Mount Rogers Community Services Board

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~770 WEST RIDGE ROAD • WYTHEVILLE, VA 24382 • 276-223-3200

EXECUTIVE DIRECTOR

Usa H. Moore

MEMORANDUM

TO: Board MembersLiaison MembersProgram Directors

FROM: Joe Bean, Chairperson

DATE: February 15,2016

RE: February 22, 2016 Board Meeting

BOARD OFFICERSChairperson

Joe BeanVice-Chairperson

sandy Trothsecretary

Beverly MountaInTreasurer

Mary COulson

Enclosed you will find the agenda for the Board meeting which will be held on Monday,February 22, 2016, at I :00 p.m., at the E. W. Cline, Jr. Building, in Wytheville.

Other activities scheduled are as follows:

A meeting of the Personnel Committee will be held at II :30 p.m. Committee members are asfollows: Ms. Sandy Troth, Chairperson, Ms. Beverly Mountain, Ms. Mava Vass, Ms. Susan Sneed,and Mr. Joe Bean, Ex-officio.

If you would like to provide feedback to the Personnel Committee for the evaluation of theExecutive Director, please contact Ms. Troth at (276) 744.3352 or sjtroth@embarqmail.com.

A meeting of the Budget and Finance Committee will be held at 12:30 p.m. Committee membersare as follows: Ms. Sue Ellen Tate, Chairperson, Mr. Kevin Campbell, Dr. Gary Houseman, Ms.Mary Coulson and Mr. Joe Bean, Ex-officio.

A simple luncheon will be available between the hours of II :45 a.m. and I:00 p.m. Please plan tojoin us for lunch.

If you are unable to attend the Board meeting or your Committee meeting, please contact theAdministrative Office before the meeting date.

Providing Mental Health, Intellectual Disability Services & Substance Abuse Services to Citizens ofBland. Carroll. Grayson. Smyth. Wythe Counties and the City of Galax

MOUNT ROGERS COMMUNITY SERVICES BOARD

BOARD MEETING

February 22, 2016

AGENDA

1. CALL TO ORDER

II. STAFF RECOGNITIONS

III. APPROVAL OF January 25, 2016 MINUTES

IV. ACCEPTANCE OF DONATIONS

V. OLD BUSINESS

VI. NEW BUSINESS

A. Budget and Finance Committee ReportB. Committee AssignmentsC. Executive Director's ReportD. Executive Session

1. Personnel - Evaluation of Executive Director2. Real Property

VII. INFORMATIONAL ITEMS

A. IDC Monthly ReportB. MHDSAS Monthly ReportC. Presentation - Residential Services

VIII. ADJOURNMENT

MOUNT ROGERS COMMUNITY SERVICES BOARD

BOARD MINUTES

January 25, 2016

The Mount Rogers Community Services Board met on Monday, January 25, 2016 at the E. W.Cline, Jr. Building in Wytheville, Virginia.

PRESENT:

Mr. Joe BeanMs. Barbara BartnikMr. Howard BurtonMr. Kevin CampbellMs. Mary CoulsonMs. Carolyn DavisDr. Gary HousemanMs. Susie JenningsMs. Susan SneedMs. Sue Ellen TateMs. Sandra TrothMs. Mava Vass

STAFF:

Mr. Shane AshbyMs. Susan AustinMs. Sarah BeamerMs. Debbie Burcham-HodgesMs. Elaine CoxMs. Ruth CoxMs. Kathy CresselMr. Frank DowellMs. Casey EdmondsMr. Bob GordonMs. Wendy GullionMs. Leslie HawesMs. Marlene LargenMr. Mark LarsenMs. Lisa MartinMs. Lisa MooreMs. Wanda ParnellMr. Martin SlateMs. Treva SparksMs. Margie StuartMs. Kim TaylorMs. Rita Viars

ABSENT:

Ms. Beverly MountainMs. Sharon Plichta

OTHERS:

I. CALL TO ORDER

Mr. Joe Bean, Chairperson, called the meeting to order.

Mr. Bean welcomed Ms. Barbara Bartnik, as the new Board Member representingWythe County.

