEE
E.L. DISEASE - POLICY LIMIT
$
$
$
ANY PROPRIETOR/PARTNER/EXECUTIVE
If yes, describe underDESCRIPTION OF OPERATIONS below
(Mandatory in NH)OFFICER/MEMBER EXCLUDED?
WORKERS COMPENSATIONAND EMPLOYERS' LIABILITY Y / N
AUTOMOBILE LIABILITY
ANY AUTOALL OWNED SCHEDULED
HIRED AUTOSNON-OWNED
AUTOS AUTOS
AUTOS
COMBINED SINGLE LIMIT
BODILY INJURY (Per person)
BODILY INJURY (Per accident)PROPERTY DAMAGE $
$
$
$
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIODINDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THISCERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSDADDL
WVDSUBR
N / A
$
$
(Ea accident)
(Per accident)
OTHER:
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THISCERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIESBELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZEDREPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject tothe terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to thecertificate holder in lieu of such endorsement(s).
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
INSURED
PHONE(A/C, No, Ext):
PRODUCER
ADDRESS:E-MAIL
FAX(A/C, No):
CONTACTNAME:
NAIC #
INSURER A :
INSURER B :
INSURER C :
INSURER D :
INSURER E :
INSURER F :
INSURER(S) AFFORDING COVERAGE
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORETHE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED INACCORDANCE WITH THE POLICY PROVISIONS.
1/3/2022
Hylant - Toledo811 Madison Ave.Toledo OH 43604
419-255-1020 [email protected]
Mental Health Risk Rentention Group INc 44237HARBBEH-01 Cincinnati Insurance Co 10677
HarborLighthouse TeleHealth, LLC3909 Woodley RdToledo OH 43606
Selective Insurance Co of America 12572State Auto P & C Ins Co 25127Scottsdale Surplus Lines Insurance Company 10672
1776320779
A X 1,000,000X 300,000
5,000
1,000,000
3,000,000
COP0002019 1/1/2022 1/1/2023
3,000,000
D 1,000,000
X
10060375CA 2/16/2021 2/16/2022
E X 1,000,000X
0
XLH0003574
X1,000,000
1/1/2022 1/1/2023
BC
Excess AutomibleProperty
EXS0476286S2328095
2/16/20212/16/2021
2/16/20222/16/2022
AggregateBlanket BuildingBlanket BPP
3,000,00039,040,0664,448,326
Professional Liability: $1M Per Claim / $5M Aggregate
For Information Only
132
JOB SUMMARY
TITLE: President/Chief Executive Officer STATUS: Exempt
Employee (print name):
Signature: Date:
JOB SUMMARY Job Scope: The CEO is hired by and responsible to the Board of Directors for the total performance of the organization. The CEO is the bridge between the Board and the Staff of the organization. The CEO is empowered to make all decisions, create all policies, and authorize all engagements that upon Board request he/she can demonstrate to be consistent with a reasonable interpretation of the Board’s directives. Physical: The physical demands described are representative of those that must be met to
successfully perform the essential functions of this job. Mobility and ability to sit, bend, reach and lift 10 lbs. Ability to communicate verbally and in writing. Education/Experience/Other Requirements:
Minimum of a Master’s degree in business, administration, psychology, social work, nursing or closely related field.
Minimum of 5 years upper level management/administrative experience. Experience must demonstrate the ability to apply management/business principles within a healthcare/behavioral healthcare organization, or similar organization.
Must demonstrate excellent communication, leadership and organizational skills. Must be proficient and accurate in computer use, including Microsoft Word. Must demonstrate continued professional growth and education. Must have valid driver’s license, acceptable driving record, and be deemed insurable
through Harbor’s vehicle insurance carrier. Essential Job Competencies/Primary Duties: 1. Serves as the link between the Board and the Staff of the organization. 2. Serves as the organization’s point person in the community. 3. Ensures acceptable implementation of Board directives. 4. Directly and via delegation, ensures that the organization is appropriately represented in relevant
professional and business affiliations/associations at the local, state, and national level. 5. Employs and directs the staff necessary to appropriately carry out the necessary and desired
functions of the organization. 6. Ensures the ongoing financial stability of the organization. 7. Ensures the services and products delivered by the organization meet or exceed industry standards
of quality. 8. Ensures the services and products delivered by the organization meet or exceed the needs and
expectations of our customers. 9. Ensures that the organization operates legally and ethically. 10. Provides leadership and vision to ensure the organization’s continued ability to attend to its mission. 11. Provides information, support and assistance necessary for the Board of Directors to perform their
duties. 12. Keeps current with trends and developments related to essential job competencies, and
demonstrates continued growth.
133
President/Chief Executive Officer - Page 2
General Competencies/Performance Expectations:
14. Utilizes IT system and other system software programs appropriately. 15. Reaches conclusions promptly and takes definite course of action. 16. Plans and organizes work for maximum effectiveness and efficiency. 17. Utilizes supervision appropriately. 18. Utilizes time off appropriately and consistent with Harbor policies. 19. Delegates appropriately and effectively develops subordinates. 20. Performs other duties as assigned.
Core Value Competencies - TRUSTED Team Player Responsive & Respectful Understanding Safe Talented Executes Dedicated
Listens & learns without judgement Easy to approach, invites my opinion Knowledgeable, skilled & technically proficient Gets things done, gets results Work Ethic
ar: 10/05 at: 11/15 cm: 7/16 aw: 3/17;12/17 jw: 10/2020
134
JOB SUMMARY
TITLE: Vice President – Supportive Housing, Vocational & Support Services STATUS: Exempt
Employee (print name):
Signature: Date:
JOB SUMMARY Job Scope: A currently competent professional who oversees and supervises the supportive housing, vocational, and support services of Harbor and its subsidiaries. Physical: The physical demands described are representative of those that must be met to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear and speak. Specific vision abilities required by this job include close and distance vision, peripheral, depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education/Experience/Other Requirements: Master’s degree in Healthcare Administration, Business, Finance, Human Resources or
other related discipline or an equivalent combination of training and experience. Individual must possess a minimum of 10 years combined leadership experience including
at least five to eight years in a senior executive management position with similar responsibilities.
The ability to lead, develop and motivate groups and individuals. Able to think creatively and strategically to successfully mediate and negotiate with individuals and groups internally and externally. Able to overcome obstacles to cooperation and to foster harmonious relations.
Previous experience in client relationship management. Must possess the demonstrated ability and commitment to quality and customer service to both internal and external clients.
Proven leadership and consensus building skills. Solid and broad understanding of all aspects of fiscal responsibility and information technology as a strategic aid. Proven negotiation and mediation skills.
Excellent written, verbal, and interpersonal communications skills. Must have valid Driver’s license, acceptable driving record, and be deemed insurable
through Harbor’s vehicle insurance carrier. Essential Job Competencies/Primary Duties: 1. Provides oversight management to the Supportive Housing teams including
residential and transitional programs. 2. Manages adult and youth vocational programs and services. 3. Responsible overseeing the support teams including administrative support and the
Access Center. 4. Provides program innovation, development and implementation in all clinical and
related areas, as indicated by program, client and staff needs.
135
Vice President –Supportive Housing, Vocational & Support Services - Pg. 2
5. Ensures clinical and related services are provided in compliance with Harbor’s Clinical Policies and Procedures.
6. Assists in preparing budgets for assigned programs and departments and manages the budget within its limits.
7. Assures all department and program goals are met. 8. Develops and implements a program evaluation component; collects, compiles, and
interprets data. Submits required reports in a timely and accurate fashion. 9. Develops and implements successful communication methods to ensure that
organizational information is appropriately cascaded to his/her teams. 10. Exhibits leadership and team-building skills to promote a cooperative atmosphere,
which leads to acceptable/expected level of productivity, efficiency and effectiveness of team members.
11. Represents the agency by actively participating in external committees and events to ensure productive/cooperative relationships, compliance with funding, procedures, and agreements, and to stay abreast of changes and opportunities.
12. Participates in staff meetings, serves on committees as appointed, and is actively involved in continuing education and professional organizations as appropriate.
13. Provides personnel management functions for all assigned staff including orientation, supervision, annual evaluations, involvement in hiring, disciplinary actions, etc. Any disciplinary action involving time off without pay or termination requires prior consultation with the Director, Human Resources.
14. Keeps current with trends and developments related to essential job competencies. 15. Demonstrates continued growth in the essential job competencies.
General Competencies/Performance Expectations: 19. Utilizes IT system and other system software programs appropriately. 20. Demonstrates problem-solving ability,. 21. Reaches conclusions promptly and takes definite course of action. 22. Plans and organizes work for maximum effectiveness and efficiency. 23. Utilizes supervision appropriately. 24. Utilizes time off appropriately and consistent with Harbor policies. 25. Presents a neat presentable appearance in harmony with clients and other staff. 26. Performs other duties as assigned.
Core Value Competencies - TRUSTED Team Player Responsive & Respectful Understanding Safe Talented Executes
Listens & learns without judgement Easy to approach, invites my opinion Knowledgeable, skilled & technically proficient Gets things done, gets results
136
Vice President –Supportive Housing, Vocational & Support Services - Pg. 3
Dedicated Work Ethic
CM 10/16 AW: 3/17; 6/17;7/17;12/17 JW: 6/2020
137
JOB SUMMARY
TITLE: Director of Vocational Services STATUS: Exempt
Employee (print name):
Signature: Date: ______
JOB SUMMARY Job Scope: A currently competent professional who oversees all Vocational Services of the Adult Recovery Program. Physical: The physical demands described are representative of those that must be met to successfully perform the essential functions of this job. Mobility and ability to sit, bend, reach and lift 10 lbs. Education/Experience/Other Requirements:
Candidate will have a master’s degree in a mental health field from an accredited college or university; or a bachelor’s degree and 5 years vocational management experience; or an associate’s with 8 years vocational management experience.
