REGULAR MEETING OF THE ALLEGHANY HIGHLANDS COMMUNITY SERVICES BOARD
Thursday, July 17, 2014

The Alleghany Highlands Community Services Board held its regular meeting on July 17, 2014 at 5:30 p.m. at the Administration office located at 205 E. Hawthorne Street in Covington, Virginia.

PRESENT: Robert H. Johnson, Jr., Robert McCallister, Teresa Johnson, Anne Dean, Connie Back and Carla Dobbs.

Also present: Ingrid W. Barber, Executive Director; Angie Goodbar, Director of Intellectual Disabilities Services; Cara Major, HR Manager; and Adam Kenny, IT Manager.

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

APPROVAL OF MINUTES OF May 15, 2014 REGULAR MEETING
MOTION: That the Board approve the minutes of the May 15, 2014 regular meeting.
MOTION: Anne Dean
SECOND: Bob McCallister
VOTE: Unanimous

Recognition of Retirement: Rosemary Simmons, Reimbursement Specialist, was recognized following her retirement on July 15, 2014 after 15 years of service.

PROGRAM REPORTS

Mental Health & Substance Abuse
Ingrid Barber provided the following report on behalf of QuoVadis Washington-Brown.

• AHCS Outpatient Services staff have been attending training related to changes in the behavioral health field. They attended the July 1, 2014 Launch of New Virginia Commitment Laws to include increase in the amount of time an individual can be held for Emergency Custody Order from 6 to 8 hours. The Temporary Detention Order hold period was increased from 48 to 72 hours.

• On June 25, 2014, Andrea Dilley-Frame, LPC, Emergency Services Manager, met with representatives of the Magistrates office, Lewis Gale Alleghany Hospital, and local law enforcement to discuss changes in the civil commitment law and to discuss ways in which our agencies can better work together. It was suggested that this meeting take place quarterly.

• QuoVadis, Ingrid, and Andrea met with local law enforcement to discuss the new civil commitment laws. Some important points were the notification of issuance of an Emergency Custody Order and notification of CSB Emergency Services Staff within 15 minutes of serving the order to the individual. Also discussed was the need to have Crisis Intervention Trained Officers within the locality to be able to respond appropriately to individuals who are exhibiting mental health or behavioral symptoms to prevent hospitalization if possible.

• QuoVadis met with Major Cronk of the Alleghany Regional Jail to review and renew the contract for Psychiatric Services for the jail. Major Cronk indicated that he would like for jailers to participate in Mental Health First Aid Training in the fall of 2014.

• Outpatient Services has discharged 15 individuals for the month of June and admitted 25 individuals to services. Substance Abuse Outpatient Services has admitted 5 into (3-IOP and 2 SA individual counseling) and discharged 12 individuals from services.

Intellectual Disabilities
Angie Goodbar provided the following report:

• Angie reported that new waiver amendments went into effect as of July 1st for Virginia to come into compliance with the 2011 CMS regulations. The state was awarded 25 waiver slots for 2015 which is a minimal amount to address the 9,000 individuals that are on the waiver waiting list. The allotment of 25 waiver slots meets the DOJ Settlement Agreement requirements. Angie continues to be an active participant on the ID Waiver Redesign Advisory Committee at the department that makes recommendations for waiver redesign that will be implemented in 2016.

• Angie reported that the ID Support Coordinators had the opportunity to request funding from the Commonwealth Community Trust’s (CCT) 2014 Charitable Fund Award. CCT is a nonprofit organization that administers special needs trusts for people with disabilities. Applications were submitted on behalf of the individuals served by AHCS and $2,486 was granted for four individuals. This funding will provide needed dental services, a hearing aid, and the cost of a ramp that was not completely covered by ID Waiver Assistive Technology.

• Angie reported that AHCS submitted a grant application to the Department of Rail and Public Transportation (DRPT) in February 2014 for the purchase of two 14 passenger vans and one mini-van. AHCS received notification in July that grant funding was approved for one 14 passenger van. This van will be utilized by Life Skills Day Support Program and for Medical Logisticare Transportation.

• Angie reported that the Part C Infant Toddler Program projected a deficit in their area for the year due to an increase in the number of individuals being served that are private pay or have private insurance. Anita Eggleston, Part C System Manager, contacted the department to request additional funding and AHCS was awarded $20,358 of additional funding which will prevent any shortfall in the program.

