Nov 18, 2013

The Alleghany Highlands Community Services Board held its regular meeting on November 18, 2013 at 5:30 p.m. at the Administration Office located at 205 E. Hawthorne Street, Covington, VA.


PRESENT: Robert McCallister, Lisa Hicks, Charli Laws, Robert H. Johnson, Jr., Teresa Johnson 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, Donna Conner, CFO; and Nancy Curry, Quality Improvement Manager.


Also in attendance was Elizabeth “Betty” Daniels who recently retired with 25 years of service to AHCS.


Absent: Karen Burns, Nolan Nicely and Adam Kenny.


Bob McCallister called the meeting to order at 5:30 p.m.


Ingrid Barber introduced Carla Dobbs, our newest Board Member. Carla has been reappointed to fill Karen Burns’ seat for the remainder of her term. Carla will be eligible to serve three (3) more terms.

Each member in attendance introduced themselves to Carla Dobbs and talked a little about what they do for Alleghany Highlands Community Services.


Bob McCallister, Chair of the Board recognized Betty Daniels for her dedication to AHCS during her 25 years of service.

Presentation of FY 13 Financial Audit
Deanna Cox with Robinson, Farmer & Cox from the Blacksburg Office performed the annual audit for AHCS for FY13 as well as FY12. Deanna stated that the financial position of the Agency improved by over $200K since last year. She stated that AHCS had one significant reporting deficiency in the FY12 audit and that the finance staff had corrected this deficiency and there were no audit findings for the FY13 audit, therefore, AHCS received and “Unmodified” opinion for FY13, which is a clean opinion and the best opinion that can be received from an Audit. Overall, AHCS had very good results for the FY13 Audit.

She briefly discussed all sections of the FY13 audit and asked if there were any questions. Form 990 (Tax return) has been prepared and is ready for signatures and mailing. Deanna also noted that she has mailed a copy of the audit report to the Department of Behavioral Health and Developmental Services. Overall AHCS did very well for FY13 and she looks forward to seeing us again next year.

MOTION: That the Board approve the minutes of the September 20, 2013 regular meeting.
MOTION: Lisa Hicks
SECOND: Eleanor Payne
VOTE: Unanimous


Ingrid shared with the Board and staff several cards she had received thanking AHCS for their generosity and the services it provides to the community. The cards were received from Diane Kelly, Executive Director with Mental Health America of the Roanoke Valley, Debbie Burns, an employee of AHCS and Connie Driskey who met with Mrs. Barber to learn more about the services that AHCS provides.


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

• QuoVadis reported that she attended training with Magellan of Virginia to hear information about behavioral health administration in Virginia. She is currently reviewing with staff Magellan’s Clinical Care Guidelines in order to prepare AHCS Outpatient Services for implementation December 1, 2013.

• QuoVadis discussed that Mental Health Support Services will now become Skill Building and each client will have an initial assessment to see if they qualify for the Skill Building services. This is based on the new regulations that will be brought to the next Board Meeting in January.

• QuoVadis reported that Martha Kurgans, Coordinator of Women’s Services with DBHDS will be at AHCS on November 19, 2013 to provide technical assistance to the staff regarding substance abuse services for Women.

• QuoVadis reported that the Outpatient staff will be participating in Collaborative Documentation planning meeting with MTM Services to further train all MH/SA staff about completing clinical documentation with clients immediately following the service provided.

• QuoVadis reported that we are preparing for the telehealth services to be offered through the Veterans Administration Contract for veterans needing psychiatric services. AHCS has hired a nurse to provide this service two days a week. She will be working with the Outpatient clinic three days of week. The services are to begin in January 2014.

• Matrix Model Training was held at AHCS on November 11th and 12th. AHCS hosted this training in partnership with Rockbridge Area CSB to review best practices for Intensive Outpatient Services. AHCS plans to review the Matrix Model for service delivery for both adolescents and adults. The IOP clients currently meet once a week for about 5 – 6 weeks. This is an evidence-based model.


