MEETING OF THE BOARD OF DIRECTORShnncsb.org/assets/h-nncsb-board-package---november-2019-.pdf ·...

MEETING OF THE BOARD OF DIRECTORS

Thursday, November 21, 2019, 5:00 p.m.

CSB Campus Board Room

300 Medical Drive

Hampton, VA 23666

Board Officers

Thomas F. Morehouse, III, Chair

Venerria Thomas, Vice Chair

Steven Bond, Esq., Treasurer

June R. Owens, Secretary

Members of the Board of Directors

Golden Bethune-Hill Chris Bowman

Steven Brown Beatrice V. Dahlen

Arva Davidson Jane Hobbs

Nosuk Kim Sheriff B.J. Roberts

Mary L. Stewart Timothy L. Supler

Elva Williams Hunt

A CARF Accredited Agency

V i s i o n

The Hampton-Newport News Community Services Board is the premier provider of

behavioral health and intellectual and developmental disability services. We are

recognized throughout Virginia for our leadership, excellence and commitment to

service. We earn this distinction by creating a community where people can find their

own strength and become self-determining.

M i s s i o n

To provide a comprehensive continuum of services and supports promoting

prevention, recovery, and self-determination for people affected by mental illness,

substance use, and intellectual and developmental disabilities, and advancing the

well-being of the communities we serve.

Strategic Planning Goals (2017 - 2021)

Strategic Objective #1

Continue to develop the administrative systems and service array necessary to

maintain and further Hampton-Newport News Community Services Board’s

reputation as THE premier provider in the context of the changing Virginia’s

behavioral health system.


Pursue further revenue diversification and expansion of services, supports and

prevention activities so that Hampton-Newport News Community Services Board

can improve the quality of life for the individuals, families and communities we

serve.


Celebrate and communicate the Hampton-Newport News Community Services

Board’s performance and reputation as a center of excellence and center of

influence, through on going engagement of the community we serve.

INDEX

HAMPTON-NEWPORT NEWS COMMUNITY SERVICES BOARD


Thursday, November 21, 2019 - 5:00 p.m.

Documents Page #

Cover Letter .................................................................................................................................. 1

Agenda .......................................................................................................................................... 2

Action Item .................................................................................................................................... 3

Information Items ...................................................................................................................... 3-4

Program Highlights ................................................................................................................ 5-20

Enclosures

- - - A-1. Minutes of the Meeting of the Board of Directors Meeting

Scheduled on October 24, 2019 ....................................................................... 21-29

- - - Board Planning Calendars .................................................................................. 30-31

Red Folder Items

- - - Developmental Services Division Board Presentation

- - - Media Articles

1

DATE: November 14, 2019

TO: Members of the Board of Directors

FROM: Natale Christian, Executive Director

SUBJECT: Meeting of the Board of Directors – November 21, 2019, at 5:00 p.m.

CSB Campus Board Room, 300 Medical Drive, Hampton, VA

Greetings Members of the Board:

Thank you for your support and attendance at the 30th Annual Thanksgiving Luncheon to those of you who

had the opportunity to attend. Each year we try to showcase a different segment of the Agency. The Youth

and Family Services Division was highlighted this year and did an excellent job presenting the Therapeutic

Mentor Program. During the November Board Meeting, a Board Member Presentation will be provided

for you on the Developmental Services Division to keep you updated on the extensive array of services that

your CSB provides.

With the months of November and December being the months where meetings of the Board of Directors

are scheduled a week earlier due to the upcoming Holiday Season, please be advised that the only Board

Standing Committee meeting this month will be that of the Budget, Finance and Audit Committee which

has been scheduled for Monday, November 18th, at 4:00 p.m. Please remember that Standing Board

Committee meetings are open to all Members of the Board of Directors for the Hampton-Newport News

Community Services Board. Members of the Board will also find attached the Agenda and Package for the

November Board of Directors Meeting scheduled on Thursday, November 21, 2019, at 5:00 p.m.