II. STAFF RECOGNITIONS

Ms. Lisa Moore, Mr. Mark Larsen and Ms. Susan Austin, Director of EmergencyServices, recognized Ms. Leslie Hawes, Emergency Services Clinician, who becamea Licensed Professional Counselor.

Ms. Moore, Mr. Larsen and Ms. Debbie Burcham-Hodges, Director of Extended CareServices, recognized Ms. Treva Sparks on her retirement from the Fernwood MentalHealth Skill Building program.

Ms. Moore, Mr. Larsen and Ms. Ruth Cox, Director of Adult Clinical Services,recognized Ms. Marlene Largen on her retirement from the Fernwood CounselingCenter.

Ms. Moore, Mr. Frank Dowell and Mr. Martin Slate, IDC Facility Manager,recognized Ms. Wanda Parnell on her retirement from the Wythe/Bland IDe.

Ms. Moore, Ms. Sarah Beamer, and Ms. Lisa Martin, Reimbursement Manager,recognized Ms. Casey Edmonds who recently received her Bachelor of Sciencedegree.

III. APPROVAL OF November 23,2015 MINUTES

The November 23,2015 minutes were amended to reflect Ms. Susie Jennings aspresent. The amended minutes were approved on the motion of Mr. Howard Burton,and seconded by Ms. Carolyn Davis. The motion passed unanimously.

IV. ACCEPTANCE OF DONATIONSMs. Moore announced that the Board received several donations for November andDecember, 2015, including a donation in the amount of $1 ,600 for the PACTprogram, a $500 donation to the Mount Rogers Community Services BoardHumanitarian Fund from Truliant Federal Credit Union, a $580 donation to theVirginia Veterans and Family Support Services program and several food andmonetary donations for a Youth and Family Services Program quarterly meeting.

MOTION: Ms. Carolyn Davis moved that the board accept the donationsas presented.

The motion, seconded by Ms. Susie Jennings, passed unanimously.

V. OLD BUSINESS

None

VI. NEW BUSINESS

A. Budget and Finance Committee Report

I. Ms. Sarah Beamer presented the November 30, 20 IS and December 31, 2015financial statements for review.

MOTION: On behalf of the Budget and Finance Committee, Ms. MaryCoulson, Chairperson, moved that the Board accept the financialstatements for the periods ending November 30, 20 IS, and December 31,20 15, as presented.

The motion passed unanimously.

2. Ms. Beamer presented the draft FY 2017 Local Budget Match Request Letterfor approval.

MOTION: On behalf of the Budget and Finance Committee, Ms. MaryCoulson, Chairperson, moved to approve the Fiscal Year 2017 LocalBudget Match Request Letter as presented.

The motion passed unanimously.

3. A resolution was presented by Ms. Beamer to approve the drainage and sewereasement on the property of the Southwestern Virginia Mental Health Institutefor the Rhea B. Lawrence Recovery Center in Smyth County.

MOTION: On behalf of the Budget and Finance Committee, Ms. MaryCoulson, Chairperson, moved that the Board approve the resolution aspresented.

The motion passed unanimously.

4. Ms. Beamer reported that the Agency has received $161,165 in additionalfunding to be used towards the Certified Community Behavioral HealthClinics initiative.

B. VACSB Conference Report

1. Ms. Moore commented that Mr. Joe Bean and several Leadership staffattended the VACSB Conference held in Richmond on January 19-20,2016.

2. Ms. Moore referenced the VACSB Policy and Budget Priorities document inthe informational packet.

3. Ms. Moore commented that Secretary Bill Hazel of the Department ofBehavioral Health and Developmental Services commented on the CertifiedCommunity Behavioral Health Clinics project and the plans to close theCatawba Psychiatric Hospital.

e. Executive Director's Report

I. Ms. Lisa Moore introduced Mr. Bob Gordon, as the new Director of HumanResources, effective December 1,2015.

2. Ms. Moore commented on the Governor's budget that was presented in mid-December. The budget contained $ I03M for community based supports andfor central office supports related to the DOJ settlement agreement.

