ALLEGHANY HIGHLANDS COMMUNITY SERVICES BOARD

MINUTES

REGULAR MEETING OF THE ALLEGHANY HIGHLANDS COMMUNITY SERVICES BOARD
February 18, 2010


The Alleghany Highlands Community Services Board held its regular meeting on February 18, 2010 at 5:30 p.m. at Alleghany Regional Hospital in Low Moor, Virginia.

PRESENT: Dr. James Ballou, Chairman; Sally Putnam, Vice Chairman; Robert McCallister; Anne Dean; Eleanor Payne; Nolan Nicely, Jr. Also present: Ingrid W. Barber, Executive Director; QuoVadis Washington-Brown, Director of Mental Health Services, Betty Crance, Director of Intellectual Disabilities Services, Patty Flanagan, Fiscal & Reimbursement Supervisor and Lorie Hill, Human Resources Supervisor/Clerk.

ABSENT: Erica Hunter; Kyle Bennett and Karen Burns.

Chairman Ballou called the meeting to order at 5:32 p.m.

APPROVAL OF MINUTES OF NOVEMBER 19, 2009 REGULAR MEETING
MOTION: That the Board approve the minutes of the November 19, 2009 regular meeting.
MOTION: Anne Dean
SECOND: Eleanor Payne
VOTE: Unanimous


COMMUNICATIONS

Ingrid Barber read through communications from Teresa Ayers, Dr. Jim Ballou & Family, Joyce Persinger & Family, and Bari Ballou.


PROGRAM REPORTS

Mental Health & Substance Abuse:
QuoVadis Washington-Brown reported that Mental Health and Substance Abuse Services have been busy for the past three months with the following:
- Partnership with Alleghany YMCA for the After Prom Party, also awarded $1,915.00 one-time prevention funds to assist with the after prom party.
- Development of “Town Hall” meeting to be held March 22, 2010 with Denise Hall, LPC speaker present with a topic of under age drinking.
- Clubhouse hosted a consumer based training on February 9, 2010, also a Wellness Group is being conducted each Friday.
- Andrea Dilley, LPC and Susan Chittum are leading a Dialectical Behavioral Group to help women learn about emotion regulation and balancing.
- An Anger Management Group is being provided to agency clients and one is being developed for the Spring for Court referred clients only.
- The agency received $29,000 to purchase medications for consumers of our region’s local inpatient hospitals, state hospitals, and crisis stabilization unit. Debbie Carter, RN is currently working to develop criteria for accessing and providing these services.

Intellectual Disabilities

Betty Crance reported the following:
- A van of individuals from the Life Skills Program visited the Coalition Rally in Richmond on January 18, 2010.
- Most of the renovations to the Merryfield property have been completed.
- The HPR III Training Institute is scheduled for March 22-25th in Roanoke.
- A workgroup is presently looking at what steps the CSB’s need to take to prepare for a report to JLARC on how and where individuals with autism and developmental disabilities can best be served.
- Part C update- The program will begin billing service coordination for Medicaid eligible children 0-3 who are served by the Part C system. This allows us to continue providing services once infant/toddlers age out of the Part C system.

Budget Reports

Patty Flanagan provided the budget report. The Consolidated Statement for January showed and overall deficit for the month of $21,558. This was attributed to retirement payouts, Christmas Holidays and inclement weather closures and delays. She reported that our excess year to date for the agency was $299,127. She provided a cash analysis report for January 2010 and total balance as of 1/31/2010 was $1,150,593.85.


EXECUTIVE DIRECTOR’S REPORT AND RECOMMENDATIONS

Ingrid announced that the Chamber of Commerce dinner will be held Saturday, March 13, 2010 at the Homestead. Also, the 2009 VACSB Annual Report was distributed. She reported that Governor McDonnell’s Reduction Plans were released on Wednesday, February 17, 2010. There is a proposed additional 5% reduction beginning on July 1, 2010 for a total of 10% for the biennium or $24.3 million. CSA is also, looking at a 5% reduction in their area.

Old Business
Response to Audit Report for FY’ 09:
- Accounts Receivable Reconciliations- Patty and Ingrid are looking at 4 to 5 vendors to purchase new financial software. An RFP will be completed with hopes of purchasing a new system.
- CSB Foundation Policies- Ingrid and Lorie met with Sesco Management to provide a policy manual for the Foundation’s account.
- Balance Sheet Account Reconciliations- State Reports and audit have been updated and corrected.
- Representative Payee Accounts and Consumer Funds- AHCSB have contracted with Integrity to start handling all Payee Accounts.



New Business
ABT Counseling Practice Opens Covington Office- Ingrid informed the board about a new counseling practice that will open in Covington. She mentioned that this could possibly be competition, however the practice was more Christian based and dedicated to helping clients overcome emotional problems.
Virginia Health Care Foundation Partnership- AHCSB has entered into a partnership with Rockbridge Area CSB, the Alleghany Highlands Free Clinic, and The Rockbridge Area Free Clinic to provide counseling and psychiatric services to the Free Clinic populations. We received a New Lease on Life Grant to provide these services. Information and Data will be gathered based on outcomes of this grant and reported to The Virginia Health Care Foundation. QuoVadis presented Ingrid with a plaque from the Foundation. The plaque was in recognition of the agency’s participation.
VACSB/Budget Update- Ingrid reported that she would be holding budget meetings with her Leadership Team and once Legislation has determined what budget cuts are established, she would notify the board.

MOTION: Approval of the Holiday Schedule for 2010
MOTION: Robert McCallister
SECOND: Eleanor Payne
VOTE: Unanimous

MOTION: Local Funding Request for 2011- AHCSB will be requesting $47,362 from Covington’s Locality for the 2011 fiscal year as we serve 33% of Covington’s population and requesting $96,159 from Alleghany’s Locality as we serve 67% of Alleghany’s population.
MOTION: Dr. James Ballou
SECOND: Robert McCallister
VOTE: Unanimous


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: Anne Dean
SECOND: Eleanor Payne
VOTE: Unanimous
TIME: 6:20 p.m.

MOTION: That the Board returned to open session from closed session.
MOTION: Anne Dean
SECOND: Sally Putnam
VOTE: Unanimous
TIME: 7:20 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.




NEXT MEETING
The next scheduled Board Meeting will be on March 18, 2010


ADJOURNMENT
MOTION: That the February 18, 2010 regular meeting of the Alleghany Highlands Community Services Board be adjourned.
MOTION: Robert McCallister
SECOND: Anne Dean
VOTE: Unanimous
TIME: 7:30 p.m.