MINUTES

 

REGULAR MEETING OF THE ALLEGHANY HIGHLANDS COMMUNITY SERVICES BOARD

Thursday, May 18, 2017

 

The Alleghany Highlands Community Services Board held the May Board meeting on May 18, 2017 at 4:00 p.m. at the Administration Office located at 205 E. Hawthorne Street in Covington.

 

PRESENT:   Anne Dean, Robin Mieras, Terri Wright, Bill Gilliland, Teresa Johnson, Robert Johnson, Jr., Lisa Hicks

 

ABSENT:  Nolan Nicely, Jr., Connie Back

 

Also present:  Ingrid W. Barber, Executive Director; Angie Goodbar, Director of Developmental Disabilities Services; Adam Kenny, IT Manager; Nancy Curry, QI Manager, Crystal Homer, Human Resources Manager, Patty Flanagan; and Felicia Prescott, Director of Outpatient and Support Services.

 

Anne Dean called the meeting to order at 4:10 p.m.

 

Staff Recognition – Emergency Services Team

 

Communications:  Letter to the Editor (May is Mental Health Month)

Thank You card from Alleghany Highlands Chamber of Commerce and Tourism

 

APPROVAL OF MINUTES OF March 16, 2017 REGULAR MEETING

MOTION:  That the Board approve the minutes of the March 16, 2017 regular meeting.

MOTION:  Lisa Hicks

SECOND:   Teresa Johnson

VOTE:  Unanimous

 

PROGRAM REPORTS

Mental Health & Substance Abuse

Felicia Prescott submitted the following report:

 

AHCS has received a grant award of $43,464.00 from the Department of Behavioral Health for services in the Alleghany Regional Jail.  The total funding will support an additional day of psychiatry per month, brief jail screenings, Moral Reconation Therapy training (attended by Andrea Dilley-Frame and Katie Lewis in Memphis, TN) and materials, and one additional day per week of nursing time to support the psychiatrist. This is one time funding.

 

(AHCIT) Alleghany Highlands CIT provided its first 40 hour Crisis Intervention training the week of May 1-5.  Eleven officers completed the training. Faculty included six AHCS staff, who are subject matter experts in topics including psychiatric medications, prescreening, suicide prevention, veteran support, and verbal de-escalation. There are two more 40 hour trainings scheduled this summer.

 

Population Health is the best practice in prevention and healthcare. It looks at addressing specific needs of subpopulations. Ingrid Barber and I attended a two day Population Health Conference in Charlottesville, Virginia on March 29 and 30, 2017.

 

Prevention Services hosted a two day training at the Historic Masonic Theatre with the newly formed Healthy Youth Coalition on March 22 and March 23, 2017. The coalition began to work on the strategic planning document required by DBHDS to address the issue of underage marijuana use in the Alleghany Highlands. The second Healthy Youth Coalition meeting was held at the Regional Library in Covington on April 20, 2017. David Willis, State Police Drug Task Force officer, was the guest speaker at the meeting and provided the participants with important data about drug trafficking in the Alleghany Highlands. The Healthy Youth Coalition is a community initiative. Billboards and Public Service Announcements will be forthcoming to engage community members in the work of the coalition.

 

After Prom events were held on April 23, 2017 for Covington High School and April 30, 2017 for Alleghany High School There were 101 students in attendance for the CHS event and 96 for AHS. During the After Prom, Prevention Services provided a video from www.drugfreeworld.org entitled “The Truth About Marijuana” and played a marijuana facts game. There were 29 participants at CHS and 22 participants at AHS and four Bluetooth speakers were awarded at each event.

 

April was Alcohol Awareness Month, and billboards were designed to generate awareness. The Magic of Life program by Michael Gershe was presented to Covington High School and Alleghany High School on April 24, 2017 in recognition of Alcohol Awareness Month. Michael used humor to connect with the students before talking about his personal story, peer pressure, drunk driving and how alcohol can impact a student’s career, family and community. There were 375 students in attendance at CHS and 400 at AHS.

 

On April 11, the case management staff bowled against the Clubhouse participants. Clubhouse maintains the championship bowling pin.