License to practice in Ohio (PC, PCC, LISW; CRC) preferred. Familiarity with, and desire to work with the SPMI population is required. Clinical and psychiatric recovery, rehabilitation and reintegration skills and
experience are required. Must be able to use computer and software to manage and monitor program,
and to communicate with staff. Must be proficient and accurate in computer use, including Microsoft Word. Must be a team player, honest, self-motivated, and organized. Must be able to effectively supervise services, motivate staff to achieve
maximum results, and may provide direct services. Must have valid driver’s license, acceptable driving record, and be deemed
insurable through Harbor’s vehicle insurance carrier. Essential Job Competencies/Primary Duties: 1. Exhibits leadership and team-building skills to promote a cooperative atmosphere,
which leads to acceptable/expected level of productivity, efficiency and effectiveness of team members.
2. Directs, manages, coordinates, evaluates and supervises all operations within assigned staff and program services.
3. Provides personnel management functions for all assigned clinical staff including orientation, supervision, annual evaluations, involvement in hiring, disciplinary actions, etc. Any disciplinary action involving time off without pay or termination requires prior consultation with the Director, Human Resources.
4. Provides in innovation, development and implementation of services especially those focused on vocational rehabilitation and reintegration.
5. Provides direct services as requested by the VP, Adult Services, or as indicated by client and staff needs.
138
Director of Vocational Services – Pg. 2
6. Prepares an annual budget and/or fee schedule for responsible areas and ensures progress toward its achievement.
7. Participates in staff meetings, serves on committees as appointed, and is actively involved in continuing education and professional organizations as appropriate.
8. Develops and implements a program evaluation component; collects, compiles, and interprets data. Submits required reports in a timely and accurate fashion.
9. Types clinical documentation in the format appropriate and acceptable to Harbor. 10. Prepares the service for accreditation, license, certification and audits. 11. Provides consultation and education services to individuals and groups in the
community as needed. 12. Is responsible for quality of all vocational services provided by staff supervised. 13. Keeps current with trends and developments related to essential job competencies,
and demonstrates continued growth. 14. Researches and identifies Federal, State and local vocational grant opportunities
and takes action to secure within the budget and timeframes required by the grant guidelines. Once obtained, assures all grant program outcomes are achieved or exceeded and the financial expenditures are within budget.
SPECIAL WORK CONDITIONS 15. Must be willing to work flexible hours including evenings and/or weekends. General Competencies/Performance Expectations: 16. Utilizes IT system and other system software programs appropriately. 17. Reaches conclusions promptly and takes definite course of action. 18. Plans and organizes work for maximum effectiveness and efficiency. 19. Utilizes supervision appropriately. 20. Utilizes time off appropriately and consistent with Harbor policies. 21. Delegates appropriately and effectively develops subordinates. 22. Performs other duties as assigned.
Core Value Competencies - TRUSTED Team Player Responsive & Respectful Understanding Safe Talented Executes Dedicated
Listens & learns without judgement Easy to approach, invites my opinion Knowledgeable, skilled & technically proficient Gets things done, gets results Work Ethic
kc: 5/12; 6/13 at: 11/15 cm: 7/16 aw: 3/17;12/17
139
JOB SUMMARY
TITLE: Program Manager - Vocational STATUS: Exempt
Employee (print name):
Signature: Date:
JOB SUMMARY
Job Scope: A currently competent professional who oversees all aspects of the Vocational Program serving Toledo area. Physical: The physical demands described are representative of those that must be met to successfully perform the essential functions of this job. Mobility and ability to sit, bend, reach and lift 10 lbs. Education/Experience/Other Requirements:
Required Associate Degree with 7 years vocational rehab. experience (3 of which in management) or Bachelors degree in human services or related field, plus 3 years vocational rehabilitation experience. Preferred candidate will have 2 years of supervisory/management experience of a vocational program and a Master’s Degree.
Familiarity with, and desire to work with, the RSC consumers is required. Must be able to use computer and software to manage and monitor program, and to
communicate with staff. Must be proficient and accurate in computer use, including Microsoft Word. Must be a team player, honest, self-motivated, and organized. Must be able to effectively supervise, provide direct services and motivate staff to
achieve maximum results. CPR/First Aid Certification required. Must have valid driver’s license, acceptable driving record, and be deemed insurable
through Harbor’s vehicle insurance carrier. Essential Job Competencies/Performance Expectations: 1. Exhibits leadership and team-building skills to promote a cooperative atmosphere, which
leads to acceptable/expected level of productivity, efficiency and effectiveness of team members.
2. Manages, coordinates, evaluates and supervises all operations within assigned vocational staff and program services.
3. Provides personnel management functions for all assigned vocational staff including orientation, supervision, annual evaluations, involvement in hiring, disciplinary actions, etc. Any disciplinary action involving time off without pay or termination requires prior consultation with the Director, Human Resources.
4. Assists in innovation, development and implementation of services especially those focused on assisting RSC consumers in obtaining employment.
5. Prepares an annual plan for responsible areas and ensures progress toward its achievement.
6. Participates in staff meetings, serves on committees as appointed, and is actively involved in continuing education and professional organizations as appropriate.
140
Program Manager - Vocational – Pg. 2
7. Assists with development and implementation of a program evaluation component; collects, compiles, and interprets data. Submits required reports in a timely and accurate fashion.
8. Markets products (potential employees, Harbor services) and vocational services to employers and referral sources.
9. Provides good employee/employer matches through job analysis and employee interest. 10. Provides job development, job seeking skills training, and follow along services. 11. May provide job coaching services as applicable. 12. Provides job contact information for employer data base and works collaboratively with job
development team. 13. Types documentation in the format appropriate and acceptable to Harbor. 14. In providing billable services, fulfills or exceeds unit expectations established by
Harbor. 15. Assists with preparing the service for accreditation, license, certification and audits. 16. Provides consultation and education services to individuals and groups in the community
as needed. 17. Responsible for all vocational services provided by the staff of the program. 18. Responsible for program budget and financial outcomes of program. 19. Keeps current with trends and developments related to essential job competencies,
and demonstrates continued growth. SPECIAL WORK CONDITIONS 20. Must be willing to work flexible hours including evenings and/or weekends. General Competencies/Performance Expectations:
21. Utilizes IT system and other system software programs appropriately. 22. Reaches conclusions promptly and takes definite course of action. 23. Plans and organizes work for maximum effectiveness and efficiency. 24. Utilizes supervision appropriately. 25. Utilizes time off appropriately and consistent with Harbor policies. 26. Delegates appropriately and effectively develops subordinates. 27. Performs other duties as assigned. Core Value Competencies - TRUSTED Team Player Responsive & Respectful Understanding Safe Talented Executes Dedicated
Listens & learns without judgement Easy to approach, invites my opinion Knowledgeable, skilled & technically proficient Gets things done, gets results Work Ethic
kc: 8/11; at: 11/15; cm: 7/16; 10/16; aw: 3/17;1/18
141
Participant Feedback
Please take a moment to answer the following questions. Put a "X" in the box to indicate how much you agree or disagree with the statement. Thank you.
Strongly Disagree Neutral Agree StronglyDisagree Agree
n/a 1 2 3 4 5
Harbor staff treated me professionally . . .
Harbor staff listened to me . . .
Harbor staff assisted me with supportive services . . .
I am satisfied with the responsiveness of Harbor staff . . .
I feel the services received were helpful . . .
I am satisfied with the services I received from Career Connections . . .
Other Comments or Suggestions . . .
Name of Harbor staff I worked with:
Your Name (optional): Date:
Thank you for taking the time to complete this survey. We appreciate your feedback, it helps us to
improve our services.
Rev. 12/03, 1/10
142
Employer Signature:____________________________________________________________ Job Site:______________________________________________________________________
Harbor Career Connections
Employee Progress Report
For each statement below, check the box that best describes your opinion on the statement. Use space
below each statement for comments. Please be as specific as possible in comments.
1 2 3 4 5 Strongly Disagree
Disagree Neutral Agree Strongly Agree
1 2 3 4 5 1. Harbor provided my company with an employee that fit the needs and
objectives of my company.
2. Harbor provided my company with an employee who is eager to work/learn.
3. Harbor employee made measurable progress while at my business.
4. Harbor employee learned a marketable skill while at my business.
Skill learned-
Employee:____________________________ Date:__________________ Score:____________ T W
Please return Progress Report as soon as possible. It is important to our program to evaluate the effectiveness of the work- experience. We appreciate you taking the time to help develop youth new to the work force. You may mail, fax or email to Michele Codling 1946 N. 13th St., Suite 485, Toledo, Ohio 43604. Fax 1-567-203-4070.
Email [email protected]
143
Accepting New Referrals!Y.E.S Provides:
Program supported through funding from the Workforce Innovation & Opportunity Act.
Education• Tutoring to improve basic literacy skills• Assistance in pursuing short-term training• Financial Literacy Education• Assistance with funding and preparation for GED
Employment• Vocational assessment to identify interests,
skills, abilities, and potential job matches
• Internships, volunteer opportunities, and paid work experience
• Job support on-site during work experience to develop skills to get and keep jobs
• Assistance developing resumes, interview practice, and instruction on completing applications
• Individual job development and job leads
• Job placement services
YOU ARE ELIGIBLE IF ...• Single parent or pregnant• Low income• Previous conviction• Homeless• In foster care• And more…
Must meet eligibility criteria in order to participate.