We look forward to seeing everyone next week.

NWC:gvm

Enclosures

300 Medical Drive, 2nd Floor ● Hampton, Virginia 23666 ● Telephone: (757) 788-0300 ● Facsimile: (757) 788-0968-- www.hnncsb.org

http://www.hnncsb.org/

2


Thursday, November 21, 2019, 5:00 p.m.

CSB Campus Board Room

A G E N D A

1. Call to Order

2. Remarks of the Chair Introduction of Guests

Other Remarks

3. Public Comment Period

4. Action Item A-1 Minutes of the Board of Directors Meeting of October 24, 2019

5. Standing Board Committee Reports Budget, Finance and Audit Committee

6. Board Member Presentation ~ Developmental Services Division

Mrs. Carol McCarthy, Director

7. Information Items I-1 STEP Virginia

I-2 Medicaid Expansion

8. Program Highlights

9. Adjournment

3

ACTION ITEM

November 21, 2019

A-1. Minutes of the Board of Directors Meeting of October 24, 2019

Issue: Board approval of the Minutes of the Board of Directors Meeting held on Thursday,

October 24, 2019.

Background: Minutes of the Meeting held on October 24, 2019, are included in the Board

Package for review by Members of the Board of Directors.

ACTION: Board approval of the Minutes of the Board of Directors Meeting held on

October 24, 2019.

Enclosure: Minutes of the Board of Directors Meeting held on October 24, 2019.

INFORMATION ITEMS

I-1. STEP Virginia

Issue: In order to meet the needs of the individuals served, we must offer more immediate access

to services. The Same Day Access model is nationally recognized and insures that individuals

seeking services are assessed and linked to appropriate services in a timely manner.

Background: The System Transformation, Excellence and Performance in Virginia

(STEP Virginia) model was designed to assure more consistency of services provided by CSBs

across the Commonwealth. Through a collaboration between the Virginia Association of

Community Services Boards (VACSB) and the Department of Behavioral Health &

Developmental Services (DBHDS), STEP-Virginia is a system-wide transformation effort, and the

recommendation of the Deeds Commission / SJ47 Committee. This model promotes improved

access to screening, assessment, and treatment.

Updates: Rapid Access continues to impact the workload in the outpatient therapy clinics due to

the influx of individuals walking in to seek services. During the month of October, the adult Rapid

Access clinic received over 100 walk-ins, a pace which has been consistent since March. The

children’s Rapid Access program has begun to experience an increase in walk-ins as well since

school resumed in September.

Individuals are informed about and referred to Rapid Access from various sources. These referral

sources include legal and probation services, schools, hospitals, external providers, internal H-

NNCSB programs, and self-referrals. Rapid Access is often unpredictable as it relates to the days

4

that are busiest. It is sometimes necessary to ask that an individual return on the following day;

however, through the month of October, approximately 91% of individuals assessed in the adult

clinical and 96% assessed in the children’s clinic have been offered a therapy appointment within

the first 10 business days as per the STEP-VA requirements. H-NNCSB leadership continues to

evaluate the program’s efficiency and make adjustments as feasible to ensure that the optimal

number of people are being served.

Outpatient Services was implemented on July, 1, 2019. With the large number of people coming

through the Rapid Access program, there continues to be a need for additional outpatient therapy

staff. The H-NNCSB was informed by DBHDS that we would receive an additional approximately

$90,000 to supplement our outpatient programs. Due to the demand in the adult program, the plan

is to utilize this additional funding to hire a mental health therapist for the adult outpatient clinic.

Although the funding provided through this needs-based method will help meet our needs, it is not

adequate to meet all the needs of the community. H-NNCSB continues to communicate to DBHDS

and our legislators that the funding provided is inadequate to meet the needs of STEP-VA

mandates.