3. Ms. Moore commented that no funding has been allocated in the Governor'sbudget to support the implementation of the CCBHC standards; however, theVACSB has presented a budget bill to fund one major component of theCCBHC certification, mobile crisis teams. The VACSB has secured patronsfor the bill with anticipation that funding will be provided to adopt theCCBHC model for behavioral health services statewide.

4. Ms. Moore announced that the Leadership team met with Senator Bill Carricoand Delegates, Israel O'Quinn and Jeff Campbell, at a legislative meeting heldon January 6, 2016, at the Wythe/Bland roe. Ms. Moore referenced theinformational packet for a review of the topics that were shared with thelegislators.

5. The State Budget Hearing was held on January 6, 2016, in Wytheville withapproximately 150 people in attendance. Many people voiced concerns withthe planned closure of the Catawba Psychiatric Hospital.

6. Ms. Moore presented the updated 2016 Roster of Board Members as well asthe 2016 Board meeting schedule.

7. Ms. Moore announced that plans are underway to locate the new Youth andFamily Services Crisis Stabilization Unit on the upper level of the WytheYouth and Family Services Building. Staff currently working with the Part CProgram will move to available space at the Tremough Building inWytheville. Additionally, the PACT Services operation will move to the oldWytheville Clubhouse Building.

8. Ms. Moore noted that the Conflict of Interest and Disclosure Statementrequires the signature of each Board Member and will need to be returned toMs. Kathy Cressel.

D. Nominating Committee ReportlElection of Officers - 2016

Ms. Carolyn Davis reviewed the recommendations for the election of officers forFY 2016. The slate of officers was presented as follows:

Mr. Joe Bean - ChairpersonMs. Sandra Troth - Vice ChairpersonMs. Susie Jennings - SecretaryMs. Sue Ellen Tate - TreasurerMs. Mary Coulson - Member at Large

MOTION: On behalf of the Nominating Committee, Ms. Sue Ellen Tate,Chairperson, moved that the Board accept the slate of officers aspresented.

The motion, seconded by Mr. Howard Burton, passed unanimously.

E. IDC Title VI Non-Discrimination Plan

Mr. Frank Dowell introduced Ms. Margie Stuart, Director of IDC AdministrativeServices, who presented a Summary of the IDC Title VI Non-Discrimination Planand referenced the Plan and Title VI responsibilities.

MOTION: Ms. Mary Coulson moved to accept the IDC Title VI Non-Discrimination Plan as presented.

The motion, seconded by Ms. Susie Jennings, passed unanimously.

VII. INFORMATIONAL ITEMS

A. IDC Monthly Report

1. Mr. Frank Dowell updated the Board on the recent IDC CARF accreditation.Mr. Dowell has received notification that the IDC Program received a 3-yearCARF accreditation. .

2. Mr. Frank Dowell reported on the IDC's Annual ISO-2000 SurveillanceAudit. The IDC has received re-certification with only minorrecommendations for improvements. The IDC will be addressing therecommended improvements.

3. Mr. Dowell reported that the IDC is working on a contract for a food serviceuniform chef coat which is a product for the Army through Natick. The newitem will create work for the IDCs that may result in the production ofapproximately 80,000 garments by September 2017.

B. MHDSAS Monthly Report

1. Mr. Larsen updated the Board on the Alternative Transportation Pilot Programthat has been in operation for two months. The program is going well withapproximately 60 individual transports with no major incidents or issues. TheAlternative Transportation project has been scheduled to expand into theHighlands area in March 2016.

2. Ms. Larsen referenced the Adult Behavioral Health Services statisticalinformation.

C. Presentation - Annual Fiduciary Refresher Training

Ms. Sarah Beamer made an informative presentation on Board Member Fiduciaryresponsibilities.

VIII. ADJOURNMENT

There being no further business, the meeting was adjourned on the motion ofMs. Mary Coulson and seconded by Ms. Carolyn Davis. The motion passedunanimously.

