REGULAR MEETING OF THE ALLEGHANY HIGHLANDS COMMUNITY SERVICES BOARD
Thursday, June 18, 2015

The Alleghany Highlands Community Services Board held its regular meeting on June 18, 2015 at 4:00 p.m. at the Administration Office located at 205 E. Hawthorne Street in Covington, Virginia.

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

ABSENT: Carla Dobbs and Teresa Johnson

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.

Robert McCallister called the meeting to order at 4:05 p.m.

APPROVAL OF MINUTES OF May 21, 2015 REGULAR MEETING
MOTION: That the Board approve the minutes of the May 21, 2015 regular meeting.
MOTION: Lisa Hicks
SECOND: Connie Back
VOTE: Unanimous
TIME: 4:30 p.m.

Program Update on Agency Education by Michael Vint, Friendship House Supervisor.

PROGRAM REPORTS

Mental Health & Substance Abuse
Felicia Prescott provided the following report:

The month of May involved preparation for transition to Partnership Planning Region 1 (PPR1) for utilization of Western State Hospital (WSH). This important and detailed process will involve the emergency services team, and case management. The WSH Social Work, Admissions, and Not Guilty by Reason of Insanity Directors visited AHCSB on May 20th to tour New Beginnings, and the Clubhouse program. We will be working closely with WSH to determine the best population to occupy New Beginnings. It is our objective to reestablish services in that location within the timeline set by the Department of Behavioral Health. Preparation for the transition also involved a visit by the Regional Initiatives Director. AHCSB’s Intensive Case Manager and Discharge Assistance Plan (DAP) coordinator observed the procedures for DAP in PPR1 and AHCSB’s CFO and Director of Outpatient and Support Services attended the last DAP scrubbing for our agency in PPR3.

On June 4th, we hosted a stakeholder “Meet and Greet” to share Department of Behavioral Health and Developmental Services updates to child and adolescent services. The dialogue was a great start to strengthening stakeholder relationships and continuing to identify community interest related to our common clients. AHCSB has agreed to begin a resource spreadsheet based on list that the AHCSB case managers and open access use to refer out. This spreadsheet will be circulated to this group for updates by August 10th. AHCSB will also provide more extensive recommendations when completing VICAPS, as well as begin providing VICAPS in Clifton Forge on the first Thursday of each month beginning in July. This should better accommodate families in that part of Alleghany County.

Mental Health Month PSA’s wrapped up May Mental Health Awareness month activities and aired on 101.9 – The River and 103.5 – Big Country from May 6, 2015 thru May 28, 2015. The PSA’s featured two staff members from the agency promoting “good mental health” across the lifespan.

As the school year concluded The Steps to Respect Program (Anti Bullying evidence based curriculum comprised of 11 30-minute sessions) was completed in all participating schools: Sharon Elementary, Edgemont Primary School, Mountain View Elementary School and Jeter Watson Intermediate School. All lessons were completed in each school and the program’s fidelity was upheld.

Applied Suicide Intervention Skills Training (ASIST) Successes – Two community members who were trained at the May 18-19 ASIST workshops have reached out to the ASIST trainers, Kristi Holt and Andrea Dilley-Frame, to report success with the model. Both individuals had the opportunity to use the skills learned to provide successful suicide interventions in the community. AHCSB will host another ASIST training on June 18 and 19, 2015 here in Covington.

Behavioral Health is ever evolving and the reception staff supervisor, who obtains authorizations for services, attended a Magellan training at Stonewall Jackson Hospital in May regarding changes in the Department of Medical Assistance Services regulations.

During the efforts to recruit two additional licensed or licensed eligible staff members, MH/SA has consolidated roles and assigned additional duties to the Emergency Services supervisor, Child and Adolescent Supervisor, and an Emergency Services staff member. This is a temporary realignment until the positions of Clinical Supervisor and New Beginnings/MH Skills Building Supervisors are hired.

Intellectual Disabilities
Angie Goodbar provided the following report:

May was recognized as Early Intervention Awareness Month and a proclamation was signed by local representatives at Covington City Hall. This was covered by the Virginian Review newspaper.