 

AHCS Mental Health and Substance Use Disorders programming has afforded its staff many training opportunities this fiscal year. Many of the opportunities were announced by DBHDS, with no prior indication. While the trainings have assisted in the preparation for program expansion, many of them were not budgeted for. For example, AHCS has one staff involved in the 10 month system lead (requiring several week long trips to Richmond), has sent 10 staff to two day American Society of Addiction Medicine (ASAM) training across the state in order to prepare for the Addiction Recovery treatment expansion, among multiple other subject specific trainings.

 

 

Developmental Services

Angie Goodbar provided the following report:

• March was Developmental Disabilities Awareness Month. AHCS recognized entities in the community that have been willing to engage individuals with disabilities in volunteer opportunities. AHCS delivered certificates of appreciation and donuts to each business. A press release was published on the agency Facebook page and the Virginian Review newspaper in March.
• As a member of the Alleghany Highlands Early Literacy Partnership, Angelina Banaag, System Manager, participated in organizing a successful community luncheon event on “The Brain Science Behind Early Childhood Development and Economic Impact”. Representatives of various agencies came to the luncheon and heard a compelling presentation by Dr. Amanda Williford, Research Associate Professor from UVA Curry School of Education.
• Angelina Banaag participated as a member of AHELP representing AHCS Early Intervention Services that is among area programs and agencies serving young children birth to five. Angelina was instrumental in developing an informational video of local programs to be displayed on the AHELP website which will be accessible to all families.
• On March 28^th, REACH (Regional Education Assessment Crisis Services Habilitation) provided a training on “Delusions and Hallucinations in Individuals with Developmental and Intellectual Disabilities”. There were forty employees in attendance.
• Developmental Services supervisors continue to mentor employees on the health, behavior and autism competencies required by DBHDS. In efforts to ensure employee competencies, Dr. Jill Hamlin will be providing training on Autism on May 23 and 24 at Dabney Lancaster Community College for all direct support professionals.
• Supervisors are working diligently to improve efficiencies and implement best practices. Supervisors are examining processes that can be streamlined. Emphasis continues to be on “manager’s priorities” and processes that need to be priorities. The ID Director worked collaboratively with IT to make changes in the electronic health record (Credible) to improve compliance and efficiency.
• Developmental Services received notification from the Department of Rail and Public Transportation that the grant request for a 15 passenger bus and two 5 passenger minivans was approved. AHCS will receive the vehicles in Summer of 2018.

 

Quality Improvement

Nancy Curry provided the following report:

UR, Compliance and EHR:

• There were 27 Incident Reports processed, 6 CHRIS reportable, and one safety inspection in March.
• There were 20 Incident Reports processed, 9 CHRIS reportable, and one safety inspection in April.
• Surveys in process or completed: Contact Information for the Adult (MHSIP) and Child and Adolescent (YSS-F) Satisfaction Surveys; NSSAT; and DMAS OBOT Survey.
• CAPS: ES program cited 4/17/17 and MHCM cited 5/10/17.
• Finalized ARTS attestation and credentialing
• Finalized OBOT requirements with DMAS and DBHDS.

 

Staff Development:  This report is completed around the 10^th of each month.

• Training Compliance by department for March, April and May was provided.
• One 32-Hour Medications class was administered in April.
• New Hire Orientations were conducted in March and April.

 

Projects completed or currently in process:

DD Training Modules, CCC Plus, MAT, HR Regulations Revised, ARTS, Annual Agency P&P Review, QI Plan Update, PharmBlue, and ROI.

 

Other:

Attended Safety meeting in April.

Attended VACSB QL meeting in May.

Attended Regional Nursing meetings in April and May.

Attended VACSB Conference May 3-5, 2017.

Attended Human Rights Regulations Training on March 21, 2017.

IT Manager Report:

Adam Kenny provided the following report:

Duties performed or in progress since March 2017:

 

Help Desk:

• Completed 200 help desk requests.
• Completed 172 Credible change requests.

 

EHR:

• Assisted with form changes in DD and MH.
• Reviewed Credible Inpatient Module with Nancy and Jeannie.
• Implemented Magellan Authorization form changes.