Intellectual Disabilities
Angie Goodbar provided the following report:

• Angie stated that the Department of Justice Settlement was a lawsuit against the State of Virginia because of the poor quality of care for individuals with intellectual disabilities. Angie reported that Support coordinators/case managers at AHCS were rated in the 90th percentile for the level of care they provided these consumers. (Much higher than other CSB’s)

• DOJ Phase II data collection will start January 1, 2014 which will require Support Coordinators to collect data quarterly on eight domains: 1. Safety and freedom from harm 2. Physical, mental, behavioral health and well-being 3. Community Inclusion 4. Stability 5. Avoiding crisis 6. Choice of services and providers 7. Access to services and 8. Provider Capacity

• Angie reported DBHDS will be conducting the National Core Indicator (NCI) surveys and interviews with ID consumers in our area from November 2013 – January 2014. Support Coordinators are in the process of completing background data on these individuals and explaining to consumers and their families about the NCI surveys and how important it is for them to participate in order for the department to collect accurate data.

• Angie reported the Center of Medicaid and Medicare has now changed the name from ICF to ICF/IID (Intermediate Care Facility/Individuals Intellectual Disabilities). AHCS requested licensure and certification to add one additional bed at Merryfield ICF/IID. This has been approved and Merryfield began operating as a nine bed facility as of November 1, 2013. The Administrator is currently marketing the program and screening referrals.

• Angie reported that the ID program participants made soups in a jar and dip mixes along with the wreaths and centerpieces that were made by the individuals who reside at the Merryfield residence to sell to the community at the Fall Festival. They raised $700 during the two day event. Many other events were offered and enjoyed by individuals receiving ID services – You can read more about the events in the monthly ID Newsletter.

• Angie reported that the Infant Toddler Program received their Local Early Intervention System (EIS) Monitoring Results and Determination for FY2012-13. The program scored 100% in all but one indicator with an overall score of “meets requirements” which is the highest rating.

• Angie reported that the Guardianship Inc. Program directed by Amanda Webb currently provides guardianship to 15 individuals. Amanda has received 20 referrals for the waiting list. There continues to be a significant need to lobby for increased funding for all guardianship programs.

• ID Services welcomes Michael Vint as Supervisor of Friendship Residence and congratulates Mary Sheppard on her retirement on November 8, 2013.

• Angie reported that Tiffany Reynolds attended a four day Supervisor Workshop at Dabney Lancaster Community College.

• The ID Director attended the Collaborations Conference, VACSB Conference and the regularly scheduled Developmental Services Council Meeting.

• Angie reported the upcoming events – Christmas Luncheon for individuals receiving services be December 7, 2013 at 11:30 am at Fudge Street Café.


Quality Improvement
Nancy Curry provided the following report:

UR, Compliance and EHR

• Nancy continues to facilitate the AHCS workgroup focused on preparing for implementation of the dual eligible project.
• Nancy participates as member of Advance Directive Workgroup.
• Nancy facilitated the quarterly safety committee meeting.
• Nancy reported that AHCS has 6 staff in various stages of the credentialing process.
• Nancy continues to facilitate workgroup as we prepare for the December 1, 2013 Magellan takeover as the new Behavioral Health Services Administrator for DMAS.

Staff Development
• Nancy reported that AHCS has 151 staff enrolled in Relias.
• Nancy continues to hold new employee orientation training twice a month with IT and HR.
• Nancy completed a week long training to become certified as a Mental Health First Aid Instructor. Mental Health First Aid is an interactive 8-hour course that helps individuals identify, understand, and respond to signs of mental illnesses and substance use disorders. AHCS hopes to provide this training to the community. For more information about this training you can go to

• Nancy coordinated the second Region III FEMA training that was held at Catawba Hospital with 13 staff representing 5 CSBs. She participated in the Leadership Retreat, attended VACSB conference in Roanoke and attended the ID Picnic.


IT Manager Report
Adam Kenny was absent from meeting therefore Ingrid reported the following:

Help Desk
• Completed 51 help desk requests.

• Completed approximately 150 visit change requests.
• Setup program SA IOP Program in Credible.
• Reviewed data elements with MH/ID supervisors and explained how Credible data translates to CCS.
• Created and configured “trash client” for deleted visits.
• Worked on new data reports for pregnancy.