• Angie reported that the Supported Employment Stakeholder Advisory Committee sponsored an “Employment First” Job and Resource Fair on June 6, 2014 at the First Christian Church Family Life Center. Approximately 25 employers were present for the job fair which provided all individuals in the community opportunities to view employment openings, complete applications, and receive interviews at the event.

• Angie reported that the ID Program Supervisors attended the Provider Roundtable Meeting in May. ID Program Supervisors and one new support coordinator attended a two day ID/DS Provider Waiver Modules Training in Wytheville in June. Angie, along with the Merryfield Administrator and a social worker attended the ICF/IID Roundtable Meeting in Richmond.

• Angie reported that AHCS hosted a Cultural Competence Training in June at DSLCC. Cecily Rodriguez, from the Office of Cultural and Linguistic Competence with DBHDS conducted the training titled “Critical Considerations in Planning for Effective Communication”. Twenty-five employees attended the training.

• Angie reported that community integrations and involvement for individuals served continues to be a major focus in the ID Program. Merryfield hosts a “Family and Friends” dinner monthly and the individuals from Friendship have participated in these events. Merryfield residents planted a vegetable garden, attended a live play at Attic Productions in Fincastle, VA, attended an outdoor play at the amphitheater in Clifton Forge, and enjoyed a tour of the Safari Park in Natural Bridge. The residents also visited the “trash and treasures” flea market in Clifton Forge and attended the Cork and Pork Festival in Covington. Individuals from Friendship Residence participated in a trip to Ashland Trout pond to fish and then have lunch in Lexington. Life Skills Day Support Program offers outings to the YMCA and volunteer opportunities at the nursing home and with Hospice. Merryfield, Friendship and Life Skills Day Support all have activities calendars available in which individuals can choose from a variety of opportunities offered.

Quality Improvement
Ingrid Barber provided the following report on behalf of Nancy Curry:

UR, Compliance and EHR:
• The annual agency wide P&P workgroup completed this year’s review. Nancy is currently finishing all the changes and will be posting them on Relias for all staff to review and sign acknowledgment.
• The COOP workgroup completed writing the plan. Training of staff will be implemented and it will also be placed on Relias.
• Nancy is working with Adam and QuoVadis on meaningful use.

Credentialing:
• There is currently only 1 staff in the credentialing process and AHCS is only waiting on word from two panels.

Staff Development:
• Nancy submitted a table showing compliance for training courses. As of July 15, 2014, we had 151 staff enrolled in Relias.
• Nancy conducted a MHFA class for the Charles P. Jones Memorial Library staff on May 23, 2014.

• Nancy participated in two New Hire Orientation trainings.

• Nancy and Jill implemented a QI Communication Sheet that is used to correspond with employees regarding documentation errors/needs, information needed, notifying them of some action that needs to be taken. These sheets will be tracked to help demonstrate the activities done daily by the QI Department related to monitoring and compliance.

• Nancy added several new courses to Relias for employees that were items requested during the DBHDS audit DSS Mandated Reported Training, and Cultural Diversity training. Tracking for DLA (Daily Living Assessment) training and monitoring was also set up.

IT Manager Report:
Adam Kenny provided the following report:

Help Desk:
• Adam completed 46 help desk requests.
• Adam completed 105 Credible change requests.

EHR:
• Adam implemented new MU measures and reporting.
• Adam completed form changes for new MU measures.
• Adam implemented e-labs and trained nurses.
• Adam implemented client portal and trained front office staff.
• Adam attended several billing related trainings.
• Adam generated reports to aid in CCS data clean-up for end of year reporting.
• Adam configured new approval role structures.

Hardware and Networking:
• Adam met with Lee Hartman & Sons about Mental Health Surveillance.
• Adam completed new computer setup at Life Skills.
• Adam completed agency wide computer update.
• Adam set up new computers for billing staff.

Other:
• Adam attended monthly DMC meetings in Richmond
• Adam participated in agency wide Policy and Procedure review
• Adam participated in COOP meetings
• Adam participated in Recovery Run Meetings and also stated that $1400 in monetary donations have been collected thus far.
• Adam participated in Timetrak meetings
• Adam attended the Virginia Credible User Group Meeting

Human Resources
Cara Major reported the following:

Turnover:
• Cara reported 71 new hires for FY13 and 62 new hires for FY14. There were 58 separations for FY13 and 57 separations for FY14.

• Cara reported the turnover rate of 36.7% for FY13 and 38% for FY14. The turnover rate compared to last year remained pretty much the same.

Loss Report:
• Cara reported 3 Worker’s Comp claims

• Cara reported no auto claims.

