REGULAR MEETING OF THE ALLEGHANY HIGHLANDS COMMUNITY SERVICES BOARD
Thursday, April 16, 2015

The Alleghany Highlands Community Services Board held its regular meeting on April 16, 2015 at 5:30 p.m. at Life Skills located at 550 Pine Street in Clifton Forge, Virginia.

PRESENT: Teresa Johnson, Robert McCallister, Lisa Hicks, Connie Back, Anne Dean

ABSENT: Nolan Nicely, Jr., Charli Laws, Carla Dobbs, and Robert Johnson, Jr.

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, Ann Bostic, Chief Financial Officer, and Felicia Prescott, Director of Outpatient and Support Services.

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

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

Communication: Ingrid read a letter from the Alleghany Highlands Chamber of Commerce thanking AHCS for their Gold Level sponsorship at the 2015 Annual Dinner at The Greenbrier.

Introduction of Felicia Prescott, new Director of Outpatient and Support Services.

Program Update on Merryfield Residence by Sheena Jackson, Administrator.

PROGRAM REPORTS

Mental Health & Substance Abuse
Ingrid Barber provided the following report:
• Ingrid has spent a lot of time at the Mental Health Clinic over the past thirty (30) days acclimating herself with the different programs and looking at the efficiency of those programs as well as staff. She discussed several changes taking place at the clinic and Admin involving filling vacancies and restructuring staff.
• Felicia Prescott has been familiarizing herself with the staff and programs at Mental Health.
• Prevention just finished a LOGIC model which will be sent in once Felicia has finished reviewing it.
• May is Mental Health Awareness Month.
• Ingrid spoke about the smoking cessation billboards which have been erected in the community.
• Repairs have been made to the roof at the Mental Health Clinic.

Intellectual Disabilities
Angie Goodbar provided the following report:
• March was Developmental Disabilities Awareness Month. Alleghany Highlands Community Services partnered with local businesses in promoting the “Employment First” initiative by granting individuals with disabilities the opportunity to volunteer, job shadow or have paid employment during the month of March. Employment is important to everyone in that it provides feelings of self-worth and achievement. Through job shadowing and volunteering at local businesses, individuals were able to explore their work interests and see what types of careers may be available to them. Businesses that supported this endeavor included AHCS, Pampered Pets, Upper Cuts, Covington Farm and Fuel and Image Express.
• Waiver redesign update – The General Assembly did not allocate funding for the “Building Independence Waiver” in this session. DBHDS and DMAS are continuing to make plans for waiver redesign on an altered timeline. The General Assembly is requiring DMAS and DBHDS to prepare a report that includes plans for the list of services to be included in each waiver, service limitations, provider qualifications, proposed licensing regulatory changes, proposed changes to the rate structure for services and the cost to implement the changes. The General Assembly did approve the increase to waiver rates as of July 1st for all home and community based waiver services.
• Logisticare training – Thomas Garnett, Logisticare Representative, provided an in-service and updates about medically necessary transportation services. AHCS is in the process of securing a contract to become a transportation provider for Virginia Premier Insurance Company.
• In April, satisfaction surveys will be mailed out to the individuals receiving services that have guardians and authorized representatives. The support coordinators will be assisting individuals with completing surveys the week of April 13th-17th.
• A “Community Breakfast” will be held in May. This is a marketing events for AHCS ID Services. Information will be shared about AHCS as well as the various ID programs. “Just the facts” about the waiver list and waiver services will be disseminated.

Quality Improvement
Nancy Curry provided the following report:

UR, Compliance and EHR:
• 2015 YTD totals include 14 QI Communications processed (10 for January, 4 for February, and 0 for March); 24 Incident Reports processed (13 for January, 11 for February, and 0 for March); 1 Safety Inspection (0 for January, 1 for February, and 0 for March).
• Nancy reported that she will have to update Incident reports processed at the next meeting. Without the QI Specialist, she needs to catch up on all of the data entry for those reports.
• DBHDS Data Dashboard data for AHCS – updated copy attached.
• No change in Exhibit B of the Performance Contract for AHCS.

