Apr 8, 2013

The Alleghany Highlands Community Services Board held its regular meeting on January 28, 2013 at 5:30 p.m. at the AHCS Administration Office.

PRESENT: Robert McCallister, Lisa Hicks, Robert H. Johnson Jr., Connie Redman Back, Teresa Johnson, Charli Laws and Eleanor Payne.

Also present: Ingrid W. Barber, Executive Director; QuoVadis Washington-Brown, Director of Outpatient and Support Services; Angie Goodbar, Director of Intellectual Disabilities Services, Patty Flanagan, Fiscal & Reimbursement Supervisor; Nancy Curry, Quality Improvement Manager; Cara Major, Human Resources Manager; Adam Kenny, IT Manager and Gloria Humphries, Administrative Assistant and Clerk to the Board.

Absent: Karen Burns and Nolan Nicely, Jr.

Bob McCallister called the meeting to order at 5:27 p.m.

MOTION: That the Board approve the minutes of the January 28, 2013 regular meeting.
MOTION: Lisa Hicks
SECOND: Eleanor Payne
VOTE: Unanimous


Ingrid read a thank you note from the Alleghany Highlands Chamber for AHCS participation
during the recent Chamber Dinner.

Addition to the agenda

Bob announced that there would be an addition to the agenda under New Business regarding the VRS Resolution.


Mental Health & Substance Abuse
QuoVadis Washington-Brown provided the following report:

• QuoVadis and the Mental Health and Substance Abuse staff continue to work on Same Day Access and community awareness about services.

• QuoVadis provided data regarding Same Day Access for the months of January and February 2013:
- 70 individuals called for services and 41 individuals were seen for an assessment in the walk-in clinic in February.
- 48 individuals called for services, 28 individuals were seen and 3 individuals were scheduled for services in March.

• QuoVadis participated in the following meetings:
- QuoVadis attended the Discharge Assistance Planning meeting to discuss AHCS clients that currently have plans and their progress in treatment.
- QuoVadis met with the LabCorp representative to discuss options for placing a laboratory and collection site at the MH Clinic for the Wounded Warrior Program (tele-psychiatry) and AHCS Psychiatric Services.
- QuoVadis met with Judge Trumbo, Alleghany District Court judge and Leslie Matney, Chief of Probation and Parole, District #40 to discuss ways in which inmates could receive services in pre-trial status.
- QuoVadis met with AHCS Intellectual Disabilities Director, Angie Goodbar, LPC and Day Support Services Supervisor, Linda Mack, CPRP to discuss Supportive Employment plans for AHCS. AHCS will be hosting a workshop at Dabney Lancaster Community College to introduce stakeholders and AHCS staff to the Supportive Employment principles which will be conducted by Adam Sass of the Department of Behavioral Health and Developmental Services in March 2013.
- QuoVadis attended the VACSB conference in January 2013.
- QuoVadis attended Catawba Regional Partnership Meetings in January and February 2013.
- QuoVadis assisted AHCS with the Office of Attorney General Audit.
- QuoVadis attended the CMPT Meeting in January 2013.

Intellectual Disabilities

Angie Goodbar provided the following report:

• Angie reported that March is Intellectual and Developmental Disability Awareness Month. Alleghany Highlands Community Services (AHCS) has embraced the ARC’s campaign of “The New Virginia Way”. AHCS has planned events throughout the month of March to advocate for individuals with intellectual and developmental disabilities and to promote community inclusion.

• Angie reported that on March 12, 2013, Adam Sass, Employment Specialist with Department of Behavioral Health and Developmental Services spoke about the Employment First Initiative and supportive employment at Dabney Lancaster Community College. Other events for the day included the “I’m Determined” presentation from the special education classes of Covington and Alleghany Public Schools. The last event of the day was a presentation on all services offered by AHCS Intellectual Disability Services. An employee of Residential In-home services spoke about how rewarding her job has been as a Direct Support Professional and how it has influenced her decision to return to college and acquire a degree in occupational therapy.