If You Are Interested inParticipating Call:
567.203.4040
for ages 24 and under
1946 N. 13th Street, Toledo, OH Business Technology Center (BTC), Suite 485
567.203.4040 | www.harbor.org
Y.E.S.Youth Enhancement Services
FUNDING AVAILABLE FOR SHORT-TERM TRAINING:Phlebotomy • Medical Assisting • STNA LPN • Personal Trainer • CDL • Forklift
MSSC Manufacturing Credential • More Options Available!
Comprehensive Case Management and Employment Program (CCMEP)
144
Achievers is a national college and career readiness program, delivered by the Y, which supports students in setting and reaching higher education and career goals. Today, there are more than 300 Y Achievers programs operating across the country. The program is geared toward first-generation college students and minorities and is delivered through workshops, college tours, Toastmasters, STEM, and more. Currently, students from 49 different high schools throughout the Greater Cincinnati region are being served.
To put Christian principles into practice through programs that build healthy spirit, mind, and body for all.
A College Readiness Program Targeting First-Generation College Students
YMCA ACHIEVERS
Throughout the region, students struggle to make the transition into the college ranks:
35-40% of students who enroll in college DROP OUT in the first semester.
For African-American and Hispanic students at Cincinnati Public Schools, the graduation rate is 71%.
36% of Cincinnati residents 25 years and older have some college or earned a bachelor’s or associate's degree.
Cincinnati Public Schools: Of the 33,000 students, about 63% are African-American, and 73.4% are from economically disadvantaged families.
Among students who do graduate, 1 in 3 need remedial courses in college, and far too few go on to earn a college degree.
PROGRAM DESCRIPTION
YMCAMISSION
THE NEED
145
OUR APPROACH
Through a multifaceted approach, Y Achievers incorporates the engagement framework of Core Program Components, The Five Pillars, and the Y Achievers Curriculum, which is based upon University of Chicago’s 6to16™.
Onsite Career Shadowing & Tours
Social & Cultural Field Trips
FAFSA Completion
SupportAdult & Peer Mentorship
Service Learning Projects
Career Exploration
Teen Advisory Council
College Tours
Internships Enrichment Activities
Scholarship Support CORE
PROGRAM COMPONENTS
Tutoring &
Structured Homework
Time
SAT & ACT Test Prep
After going through the program, students graduate high school and are prepared to enter college. Some of the outcomes are as follows:
• 100% of seniors graduate from high school
• 80% increase their knowledge in college readiness material
• 80% of seniors take the PSAT, ACT, SAT, and Compass
• 80% of seniors complete a FAFSA application
• 80% of seniors receive at least one letter of acceptance to higher education
• 80% increase their exposure to career options through the career clusters
• 70% increase their knowledge in financial literacy
• 80% enrolled in higher education after high school
PROGRAMOUTCOMES
146
When integrated, the Five Pillars collectively prepare youth for life beyond high school. They provide students with transferrable soft skills throughout their career.
THE FIVEPILLARS
PILLAR IACADEMICS
Youth are equipped with the skills needed to be accepted into and excel at college.
Youth have access to high quality enrichment opportunities.
Youth have additional support in the form of tutoring.[1][2]
PILLAR IICOLLEGE KNOWLEDGE
Youth have the knowledge and support necessary to complete the college admissions process.
Youth feel they have options.
Youth understand how to secure financial assistance and select the right school for them.[3]
PILLAR IIIPOSITIVE RELATIONSHIPS
Youth have support from a mentor who has gone through the college process.
Youth have an opportunity to build positive relationships with other youth who have college aspirations.[4]
PILLAR IVLIFE SKILLS
Youth have the non-cognitive skills that predict long-term success in life, including organizational skills, study skills, planning skills, and the ability to work as a team.[5]
PILLAR VPOSITIVE IDENTITY
Youth have a positive vision for the future and believe they can be successful.
Youth identify as future college students, believing it’s possible, setting and working toward goals, marshaling support from peers and family, and more.[6]
MEASURED BYGrade Point
Average
MEASURED BYHigh school graduation &
college completion
MEASURED BYSelf-survey on mentoring
relationships
MEASURED BYSelf-survey on
life skills
MEASURED BYSelf-survey on identity
SOURCE [1] Pathways to College Network. (2004). A Shared Agenda: A leadership challenge to improve college access and success.
SOURCE [2] “Forum Focus, The Forum for Youth Investment. (2004). High School: The next frontier for after-school advocates?” Retrieved from: www.forumforyouthinvest-ment.org/focus/focusv2i1feb04.pdf.SOURCE [3] Chen, X. (2005). National Center for Educational Statistics. First Generation Students in Postsecondary Education: A look at their college transcripts.
SOURCE [4] Bruce, M. and Bridgeland, J. (2014). The Mentoring Effect: Young people’s perspectives on the outcomes and availability of mentoring. Washington, D.C.: Civic enterprises with Hart Research Associates for MENTOR: The national mentoring partnership. Retrieved from: www.civicenter-prises.net/Education.
SOURCE [5] Up to the Challenge The Role of Career and Technical Education and 21st Century Skills in College and Career Readiness 2010 Associa-tion for Career and Technical Education, National Association of State Directors of Career Technical Education Consortium and Partnership for 21st Century Skills.
SOURCE [6] Neal-Barnett, A., Stadulis, R., Singer, N., Murray, N., & Demmings, J. (2010). Assessing the effects of experiencing the acting white accusation. The Urban Review.
SOURCES
We measure the social-emotional learning of students by using Hello Insight Survey by Algorhythm©.
147
Policy #144-A Page 1 of 17
- HIRING & COMPETENCY - PURPOSE: To ensure that Harbor hires competent, qualified individuals for every
position. POLICY: All employees with hiring responsibilities will ensure that prospective
employees meet the minimum requirements of the job. All candidates selected for hire will be required to go through all hiring procedures outlined in this policy as they apply to the specific job. At a minimum, all candidates selected for hire will undergo a pre-employment drug test and a criminal background check.
RESPONSIBILITY: All staff with hiring responsibilities; Regional Director, Team Resources and
Facilities; Senior Management Team PROCEDURE:
1. Resumes will be screened to ensure they meet the minimum qualifications of the job.
2. All applicants will complete a Harbor employment application prior to the
interview, in addition to having submitted a formal resume. 3. When the top candidate has been determined,
a. If a clinical license is indicated on the application, the hiring manager will verify online, retaining a copy for the candidate’s record.
b. At least two out of three listed job references will be contacted by the
hiring manager; all attempts will be made for two of the references to come from past supervisors;
c. When driving responsibilities are indicated in the particular job
summary, and prior to making a job offer, the hiring manager will provide Team Resources with the driver’s license number and other necessary data on the candidate to request a Motor Vehicle Report to ensure insurability with Harbor’s insurance carrier.
4. Based on acceptable responses to the searches done under #3 above, an
offer of employment may be made by the hiring manager contingent on the completion of:
• drug screen test results and TB test results (as applicable),
148
Policy #144-A Page 2 of 17
• criminal background check results, and • where applicable, a physical exam as required by the Ohio
Department of Human Services.
Drug screen test results and criminal background check results may be accepted from third parties (e.g., recruitment firms, schools, universities) if completed within the past year from date of hire. In accordance with federal law, in addition to criminal background checks for new hires, Team Resources staff will verify all staff, students, interns, volunteers are not on the list of excluded persons and entities maintained by the Office of Inspector General in the United States Department of Health and Human Services (i.e., OIG Exclusion List). The OIG Exclusion List will be checked monthly, as recommended, to ensure existing workforce members are not included. Team Resources staff will review the Drug Free Workplace Policy, as well as the purpose of criminal background checks as pertains to S.B. 38 (Criminal Background Check of Applicants Working with Children in Out-of-Home Care) to all candidates selected for hire.
5. In addition to the above, an offer of employment for individuals working in Licensed Residential Facilities will be contingent on the completion of:
a. The list of excluded persons and entities maintained by the Office of Inspector General in the United States department of health and human services
b. Ohio Department of Health Nurse Aid Registry c. The abuser registry established pursuant to section 5123.52 of
the Revised Code d. The United States Department of Justice national public
website e. The United States general services administration system for
award management database f. The database of incarcerated and supervised offenders g. Fourteen Day Notification Statement h. Driver’s Abstract with acceptable driving record
6. Job offers to physicians are contingent on verification through the
National Practitioners Data Bank (NPDB) that there have been no reports that would adversely affect the service provision by the individual physician. Physicians will be required to provide a self-query from the NPDB during the interview process.
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7. Competency for potential physicians determined by Harbor’s Chief
Medical Officer is assessed by: a. References; b. License verification from the applicable Board; c. Experience (through reference checks) with the specific
population as indicated on the specific job summary for which physician was recruited; and
d. Population-specific courses as evidenced by copies of specific education and training;
e. Annual documentation of continuing education.
Competency for clinical staff is assessed by: a. References; and b. Online verification of current independent license/license
renewal by Team Resources; c. Annual documentation of continuing education.
Competency for support and administrative staff is assessed by:
a. References; and b. Skill-testing, as appropriate; c. Annual documentation of continuing education.
8. Candidates with felony convictions of the crimes listed in S.B. 38 may not
be eligible for employment; see attachment #1. A job offer will not be made if an applicant has disclosed a history of felony convictions until the Team Resources Department has received the results of the criminal background check. Hiring Managers must notify Team Resources immediately if aware of an applicant’s felony history.