Ms. Beverly Mountain, Secretary

255 George Jomes DriveWytheville, Virginio 24382

February 22, 2016

MEMORANDUM

To:

From:

Subject:

Members of Mount RogersCommunity ServicesBoard of Directors

Frank Dowell, Director

January Report

Activities during January included:

On January 6, the IDCwas pleased to welcome three state legislators to the Wythe/Bland Center. State Senator Bill Carrico,Delegate Israel O'Quinn, and Delegate Jeff Campbell attended a meeting of Agency personnel and toured the facility.

On January 7, I attended a public hearing regarding the 2017 State Budget held at Wytheville Community College. Thisevent was attended by area legislators and afforded agenciesan opportunity to expressconcerns to them directly.

On January 12, Joan Harmon, Director of Employment and DaySupport Services,and Michelle Garst, CommunityEmployment Coordinator, attended a quarterly meeting of the Employment ServicesOrganization Steering Committee atthe Marion office of the Department of Aging and Rehabilitative Services.

The IDCreceived a final summary from CARFfollowing the survey of IDCservices conducted during November. We arepleased to report that we have been accredited for a period of three years for Employment Servicesto include EmployeeDevelopment, Organizational Employment, Employment Planning, Job Development, and Employment Supports. This latestaccreditation is the sixth consecutive three-year accreditation awarded to the JOe. This accreditation, which is the highestlevel of accreditation that can be awarded, is important to our organization in that it reflects that we have demonstratedthat we meet international standards for quality and are committed to pursuing excellence.

The Wythe/Bland Center held a pizza party on January 13 to celebrate one year with no accidents. Congratulations to theSafety Committee for helping to create a safety-conscious work environment.

On January 15, a group of individuals and staff from the Twin County/Galax Center DaySupport program traveled toChristiansburg to deliver blankets to Joanne Fabricsas part of "Project Linus." The mission of this project is to "providelove, a sense of security, warmth and comfort to children who are seriously ill, traumatized, or otherwise inneed through the gifts of new, handmade blankets and afghans, lovingly created by volunteer 'blanketeers.'"Individuals have become involved in this process from start to finish, by selecting patterns, purchasing materials,making blankets, and delivering them.

A group of 22 Radford University students enrolled in the Occupational Therapy curriculum, accompanied bytheir professor, toured the Twin County/Galax Center on January 27.

During January, operations at all three Centers were subject to an ISO 9001:2008 recertification audit by QualitySystem Registrars, Inc. There were no major or minor non-conformances noted. The final audit report was

highly complimentary of the IDC's practices and commitment to the management system. Karen Harris, IDCCompliance Coordinator, is to be commended for her work with the ISO program.

Individuals have started practicing for Special Olympics. The Smyth Center is practicing for Regional SpecialOlympics Bowling competition that will take place in March. A group from Twin County/Galax participated ingames at Woodlawn School.

We continue to make progress toward the manufacture of the Food Service Uniform Smock for the USGovernment. Final negotiations have been completed and we have prepared a draft subcontract that has beenpresented to the prime contract holders, Tradewinds, Inc., and The Douglas Center. We anticipate having signedcontracts shortly, with fabrication of First Articles and full production operations to follow.

An application was submitted to the Department of Rail and Public Transportation seeking Section S310 grantfunds for the purchase of four (4) accessible vehicles. Any vehicles received through this program will be used toreplace older, high-mileage vehicles currently in our fleet.

Integrated community outings for individuals enrolled in DaySupport programs included:• Volunteering at the soup kitchen at the Wytheville First Baptist Church, Carrington Place, and Backpack

Buddies• Eating out at Hardee's• Visits to the library, the livestock market, the gravel pit, the recycling center, the animal park• Shopping at K-Mart, Wal-Mart, the Dollar Tree, Goodwill, Bass Pro Shops, the antique mall, Tractor Supply,

and Lowes• Outdoor activities at the WCC walking track, Carter's Park, Foster Falls, and Rural Retreat Lake• Community work at Guynn's Furniture and shredding at Youth Services• Two groups of individuals from the Twin County/Galax Center were treated to a movie and popcorn at

Woodlawn School.

