REGULAR MEETING OF THE ALLEGHANY HIGHLANDS COMMUNITY SERVICES BOARD
Thursday, March 19, 2015

The Alleghany Highlands Community Services Board held its regular meeting on March 19, 2015 at 5:30 p.m. at the Administration Office located at 205 E. Hawthorne Street in Covington, Virginia.

PRESENT: Teresa Johnson, Anne Dean, Connie Back, Robert Johnson, Jr., Nolan Nicely, Jr., Carla Dobbs, Lisa Hicks, and Robert McCallister.

ABSENT: Charli Laws.

Also present: Ingrid W. Barber, Executive Director; Angie Goodbar, Director of Intellectual Disabilities Services; Cara Major, HR Manager; Nancy Curry, QI Manager; Adam Kenny, IT Manager, and Ann Bostic, Chief Financial Officer.

Teresa Johnson, Chairwoman, called the meeting to order at 5:30 p.m.

APPROVAL OF MINUTES OF February 19, 2015 REGULAR MEETING
MOTION: That the Board approve the minutes of the February 19, 2015 regular meeting.
MOTION: Carla Dobbs
SECOND: Bob McCallister
VOTE: Unanimous
TIME: 5:35 p.m.

Communication: Letter to the Editor (March is Intellectual/Developmental Disabilities Awareness Month)

PROGRAM REPORTS

Mental Health & Substance Abuse
Ingrid Barber provided the following report:
• At the clinic they are continuing to work on GAP screenings, enrollments, and finding people who qualify for services. GAP Medicaid cards are slow getting to clients; however, the clients are receiving letters.
• Access has gotten busier due to warmer weather. It has been explored to expand hours.
• Ingrid has been working closely with Debbie Burns in Prevention on a logic model which is due April 15, 2015. (Tim Preston, the prevention specialist, is doing an outstanding job with bullying classes…10 classes at Mountain View, 8 classes at Sharon and 7 classes at Jeter-Watson and Edgemont).
• Therapy has a waiting list, however, all individuals on the wait list are in a service of some type. SA groups are almost full. These groups are meeting three nights a week.
• Anger Management group has a new flyer – Jesse Shiavone will lead this group.
• Emergency Services is working with therapist on wait list and caseloads. The assessment clinician position has been fulfilled and she is also cross-training with Emergency Services to do prescreens and on call work.
• Planning outdoor events for Clubhouse since the weather is getting warm.
• Case Management is making sure that everyone who needs a GAP assessment gets one. They are working on MH Month activities. April 16th is Advanced Directive Day. CM will be going to Scott Hill for a luncheon next week.
• In Nursing, they are working with GAP assessments and sliding scale clients to ensure payment for pharmacy through GAP.
• Dr. Bates is working on Meaningful Use guidelines associated with kids. The guidelines are pretty much the same for kids as with adults and lab work also needs to be done with kids.
• Nurse case management is running smoothly. Med only clients may have a telephone contact if they need to see someone each month.

Intellectual Disabilities
Angie Goodbar provided the following report:
• Person Centered Planning – The new person centered planning forms were distributed by DBHDS in February with an April 1st implementation date. The supervisors and support coordinators are scheduled to attend a training to be conducted by Wanda Earp, Community Resource Consultant, about the new person centered planning process. ID Services will start utilizing the new forms in the electronic health record by the implementation date.
• DARS Monitoring Visit (March 9-11)- Janet James, Esquire, conducted a monitoring visit with the Public Guardian Partnership, Inc. The audit consisted of a review of four charts and four off-site visits with the clients served in the program. The audit resulted in no findings and a satisfactory score which indicates compliance with all DARS regulations. The Guardian scored satisfactory plus in some areas including exceeding required number of site visits, exemplary documentation and direct services.
• Merryfield Update – Consulted with Buddy Mountjoy, ICF/IID Accounting Consultant, on February 24th. Buddy spent the day at AHCS giving guidance on how to complete a cost settlement. There is currently one vacancy at Merryfield that is projected to be filled in April.
• Community Relations and Marketing – Ingrid Barber, ED, and Angie Goodbar, ID Director, met with representatives from Rivermont School to explore their needs for the children in the school and how the CSB could meet those needs. Brian Summo from Rivermont agreed to share informational packets about ID services with family members that may need waiver services. Angie Goodbar and Shawn Jefferson visited the Adult Day Care of the Roanoke Valley in order to explore more innovative practices. The Supervisors met in March to establish a marketing plan for each program.
• Day Support Update – Life Skills Day Support is in the process of reorganizing the rooms in the building. Individuals that are dependent on wheelchairs or walkers were moved to the first floor for safety purposes. All rooms at day support are being redesigned to have activities stations so individuals can choose from a variety of activities throughout the day. The program will conduct an open house event in the month of May. The day support program is conducting a fundraiser for Easter. They have made pint and quart size “Easter Jars”. Proceeds will go toward the individual’s activities fund.
• Upcoming Event – March is ID Awareness Month and the ID Department is promoting the Employment First Initiative. Letters were sent out to local businesses asking them to give individuals with intellectual disabilities the opportunity to volunteer, job shadow or have paid employment opportunities throughout the month. The DSP’s in the residential program will assist the individuals with transportation to the businesses as well as helping them to perform the duties requested by each business. AHCS will publicly recognize each business that is willing to participate in this initiative.