• Angie reported that articles have been published by the Virginia Review Newspaper regarding supportive employment and ID Awareness Events. Upcoming events include an open house at the ID office on March 22, 2013. An ID Awareness Banner is displayed outside the ID Office as well as at the Wal-Mart interstate exit. The banners read, “Intellectual Disability Awareness Month, A Life like Yours- Same Hopes, Same Dreams”.

• Angie reported that on March 25, 2013, Merryfield Residence held a ribbon cutting to celebrate the license as an Intermediate Care Facility. Merryfield ICF is excited to announce the hire of Sheena Jackson as Program Manager/ Administrator.

• Angie reported that the Infant/Toddler Program participated in the “Child Find” community-wide developmental screening event at the YMCA in Low Moor, in collaboration with the Alleghany County Schools. The next screening event has been rescheduled for April 10th at the Edgemont Primary School. In February, the Infant/ Toddler staff met with the YMCA Daycare in Covington to promote awareness about the early intervention program. In March, the team met with the Head Start Program.

• Angie reported that Intellectual Disability Services continues to implement the initiatives set forth by the DOJ Settlement. The Support Coordinators recently completed the background portion of the survey, a section that covers 57 questions about the individual to be surveyed. The Support Coordinators will be working closely with the Regional Support Teams to successfully discharge individuals from the training centers and problem solve about barriers to discharge. The Support Coordinators completed the training required “Basics of Case Management Module 7: Accountability” to meet the obligations under the Settlement Agreement. March 1, 2013 Support Coordinators implemented the enhanced case management practices.

Quality Improvement

Nancy Curry provided the following report:

UR and HER
• Nancy reported that AHCS has been through three DMAS audits since the January 2013 meeting. The audits are listed as follows:
- February 1, 2013 Follow up to the ID waiver services audit that was completed on June 25, 2012.
- February 4, 2013 Desk Audit for ID Assistive Technology and Environmental Modification.
- February 26, 2013 Desk Audit of VICAP.

• Nancy stated that AHCS was notified that a DBHDS Audit will be conducted the week of March 25, 2013.
• Nancy stated that monthly UR reports were distributed.
• Nancy facilitated an agency credible workgroup to improve the use of the Electronic Health Records.
• Nancy facilitated a workgroup to continue working on agency disaster planning and response. The workgroup is currently focusing on a COOP (Continuity of Operations Plan) for each program.

• Nancy participated in two webinars on the new CHRIS system that will go into effect for AHCS on March 26, 2013.

• Nancy reported that she is currently working to update the agency orientation packet that is given to each client upon admission. Nancy will be presenting this to the Leadership Team for review and feedback.


• Nancy reported that AHCS has 4 staff currently in the credentialing process to be added to AHCS as a provider.

Staff Development

• Nancy reported that AHCS has 150 staff enrolled in Elevate.

Policy and Procedures
• Nancy is serving as a member of Medical Services Workgroup to write/update agency policies relation to medication management. The workgroup consists of nurses from ID and Psych services.


• Nancy attended the Data Management Committee meeting with Adam Kenny on February 22, 2013 through teleconference.

• Nancy attended the Local Human Rights Meeting on February 21, 2013.

• Nancy participated in webinar training on the use of DELTA. DELTA is the web-based security portal used by DBHDS to ensure the privacy and protection of the health information records used by the state facilities, CSBs and private providers.

• Nancy participated as a member of the Waiver Slot Assignment panel.

IT Manager Report

Adam Kenny reported the following:

Help Desk
• Adam reported that he has installed Help Desk Software on his computer and this will be
configured and rolled out soon.

• Adam reported that he completed approximately 155 visit change requests.

• Adam reported that several changes have been made to forms for Mental Health Groups
along with changes to visit approval roles in Credible.

• Adam stated that some changes have been implemented in Credible according to the DOJ settlement requirements.

• Adam stated that he has completed several reports that will be required for MU Attestation.

Hardware and Networking
• Adam reported that he has received a quote on new computers and cabling project for Merryfield.

• Adam reported that he has installed and configured new wireless access points at Merryfield and Mental Health.

• Adam reported that he has installed and has been testing new backup software that is HIPPA compliant.

• Adam stated that AHCS has recycled old electronic equipment through Scott Recycling.