I-2. Medicaid Expansion

Issue: Medicaid and affordable healthcare are vitally important to individuals served by

Community Services Boards.

Background: After several years of legislative activity, grassroots advocacy, and health care

lobbying, Virginia has become the 33rd state to expand Medicaid under the Affordable Care Act.

The Expansion, which goes into effect January 1, 2019, will increase access to health care for an

estimated 400,000 Virginians, and about 52,000 people in Hampton Roads will be Medicaid eligible

for the first time, including approximately 13,000 who are living in Hampton and Newport News.

We anticipate that a portion of our clients will be eligible for Medicaid with the new guidelines. H-

NNCSB served over 4,000 uninsured individuals last year.

Update: H-NNCSB Leadership is actively evaluating to determine if there are opportunities to

enroll additional individuals into Medicaid. We are continuing to report to DBHDS on the revenue

received each month which will guide the direction of the General Assembly in determining the

amount of funding that will be restored for FY 2020, for which $1.3 million was reduced from our

agency’s funding.

5

PROGRAM HIGHLIGHTS

ADMINISTRATIVE

INFORMATION TECHNOLOGY Network and Computing Support Services

Informatics and Medical Records

Thomas Miller, Director

Strategic Objective #1: To continue to develop the administrative systems and service array necessary

to maintain and further the Hampton-Newport News Community Services Board’s reputation as the

premier provider in the context of the changing Virginia’s behavioral health system.

IT Goal (Derived from Agency Strategic Objectives): Develop and maintain a robust,

comprehensive, and agile information technology infrastructure that meets the dynamic

administrative, compliance, and behavioral healthcare service needs of the Agency.

Related Projects, Initiatives, and Activities:

• As a major component of IT routine infrastructure maintenance, the IT Department

manages the provisioning, deployment, and maintenance of all Agency desktop

computers, telephones, printers and copiers, and mobile computing devices (mobile

phones, tablets, laptops, etc.), and other miscellaneous technologies

• The IT Department continues to conduct internal process improvement activities

intended to provide consistently high levels of courteous, efficient, and professional

customer service. Those initiatives include enhancing the user interface of the new IT

Support Portal website, introducing a customer facing knowledge base, obtaining

customer satisfaction feedback through customer surveys, and the development of IT

customer service code of conduct and standard operating procedures.

• IT is working with Cox Business Solutions on a new phone system. Design and

planning are currently in progress. Implementation will start in the winter and will last

for several months as locations are phased into the new system. Upon completion of

this project, all H-NNCSB locations with H-NNCSB managed phones will have the

ability to perform station-to-station dialing via five digit extensions.

• The IT Department continues to test and refine full integration of Digital Signature and

Automated Workflow solution with business processes throughout the organization.

Future stages of the project are currently under development and will introduce more

complex workflows and the ability to integrate digital signatures using other forms as

well as integration with existing enterprise applications.

6

1. Network and Computing Support Services


comprehensive, and agile information technology infrastructure that meets the dynamic

administrative, compliance, and behavioral healthcare service needs of the Agency.


• Campus building 300 end doors’ cypher locks were replaced with swipe readers.

Presently, and as part of implementation of additional physical security controls, use of

the readers is disabled for inbound access.

• The IT Department Services continues to refine its Help Desk and IT support processes

within ServicePRO Helpdesk Support Management system. IT plans to evaluate

ServicePRO enhancements that permit an enterprise model in which many departments

may use ServicePRO, potentially improving communication, work processes, and

reporting.

• The IT Department continues to perform activities related to the continuous

configuration, distribution and maintenance of the Agency’s diverse inventory of IT

and Telephony related equipment.

• The IT Department continues to monitor and manage the daily backup of critical

agency data and when necessary associated restoration of data.

• The IT Department continues to perform activities related to maintaining the

confidentiality, integrity, and availability of the Agency’s information resources.

