MINUTES

REGULAR MEETING OF THE ALLEGHANY HIGHLANDS COMMUNITY SERVICES BOARD
Thursday, September 15, 2016

The Alleghany Highlands Community Services Board held the September board meeting on September 15, 2016 at 4:00 p.m. at the Family Life Center of First Christian Church, located at 231 E. Fudge Street in Covington, Virginia. This meeting was held immediately following the Annual Employee Meeting.

PRESENT: Robert McCallister, Anne Dean, Teresa Johnson, Lisa Hicks, Terrie Wright, Connie Back and Robin Mieras.

ABSENT: Nolan Nicely, Jr. and Robert Johnson, Jr.

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

Anne Dean called the meeting to order at 4:08 p.m.

Welcome: Crystal Homer – new HR Manager

APPROVAL OF MINUTES OF July 21, 2016 REGULAR MEETING
MOTION: That the Board approve the minutes of the July 21, 2016 regular meeting.
MOTION: Robin Mieras
SECOND: Lisa Hicks
VOTE: Unanimous

Recognition of CIT trained officers and Potts Valley Charge.

PROGRAM REPORTS
Mental Health & Substance Abuse
Felicia Prescott submitted the following report:

National Council Addressing Health Disparities: Felicia was proud to have completed the 10 month NATCON leadership cohort. This was a very competitive selection process and she was proud to represent AHCS. Thanks to the support of Ingrid Barber, the process was a dynamic experience. She has shared many of the leadership doctrines with my team and department. She attached an overview timeline of her experience, along with a photo of her poster presentation and poem. She will gladly share more detailed information for anyone who is interested.

Case Management Services: The recruitment for case managers continues. Evan Nicely joined the team in July which left one vacancy (which has been filled at the time of this writing).

Outpatient Psychiatric Services: Recruitment for a part time psychiatrist is underway. The August data demonstrates that one adult psychiatrist is sufficient. During the month of August, Dr. Pandit had 3.33 hours of down time, compared to 33 hours in the month of July, and 140 minutes in June.
Prevention Services: Debbie Burns and Felicia provided a training at Boys’ Home to 25 staff members, including teachers, house parents, case managers and maintenance staff. The training included signs and symptoms of alcohol and drug use as well as teen suicide warning signs. The Community readiness Survey/interview was facilitated and feedback was provided throughout the completion of the questions. There were 24 surveys completed and given back to them after the presentation. The community readiness survey is one of the initial steps for creating a community coalition to address substance use in the community.

Adult Outpatient Services: Federal Probation/Parole services conducted their semi-annual audit. AHCS received a satisfactory score. Federal Probation and Parole is a referral source with whom the agency has a three year contract.

New Beginnings Transitional Housing was awarded $186,828 to operate New Beginnings in FY17 for the provision of a residential setting to assist in the discharge of state hospital inpatients from Region 1. We have been actively recruiting residents. As outlined on the data report, the referrals have been few, although one of the major focuses of the Department of Behavioral Health and Developmental Services is hospital utilization management.

Developmental Services
Angie Goodbar provided the following report:
Employee Appreciation: Alleghany Highlands Community Services recognizes Direct Support Professionals Week. Governor McAuliffe declared September 11-17, 2016 Direct Support Professionals Week in the Commonwealth of Virginia. AHCS employs sixty Direct Support Professionals (DSPs) amongst four program areas including Friendship House Group Home, Residential In-Home, Merryfield ICF and Day Support Services.

DSPs serve people with developmental disabilities including autism, cerebral palsy, traumatic brain injuries and intellectual disabilities. They provide support with meals, medications, bathing, dressing, and mobility needs. DSPs improve the individual’s quality of life by developing strong relationships with them, their families and their communities. DSPs are the bridge to community living, independence and inclusion for people with developmental disabilities. AHCS recognized the DSPs through a proclamation signing, article in the newspaper, and a thank you note and t-shirt for each direct support professional.

Waiver Redesign Updates: September 1st was a monumental date for change and improvement in service delivery for individuals with intellectual and developmental disabilities. Waiver Redesign was approved by the Centers for Medicaid and Medicare with three new waivers being implemented. The waivers are called Building Independence, Community Living, and Family and Individual Supports Waiver. WaMS, new electronic preauthorization program was introduced to all providers around the state. AHCS began providing community based day support to provide individuals greater opportunities for community integration. For more information about statewide initiatives, visit, “My Life, My Community” documents on the DBHDS website.

AHCS providers of waiver services will need to demonstrate competencies in a variety of service areas in order to deliver services to individuals that have exceptional needs. These competencies include direct support professional and supervisor competencies, health and safety competencies, behavioral supports and autism competencies. The training program has been established by DBHDS and will be streamlined by the AHCS DD Director and Quality Improvement Manager for training consistency across developmental disability program areas at AHCS.
AHCS submitted a Request for Proposals (RFP) for Developmental Services Case Management. The RFP is published in the Virginian Review and on the AHCS website. This contract with a development disabilities case management provider will allow families and individuals in the community choice of providers and will offer additional firewalls for conflict free case management services.