• Cara reported no property claims.

Advertising/Recruitment:
• Cara reported that advertising for open positions is published through VEC, Jobs.Roanoke.com, Indeed, Monster, Virginian Review, and Roanoke Times.

• Cara reported the following filled positions:
Intellectual Disabilities
DSP (Friendship 1, Merryfield 3, Residential 2)
Mental Health
Support Service Provider
Community Support Supervisor
Administration
Vehicle and Property Maintenance
Reimbursement Specialist

• Cara reported the following open positions:
Intellectual Disabilities
Direct Support Professional (In Home, Merryfield, Friendship)
RN (Life Skills Part-Time)
Mental Health
Support Provider (Full-Time)
New Beginnings Support Provider (Full-Time)
New Beginnings Technician (Part-Time)
Community Supports Supervisor (Full-Time)
Emergency Services Clinician (Part-Time)

General Updates:
• Cara reported on the launch of the Agency Facebook page
• Cara reported that she is working with Kaufman and Canoles on the HR Policies and Procedures
• Cara reported that the Employee Family Picnic was held June 14th with 88 employees and their families attending
• Cara reported that the new agency brochure is complete
• Cara reported that Aflac and Valic representatives have conducted employee meetings
• Cara reported on Open Enrollment. AHCS will offer 3 insurance plans starting September 1, 2014, in order to meet Affordable Care Act requirements. Employee meetings will be conducted in August
• Cara reported that an All Employee meeting is scheduled for September 18th from 3pm-5pm at the Family Life Christian Center
• Cara reported that Driver Training is being conducted July 22nd by VACO

Participation:
• Cara attended the VRS Roundtable Meeting on May 22, 2014.
• Cara and Ingrid attended the Callaghan Elementary School Job Fair on June 2, 2014.
• Cara attended the Employment First Job Fair on June 6, 2014.
• Cara will attend the Virginia Employment Commission Conference on August 6, 2014.

Financial Reports
Ingrid Barber provided the following report:

Balance Sheet:
• Total Cash at the end of May is $896,951, a decrease of $48,852 since April. Total cash includes $27,769 from the Foundation. The Foundation paid $37,271 during the month of May to purchase a Wheelchair Assessable Van for Merryfield facility.
• Total Assets decreased by $57,295 since April.
• Total Liabilities decreased $43,709 since April.
• Total Stockholders’ Equity is $1,698,853 at the end of May 2014 which includes current Fiscal Year-to-Date Surplus of $68,818.

EXECUTIVE DIRECTOR’S REPORT AND RECOMMENDATIONS
Ingrid Barber provided the following report:

Old Business
• Ingrid provided an update on the report from Lionberger Construction regarding needed updates for the Moody Building. It was determined that the updates could be put on hold for now as the report indicated that the building was safe and there was no immediate danger.
• Ingrid provided an update on the New Lease on Life Grant which ended on June 30, 2014.
• Ingrid provided an update on the Performance Contract which the department did not approve before the end of June. She distributed handouts regarding last year’s and this year’s budgets. A Motion was made by Robert Johnson to approve the AHCS 2015/2016 Performance Contract and was seconded by Carla Dobbs.
• Ingrid provided an update on the purchase of a van for Merryfield. A Motion to approve this purchase was made by Bob McCallister and was seconded by Anne Dean.

New Business
• Ingrid provided an update from Baratta and Associates regarding the Moody Building.
• Ingrid spoke about the creation of the Alleghany Mental Health Support Group, in partnership with NAMI.
• Ingrid gave an update on the Health/Dental Insurance open enrollment which is due by August 22, 2014.
• Ingrid provided a Logisticare update and advised that new rates were still being negotiated.
• Ingrid provided an update on the Medicaid settlement at Merryfield.
• Ingrid gave a report on the Local Law Enforcement meeting which was held on June 10, 2014.
• Ingrid provided a VACSB update and distributed several handouts including a district calendar, a list of upcoming events and conferences, and a summary of Budget Priorities for 2015-2016.

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: Connie Back
VOTE: Unanimous
TIME: 7:46 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 July 17, 2014 regular meeting of the Alleghany Highlands Community Services Board be adjourned.
MOTION: ANNE DEAN
SECOND: ROBERT JOHNSON
VOTE: UNANIMOUS
TIME: 9:05 p.m.

NEXT MEETING
The next scheduled Board Meeting will be on Thursday, September 18, 2014 at 5:00 p.m. at the First Christian Church Family Life Center – 231 E. Fudge Street, Covington, VA.