• The IT Department continues to play a core role in the research and testing of new and

emerging technologies as well as ensuring that new technologies successfully

integrates with existing legacy technologies.

Projects:

• A new Citrix virtual application environment has been built as a test, in part, using the

Microsoft Azure platform, Microsoft’s cloud hosting environment. IT and users will

test the environment for functionality, stability, and ease of use. This is the first step

toward a migration of on premise services to cloud or hosted environments. Migrating

existing and building new mission-critical systems in a cloud environment allows for

eventual reduction of required on premise technology hardware, a shift in management

to cloud services, and mitigation of risk of “single point of failure” that now exists for

Campus-based enterprise systems.

• The IT team is working on a project that will provide Service Desk capabilities to the

Financial Services staff, specifically for requests for Payroll assistance. A hosted

solution has been acquired and configured by IT. The Payroll staff will test, and after

process refinements, the system will be implemented. The goal is similar to that of the

support ticketing software used by IT: manage and track support requests, allow a work

flow for support requests, provide visibility over volume and type of requests, and

reporting. This system will remain autonomous from the IT-managed ServicePRO, as

the enterprise model has not been implemented.

• The IT Director is developing a long-term technology framework, which will comprise

IT capital improvement activities by year, over several years. A multi-year framework

assists with system, staff, and cost planning and budgeting.

7

• The following projects are scheduled for implementation within the current calendar year:

o Replace Windows 7 machines in the Meeting Rooms. This is part of the process to

replace Windows 7 for shared machines, which will be out of support in January 2020.

o UPS replacement. The UPS systems in the Building 500 Data Center are past end-of-

life and due for replacement.

o Performance enhancement to the Dell servers. These are improvements which allow

additional bandwidth capacity in the main Dell servers system.

o Intranet. The current Intranet is due for a replacement. This project comprises a new

server, new version of the Intranet software, a review of current data in the existing

Intranet, and design of the new Intranet.

2. Medical Records

Medical Records Goal (Derived from Agency Strategic Objectives): Develop and maintain a

robust, comprehensive, and agile electronic health record (EHR) system that meets the compliance,

and behavioral healthcare service needs of the Agency and all meaningful use (or its successor)

requirements.


• IT and Medical Records staff continue to routinely monitor and manage internal and

external privacy/security threats in order to safeguard against data loss, unauthorized

data access, and data availability.

• As part of ongoing medical records management and maintenance efforts, the Medical

Records Team continues the processing, and release of medical records; meets with

clients for completion of authorizations to disclose (release of information); responding

to phone inquiries; scanning and validating client medical records into record

management software.

• The Medical Records and IT staff continue to collaborate on activities related to the

processing of records request for program and agency audits; scanning archived

medical records for client’s that have been re-opened to services; and identifying

records that are due for destruction.

• Process releases and medical records request.

• Meet with clients for completion of authorizations to disclose (release of information).

• Phone inquiries.

• Scan and validate client medical records into record management software. Clinical

program support.

• Process records request for program and agency audits.

• Staff continuously scan incoming client documents daily into eView, our third-party

records management system.

Projects:

• Medical Records staff are currently reviewing records within Profiler of clients who

are closed to the agency. Destruction dates are being identified and management is

consulting with the EHR software vendor to develop a potential plan to execute the

purging of records. In addition to purging records within Profiler, staff will also work

with Milner to remove records within the external document repository.

8

• Medical Record Department is in the process of updating all HIM policies to ensure

the agency remains compliant with all rules and regulations. Also, ensure proper

training of staff in regards to release of client information.

3. Data Informatics

Strategic Objective #1C: Implement a comprehensive technology infrastructure that 1) supports the

organization’s administrative, management, and compliance functions, 2) creates new revenue and market

opportunities, and 3) ensures successful implementation of electronic health records and meets all federal

requirements regarding “meaningful use.”


comprehensive, and agile electronic health record (EHR) system that meets the compliance, and

behavioral healthcare service needs of the Agency and all meaningful use (or its successor)

requirements.