9. Additional background screening for staff in licensed residential facilities: a. At the time of hire, all new employees in licensed residential
facilities will be advised of this policy, notified of the aforementioned lists upon which background screening will be based, and notified of the offenses which would prohibit their employment.
b. Prior to employing an applicant in a licensed residential facility, Harbor shall require the applicant to: • Sign a statement attesting has not been convicted of or
pleaded guilty to a disqualifying offense. The applicant must disclose to the agency any convictions for offenses that have been sealed
• Sign an agreement under which the under which the applicant agrees to notify the agency within 14 calendar days if he or she is formally charged with, convicted of, or
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pleads guilty to a disqualifying offense. The agreement shall provide that failure to make the notification may result in termination of the applicant's employment.
c. At the time of hire and every 4 years thereafter employees
working in licensed residential facilities will be screened by completing a criminal background check with the Bureau of Criminal Identification and Investigation Federal Bureau of Investigation (FBI) and additionally accessing and checking the following databases to determine if the applicant or employee is included on:
1. The list of excluded persons and entities maintained by the Office of Inspector General in the United States department of health and human services pursuant to section 1128 of the Social Security Act. 94 Stat. 2619 (1980). 42 U.S.C. 1320a-7, and section 1156 of the Social Security Act. 96 Stat. 388 (1982), 42 U.S.C. 1320c-5 (available at http://exclusions.oig.hhs.gov/);
2. The abuser registry established pursuant to section 5123.52 of the Revised Code (available at http://its.prodapps.dodd.ohio.gov/abrdefault.aspx);
3. The nurse aide registry established pursuant to section 3721.32 of the Revised Code (available at http://odhgateway.odh.ohio.gov/nar/nar_registry_search.aspx) and if there is a statement detailing findings by the director of the Ohio Department of Health that the applicant or employee neglected or abused a resident of a long-term care facility or residential care facility or misappropriated property of such a resident.
4. The United States Department of Justice national public website (available at https://www.nsopw.gov/);
5. The United States general services administration system for award management database (available at https://www.sam.gov/); and
6. The database of incarcerated and supervised offenders established pursuant to section 5120.066 of the Revised Code (available at http://www.drc.ohio.gov/OffenderSearch).
7. Drivers only: https://ext.dps.state.oh.us/BMVOnlineServices.Public/DLVerification.aspx. See Harbor Policy # 243, Harbor Owned-Leased Vehicles, for specific language.
d. There are five tiers of disqualifying offenses listed in attachment #3 with corresponding time periods that preclude an applicant
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from being employed in a licensed residential facility or an employee from remaining employed in a licensed residential facility by a responsible entity.
10. The Quality Improvement team will provide peer review and client grievance data on all clinicians to each supervisor at the end of each fiscal year for supervisors to be able to assess competency. The determination of ongoing competency will be documented on each clinician’s annual performance evaluation.
11. All individuals who fall into the bargaining unit agreement will be informed of the union contract.
12. All offers of employment will be confirmed in writing by the Regional Director, Team Resources and Facilities.
13. Indication that the candidate was not truthful in completion of the employment application, or unfavorable results of the above contingency tests (see #4), may result in revocation of the job offer or termination of employment.
14. Employees that have successfully completed their 120-day introductory period are eligible to bid on positions in which they qualify.
ATTACHMENTS: #1 Ohio Revised Code Disqualifiers, Pages 6-8 #2 14-Day Statement, Page 9 #3 Licensed Residential Facilities Staff – Tiers 1-5, Pages 10-18 ms: 6/00, 5/04, 4/09. bs: 01/13. as: 10/15, 6/18, 10/20
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Attachment 1
Senate Bill 38 – Ohio Revised Code Disqualifiers ORC 2903.01 Aggravated Murder
2903.02 Murder 2903.03 Voluntary Manslaughter 2903.04 Involuntary Manslaughter 2903.11 Felonious Assault 2903.12 Aggravated Assault 2903.13 Assault 2903.16 Failing to Provide for a Functionally Impaired Person 2903.21 Aggravated Menacing 2903.34 Patient Abuse & Neglect 2905.01 Kidnapping 2905.02 Abduction 2905.04 Child Stealing 2905.05 Criminal Child Enticement 2907.02 Rape 2907.03 Sexual Battery 2907.04 Corruption of a Minor 2907.05 Gross Sexual Imposition 2907.06 Sexual Imposition 2907.07 Importuning 2907.08 Voyeurism 2907.09 Public Indecency 2907.12 Felonious Sexual Penetration 2907.21 Compelling Prostitution 2907.22 Promoting Prostitution 2907.23 Procuring 2907.25 Prostitution 2907.31 Disseminating Matter Harmful to Juveniles 2907.32 Pandering Obscenity 2907.32.1 Pandering Obscenity Involving a Minor 2907.32.2 Pandering Sexually Oriented Matter Involving a Minor 2907.32.3 Illegal Use of Minor in Nudity Oriented Material or
Performance 2911.01 Aggravated Robbery 2911.02 Robbery 2911.11 Aggravated Burglary 2911.12 Burglary
2919.12 Unlawful Abortion 2919.22 Endangering Children 2919.24 Contributing to Unruliness or Delinquency of a Child
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2919.25 Domestic Violence
Senate Bill 38 – Ohio Revised Code Disqualifiers – continued 2923.12 Carrying Concealed Weapons 2923.13 Having Weapons While Under Disability 2923.16.1 Improperly Discharging Firearm at or into Habitation or
School 2925.02 Corrupting Another with Drugs 2925.03 Trafficking in Drugs 2925.04 Shall Not Cultivate or Manufacture Drugs 2925.05 Shall Not Provide Money to Another if the Recipient is to
Use the Money to Purchase any Controlled Substance. 2925.06 Shall Not Administer, Prescribe, or Dispense any
Anabolic Steroid Not Approved by the US FDA 2925.11 Drug Abuse, Shall Not Obtain, Possess or Use a
Controlled Substance
3716.11 Adulterated Food House Bill 160 – Ohio Revised Code Disqualifiers ORC 2903.01 Aggravated Murder
2903.02 Murder 2903.03 Voluntary Manslaughter 2903.04 Involuntary Manslaughter 2903.11 Felonious Assault 2903.12 Aggravated Assault 2903.13 Assault 2903.16 Failing to Provide for a Functionally Impaired Person 2903.21 Aggravated Menacing 2903.34 Patient Abuse & Neglect 2905.01 Kidnapping 2905.02 Abduction 2905.11 Extortion 2905.12 Coercion 2907.02 Rape 2907.03 Sexual Battery 2907.05 Gross Sexual Imposition 2907.06 Sexual Imposition 2907.07 Importuning 2907.08 Voyeurism 2907.09 Public Indecency 2907.12 Felonious Sexual Penetration 2907.25 Prostitution
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2907.31 Disseminating Matter Harmful to Juveniles
House Bill 160 – Ohio Revised Code Disqualifiers - continued 2907.32 Pandering Obscenity 2907.32.1 Pandering Obscenity Involving a Minor 2907.32.2 Pandering Sexually Oriented Matter Involving a Minor 2907.32.3 Illegal Use of Minor in Nudity Oriented Material or
Performance
2911.01 Aggravated Robbery 2911.02 Robbery 2911.11 Aggravated Burglary 2911.12 Burglary 2911.13 Breaking and Entering 2913.02 Theft: Aggravated Theft 2913.03 Unauthorized Use of a Vehicle 2913.04 Unauthorized Use of Property; Unauthorized Access to
Computer System 2913.11 Passing Bad Checks 2913.21 Misuse of Credit Checks 2913.31 Forgery 2913.40 Medicaid Fraud 2913.43 Securing Writings by Deception 2913.47 Insurance Fraud 2913.51 Receiving Stolen Property 2919.25 Domestic Violence 2921.36 Conveyance of Certain Items onto Grounds of
Detention, Mental Health or MRDD Facility 2923.12 Carrying Concealed Weapons 2923.13 Having Weapons While Under Disability 2923.16.1 Improperly Discharging Firearm at or into Habitation or
School 2925.02 Corrupting Another with Drugs 2925.03 Trafficking in Drugs 2925.11 Drug Abuse 2925.13 Permitting Drug Abuse 2925.22 Deception to Obtain Dangerous Drugs 2925.23 Illegal Processing of Drug Documents 3716.11 Adulterated Food
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Attachment 2
14-Day Notification Statement
I, ____________________________, hereby attest that I have not been convicted of or pleaded guilty to any of the disqualifying offenses pursuant to the Ohio Revised Code as outlined in Harbor Policy #144-A, including, if applicable, the additional disqualifying offenses for Licensed Residential Facilities or any of the following:
➢ A felony contained in the Revised Code that is not listed above, if the felony bears a direct and substantial relationship to the duties and responsibilities of the position you are applying for; or
➢ Any offense contained in the Ohio Revised Code constituting a misdemeanor of the
first degree on the first offense and a felony on a subsequent offense, if the offense bears a direct and substantial relationship to the position you are applying for; or
➢ A violation of an existing or former municipal ordinance or law of this state, any
other state, or the United States, if the offense is substantially equivalent to any of the disqualifying offenses in Policy 144-A.