Quality Improvement
Nancy Curry provided the following report:

UR, Compliance and EHR:
• 2015 YTD totals include 14 QI Communications processed (10 for January and 4 for February); 24 Incident Reports processed (13 for January and 11 for February); 1 Safety Inspection (0 for January and 1 for February).
• Currently conducting the Recovery Oriented Systems Indicators (ROSI) Consumer Survey as required in the FY 15-16 Performance Contract.
• No change in DBHDS Data Dashboard data for AHCS.
• No change in Exhibit B of the Performance Contract for AHCS.

Credentialing:
• 2015 YTD figures include: 17 AHCS licensed staff (9 for January and 8 for February); 24 Insurance Panels (12 for January and 12 for February); and 83% of Staff Credentialed for January and 87% of Staff Credentialed for February.
• Currently credentialing two new staff members. The remaining six staff are credentialed on all available panels.

Staff Development:
• 2015 YTD average: 151 staff for January and 153 staff for February; 95% compliance for annual training for January and 93% compliance for February.
• Two 32-hour Medications Classes were administered (0 in January and 2 in February); one 8-hour Medications Class was administered (1 in January and 0 in February); two TOVA classes were administered (1 in January and 1 in February); and two New Hire Orientations were conducted (1 in January and 1 in February).

Other:
Several projects are in process, including the Annual P&P Review, Client Satisfaction Survey, and the Core Services/PC/Budget alignment. The QI Plan-Performance Contract is currently on hold.

Attended LHRC meeting and DMC meeting in February.

IT Manager Report:
Adam Kenny provided the following report:

Help Desk:
• Completed 26 help desk requests.
• Completed 45 Credible change requests.

EHR:
• Assisted with form changes in ID and MH.
• Completed program name changes in Credible. The names are now grouped by program area and have a naming scheme used across the agency.
• Trained doctors and nurses on how to use the new forms and physicians orders.
• Met with Life Skills Supervisor to design the layout for Adult Day Care program in Credible. Currently Adult Day Care and Life Skills are combined into one program. They will now be separated for easier reporting purposes.
• Met with employees on the GAP (Governor’s Access Plan) processes.

Hardware and Networking:
• Completed wiring for phone/internet in downstairs Life Skills activity room.
• Completed server setup and time clock adjustments for TimeTrak.

Other:
• Met with VHIT Consultant on Meaningful Use.
• Met with Nancy on visit type changes. Reviewing each program’s available visit types to make sure they are compliant with CCS.
• Signed up for ICD 10 Training.
• Attended All Supervisors Meeting.
• Attended Innovations and Best Practices call.

Human Resources
Cara Major reported the following:

Turnover:
• For Fiscal Year 2015, there were 27 New Hires and 35 Terminations with a turnover rate of 23%.

Loss Report:
• There were 3 Worker’s Comp Claims, 2 auto claims and no property claims.

Advertising/Recruitment:
• Advertising was done through websites: VEC, Shentel, Indeed, Careerbuilder, Chamber of Commerce and Jobs.roanoke.com; and through newspapers: Virginian Review, Staunton, Lexington, Lewisburg and Roanoke.