• The Data Informatics Manager and the IT Director continue to work with Harris Health

systems technical support staff to address ongoing electronic health record (Profiler)

support issues. Discussions include identifying measures that the IT department can

take to ensure that Profiler continues to meet the needs of the Agency.

• IT has begun preliminary discussions with potential EHR vendors related to the

establishment of Agency requirements for the selection of the Agency’s next EHR.

Led by the Data Informatics Manager, a team representing H-NNCSB programs have

visited several Boards to discuss their use of other health record systems. The Data

Informatics Manager continues to communicate with potential vendors; additional

remote WEBex sessions are conducted for special topics within systems under

consideration. The goal is to complete evaluation of potential products by February

2020, which would then move to requests for proposals or quotes, the next phase of the

process.

• In preparation for an anticipated EHR system migration, the Data Informatics Team

has been diligently working to compile reports for program distribution identifying

missing and erroneous client data to be updated by agency staff. These efforts will

result in accurate data, allowing for a smoother data transfer.

• The Data Informatics team continues to provide ongoing maintenance and support for

several mission critical IT systems, such as Profiler, Microsoft Great Plains, BI360, as

well as other related supplemental IT systems.

• The Data Informatics team continues to provide Clinical form development and

modifications as needed to support a wide variety of clinical program initiatives such

as CCC+ and the DBHDS initiated WAMS Integration Project. Staff are currently

working on new forms for Homeless Services and Property Management. Staff are

also working with Quality Management to develop a new Comprehensive Needs

Assessment.

• The Data Informatics team routinely provides a wide variety of custom reports related

to program and Agency performance monitoring and tracking as well as CCS3

reporting requirements. Data is being compiled for reports related to Medicaid

Expansion, Program Waiting Lists, SPQM and DD Waiver.

9

• The Data Informatics team provides priority first responder support to the Agency’s

Physicians on Profiler and related technologies. We provide Profiler training for

Physicians and clinical staff, including on-site support for Dr. First & Banyan

Transcription Services.

• As part of employee orientation for new-hires, provide training on the agency’s EHR

(Profiler).

• Informatics is reviewing the current training model for Profiler to determine if training

may be optimized to provide more applicable and efficient training to new staff.

• Perform system maintenance (patches and upgrades) as necessary. An update to

Profiler has been installed in the test environment; a December implementation is

planned.

• Submit the CCS3 file monthly. This requires data review, validation, and

communication to programs if data corrections are required. The Error and Missing

Data Element Report, provided to managers and supervisors, assist with these

processes.

• DBHDS developed a refined solution for Home and Community-Based Services Multi-

Waiver Prior Authorization System referred to as Waiver Management System

(WaMS). WaMS is a web hosted data management system used to manage waivers.

Through the use of WaMS, CSBs have the capabilities of transferring data from their

eHR systems directly into WaMS. This process for Hampton-Newport News CSB has

been very time consuming and challenging, however through the hard work of our team

we have been successful in the transmission of our VIDES and ISP forms.

4. General News

• IT has initiated recruitment processes for a new position. The position will

incorporation elements of database, programming, and system administration duties to

support various systems. Interviews are scheduled for early November.

10

HUMAN RESOURCES Kimberly Thompson, Director

Strategic Initiative #1G: Continue to invest in staff development resources to ensure the Hampton –

Newport News Community Services Board retains its position as an employer of choice and center of

excellence in providing behavioral healthcare services.

1. Human Resources

• The Human Resources department is committed to filling vacancies with highly qualified

candidates. During the months of September and October, there were 40 new hires; 32

full-time and 8 part-time. The new hires by division included:

Division # of New Employees

Adult Clinical Services 3

Adult Outpatient Services 3

ARTS 3

Crisis Services 1

Developmental Services 9

Financial & Property Mgmt. 7

Human Resources & Training 1

Quality Management 1

Youth and Family Services 12

• On October 23rd, the Human Resources Department held a Career Fair. We had 21 job

seekers attend, which lead to 10 interviews.