The Infant/Toddler program serves more families with private insurance than Medicaid. The program can only bill Medicaid for the service coordination and developmental assessments. This causes the program to run in a deficit each year. To offset the deficit for this year, the Part C Manager requested additional funding from DBHDS and was awarded $12,323. The program will take another $9,000 cut in the 2016 fiscal year due to the Medicaid count in the program last year. The Local Interagency Coordinating Council will meet on June 22 to review the FY16 Part C contract with DBHDS. Angelina Banaag has been hired as the new Part C System Manager for AHCS.

The support coordinators are in the process of completing a survey developed by DBHDS to identify the needs of the individuals on the ID waiver urgent and non-urgent wait list. This survey will help the department identify services and supports needed in order to eliminate the wait list.

The ID Director is working collaboratively with Cindy Gwinn at DBHDS to schedule a second Autism Training for AHCS employees. The training will be held at Dabney S. Lancaster Community College.

The Supported Employment Stakeholder Committee continues to meet monthly to accept referrals on people interested in employment and triage them to appropriate resources in the community.
Joyce Broughman, Adult Career Coach with DSLCC, was a guest speaker at the June meeting to speak about “On the Ramp Program” for dislocated workers. Cheryl Brown, Transition Employment Specialist, was also present and gave information about the employment transition services offered in the school system.

The ID Director participated in the regional REACH and ID Council conference calls. Also attended the Transformational Meeting at Western State Hospital and the Public Guardianship Board Meeting at AHCS.

Quality Improvement
Nancy Curry provided the following report:

UR, Compliance and EHR:
• There were 20 Incident Reports processed during the month of May. There were no safety inspections.
• Surveys in process: ID Waiver waiting list Survey, ES Response time survey, 2015 N-SSATS.
• DBHDS Data Dashboard for AHCS – no change.
• Exhibit B of the Performance Contract for AHCS – no change.

Credentialing:
• June 2015 figures include: 9 AHCS licensed staff; 12 Insurance Panels; and 87% of Staff Credentialed.
• Currently credentialing three new staff members. The remaining six staff are credentialed on all available panels.

Staff Development:
• May 2015: 137 staff with 96% compliance for annual training (7 courses)
• June 2015: 136 staff with 90% compliance for annual training (7 courses)
• No 32-hour Medications Classes were administered; no 8-hour Medications Class were administered; no TOVA classes were administered; one New Hire Orientation was conducted, and one Mental Health First Aid class was conducted.

Projects:
The ICD-10 project, the QI Plan-Performance Contract, the Documentation/Credible Training and Incident Reporting in Credible are all in process.

Other:
Attended Safety Meetings in May.
Attended VA Credible Users meeting in June.
Jeannie Thompson, RN was hired for the QI Specialist. She started with us on May 27th.

IT Manager Report:
Adam Kenny provided the following report:

Help Desk:
• Completed 34 help desk requests.
• Completed 51 Credible change requests.

EHR:
• Assisted with form changes in ID and MH.
• Set up new CCS elements for July 1.
• Added billable note for Psych Case Management.

Hardware and Networking:
• Set up Dr. Pandit for Meaningful Use.
• Helped Patty with disposed inventory.
• Set up privacy filters in MH Front Office.
• Set up recycling pickup for old hardware.
• Set up and configured computer for new Infant Toddler employee.

Other:
• Attended monthly DMC meeting.
• Attended MH Supervisors meeting to go over CCS data elements.
• Attended ICD 10 workgroup meetings.
• Attended ICD 10 training at Alleghany.
• Attended Virginia Credible Users Group meeting.
• Attended Recovery Run meetings.
• Attended all supervisors meeting.
• Priced ES 800 number setup.
• Mailed sponsor letters for Recovery Run.
• Assisted with Timetrak setup.

Human Resources
Cara Major reported the following:

Turnover:
• For Fiscal Year 2015, there have been 38 New Hires and 52 Terminations with a turnover rate of 35%.
• FY15 Reasons for Separation:
Other Employment – 21; Moved – 2; School -3; Personal Reasons – 15; More Money -1; Retired-4; Terminated – 4; Did not return from FMLA – 2.

Loss Report:
• There were 2 Worker’s Comp Claims, 1 auto claim (no damage) and no property claims.