I agree to notify my supervisor within fourteen (14) calendar days if, while employed by Harbor, I am ever formally charged with, convicted of, or plead guilty to any of the disqualifying offenses. I understand that failure to report formal charges, a conviction, or a guilty plea may result in termination of my employment. _ Signature Date
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Attachment 3 Disqualifying Offenses – Licensed Residential Facilities and Related Requirements:
A. Tier One: Permanent Exclusion. No residential facility shall employ an applicant or continue to employ an employee if the applicant or employee has been convicted of or pleaded guilty to any of the following sections of the Revised Code:
(i) 2903.01 (aggravated murder); (ii) 2903.02 (murder); (iii) 2903.03 (voluntary manslaughter); (iv) 2903.11 (felonious assault); (v) 2903.15 (permitting child abuse); (vi) 2903.16 (failing to provide for a functionally impaired
person) (vii) 2903.34 (patient abuse and neglect); (viii) 2903.341 (patient endangerment); (ix) 2905.01 (kidnapping); (x) 2905.02 (abduction); (xi) 2905.32 (human trafficking); (xii) 2905.33 (unlawful conduct with respect to
documents); (xiii) 2907.02 (rape) (xiv) 2907.03 (sexual battery) (xv) 2907.04 (unlawful sexual conduct with a minor, formerly corruption of a minor); (xvi) 2907.05 (gross sexual imposition); (xvii) 2907.06 (sexual imposition); (xviii) 2907.07 (importuning); (xix) 2907.08 (voyeurism); (xx) 2907.12 (felonious sexual penetration); (xxi) 2907.31 (disseminating matter harmful to
juveniles); (xxii) 2907.32 (pandering obscenity); (xxiii) 2907.321 (pandering obscenity involving a minor); (xxiv) 2907.322 (pandering sexually oriented matter involving a minor); (xxv) 2907.323 (illegal use of minor in nudity-oriented material or performance);
(xxvi) 2909.22 (soliciting/providing support for act of terrorism);
(xxvii) 2909.23 (making terrorist threat); (xxviii) 2909.24 (terrorism); (xxix) 2913.40 (Medicaid fraud);
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(xxx) 2923.01 (conspiracy), 2923.02 (attempt), or
2923.03 (complicity) when the underlying offense is any of the offenses or violations described in paragraphs (D)(1)(a)(i) to (D)(1)(a)(xxix) of ORC 5122:30-31;
(xxxi) A conviction related to fraud, theft, embezzlement, breach of fiduciary responsibility, or other financial misconduct involving a federal or state-funded program, excluding the disqualifying offenses set forth in section 2913.46 of the Revised Code (illegal use of supplemental nutrition assistance program or women, infants and children program benefits); or
(xxxii) A violation of an existing or former municipal ordinance or law of this state, any other state, or the United States that is substantially equivalent to any of the offenses or violations described in paragraphs (D)(1)(a)(i) to (D)(1)(a)(xxxi) of OCR 5122:30-31.
B. No residential facility shall employ an applicant or continue to employ an employee, if the applicant or employee has been convicted of an offense, where the victim of the offense was one of the following:
(i) A person under eighteen years of age. (ii) A functionally impaired person as defined in
section 2903.10 of the Revised Code. (iii) A mentally retarded person as defined in section
5123.01 of the Revised Code. (iv) A developmentally disabled person as defined in
section 5123.01 of the Revised Code. (v) A person with a mental illness as defined in section
5122.01 of the Revised Code. (vi) A person sixty years of age or older.
C. Tier Two: Ten-year exclusion No residential facility shall employ an applicant or continue to employ an employee, for a period of ten years from the date the applicant or employee was fully discharged from imprisonment, probation, and parole, if the applicant or employee has been convicted of or pleaded guilty to any of the following sections of the Revised Code:
(i) 2903.04 (involuntary manslaughter); (ii) 2903.041 (reckless homicide);
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(iii) 2905.04 (child stealing) as it existed prior to July 1,
1996; (iv) 2905.05 (criminal child enticement); (v) 2905.11 (extortion); (vi) 2907.21 (compelling prostitution); (vii) 2907.22 (promoting prostitution); (viii) 2907.23 (enticement or solicitation to patronize a
prostitute, procurement of a prostitute for another); (ix) 2909.02 (aggravated arson); (x) 2909.03 (arson); (xi) 2911.01 (aggravated robbery); (xii) 2911.11 (aggravated burglary); (xiii) 2913.46 (illegal use of supplemental nutrition
assistance program or women, infants, and children program benefits);
(xiv) 2913.48 (workers’ compensation fraud); (xv) 2913.49 (identity fraud); (xvi) 2917.02 (aggravated riot); (xvii) 2923.12 (carrying concealed weapon); (xviii) 2923.122 (illegal conveyance or possession of
deadly weapon or dangerous ordnance in a school safety zone, illegal possession of an object indistinguishable from a fireman in a school safety zone);
(xix) 2923.123 (illegal conveyance, possession, or control of deadly weapon or dangerous ordnance into courthouse);
(xx) 2923.13 (having weapons while under disability); (xxi) 2923.161 (improperly discharging a fireman at or
into a habitation or school); (xxii) 2923.162 (discharge of fireman on or near
prohibited premises); (xxiii) 2923.21 (improperly furnishing firearms to minor); (xxiv) 2923.32 (engaging in pattern of corrupt activity); (xxv) 2923.42 (participating in criminal gang); (xxvi) 2925.02 (corrupting another with drugs); (xxvii) 2925.03 (trafficking in drugs); (xxviii) 2925.04 (illegal manufacture of drugs or cultivation
of marijuana); (xxix) 2925.041 (illegal assembly or possession of
chemicals for the manufacture of drugs); (xxx) 3716.11 (placing harmful objects in food or
confection);2923.01 (conspiracy), 2923.02 (attempt), or 2923.03 (complicity) when the
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underlying offense is any of the offenses or violations described in paragraphs (D)(1)(c)(i) to (D)(1)(c)(xxxi) of OCR 5122:33-28
D. Tier Three: Seven-year exclusion No residential facility shall employ an applicant or continue to employ an employee, for a period of seven years from the date the applicant, or employee was fully discharged from imprisonment, probation, and parole, if the applicant or employee has been convicted of or pleaded guilty to any of the following sections of the Revised Code:
(i) 959.13 (cruelty to animals); (ii) 959.131 (prohibitions concerning companion
animals); (iii) 2903.12 (aggravated assault); (iv) 2903.21 (aggravated menacing); (v) 2903.211 (menacing by stalking); (vi) 2905.12 (coercion); (vii) 2909.04 (disrupting public services); (viii) 2911.02 (robbery); (ix) 2911.12 (burglary); (x) 2913.47 (insurance fraud); (xi) 2917.01 (inciting to violence); (xii) 2917.03 (riot); (xiii) 2917.31 (inducing panic); (xiv) 2919.22 (endangering children); (xv) 2919.25 (domestic violence); (xvi) 2921.03 (intimidation); (xvii) 2921.11 (perjury); (xviii) 2921.13 (falsification, falsification in theft offense,
falsification to purchase firearm, or falsification to obtain a concealed handgun license);
(xix) 2921.34 (escape); (xx) 2921.35 (aiding escape or resistance to lawful
authority); (xxi) 2921.36 (illegal conveyance of weapons, drugs or
other prohibited items onto grounds of detention facility or institution);
(xxii) 2925.05 (funding of drug or marijuana trafficking); (xxiii) 2925.06 (illegal administration or distribution of
anabolic steroids); (xxiv) 2925.24 (tampering with drugs); (xxv) 2927.12 (ethnic intimidation);
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(xxvi) 2923.01 (conspiracy), 2923.02 (attempt), or
2923.03 (complicity) when the underlying offense is any of the offenses or violations described in paragraphs (D)(1)(d)(i) to (D)(1)(d)(xxv) of OCR 5122:30-31 or
(xxvii) A violation of an existing or former municipal ordinance or law of this state, any other state, or the United States that is substantially equivalent to any of the offenses or violations described in paragraphs (D)(1)(d)(i) to (D)(1)(d)(xxvi) of OCR 5122:30-31.
E. Tier Four: Five-year exclusion No residential facility shall employ an applicant or continue to employ an employee, for a period of five years from the date the applicant or employee was fully discharged from imprisonment, probation, and parole, if the applicant or employee has been convicted or pleaded guilty to any of the following sections of the Revised Code:
(i) 2903.13 (assault); (ii) 2903.22 (menacing); (iii) 2907.09 (public indecency); (iv) 2907.24 (soliciting after positive human
immunodeficiency virus test); (v) 2907.25 (prostitution); (vi) 2907.33 (deception to obtain matter harmful to
juveniles); (vii) 2911.13 (breaking and entering); (viii) 2913.02 (theft); (ix) 2913.03 (unauthorized use of a vehicle); (x) 2913.04 (unauthorized use of property, computer,
cable or telecommunication property); (xi) 2913.05 (telecommunications fraud); (xii) 2913.11 (passing bad checks); (xiii) 2913.21 (misuse of credit cards); (xiv) 2913.31 (forgery, forging identification cards); (xv) 2913.32 (criminal stimulation); (xvi) 2319.41 (defrauding a rental agency or hostelry); (xvii) 2913.42 (tampering with records); (xviii) 2913.43 (securing writings by deception); (xix) 2913.44 (personating an officer); (xx) 2913.441 (unlawful display of law enforcement
emblem); (xxi) 2913.45 (defrauding creditors);
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(xxii) 2913.51 (receiving stolen property); (xxiii) 2919.12 (unlawful abortion); (xxiv) 2919.121 (unlawful abortion upon minor); (xxv) 2913.123 (unlawful distribution of an abortion-
inducing drug); (xxvi) 2919.23 (interference with custody); (xxvii) 2919.24 (contributing to unruliness or delinquency
of child); (xxviii) 2921.12 (tampering with evidence); (xxix) 2921.21 (compounding a crime); (xxx) 2921.24 (disclosure of confidential information); (xxxi) 2921.32 (obstructing justice); (xxxii) 2921.321 (assaulting/harassing police dog or
horse/service animal); (xxxiii) 2921.51 (impersonation of peace officer); (xxxiv) 2925.09 (illegal administration, dispensing,
distribution, manufacture, possession, selling or using any dangerous veterinary drug);
(xxxv) 2925.11 (drug possession other than a minor drug possession offense);
(xxxvi) 2925.13 (permitting drug abuse); (xxxvii) 2925.22 (deception to obtain dangerous drugs) (xxxviii) 2925.23 (illegal processing of drug documents); (xxxix) 2925.36 (illegal dispensing of drug samples); (xl) 2925.55 (unlawful purchase of pseudoephedrine
product; (xli) 2925.56 (unlawful sale of pseudoephedrine
product); (xlii) 2923.01 (conspiracy), 2923.02 (attempt), or
2923.03 (complicity) when the underlying offense is any of the offenses or violations described in paragraphs (D)(1)(e)(i) to (D)(1)(e)(xli) of OCR 5122:30-31.; or
(xliii) A violation of an existing or former municipal ordinance or law of this state, any other state, or the United States that is substantially equivalent to any of the offenses or violations described in paragraphs (D)(1)(e)(i) to (D)(1)(e)(xlii) of OCR 5122:30-31.