The annual picnic for individuals and families was held at the AET Park on September 9th. There was plenty of food and fun for everyone. The dance group from the day support program performed at the Amphitheater.

Grants: Construction is occurring on the kitchen at Friendship Residence. The remodeling began approximately four weeks ago and has been well worth the wait. The remodeling of the kitchen has made an immense improvement to the home. Residents have enjoyed their time having picnics outside and eating at local restaurants.

Partnerships: AHCS and LewisGale Hospital Alleghany will be co-sponsoring a Community Health Fair on October 1st at the hospital. AHCS will be offering depression screenings, child developmental screenings and developmental waiver screenings. Information and educational material about tobacco cessation will also be available. Come out and join us for a great opportunity to educate the community!

The Public Guardian Partnership (PGP) Board met on August 2nd to review the contract with the Department of Aging and Rehabilitative Services. Amanda Webb, Program Director, reviewed the current PGP budget and updates on program policies and procedures. The contract and all updates were approved by the PGP Board.

After much thought and deliberation, AHCS has decided to close the Adult Day Care of the Highlands and terminate the contract with the Department of Social Services. Over the past five years, referrals have declined and the census has been minimal in the program. This is not a service that falls under the performance contract nor is it customary for a CSB to hold a license for an adult day care. AHCS plans to put forth more time and effort into marketing the developmental disability waiver services and growing the center and community based day support programs located at the Life Skills building.

The DS director attended the State DS Council meeting in Henrico, the Regional ID Council and REACH meeting in Charlottesville. The DS Director attended the Public Guardianship Board Meeting and participated in the multidisciplinary team meetings for the guardianship program.

Upcoming Events:
Community Health Fair at LewisGale Hospital Alleghany October 1st 11:00 am-2 pm.
Merryfield “Friends and Family Dinner” October 7th at 5:30 pm
Fall Festival: Day Support participants will be selling hand-made items at the ID Admin office on October 16th

Quality Improvement
Nancy Curry provided the following report:
UR, Compliance and EHR:
• There were 21 Incident Reports processed during the month of July. There was one safety inspection in July.
• There were 23 Incident Reports processed during the month of August. There was one safety inspection in August.
• Surveys in process or completed: YSATS; Survey of High Cost Medications; and YSATS EBP and Cultural Competencies Survey Protocol

Staff Development: This report is completed around the 10th of each month.
• July 2016: 141 staff with 83% compliance for annual training (7 courses).
• August 2016: 143 staff with 85% compliance for annual training (7 courses).
• No 32-Hour Medications Classes were administered in July. One 32-Hour Medications Class was administered in August.
• No 4 Hour Med Overview Courses were administered in July or August.
• New Hire Orientations were conducted in July and August.
• TOVA classes were administered in July (one class) and August (2 classes).
• No Mental Health First Aid class were administered in July or August.

Projects completed or currently in process:
HR Evaluation in Relias, DD Changes, HIM, Annual P&P Review, Incident Reporting, Active Shooter Training, and New Beginnings Startup.

Other:
Attended Safety meeting and Regional Nursing meeting in July.
Attended VACSB QL meeting and Regional Nursing meeting in August.
Attended Regional Nursing meeting in September.

IT Manager Report:
Adam Kenny provided the following report:
Duties performed or in progress since July 2016:

Help Desk:
• Completed 282 help desk requests.
• Completed 150 Credible change requests.

EHR:
• Assisted with form changes in DD and MH.
• Created export for client statements.
• Implemented waiver re-design.
• Implemented new CCS changes.
• Submitted end of year CCS.
• Configured HER for use with Manpower employees.

Hardware and Networking:
• Met with rural health telecom.
• Completed server setup for GP 2016 migration.
• Ordered Polycom televideo licensing and hardware.
• Met with Charles Hammond from Ricoh to discuss printer needs.
• Set up server 2012 Domain Controller.
• Helped move/rewire during construction at Friendship.
Other:
• Attended monthly DMC meeting
• Attended all supervisors meeting
• Assisted with USDA Grant
• Attended meetings regarding DD changes
• Attended weekly meetings with Nancy
• Participated in new hire orientation
• Submitted monthly CCS data
• Attended Credible User Group Meeting
• Attended recovery run meetings
• Created FIPS report

Human Resources
Crystal Homer reported the following:

Turnover:
• For Fiscal Year 2016, there have been 45 New Hires and 41 Terminations.
• For FY17 (to date), there have been 6 New Hires.

Loss Report:
• There were 4 Worker’s Comp Claims, no auto claims and one property claim.

Advertising/Recruitment:
• Advertising was done through websites: VEC, Indeed, Craigslist, Facebook, and Shentel, and through newspapers: Virginian Review, Lewisburg, The Recorder, Roanoke Times, Lynchburg.

Filled Positions:
• Intellectual Disabilities – DSP-In Home (1), C.N.A. (2), Recreation Specialist, Community Day Support Coordinator, Day Support Professional (2) and Van Driver.
• Mental Health – Case Manager, New Beginnings Technician, R.N., Child and Family Therapist and Child Case Manager.