Credentialing:
• March 2015 figures include: 9 AHCS licensed staff; 12 Insurance Panels; and 84% of Staff Credentialed.
• Currently credentialing three new staff members. The remaining six staff are credentialed on all available panels.
Staff Development:
• March 2015: 143 staff with 94% compliance for annual training (7 courses).
• No 32-hour Medications Classes were administered; no 8-hour Medications Class were administered; one TOVA class was administered; and no New Hire Orientations were conducted.

Projects:
The Client Satisfaction Survey is in process, the Annual P&P Review and Core Services/PC/Budget alignment projects are finished, and the ICD-10 project was just started. The QI Plan-Performance Contract is currently on hold.

Other:
Attended Credible Conference March 24-26, 2015 with Adam.
Attended ICD-10 training offered by VACSB on April 8, 2015.

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.
• Cleaned up notification triggers. Removed triggers that are not necessary and set others to notify only people that actually need to be notified.
• Completed Meaningful Use Attestation for Dr. Bates and Dr. Ladenika.
• Set up new Adult Day Care program in Credible.

Hardware and Networking:
• Installed and configured new wireless access points in Life Skills.
• Rewired scanner room in Mental Health.
• Tested telehealth equipment with Wounded Warrior employees.

Other:
• Attended Credible Conference.
• Attended ICD-10 training.
• Purchased licensing for new GP migration.

Human Resources
Cara Major reported the following:

Turnover:
• For Fiscal Year 2015, there were 30 New Hires and 38 Terminations with a turnover rate of 25%.

Loss Report:
• There was 1 Worker’s Comp Claim, no auto claims and no property claims.

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

Filled Positions:
• Intellectual Disabilities – DSP (Merryfield and Friendship)
• Mental Health – Clubhouse Program Psychosocial Technician and Intensive Case Manager (Full Time)
• Administration – Accounting Operations Manager

Open Positions:

• Administration – Quality Improvement Specialist
• Intellectual Disabilities – Food Services Specialist; Direct Support Professional (In Home, Friendship); C.N.A.; Infant Toddler Systems Manager/Early Intervention Professional; Van Driver; In Home Residential Supervisor
• Mental Health – Emergency Services Clinician (Part-Time); Outpatient Services Supervisor; MH/SA Therapist; Admin Support Secretary; Admin Support Supervisor; Case Manager; and Skill Building Provider.
• Administration – Accounting Operations Manager

General Updates:
• FY 14 Annual Report
• Conducted interviews and onboarding with employees

Participation:
• Attended DSLCC Job Fair March 17-18
Upcoming:
• April 28- VACO Disability Insurance Training
• 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:

Old Business:
• Update on the Alleghany Foundation Grant – report was sent to the Executive Director, Mary Fant Donnan. Only one contractor responded to the RFP. A letter was sent to the Foundation requesting that we be allowed to advertise outside the area since we did not get many bids.

New Business:
• Transfer of Alleghany Highlands Community Services from PPR7 to PPR1- Ingrid received a letter from Commissioner Ferguson granting our request to transfer regions, effective July 1, 2015. Western State Hospital will now be serving our catchment area instead of Catawba Hospital. Mental Health and Admin staff will visit Western State to tour the facility and meet the staff on April 27th.
• Licensure variance request for New Beginnings Resident/Staffing modification. The one resident residing at New Beginnings is being moved to Friendship House per DBHDS approval. New Beginnings staff will also immediately transfer to Friendship. AHCS has six (6) months to decide what to do with the New Beginnings building.
• Alleghany Highlands Community Services Board 2014 Annual Report
• VACSB General Assembly/Budget Update – we should receive a letter in May notifying us if we should expect to receive any increases or decreases in programs.

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: Lisa Hicks
SECOND: Anne Dean
VOTE: Unanimous
TIME: 6:28 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 April 16, 2015 regular meeting of the Alleghany Highlands Community Services Board be adjourned.
MOTION: Anne Dean
SECOND: Connie Back
VOTE: UNANIMOUS
TIME: 6:57 p.m.

NEXT MEETING
The next scheduled Board Meeting will be on Thursday, May 21, 2015 at 5:30 p.m. at the Administration Office located at 205 E. Hawthorne Street in Covington, Virginia.
The Board Finance Committee will meet on May 21, 2015 at 4:00 p.m. to discuss budget and performance contract.