F: Tier Five: No Exclusion A residential facility may employ an applicant or continue to employ an employee, if the applicant or employee has been convicted of or pleaded guilty to any of the following sections of the Revised Code:
(i) 2925.11 (drug possession that is minor drug possession offense);
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(ii) 2925.14 (illegal use or possession of drug
paraphernalia); (iii) 2925.141 (illegal use or possession of marijuana
drug paraphernalia); or (iv) A violation of an existing or former municipal
ordinance or law of this state, any other state, or the United States that is substantially equivalent to any of the offenses or violations described in paragraphs (D)(1)(f)(i) to (D)(1)(f)(iii) of OCR 5122:30-31.
G. Multiple disqualifying offenses a. If an applicant or employee has been convicted of or pleaded guilty
to multiple disqualifying offenses listed in paragraph (D)(1)(c) of rule 5122:30-31, and offenses listed in paragraph (D)(1)(d) of rule 5122:30-31, and paragraph (D)(1)(e) of rule 5122:30-31, the applicant or employee is subject to a fifteen-year exclusion period.
b. If an applicant or employee has been convicted of or pleaded guilty to multiple disqualifying offenses listed in paragraph (D)(1)(d) of rule 5122:30-31 and offenses listed in paragraph (D)(1)(e) of rule 5122:30-31, the applicant or employee is subject to a ten-year exclusion period
c. If an applicant or employee has been convicted of or pleaded guilty to multiple disqualifying offenses listed in paragraph (D)(1)(e) of rule 5122:30-31, the applicant or employee is subject to a seven-year exclusion period.
H. A conviction of or plea of guilty to a disqualifying offense listed or described in paragraph (D)(1) of OCR 5122:30-31 shall not preclude an applicant from being employed or an employee from remaining employed by a responsible entity:
a. The applicant, employee, or candidate has been granted an unconditional pardon for the offense pursuant to Chapter 2967 of the Revised Code;
b. The applicant, employee, or candidate has been granted an unconditional pardon for the offense pursuant to an existing or former law of this state, any other state or the United States, if the law is substantially equivalent to Chapter 2967 of the Revised Code;
c. The applicant’s, employee’s, or candidate’s conviction or guilty plea has been overturned pursuant to law;
d. The applicant, employee, or candidate has been granted a conditional pardon for the offense pursuant to Chapter 2967 of the Revised Code and the conditions under which the pardon was granted have been satisfied.
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e. The applicant’s, employee’s or candidate’s conviction or guilty plea
is not for an offense listed or described in paragraph (D)(1)(a) of OCR 5122:30-31, and the applicant, employee, or candidate has a certificate of qualification for employment issued by a court of common pleas with competent jurisdiction pursuant to section 2953.25 of the Revised Code; or
f. The applicant’s, employee’s or candidate’s conviction or guilty plea is not for an offense listed or described in paragraph (D)(1)(a) of OCR 5122:30-31, and the applicant, employee, or candidate has a certificate of achievement and employability in a home and community-based services-related field, issued by the Ohio department of rehabilitation and correction pursuant to section 2961.22 of the Revised Code.
I. A residential facility may continue to employ a person who is excluded by paragraph (D)(1)(e) of rule 5122:30-31 if the conviction for a tier four offense occurred prior to March 30, 2014, the employee was hired prior to the effective date of this rule, and if the residential facility has considered the nature and seriousness of the offense and attests in writing to the character and fitness of the person based on the person's demonstrated work performance. The residential facility shall make this determination by June 30, 2014 and shall maintain the written attestation in the employee's personnel record. The determination shall be subject to review by the department.
J. Any report obtained pursuant to this rule is not a public record for purposes of section 149.43 of the Revised Code and shall not be made available to any person other than:
a. The applicant, employee, or candidate who is the subject of the report or the applicant’s, employee’s or candidate’s representative.
b. The responsible entity that requested the report or its representatives.
c. The department, if the department requests the residential facility to provide a copy of the report to the department.
d. A court, hearing officer, or other necessary person involved in a case dealing with the denial of employment to the applicant or employee; or a civil action regarding the Medicaid program the department administers.
K. For purposes of OCR 5122:30-31, reports from the bureau of criminal identification and investigation or any other state or federal agency regarding a person’s criminal record and records supplied by the bureau of motor vehicles regarding a person’s record of convictions for violations of motor vehicle laws are valid for a period of one year from the date of the report.
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Page 1 of 8
- DRUG FREE WORKPLACE - PURPOSE: It is the responsibility of Harbor to maintain the highest standards of health,
safety, efficiency and effectiveness for its patients, employees, visitors and the general public. It is also the responsibility of Harbor to protect its property, equipment and operations. Employee abuse of alcohol, or other drugs or controlled substances often means excessive absenteeism, tardiness, safety concerns and decreased productivity and quality of work. Employee abuse of alcohol or other drugs not only affects job performance but also affects the individual's well being as well as his/her family. A successful approach to this problem requires a mixture of education, personal awareness, counseling, assistance, deterrents and discipline. A program of this nature can be successful if it is administered with compassion and consistency, and if it involves each employee, the union and the organization all working together. Being in the business of providing EAP and counseling services to individuals with a range of mental and emotional problems, including alcohol and substance abuse, Harbor’s professional reputation is dependent on its employees and all other individuals acting as a paid or unpaid representative of Harbor (students or interns) being in compliance with this Drug Free Workplace policy.
POLICY: To be in compliance with the Federal Drug Free Workplace Act of 1988,
and the Lucas County Mental Health and Recovery Services Board's policy of a drug-free service delivery system, and to meet Harbor's ethical and professional responsibilities, Harbor will maintain and promote a workplace where individuals are not under the influence of, and where the use, sale, purchase, manufacture, transfer, or possession of alcohol and/or illegal drugs is prohibited. Because of our overall concern for safety and efficiency, this policy is applicable to all our employees and independent contractors as well as all personnel associated with any contractor or subcontractor engaged in work on Harbor property. This policy also applies to any individual working as a student or intern/extern, or volunteer for Harbor.
Reporting for work under the influence of alcohol or drugs, use of alcohol or
drugs, or the possession, distribution or sale of alcohol or drugs on Harbor property at any time, or while acting as an authorized representative of Harbor off Harbor’s premises, is strictly prohibited and, as such, will be grounds for disciplinary action, up to and including discharge.
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ACCOUNTABILITY: All Harbor Workforce Members DEFINITIONS:
• Alcohol means any beverage or substance containing alcohol or other legal intoxicant.
• Under the influence means the individual is affected or impaired by
alcohol or illegal drug or the combination of an illegal drug and alcohol in any detectable manner.
• Legal drug includes prescribed maintenance drugs, dosage drugs and
over-the-counter drugs that have been legally obtained and are being used for the purpose for which they were prescribed or maintained.
• Illegal drug is any narcotic, controlled substance, drug or drug-like
substance which is not (a) legally obtainable, or (b) obtainable but which has not been legally obtained. The term also includes legal drugs which are not being used for prescribed purposes and marijuana. Illegal drugs are also referred to in this document as "drugs".
• Controlled substance is any drug that is listed under the Controlled
Substances Act of 1970. Substances are classified according to their ability to be addictive, and restrictions are listed to control their use. Many prescription medications that alter physical and mental control are categorized under this law.
• Workplace, premises, property includes all properties, facilities, land,
buildings, structures and automobiles, owned, leased or used by Harbor, or an authorized representative or employee of Harbor, in the conduct of its business.
• Accident means an unplanned, unexpected and undesirable event,
especially one resulting in damage or harm, that occurs on the employer’s property, during the conduct of the employer’s business, or during working hours, or that involves employer-supplied motor vehicles or motor vehicles used in conducting the employer’s business, or within the scope of employment.
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PROCEDURE: 1. All new employees, students and interns, and volunteers of Harbor will
be informed of, and provided with a copy of, this policy and procedure at the point in their application process where they are asked to submit to a pre-employment screening.
Documentation of this communication will be in the form of a signed
Informed Consent and Release Form which will be maintained in the employee's personnel file or student, intern, or volunteer's administrative file.
All employees hired prior to adoption of this policy were informed of,
and provided with, a copy of this policy. An executed acknowledgment of receipt is filed in the employee's administrative personnel file.
2. To ensure compliance with this policy, Harbor will establish pre-
employment testing and testing for reasonable cause, and testing following any on-the-job accidents (see Procedure #7) as defined by Rule 4123-17-58. Harbor will not perform random testing. Effort will be made to ensure the dignity and privacy of individuals being tested. Results of any screenings as well as information regarding participation in any treatment or rehabilitation programs will be handled in accordance with state and federal confidentiality laws.