Open Positions:
• Admin – Human Resources Manager, Office Cleaner
• Intellectual Disabilities –Infant Toddler Coordinator, Direct Support Professional (In Home, Friendship), C.N.A., and Community Based Day Support Professional.
• Mental Health – Outpatient Clinician, Case Manager, Case Manager Supervisor and New Beginnings Technician.

General Updates:
• Employee Breakfast June 2
• Monitoring FLSA Exempt status changes
• Open Enrollment Meetings July/August
• Recruiting and Hiring Training for Supervisors
• Completed Salaried Evaluations
• Aflac Open Enrollment completed
• Interviews
• DSLCC Meeting exploring possibilities to work together

Participation:
• Attended BB&T Webinars
• DOL Overtime Webinar
• Employment First Breakfast
• May 26-VRS Roundtable
• VRS Service Buyback Meeting

Financial Reports
• A financial report was provided by Jock Wedlowe. He explained the revenues and expenses for the months of July and August; FY 2016 Closeout Update; Preliminary July/August Report; FY 2016 End of the Year Performance Contract Report

EXECUTIVE DIRECTOR’S REPORT AND RECOMMENDATIONS

Ingrid Barber provided the following report:

OLD BUSINESS:
1. Land Transfer Update/Deed copy – Ingrid included a copy of the deed for the land transfer in the board packets.

2. Life Skills Moody Building Grant Update/The Alleghany Foundation – Members of the Alleghany Foundation recently took a tour of the Moody Building and Ingrid explained the abatement process to them. Ingrid was advised that AHCS is not required to have a management plan. Ingrid will be submitting a letter to the Foundation requesting that the third floor be abated completely, along with the hallways and stair cases of the second floor, but leaving the classrooms intact which would save money. Additionally, she is going to look for other grants to assist with replacing the flooring. The Alleghany Foundation is having a meeting on September 22nd, at which time they will decide whether or not to approve Ingrid’s request regarding the abatement.

NEW BUSINESS:
1. Holiday Schedule Closed December 23 and December 26, 2016 – Per AHCS policy, whenever the holiday falls on a weekend, we celebrate the Friday before and/or the following Monday.

2. Leadership Staff Retreat – the retreat will be held on either Monday, November 7 or 14, 2016 at the Alleghany Regional Library. Ingrid has arranged to have the Fortis Group LLC come in to talk about leadership skills. They are widely used and come highly recommended.

3. Status of Approval of Performance Contract by Alleghany County Board of Supervisors and Covington City Council – Ingrid announced that the performance contract was approved by both localities and that they also gave us the required 10% minimum match for the first time in many years.

4. Establish Nominating Committee for Officers and Personnel Committee for FY 2017 – It was suggested that the committee members remain the same as last year, therefore, this year’s committee will consist of Lisa Hicks (chair), Nolan Nicely, Jr. and Robin Mieras (replacing Carla Dobbs). A report will be given at the November board meeting.

5. Legislative Breakfast/Forum – October 10 or 18, 2016 @ TBA – The Advocacy Committee, consisting of Robert Johnson, Robert McCallister and Terrie Wright, are tentatively planning to meet with the Leadership team during Leadership’s next meeting on October 11th to discuss the possibility of developing a power point to present at an upcoming City Council and Board of Supervisors meeting. The purpose of this would be to educate those members about services provided by AHCS and to showcase the benefits and success stories of our programs. Ingrid will contact the governing bodies to see if they would be open to this idea rather than doing a legislative breakfast/forum in October.

6. 2016 Public Policy Conference October 5-7, 2016 Charlottesville Doubletree Hotel – Three board members will be attending (Robert McCallister, Teresa Johnson and Terrie Wright) the conference this year. The next conference will be in January 2017.

7. VACSB/Budget Update – Ingrid received an email from the Commissioner on September 12th advising AHCS that Virginia ended the year with a $266 million deficit and that the governor would need to do a revenue reforecast for Virginia’s budget. The email stated that we may need to look in next year’s budget for a 5% cut in order to help with this shortfall. The planned 2% raises funded by the state for CSBs were also placed on hold.

8. Jingle Mingle dates – Administrative Office- December 7, 2016 @ 8:00 AM and Life Skills December 8, 2016 @ 8:00 AM

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: Teresa Johnson

VOTE: Unanimous
TIME: 4:57 p.m.

Reconvene Regular Session:
MOTION: Lisa Hicks
SECOND: Terrie Wright
VOTE: Unanimous
TIME: 5:13 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 September 15, 2016 regular meeting of the Alleghany Highlands Community Services Board be adjourned.
MOTION: Lisa Hicks
SECOND: Terrie Wright
VOTE: UNANIMOUS
TIME: 5:14 p.m.

NEXT MEETING: The next scheduled Board Meeting (Board Recognition Dinner) will be on Thursday, November 17, 2016 at 4:00 PM at the Administration Office located at 205 E. Hawthorne Street in Covington, Virginia.