• Adam attended monthly DMC meetings in Richmond.

• Adam attended the credible conference in March.

• Adam reported that he has finished writing the IT Policies and Procedures.

• Adam reported that he has written desk procedures for IT duties.

• Adam stated that he has started researching RFID locks for the agency facilities.

• Adam completed the Medicaid Incentive for one of the agency physicians for reimbursement.

Human Resources

Cara Major provided the following report:

• Cara reported the 2013 fiscal year turnover rate for July 1 through March 7 was 23.3%.

• Cara reported the 2012 fiscal year turnover rate from July 1, 2012 through March 7, 2012 was 19.3%.

• Cara reported that the 2012 fiscal year turnover rate was 24%.

Loss Report
• Cara reported that there was one vehicle claim and on Worker’s Comp Claim.

• Cara reported that advertising is being done with local papers (Roanoke, Lynchburg, Lexington, and Stanton), Shentel Cable, Lumos Internet and the Roanoke paper.

• Cara reported that a job fair was held at the Administration Office on March 5, 2013.

• Cara provided an update on the filled and open positions.

General Updates
• Cara stated that the employee breakfast has been rescheduled for April 29, 2013 at 9:00am.

• Cara reported that benefits statements will be issued to agency employees on March 29, 2013.

• Cara stated that the agency annual report has been completed and is ready for mailing.

• Cara reported that Merryfield Direct Support Professionals (DSP) positions have been reclassified and the agency now requires a CNA license to provide skilled care service at the facility.

• Cara participated in the BB&T Webinar on Health Care Reform Compliance and will continue with these on a monthly basis.

• Cara is currently taking the SHRM PHR Course.

• Cara will be attending the Mental Health First Aid Training April 10-11, 2013.

• Cara will be attending the SHRM conference April 22-24, 2013.

• Cara will be attending the VACSB Conference May 1-3, 2013.

Budget Reports

Patty Flanagan provided the budget report.
• Patty provided the balance in the regular checking and foundation account and the consolidated year to date totals for the agency for the month of February 2013.

• Patty provided the MH/SA and ID fund balance reports.


Ingrid Barber provided the following report:

Old Business
• Ingrid provided an update regarding the Office of Inspector General Audit. This audit focused on DAP Funds. Patty Flanagan and QuoVadis Washington-Brown worked with this audit team. No issues or concerns were found for the agency.

• Ingrid provided a copy of the new Logisticare Transportation Service Brochure. Ingrid stated that transportation services are growing.

• Ingrid provided an update on the ICF-MR Facility.

New Business

• Ingrid reminded everyone about the VACSB Conference April 30, 2013 through May 3, 2013 in Virginia Beach.

• Ingrid gave an update on the completed DBHDS Audit. Ingrid stated that the audit was informational and overall the agency did well. The final report has not yet been received.

• Ingrid provided a copy of the FY 2013 Mid-Year Performance Contract Report.

• Ingrid provided a copy of the FY 2013 2nd Quarter Part C Expenditure Report.

• Ingrid gave an update on the General Assembly and Budget.

• Ingrid and Cara provided an update on the VRS Resolution. Ingrid stated that a motion will be needed to approve the 1% employee salary increase for FY 2014.

MOTION: That the Board approve the 1% VRS increase for FY 2014.
MOTION: Charli Laws
SECOND: Eleanor Payne
VOTE: Unanimous
TIME: 6:25 p.m.

MOTION: That the Board enter closed session to discuss Personnel Matters, as authorized by the Code of Virginia Sections 2.2-3711A.1.
MOTION: Eleanor Payne
SECOND: Teresa Johnson
VOTE: Unanimous
TIME: 6:30 p.m.


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.


The next scheduled Board Meeting will be on Monday, May 20, 2013 at 5:30 pm. at the Moody Building-Lifeskills Center; 550 Pine Street, Clifton Forge, Virginia.


MOTION: That the January 28, 2013 regular meeting of the Alleghany Highlands Community Services Board be adjourned.
MOTION: Robert Johnson
SECOND: Charli Laws
VOTE: Unanimous
TIME: 7:30