3. The drug testing Cut-Off Levels are defined as the pre-determined level of drug/metabolite that constitutes whether a tested urine specimen is negative or positive. Cut-off levels are used to establish that an employee has one or more of the drugs in his/her system and, therefore, should be considered as having had a positive test. The purpose of identifying cut-off levels (as opposed to saying that any amount of drug/metabolite in the system constitutes a positive test) is to safeguard against a false-positive test. In other words, someone who passively inhales marijuana smoke or eats a poppy seed roll (heroin is a derivative of the poppy plant) will not test positive if appropriate cut-off levels are used. Cut-off levels are measured in nanograms (one-billionth of a gram) per milliliter of urine. An initial test is first used to verify the presence of the drug in the individual’s system. The confirmatory test, which is 100,000 times more powerful, measures the genetic “fingerprint” of the specific drug and is 100% accurate. Based on the chart that follows, a Gas Chromatography/ Mass Spectrometry (GC/MS) confirmatory test indicating 600 ng/ml of
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amphetamines in a urine specimen would constitute a positive test. Cut-off levels offer protection to both employees and Harbor.
Cut-Off Levels
Drug
EMIT Screen (ng/ml)
CG/MS Confirmation (ng/ml)
Amphetamines 1000 500 Cocaine (including crack) 300 150 Opiates 2000 2000 Phencyclidine (PCP) 25 25 Cannabinoids (THC) 50 15
4. Pre-Employment Screening: All applicants for employment,
internships, and volunteers must submit to a pre-employment controlled substance/illegal drug test to be considered for employment. Upon identification of the best candidate for the position, the manager responsible for hiring to that position will inform the candidate of the organization's Drug Free Workplace Policy, and refer the candidate to the Team Resources (TR) Department. Prior to beginning an internship or volunteer assignment, managers will follow this protocol as well. (Note: clinical volunteer assignments must meet all regulatory standards and be authorized through the Quality Care Council.) The TR representative will obtain the applicant's signature on the Informed Consent and Release Form and will further inform the applicant of where to report for the lab tests. Such lab tests should be completed within 48 business hours from the date of the signed Consent.
Applicants with confirmed positive test results will be contacted by
Harbor's TR Department if a second screen is recommended by the lab. The applicant will be informed by the hiring manager if Harbor is unable to hire due to the results of the test.
Applicants who refuse to sign the consent form will not be employed.
Any applicant who refuses to submit to testing will be considered to have not successfully completed the application process and will not be eligible for employment.
5. Screening for Reasonable Cause: If at any time Harbor, through its
management and/or other organizational committees (e.g., Health & Safety Committee), has reason to believe that any person on its premises, or conducting business as an authorized representative of Harbor off Harbor premises, is under the influence of alcohol or a
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controlled substance, it may require that person to submit to a test to determine the presence or absence of alcohol and/or controlled substance. Managers will ensure that the individual is transported to the testing site. Reasonable cause can be defined as a reasonable suspicion, based on an objective criteria, which may include observation regarding appearance, behavior, speech or breath odor. Employees asked to submit to a screen for alcohol and/or drugs will be required to execute an Informed Consent and Release Form at the time of testing; refusal of an employee to cooperate with the screen, including refusal to sign the consent, will be subject to discipline up to termination.
6. Testing following an on-the-job accident: The supervisor must notify Team Resources that the accident occurred and an Incident Report is being completed. Team Resources will complete the consent for a drug and alcohol screening.
Following an on-the-job accident as referenced under “Definitions” above, the employee will be sent or taken to a Harbor designated location for a drug and alcohol testing if, at a minimum, any of the following has occurred: • A fatality of anyone involved in the accident • Any vehicular accident
Lucas and Wood County’s designated location for drug and alcohol testing is Harbor’s Woodley location, located at 3909 Woodley Ave., Toledo, Ohio. Hamilton County’s employees location is Harbor’s Crisis Stabilization Center, located at 3007 Vernon Place, Cincinnati, Ohio. Tests will be administered as soon as possible after necessary medical attention is received, or within twenty-four (24) hours. If in the event that any employee related accident causes bodily injury that would require off site medical attention, the employee should seek immediate medical attention. Employees should report to the nearest emergency room, or Lucas and Wood County employees may report to Mercy St. Vincent’s Occupational Health Center, 2214 Cherry Street, Toledo, Ohio or Toledo OccuHealth, 5100 Central Avenue, Toledo, Ohio. Hamilton County employees may report to CareFirst Urgent Care at 4406 Montgomery Rd, Norwood, OH 45212.
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7. In cases of testing for reasonable cause and testing following an on-
the-job accident, it will be the manager’s responsibility to ensure the safe transportation of the employee.
Any employee found to test positive for alcohol or drugs will be offered the opportunity for rehabilitation. The type of rehabilitation program will be determined by Harbor's employee assistance program (EAP). However, the rehabilitation program will not be considered a haven for employees who have violated other organizational rules or have been involved in inappropriate conduct.
An employee will be suspended, pending termination, if any of the
following occur: (a) the employee refuses the initial offer for rehabilitation; (b) if for reasonable cause the employee is found to be under the influence a second time; or (c) fails to comply with the requirements of the rehabilitation and/or aftercare program. Should an employee come forward and admit that he/she has had a relapse after having been rehabilitated, the EAP will evaluate factors contributing to the relapse and will determine the appropriateness of additional treat-ment/rehabilitation.
A negative test will result in reimbursement of lost wages.
8. Searches: If it has reasonable cause, Harbor, through its management, may search handbags, briefcases or other containers or personal effects at any time the employee is on the premises or while acting as an authorized representative of Harbor off Harbor premises. Furthermore, if it is deemed by management that it has reasonable cause to believe that this policy is being or has been violated, the company may request that an employee submit to a reasonable search of their person which will be conducted by, and only in the presence of, persons of the same sex. The employee's refusal to consent and cooperate with such searches will be considered insubordination and the employee will be suspended pending termination.
9. Although we recognize that employees may be able to report for work
while taking medication prescribed by a physician, employees are expected to discuss the potential side effects of any prescribed medication with the prescribing physician. Any information regarding the medication's side effects on the safe and efficient performance of assigned duties must be discussed with the employee's supervisor. Failure to do so may result in discipline.
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10. Any employee who is convicted of any criminal drug statute violation,
including misdemeanors must inform Harbor's Chief Executive Officer or his/her designee of such conviction not later than five (5) working days after such conviction.
If the conviction was for a violation that occurred on Harbor premises
or while performing Harbor business, Harbor's Chief Executive Officer or his/her designee must notify, in writing, the Ohio Department of Mental Health and Addictions (via the Lucas County Mental Health & Recovery Services Board or Wood County Alcohol, Drug Addiction and Mental Health Services Board), of the conviction within ten (10) working days after receiving notice of the conviction. In addition, the Chief Executive Officer or his/her designee must within five (5) working days of the conviction notice, take satisfactory disciplinary action and may require the employee's participation in an approved treatment or rehabilitation program. The Executive Director of the Lucas County Mental Health & Recovery Services Board or Wood County Alcohol, Drug Addiction and Mental Health Services Board must be informed of the disciplinary and treatment actions taken.
11. An employee’s violation of this policy will not be reported to law
enforcement unless required by a regulatory body or criminal statute. However, law enforcement may be requested to come on site in conjunction with a referral for criminal prosecution.
12. Employee Assistance: The intent of this policy is not discipline, but
rather to provide a safe working environment. Our goal is to eliminate the problem, not punish the employee who needs and wants help.
13. Consequently any employee wishing assistance with any personal
problem involving alcohol or drug abuse is encouraged to contact Harbor’s internal EAP program or Team Resources.
Use of the EAP or Team Resources for substance abuse guidance will not jeopardize future employment opportunities for the employee. However, it is the responsibility of every employee to seek assistance from the EAP before alcohol and or drug problems lead to disciplinary actions. Once a violation of this policy occurs, subsequently using the EAP on a voluntary basis will not necessarily lessen the disciplinary action, and may, in fact, have no bearing on the determination of appro-priate action.
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14. Any employee subject to discharge for use of alcohol or drugs who
has an otherwise good work record may be considered for reinstatement, provided they successfully complete an alcohol or drug abuse program. The EAP and/or Team Resources will determine if such a program is indicated, if there has been successful completion of such program, and if any additional aftercare or substance abuse testing is warranted.
15. Training & Education: Supervisors and other designated Harbor
personnel will be trained to recognize and address the signs of alcohol and drug use by employees. Such training will include how to implement this policy and procedure, as well as information regarding referral to Harbor's EAP and drug testing procedures.
Employees will be made aware of Harbor’s Drug Free Workplace Program during initial orientation.
ms: 1/01, Rev. 2/03, 5/04, 3/06, 3/07. bs: 06/11. as: 10/15, 10/16, 06/17, 11/18, 7/19, 7/20
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- USE OF HARBOR-OWNED / LEASED VEHICLES – - USE OF PERSONAL VEHICLE FOR JOB RELATED PURPOSES - PURPOSE:
To ensure the safety of all occupants during the use of a Harbor-owned or leased vehicle and to ensure proper use and maintenance of such vehicles.
POLICY: Harbor-owned or leased vehicles are to be used only by Harbor staff for
transporting Harbor clients/consumers or conducting other Harbor business.
Harbor will assist clients/consumers, as appropriate, with transportation to ensure that their mental health, vocational rehabilitation, and day service needs are met. In providing transportation service, Harbor will take reasonable efforts to ensure the safety of all occupants. Harbor workforce members who transport clients/consumers will be at least eighteen years old.
Harbor will arrange transportation by a community emergency service
agency for clients/consumers that are pink slipped (Application for Emergency Admission)/involuntarily hospitalized (For procedures, see Policy #238, Emergencies/Crisis Intervention).
ACCOUNTABILITY: All Staff who operate agency vehicles; Supervisors; Director; Team
Resources; Vice President, Behavioral Health Services, Quality Improvement and Grant Development
PROCEDURE:
1. Verification of Driver’s License and Driving Record: In cases where a position requires a valid driver’s license and good driving record as indicated on the job summary, Team Resources will verify the driver’s license and driving record of prospective employees through Harbor’s auto insurance agent.