• On October 9th, we held our Annual Employee Appreciation Event at the Boo Williams

Sportsplex. Lunch was provided to all and there was lots of fun and games for the staff

members. Approximately 450 staff members attended.

2. Staff Development and Training

• Staff Development and Training Statistics:

9 New Employee Orientation sessions were conducted during this period with 40 new

employees welcomed and oriented to the Agency.

2,769 online courses in 39 unique subjects were completed by staff.

24 unique classroom courses were offered with 434 staff participating.

• Course Highlights:

An Applied Suicide Intervention Skills Training (ASIST) was held in September 2019

which was open to staff and the community. 14 participants attended this session. Our next

session is in February 2020 and is open to staff and the community.

11

In conjunction with Prevention Services, two Mental Health First Aid sessions were held

during this period. One was hosted at the H-NNCSB and a second session was done in the

East End of Newport News. Between the two sessions about 32 new Mental Health First

Aiders were trained.

The Agency completed the transition from the American Heart Association BLS, First Aid,

and CPR course curriculum to the American Red Cross BLS, First AID, and CPR course

curriculum. Both the American Heart Association and the American Red Cross offer world

class training programs and our instructors remain dually certified in both programs. The

American Red Cross curriculum provided an opportunity for a cost savings for the Agency.

Joyce Southern, RN, Staff Training Specialist, retired in September 2019 (for the 2nd

time!). The new Medication Management Trainer will begin on November 4th.

3. Committee Updates

• Wellness Committee:

In October, Walmart Pharmacy came out for the 3rd year to hold a two-day Flu Shot

Clinic. This event was for H-NNCSB staff only. 80 staff members participated. We are

looking to hold a small clinic for family members this month as well as including this as

part of our planning the next year’s clinic.

The Wellness Committee continues to promote our wellness incentive: All employees

covered by one of the Anthem medical plans offered by H-NNCSB are eligible to

participate.

• Employee Benefits:

Kathy Qualk, Account Executive from Genworth held a Long-Term Care information

session in September. This was a special enrollment period for eligible employees age 65

and under to take advantage of reduced underwriting requirements for the Commonwealth

of Virginia Voluntary Group Long Term Care Insurance Program. This was administered

by the Virginia Retirement System.

Our annual benefit open enrollment began on October 28th. Employee medical and dental

rates will remain the same. The dental benefit was increased from $1000 to $1250 plan

year maximum. We will be offering a new voluntary benefit as well: Identify Theft

Protection through Legal Resources.

COMMUNICATIONS & BUSINESS DEVELOPMENT

Sherry Hunt, Director

Strategic Objective #2: Pursue further revenue diversification and expansion of services, supports and

prevention activities so that H-NNCSB can improve the quality of life for the individuals, families and

communities we serve.

Strategic Initiative #2A: Develop and expand marketing, public relations, grant writing and advocacy

functions within H-NNCSB.

12

Develop and expand marketing, market research, and branding functions within H-NNCSB.

Continue to actively promote and market our programs and services in several ways through

community events, presentations, fairs, meetings, and print and broadcast media, social media, and

email marketing campaigns.

• In celebration of National Recovery Month this year, the H-NNCSB Recovery Month Planning

Committee planned and facilitated the following agency-wide events:

o Sept 11th - ‘Wear Recovery Month Color Day’ and Recovery Day/Recovery Walk

o Sept 12th - Recovery Wellness Fair for our clients at the H-NNCSB Main Campus which

included program resources, vendor tables, food, and fun activities.

o Sept 18th - Prevention Recovery Stories event – “Real Talk: It Doesn’t Have to Happen to

You” Geared to the youth and young adults in the community – held at Downing-Gross

Cultural Arts Center

o Sept 25th – South-Eastern Family Project (SEFP) Open House

o Sept 27th - Bright Beginnings Talent Show & Open House

• September 26th – also attended HRC Client Appreciation Day/Recovery Month Celebration

• Facilitated News Channel 3 interviews on October 22nd with a client participant and the

Commonwealth’s Attorney for the City of Hampton during the Hampton Drug Court

Graduation, and also interfaced with News Channel 3 later that evening while they covered the

PCOR Public Forum on Opioids and Drug Abuse at Phoebus High School in Hampton.