MENTAL HEALTH, DEVELOI':\IENTAL ANI> SUIISTANCE AIIUSE SERVICES

BOARD REPORT

FEIIRUARY 22, 2016

The following are some of the occurrences and accomplishments for our program area since our last

report:

Update on Certified Behavioral Health Clinics (CBHC) Efforts:

On a national level, Senators Blunt (R-MO) and Stabenow (D-MI) introduced "the Expand Excellence in

Mental Health Act" (S. 2S25) -legislation that would expand the Certified Community Behavioral Health

Clinics (CCBHC) Demonstration Program to all 24 planning grant states. Currently, the demonstration

project is only funded for eight states to be awarded out of the original 24. If this proposed legislation

passes, it will provide funding for all 24 states to participate in the demonstration program.

On a state level, Senators Norment (3" District) and Carrico (40th District) have co-patroned a budget

amendment proposal in the Virginia Senate that would provide funding to the eight Virginia CSBs,

including Mount Rogers, to create "24-hour mobile crisis teams," which would enhance crisis

management services for the communities we serve, in addition to supporting our efforts toward

certification as a CCBHC.Delegate Yost (l2'h District) has patroned a similar budget amendment

proposal in the Virginia House of Delegates.

Members of the Mount Rogers CCBHCSteering Committee continue to represent us in 5 state-level

committees and workgroups relating to the CCBHCproject (STEPVA), along with representatives from

DBHDS, DMAS, and the Veterans Association, as well as with representatives from the other seven CSBs

participating in the planning year project. Two additional workgroups have been created to focus on

issues around training, cultural competency, workforce development, and Veterans' services, and will

begin meeting within the next month. Mount Rogers has created four workgroups to focus on CCBHC

efforts locally, involving leadership from all of our behavioral health programs. Mount Rogers is also

pursuing other grant opportunities that may support changes relating to the CCBHCmodel, such as

integrated care and care coordination.

Reviews:

Andi Carter, with Department of Behavioral Health and Developmental Services (DBHDS) Licensing, has

completed two Department of Justice (DOJ) Intellectual Disabilities services monitoring visits with group

and sponsored residential services. No citations were noted from these visits.

Case Management Services attained a license with expiration of July 2017. Andi Carter reviewed records

and was very complimentary of the work and dedications which was completed by Mount Rogers' staff.

Ms. Carter reported that Mount Rogers' case managers had not only met the licensing requirements but

also exceeded with expectations of prevention, follow through and overall coordination of services.

Andi Carter visited the Wythe IDC and Wythe House with a focus of how the new proposed changes for

the new waiver redesign was being implemented. Ms. Carter reported that Mount Rogers is on the right

track and our progress was reported to DOJ and licensing at DBHDS.

Staff Recognition:

Developmental Services would like to recognize Residential Services staff for their hard work, dedication

and perseverance demonstrated during the recent snow storm. Many of the staff came in a day ahead

of their scheduled shift or stayed over several hours in order ensure there would be adequate staff to

support the residents of Carroll, Grayson and Wythe Houses. The commitment exhibited by these staff

should be commended. It is this type of self-sacrificing and altruism that creates a culture of caring for

the individuals we serve.

Youth Regional PATH Program

Youth and Family Services along with administration staff has been developing plans for the new youth

regional PATH (Positive Alternatives to Hospitalization) residential Crisis Stabilization Unit for which we

were given state funding following a competitive grant process. The program will provide an

accommodating and welcoming facility for youth needing short-term residential stabilization services.

Kim Stafford has been hired as the Program Manager for the CSUand work is underway to ensure

services will be in compliance with Department of Behavioral Health and Developmental Services Office

of Licensure and Medicaid regulations. A contract with Commonwealth Autism was developed to

provide the services of a Board Certified Behavior Analyst on the CSU.This expertise will enhance the

CSU's ability to provide services to youth diagnosed with developmental and intellectual disorders.

Mount Rogers Community Services Board will be hosting an HPRIII regional meeting on February 29'h to

coordinate with other Community Service Board representatives to develop referral processes,

admission and discharge criteria, address access issues and tour the site.