Before an offer of employment, Team Resources will consult with Harbor’s insurance agent to secure the above-mentioned verifications. Harbor employees whose essential job duties include operating agency
vehicles are responsible to maintain a current, valid driver’s license. A periodic check of all employees authorized to drive Harbor vehicles will include verifying current driver’s license number and expiration date on all licenses held, and a check by Harbor’s auto insurance agent of the employee’s motor vehicle report to determine continuing eligibility to drive Harbor vehicles.
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All staff authorized to use agency vehicles must inform his or her supervisor and Director of Team Resources, in writing, immediately of any driver’s license suspension or revocation.
2. Use of Agency Vehicles: Only Harbor employees screened and approved are authorized to drive Harbor vehicles. All Harbor vehicles are for the transportation of clients/consumers and staff on Harbor business. Personal use of vehicles is not allowed unless staff member has written permission of the Chief Executive Officer (or designee).
The use of Harbor vehicles by spouse and dependents is not allowed. Failure to comply will result in disciplinary action. 3. Transporting Harbor Clients/Consumers: Harbor-owned/leased
vehicles will be made available to staff who transport clients/consumers. Harbor staff must use a Harbor vehicle whenever transporting clients/ consumers, unless the staff member has written permission of the Chief Executive Officer (or designee) Harbor vehicles will not be used to transport clients/ consumers, (adults or minors) that have been pink-slipped (Application for Emergency Admission)/involuntarily hospitalized.
If an adult client/consumer agrees to voluntarily go to a local hospital for an emergency evaluation, primary transportation options are client/family self-transport or ambulance transport. A two-person transport in a Harbor vehicle may be allowed with the approval of the Vice President, Behavioral Health Services, Quality Improvement and Grant Development. Permission by parent/guardian must be obtained before voluntary hospitalization or transportation of a minor client.
4. Transportation Training Manual: All employees who have been
cleared to operate a Harbor vehicle shall review and follow all rules and procedures outlined in the Transportation Training Manual, Policy #243, Attachment “A”.
5. Seat Belt / Child Restraint Use: Each person in a Harbor vehicle shall wear a safety belt or the appropriate child restraint while the vehicle is in operation.
Child Restraint Seat: Child 3 years and younger or less than 40 pounds Booster Seat: Child 4 -7 years of age, if the child weighs at least 40 pounds and is less than 4’9’’
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Adult Safety Belt (Seat Belt): Children 8 years of age and older who are at least 4’9” tall It is recommended that children under age 12 ride in the back seat as a safety precaution to prevent airbag injuries. If a driver becomes aware that a passenger is not wearing the appropriate restraint or becomes unrestrained during transport, the driver will pull over when and where safe, and instruct the passenger to put on the seat belt or in the case of infants and toddlers ensure that the individual is properly restrained in the required seat. Individuals will not be transported if they refuse to comply. In this case the driver will call for back up from his/her supervisor or from the police (911). Violations by Harbor staff will be subject to disciplinary action.
6. Inspection and Maintenance Schedule: • Each Harbor vehicle must be checked on a monthly basis. A Harbor
Maintenance or other designated staff member will be responsible for completing the Monthly Vehicle Check Sheet and sending it to Harbor Maintenance. Problems identified will be immediately reported to Harbor Maintenance by completing a Vehicle Maintenance Request form. Documentation will be provided to Quality Improvement upon request.
• Although the Vehicle Check Sheet is completed monthly, drivers are
cognizant of their responsibility to daily inspect the vehicle before it is used. This should include a visual check of tires, lights, wipers, turn signals and mirrors and ensuring that no indicator lights are on.
• Any driver that becomes aware of a problem or need for repair will
immediately complete a Vehicle Maintenance Request Form and forward it via e-mail to Harbor Maintenance. If the problem is emergent or involves mechanical problems, the driver will also notify his/her supervisor who will ensure appropriate action is taken. (See #7 below).
Each vehicle must be inspected by a qualified mechanic at least every six months or 5,000 miles. This inspection will include, but is not limited to: brakes, tires, fluid levels, and lights. A record of the inspection will be recorded on the Master Vehicle Maintenance Schedule (Policy #243 Attachment “B”) or another approved method, and available for review by Quality Improvement.
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7. Reporting Accidents, Injuries, Mechanical Problems, Transportation Concerns: ➢ Accidents: Any accident or injury involving a Harbor vehicle or an
employee while using his or her personal vehicle for agency business will be reported to the driver’s supervisor immediately. If an employee or client / consumer is injured, it must be reported to Team Resources. If an agency vehicle is damaged, it must also be reported to Harbor Maintenance and to the Accounting Department. An incident involving an accident or injury will be reported within 24 hours on the appropriate Incident Report Form in accordance with Policy #218 and Harbor’s Drug Free Workplace Policy #133. In case of serious injury of a client/consumer, a Incident Report, must be completed. The Supervisor or designee will obtain a police report and forward it to the main office.
A defensive driving course will be required of all Harbor employees who meet one of the following criteria while driving a Harbor owned or leased vehicle:
1. Employee receives one citation for an accident in which a Harbor
staff member and/or Harbor client(s) report injuries; 2. Employee was involved in two accidents, with no injury, within a 24
month time frame, and was cited for both accidents. 3. Employee received two moving violations (such as speeding ticket
or camera violation) or a moving violation and was cited for an accident with a 12 month time frame.
Employees will register for the Defensive Driving course for a Saturday or Sunday class through The Safety Council of Northwest Ohio, website link: http://scnwo.org. Training must be completed within two weeks of notice by the supervisor. The certificate of completion will be given to the supervisor. If that timeline is not met, the employee a) may have all job-related driving privileges suspended, and b) will be subject to discipline. Employees will be responsible for covering the cost of the course. If there are further violations by the employee after completing the defensive driving course within the next 12 months, the employee may discipline up to/and including termination. The referral to the Defensive Driving course and notice of any disciplinary action will be documented in the employee’s performance evaluation.
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Post-accident drug and alcohol screening may be applicable; see Drug Free Workplace Policy #133.
➢ Mechanical Problems and Maintenance Issues: Any mechanical
problems or maintenance issues are to be reported to the Supervisor (or designee) immediately. The Vehicle Maintenance Request form should be completed and sent electronically to Harbor Maintenance.
The vehicle will not be driven if it is unsafe to operate. The staff member discovering the problem should place a note on the steering wheel or prominently in the driver’s seat to alert others not to drive the vehicle. A note should also be placed on the Vehicle Sign Out Log. The Supervisor or designee will ensure the vehicle is removed from operation until inspected by a certified mechanic and repaired as needed.
Harbor Maintenance will ensure that problems identified are corrected or repairs are made and logged on the Vehicle Repair/Replacement Notice Harbor Maintenance will maintain the Vehicle Check Sheet and the Repair/Replacement Notice when repairs are completed and logged. Whenever any vehicle is serviced, Harbor Maintenance will document the service on the Master Vehicle Maintenance Schedule. Documentation will be provided to Quality Improvement upon request.
➢ Transportation Concerns: Any transportation concerns, such as
changing weather conditions, are to be reported to the Manager/Director or designee. If weather conditions may result in danger to employees or clients/consumers, the Senior Management Team Member will make an assessment whether programs will open for the day or close early (deteriorating conditions through the day). Safety of vehicle occupants is the main concern.
DOCUMENTATION: Incident Reporting (Policy #218 Attachment) Copy of Driver's License Transportation Training Manual (Policy #243, Attachment A) Master Vehicle Maintenance Schedule (Policy #243, Attachment B) Monthly Vehicle Check/Vehicle Repair Notice (Policy #243, Attachment C)
ms: 12/99, rev. 2004, 8/07, 8/08, 4/09, 2/10. bs: 11/11, 01/13, 03/13. as: 10/15, 3/19
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- INTRODUCTORY AND ANNUAL PERFORMANCE EVALUATIONS - PURPOSE: To establish a mechanism to determine whether a new employee can fulfill
the requirements of the job and ongoing employees can perform his/her function in a manner acceptable to Harbor.
POLICY: The introductory period shall be up to 120 calendar days after which a
performance evaluation will be provided. Annual performance evaluations will occur at the end of each fiscal year.
ACCOUNTABILITY: All Harbor Workforce; Supervisors; Chief Executive Officer; Chief Operating Officer; Director, Team Resources
PROCEDURE: 1. At the mid-point of the employee's introductory period or sooner, if
indicated, the supervisor should evaluate the employee's performance to date. This evaluation should indicate to the employee any and all areas of concern regarding an employee's performance or attitude for successfully performing the duties of the position. Any problem areas identified must also indicate plans for improvement and a date on which the performance will be re-evaluated.
2. Within the introductory period, temporary clinical responsibilities may
be assigned. 3. No paid time off will be granted or accrued during the introductory
period. Once an employee successfully completes the introductory period, paid time off accrual shall be retroactive to date of employment.
4. At the end of the introductory period, a written performance evaluation
shall be completed by the supervisor. This evaluation must bear the signatures of the supervisor and the employee. The employee will receive a copy of the evaluation.
5. If the introductory employee has not satisfactorily fulfilled the
requirements of the position, the employee shall be terminated. 6. There is no appeal to termination decisions during the initial
introductory period.
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7. All introductory and annual performance evaluations shall be conducted collaboratively between the employee and the supervisor, and shall include: ▪ evidence of input from the person being evaluated ▪ measurable performance objectives for the following year; and ▪ assessment of the goals and objectives listed on the prior year’s
performance evaluation. ms: 7/00, 10/04, 4/08. bs: 7/10. as: 10/15, 12/18, 6/2020
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