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

Filled Positions:
• Intellectual Disabilities – DSP (In Home Residential and Merryfield); Infant Toddler Systems Manager/Early Intervention Professional
• Mental Health – Janitor; Emergency Services Clinician (Part-Time)

Open Positions:

• Intellectual Disabilities – Food Services Specialist; Direct Support Professional (In Home, Friendship); C.N.A.; Van Driver; Nurse; Day Support Direct Support Provider
• Mental Health – Outpatient Services Supervisor; MH/SA Therapist; and Community and Support Services Supervisor.
• Administration – Office Cleaner

General Updates:
• Working on renewing contracts
• Salaried performance evaluations are being conducted
• Transitioned Reimbursement from Admin office to Mental Health office
• DSLCC is partnering with Mary Baldwin College for a Bachelor’s Degree program in Social Work

Participation:
• Attended ID Marketing Breakfast on May 14
• Attended VACSB Transformation Roundtable Meeting on May 15
Upcoming:
• VACSB HR Meeting – June

Financial Reports
• Ann Bostic, CFO submitted financial reports and End of Year Closure reports for AHCS.

EXECUTIVE DIRECTOR’S REPORT AND RECOMMENDATIONS

Ingrid Barber provided the following report:

Old Business:
• Moody Building Update – Lionberger Construction
• Performance Contract – Due date August 1, 2015 – Ingrid stated that some of the figures are different due to some things being charged to Admin and others to All Programs. All entries had to be changed on the back end and it is still being worked on.
• PPR1 and Catawba Regional Partnership Update – PCG Consulting Group has been hired by the State to perform the study. Felicia and Ingrid will be attending a meeting in Roanoke regarding our geriatric services. The feeling is that the new commissioner does not want to deal with geriatrics.

• ICF – Update (appealing)-A meeting was held with the consultant regarding the ICF audit. The findings are going to be appealed and Ingrid and Angie will have to testify at the hearing that salaries, consultants, staff training, purchases, etc. were solely for ICF and not other programs. The amount of the cost settlement will have to be paid back and should be put on a payment plan. Ingrid stated that eventually AHCS may have to do what Mount Rogers did and convert back to waiver slots. Ingrid also stated that she feels like it would be unwise to give pay raises to ICF employees without giving raises to all other programs.

New Business:

• Approval of AHCSB FY 2016 Budget – Budget will be completed by the 26th and a full budget will be completed by the 1st. They are still working on end of year figures.

• Approval of FY 2015-2016 Performance Contract with DBHDS – A motion was made to approve the FY2015-2016 Performance Contract with DBHDS:
MOTION: Robert McCallister
SECOND: ANNE DEAN
VOTE: UNANIMOUS
TIME: 5:15 p.m.

• VACSB Update – The VACSB Public Policy Conference will be held in Charlottesville October 7-9. Ingrid asked that if any board members wish to attend, please let her know.
Ingrid serves on two committees, the DOJ Stakeholder Committee and the Adult Behavioral Transformation team. She stated that there are approximately 40 items that are outstanding which have not been cleared.
Individual Service Plan – the findings were that we are not linking them to employment; not enough skill building; and not addressing housing needs in the community.
Adult Behavioral Transformation team – Commissioner has added extra members to the teams. More information will be forthcoming as soon as it becomes available.
• Employee Meeting – to be held September 17th at Family Life Center at First Christian Church in Covington from 2 pm – 4 pm.
• Recovery Run will be held September 26th at CMS beginning at 8:30 a.m.
• Ingrid still has not heard anything regarding a replacement for Charli Laws. She will follow up with JB Broughman.

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: Connie Back
VOTE: Unanimous
TIME: 5:25 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 June 18, 2015 regular meeting of the Alleghany Highlands Community Services Board be adjourned.
MOTION: Anne Dean
SECOND: Nolan Nicely, Jr.
VOTE: UNANIMOUS
TIME: 6:00 p.m.

NEXT MEETING
The next scheduled Board Meeting will be on Thursday, August 20, 2015 at 4:00 p.m. at Life Skills located at 550 Pine Street in Clifton Forge, Virginia.