Hardware and Networking
• Setup new computers for Friendship house, Admin staff and 1 doctor.
• Provisioned several computers due to hard drive failure.
• Updated mail server to latest version.
• Renewed mail server security certificate.

• Attended monthly DMC meetings in Richmond.
• Attended Open Minds conference in Philadelphia.
• Completed IT portion of Annual Report.
• Helped set up for Gala Event.
• Attended Leadership Retreat.
• Created drafts of new hourly/salary evaluation documents.


Human Resources
Angel Fletcher was absent from meeting therefore Ingrid provided the following report:
• Reported 12 new hires and 9 terminations for the months of Sept/Oct.
• Reported the turnover rate of 15.8% for FY14 %.

Loss Report
• Reported 1 Worker’s Comp Claims and No Auto/Property Claims.

• Reported that advertising for open positions are published through VEC,, VA Review, Roanoke, Staunton, Lewisburg and Rockbridge,
• Angel reported the following filled positions:
o Payroll Administrator, Administrative Assistant (Administration)
o Merryfield Residence ICF/IID Direct Support Professional, 3 Part-Time In-Home Direct Support Professionals (Intellectual Disabilities)
o Adult Psychiatrist, Dr. Pandit and New Beginnings Overnight Tec, Psychiatric Nurse RN, Veterans Resource Specialist for the VA Wounded Warrior Program and a Case Manager (Mental Health)
• Reported the following Open positions:
Intellectual Disabilities
o Direct Support Professional (In-Home, Friendship Residence and Merryfield)
o Licensed Registered Nurse
o Van/Bus Driver
Mental Health
o Support Provider (Full-Time)
o Case Manager (Full-Time)
o Licensed Clinical Services Supervisor
o Emergency Services Clinician
o State Hospital Discharge Planner/Case Manager, Recovery Specialist, and NGRI Coordinator.

General Updates
• H1B Visa-Psychiatrist position: Dr. Pandit has received final approval
• Day Retreat to House Mountain – Leadership Team Discussed “How Do We Grow Our Leaders”. Leadership Responsibility (Long Term Planning), Culture, and Philosophy; Talents; Delegation; and Coaching were addressed
• VRS Hybrid Retirement Extension until December 2, 2013
• Employee Breakfast - December 10th
• Jingle Mingle – December 10th at Administration building and December 11th at LifeSkills building

Ingrid and Angel attended Woods Rogers training on October 22, 2013.


Financial Reports
Donna Conner provided the financial reports:

Balance Sheet:
Total Cash at the end of October 2013 is $1,075,726, a decrease of approximately $309,000 since September due to major facility expenses and improvements.
Total Assets increased by $50,784 since September 2013.
Total Liabilities decreased by $80,950 since September 2013.
Total Stockholders’ Equity has increased to $1,962,964 at the end of October 2013.


Income Statement:
Total Agency for the month of October closed with a Net Surplus of $30,166 and YTD Net Surplus of $363,095.


Ingrid Barber provided the following report:

She discussed the VACSB Flyer.

She talked about the upcoming Alleghany Highlands Chamber Annual Dinner Meeting to be held on March 22, 2014.

She recognized Board Chairman Bob McCallister for his two year tenure and thanked him for his service to the Agency. Bob will remain as a Board member for the next term. Mrs. Barber presented him with a plaque to recognize his support to AHCS.

Ingrid also recognized Eleanor Payne as her term has ended. She has served 3 consecutive terms for a total of 9 years. She will not be returning for the next term. Mrs. Barber presented her with a certificate and an appreciation gift.

Ingrid discussed that AHCS was exploring the possibility of an in-house Pharmacy to provide medications to our clients. We had Genoa Pharmacy visit AHCS to demo their service.