 

Hardware and Networking:

• Set up new computers for ES.
• Updated scanners across the agency
• Installed Ricoh Streamline NX software on application server
• Started testing Streamline NX in the admin office
• Created Active Directory for all users in agency in preparation for Streamline NX
• Had conference call with Netsmart to discuss migration of file server
• Modified network diagram
• Modified Windows Deployment Center to prepare for deployment of Windows 10.
• Printed and tested new proximity cards for Streamline NX.

 

Other:

• Attended monthly DMC meeting
• Presented in new hire orientation
• Reviewed Zix and Barracuda Email encryption services.
• Met with Greenbrier Tech to discuss IT infrastructure changes
• Attended phone conference regarding network upgrade options
• Attended bi-weekly leadership meetings
• Attended ARTs meetings
• Attended CCC Plus meetings
• Met with Polycom about RUSDLT grant
• Submitted monthly CCS report
• Submitted midyear CARS report
• Wrote ID budget requests
• Met with Infant Toddler for IT purchases

 

Human Resources

Crystal Homer reported the following:

Loss Report:

• Worker’s Comp Claims – 1 new (medical and will have lost time), YTD 1 closed and 3 open including new one
• Auto Claims – 1
• Property Claims – 0

 

Recruitment:

Open Positions as of 4/30/17:

Intellectual Disabilities –

• Support Coordinator
• Friendship Residence, In-Home and Life Skills – Direct Support Professional
• Merryfield Residence – CNA/Direct Support Professional
• Behavioral Navigator – Licensed Eligible/Licensed
• On-Call Navigator – Licensed Eligible/Licensed
• Community Day Support Coordinator

 

Mental Health –

• Therapeutic Day Treatment Specialist
• Psychiatrist – ongoing recruitment
• New Beginnings Residential Technician
• Mental Health – Intensive Services Clinician – LMHP-E
• Prevention Specialist

 

Separations:

FY16 – Total of 41 Separations

FY17 – Total of 45 Separations

 

General Updates:

• Conducted compensation study on certain high turnover positions and adjusted rates (ongoing)
• Continuing to create stronger social media and services awareness
• Continuing to work on performance review process
• Working on processes to develop internal staff for professional growth and development
• Preparing for benefit renewals and examining options
• Set up exit interviews online versus paper format
• Attended the VASHRM conference for continuing education

 

 

Financial Reports

• Financial reports were submitted by Patty Flanagan

 

EXECUTIVE DIRECTOR’S REPORT AND RECOMMENDATIONS

Ingrid Barber provided the following report:

AGENCY ISSUES:

1. Same Day Access Funding Awarded – In collaboration with VACSB leadership, the Department of Behavioral Health and Developmental Services (DBHDS) has been working diligently to develop a plan for Same Day Access planning and implementation as the initial step towards System Transformation Excellence and Performance (STEP-VA). The Virginia 2018 budget included $4.9 million in on-going funds to support same day access and a modest expansion of outpatient services. In addition, DBHDS has identified one time funds to support all 40 CSBs with contracting costs for MTM Services for this project. The plan developed for Same Day Access for FY18 is as follows: Each of the 40 CSBs will be given $26,760 of one time funding for contracting costs with MTM Services. These funds will be disbursed in May 2017. Funding will be provided to support the cost of same day access. The first 16 to 18 boards will be provided ongoing funds to support the cost of the service.
2. Fiscal 2018 Budget Development/Local Funding – We are continuing our work on the Fiscal 2018 budget in preparation for presentation to the Board. Letters of Notification from the state are due May 12, 2017. All department budgets have been submitted and they are now being reviewed and compiled in the finance area. Thanks to Patty Flanagan and Phoebe Hicks for having this ready for the finance committee and board meeting.
3. Guinan Center/Mental Health Clinic Roofing update – The Request for Proposal (RFP) for the roof at the Mental Health Clinic was completed with the assistance of Eric Tyree, Building Administrator for City of Covington. The RFP was posted on the eVA website and our website. I had a mandatory bidders meeting on April 24, 2017 and 4 contractors showed who will be providing sealed bids to the Admin office effective May 24, 2017.
4. Locality budgets have not been approved, but both the Alleghany Board of Supervisors and Covington City Council have recommended that AHCS receive level funding in addition to the funding of the jail services.
5. WAITING LIST – INTELLECTUAL DISABILITY MEDICAID ID WAIVER WAITING LIST