Filled Positions:
• Intellectual Disabilities – DSP (Merryfield- 2)
Office Cleaner
• Mental Health – MH/SA Therapist
• Administration – Office Cleaner

Open Positions:
• Intellectual Disabilities – Direct Support Professional (In-Home, Friendship); Infant Toddler Systems Manager/Early Intervention Professional
• Mental Health – Emergency Services Clinician (Part-Time); Outpatient Services Supervisor; Clubhouse Program Psychosocial Technician; Intensive Case Manager (Full Time); MH/SA Therapist
• Administration – Accounting Operations Manager

General Updates:
• Employee Appreciation – March 5
• Employee Breakfast – March 12
• Relay for Life
• FY14 Annual Report

Participation:
• March 8-11 – VA SHRM Conference
• March 17 & 18 – Job Fair DSLCC
Upcoming:
• May 5-7 – VACSB Conference

Financial Reports
• Ann Bostic, CFO submitted financial reports for AHCS.

EXECUTIVE DIRECTOR’S REPORT AND RECOMMENDATIONS

Ingrid Barber provided the following report:
• Ingrid is exploring policies regarding inclement weather with other CSBs.
• RFPs have been issued for Audit and Banking Services.

Old Business:
• Guinan Center – Mental Health Clinic Building update. There have been several more leaks at the clinic. Largent (based out of Harrisonburg) took care of the leaks and, so far, there have been no new ones. An estimate to replace the entire roof was approximately $90,000. AHCS may have to apply for a grant to pay for the roof.
• Update on the Alleghany Foundation Grant – RFP issued. A copy of the RFP is on the agency website and has been advertised in the newspaper. July 31st is the goal to have the repairs completed.
• Catawba Regional Partnership Update – The region is out of Discharge Assistance Planning Funds. The majority of the funds have been spent by Blue Ridge and not AHCS because they serve more individuals. Effective July 1, 2015, AHCS will be moving out of the region and into PPR 1. We will use Western State Hospital as our state hospital.
• ICF Audit Update – AHCS is working with a consultant who has been helping us finalize the cost settlement.
• Status of Senate Bill No. 1410 (SB1410) – This bill would require us to have all licensed emergency pre-screeners by July 2015. The bill did not pass.

New Business:
• VACSB Development and Training Conference – May 6-8, 2015 at Ft. Magruder Conference Center and Hotel in Williamsburg, VA. We have registered for six slots.
• Alleghany Highlands Community Services Board 2014 Annual Reports are on the way and hope to receive them soon.
• Board of Directors meeting – quorum required by code. If board members are not able to attend the meetings in person, they can be conferenced in by telephone.
• Community Group Meeting regarding children’s services is being developed. AHCS has offered assistance regarding behavioral health services.
• VACSB General Assembly/Budget Update – Intellectual Disability is now being called Developmental Disability. The bill has passed and is awaiting Governor’s signature.

CLOSED SESSION
CODE OF VIRGINIA: PERSONNEL 2.2-3711.A.1
MOTION: That the Board enter closed session to discuss Personnel Matters, as authorized by the Code of Virginia Sections 2.2-3711A.1.
MOTION: Bob McCallister
SECOND: Robert Johnson, Jr.
VOTE: Unanimous
TIME: 6:40 p.m.

CERTIFICATION OF EXECUTIVE SESSION
A signed roll call was taken for each member present who certified that to the best of the member’s knowledge that:
-Only public business matters lawfully exempted from opening meeting requirements by Virginia law were discussed in the closed meeting to which this certification applies; and only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Alleghany Highlands Community Services Board.

ADJOURNMENT
MOTION: That the March 19, 2015 regular meeting of the Alleghany Highlands Community Services Board be adjourned.
MOTION: Robert Johnson, Jr.
SECOND: Bob McCallister
VOTE: UNANIMOUS
TIME: 7:10 p.m.

NEXT MEETING
The next scheduled Board Meeting will be on Thursday, April 16, 2015 at 5:30 p.m. at Life Skills located at 550 Pine Street, Clifton Forge, VA.