Old Business
• Ingrid reported that we had received the quote from Time Trak Systems, Inc. for the new Time Keeping System.
• Ingrid reported on the cleanup of Mental Health Clinic/ServPro
• Ingrid presented information regarding the Virginia Retirement System (VRS) Disability Program. The 2012 General Assembly created the Virginia Local Disability Program (VLDP) for political subdivision and school division employees who will be covered under the VRS Hybrid Retirement Plan effective January 1, 2014. The Hybrid Retirement Plan will apply to most new employees hired on or after January 1, 2014, and current employees who opt to switch to the Plan. VLDP was created as a result of VRS Disability Retirement not being available to Hybrid Retirement Plan participants. Participation in VLDP is automatic unless the Board of Directors elects to opt out and provide a comparable employer-paid disability program effective January 1, 2014, to the Hybrid Retirement Plan participants. The comparable coverage must include short-term disability. The decision to participate or opt-out is irrevocable. By November 1, 2013 AHCS had to either submit a resolution opting out of VLDP and providing a comparable plan.

The Virginia Association of Counties Risk Pool (VACoRP) Supervisory Board voted to endorse an opt-out solution to the VLDP with a plan by Standard Insurance Company that provides customized coverage that meets or exceeds the comparable plan requirements specified in the Code of Virginia. Ms. Barber reported that AHCS leadership reviewed the options and recommended that the Board adopt a Resolution to opt out of VRS VLDP coverage and authorize the Executive Director to execute any agreements to have VACoRP oversee the programs provided by Standard Insurance Company for short-term disability.

APPROVAL OF Virginia Local Disability Program Resolution November 18, 2013 REGULAR MEETING
MOTION: That the Board approve the Resolution to opt out of the VLDP November 18, 2013 regular meeting.
MOTION: Robert Johnson
SECOND: Charli Laws
VOTE: Unanimous

• Ingrid reported on the Invitation for Bid-LifeSkills Moody Building
• Ingrid reported on the DBHDS Audit/Operations Review.
• Ingrid reported on the New Lease on Life Grant.

New Business
• Ingrid discussed the Acceptance of FY 2013 Audit & Form 990.

APPROVAL OF Form 990 (Tax Return) November 18, 2013 REGULAR MEETING
MOTION: That the Board approve the Form 990 (Tax Return) November 18, 2013 regular meeting.
MOTION: Lisa Hicks
SECOND: Eleanor Payne
VOTE: Unanimous

• Ingrid presented and discussed the By-laws of Alleghany Highlands Community Services Board. They had not been updated since 2004.

MOTION: That the Board approve the By-Laws November 18, 2013 regular meeting.
MOTION: Lisa Hicks
SECOND: Charli Laws
VOTE: Unanimous

• Ingrid reported the appointment of Carla Dobbs to fulfill the remainder of Karen Burns’ 2nd term.
• Ingrid reported the reappointment of Charli Laws for 2nd term - City of Covington.
• Ingrid reported the reappointment of Robert McCallister for 3rd term – City of Covington.
• Ingrid reported the appointment of Anne Dean for 2014 – Alleghany County.
• Ingrid discussed the Nominating/Personnel Committee Report on Appointment of 2014 Officers.
Recommendations for new officers:
Chair Teresa Johnson
Vice-Chair Robert McCallister
Secretary/Treasurer Lisa Hicks


APPROVAL OF the slate for new Officers November 18, 2013 REGULAR MEETING
MOTION: That the Board approve the slate of new Officers November 18, 2013 regular meeting.
MOTION: Connie Back
SECOND: Charli Laws
VOTE: Unanimous

• Ingrid stated the next VACSB Legislative Conference is January 21 & 22, 2014 at the Marriott in Richmond, Virginia.


MOTION: That the Board enter closed session to discuss Personnel Matters and Real Estate, as authorized by the Code of Virginia Sections 2.2-3711A.1.
MOTION: Teresa Johnson
SECOND: Lisa Hicks
VOTE: Unanimous
TIME: 7:35 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.


MOTION: That the November 18, 2013 regular meeting of the Alleghany Highlands Community Services Board be adjourned.
MOTION: Robert Johnson
SECOND: Charli Laws
VOTE: Unanimous
TIME: 8:15 p.m.


The next scheduled Board Meeting-Recognition Dinner will be on Thursday, January 16, 2014 at 5:00 pm. at the Administration Building; 205 Hawthorne Street, Covington, Virginia.