Priority 1: None

Priority 2: Nine

Priority 3: Fifteen

Total: 24

 

 

COMMUNITY ISSUES

1. Felicia and I will be meeting with Ed Stein, Commonwealth Attorney, on Monday, May 15, 2017, at 12:00 noon, in the law library to discuss Suboxone and Restoration Services with him and his staff. Ed is also inviting some defense attorneys.

 

 

REGIONAL ISSUES

1. AHCS has succeeded in facilitating discharge for 2 difficult-to-place residents from Western State in the month of May. Our census as of this date is 11 individuals – 6 at Western State and 5 at Catawba.

 

 

PUBLIC POLICY:

1. The SJ47 Subcommittee studying the mental health system chaired by Senator Deeds has restarted its work in preparation for the 2018 General Assembly session. The original four (4) work groups within the Subcommittee have been consolidated into two (2).

 

OLD BUSINESS:

1. Alleghany Highlands Community Services Fiscal Year 2016 Annual Report
2. Life Skills Moody Building Update – work has been completed on the second floor with all rooms painted.
3. ICF Update – We are contracting with another accounting firm to complete the cost report.

 

NEW BUSINESS:

1. Authorization for Executive Director to exercise loan for $125,000 for the Guinan Center roof

MOTION:  That the Board approve the Executive Director to exercise loan for $125,000 for the Guinan Center roof

MOTION: Robin Mieras

SECOND: Bill Gilliland

VOTE: Unanimous

2. Approval of FY 2018 Budget – the FY18 Budget was presented to the Finance Committee for approval.

MOTION:  That the Board approve the FY18 Budget

MOTION: Teresa Johnson

SECOND:  Robin Mieras

VOTE:  Unanimous

3. Proposed Fee Schedule 2017-2018

MOTION:  That the Board approve the revised Services Fee Schedule for 2017-2018

MOTION:  Teresa Johnson
SECOND:   Robin Mieras
VOTE:  Unanimous

4. Service Agreement page 15-16 of Orientation Guide – Ingrid stated that she has been working with a consultant to review the work flows at the Mental Health Clinic and what our set of standards should be when clients come in for services. Within the next month or two, she plans to roll out a standard with the front office staff so that they are comfortable with the policy requiring clients to remit their co-pay at the time of services and to collect payments for outstanding bills. It is not a new policy…AHCS will just be enforcing it.
5. Updates and Approval of Proposed FY 2018 Performance Contract- Ingrid stated that AHCS needs to prepare for upcoming changes to the contract.
6. VACSB Update – SJ47 is the committee looking at our mental health system. The State has given this committee $250,000 to come up with a plan to streamline things and we hope to hear something soon.
7. Next VACSB conference: October 3-5, 2017 at Hotel Roanoke & Conference Center

 

 

 

 

 

 

 

 

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:  Robin Mieras

SECOND:   Terri Wright

VOTE:  Unanimous

TIME:  5:02 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.

 

Reconvene Regular Session:

MOTION:  Teresa Johnson

SECOND:   Robert Johnson, Jr.

VOTE:  Unanimous

TIME:  5:38 p.m.

 

By the direction of the Chair of the Board, a recommendation was made to amend the Executive Director’s contract via an addendum.

MOTION:  That the Board approve an amendment to the Executive Director’s contract via an addendum.

MOTION: Teresa Johnson

SECOND:  Bill Gilliland
VOTE: Unanimous

 

ADJOURNMENT

MOTION:  That the May 18, 2017 regular meeting of the Alleghany Highlands Community Services Board be adjourned.

MOTION:  Teresa Johnson

SECOND:  Terrie Wright

VOTE: Unanimous

TIME:  5:40 p.m.

 

NEXT MEETING:   The next scheduled Board Meeting will be on Thursday, July 20, 2017 at 4:00 PM at the Administration Office located at 205 E. Hawthorne Street in Covington, Virginia.