Develop and expand public relations and communications functions within H-NNCSB

• Planned and co-facilitated the first annual Executive Leadership Team Retreat held on

September 10th. The theme of the retreat, “Honoring the Past and Shaping the Future” was

designed to get the leadership team to consider how we could refresh the strategic plan and

vision of the H-NNCSB with an eye on the future we envision for our organization, our

employees, and the individuals we serve. The retreat included presentations on Workforce

Development, Psychological Styles in the Workforce, and Building a Shared Vision.

• Spearheaded the agency’s involvement and participation in the following community

engagement activities during this reporting period to develop new sources of business revenue,

increase the visibility of the agency in the community, establish new business relationships,

and strengthen existing community partnerships.

o September 14th - PCOR Recovery Month event held at Mary Immaculate Hospital -

Displayed a table of resources at this community forum and panel discussion on the opioid

crisis

o September 24th - Healthy Aging Seminar and Resource Fair held at the Lift & Connect

Center in Newport News - Staff who serve our geriatric population attended on behalf of

the agency

o October 4 – City of Newport News Employee Mental Health Wellness Fair at the

Waterworks Building - Staff from Comprehensive Outpatient Services and peer staff

provided resource information for city employees regarding mental health (depression,

13

stress, anxiety, suicide concerns) and support systems we offer to help employees with

their needs.

o October 8 - PCOR Public Forum on Opioids, Drug Use and Addiction at Warwick High

School Cafeteria - As a part of PCOR, CSB staff participated on the program and staff and

peers from the ARTS division manned a resource table.

o October 12 - Lupus & Fibromyalgia Summit & Health Fair at Warwick High School in

Newport News - The agency participated as a health care vendor and peer staff educated

the audience about our services.

o October 16 - Hampton VA Medical Center P.E.E.R. Fair (People Engaging in Empowered

Recovery) - The Hampton Veteran Affairs Medical Center, Behavioral Science & Mental

Health Services hosted a community engagement fair to bring awareness of services,

collaborate resources, and promote self-care within the Peer Support Recovery profession.

The CSB’s Peer Recovery Coordinator, Renee Cox, participated on behalf of the agency

o October 22 - PCOR Public Forum on Opioids, Drug Use and Addiction at Phoebus High

School Auditorium - Served as co-moderator along with Hampton Police Division Chief,

Terry Sult. As a part of PCOR, CSB staff participated on the program and staff and peers

from the ARTS division manned a resource table.

o October 25 - Newport News Department of Human Services 2nd Annual Poverty

Symposium at Denbigh Community Center - Prevention and peer staff manned a resource

table and staff from the agency participated in the poverty simulation.

o October 26 - Sentara CarePlex Hospital Community Day event - Staff from Comprehensive

Outpatient Services, ARTS, and peer staff provided resources and educated an estimated

2,000 to 3,000 guests from the local community about CSB programs and services.

Develop and expand advocacy and lobbying efforts with communities and government

stakeholders.

• Attended Network Peninsula Legislative Breakfast on September 20th and spoke with

Legislative Aides about H-NNCSB priorities.

• Attended Delegate Marcia Price’s Maternal Health Roundtable on September 24th which was

a follow-up to Senator Tim Kaine’s Maternal Health Roundtable held over the summer. In

addition to discussing the top issues that all the stakeholders face, we also addressed projected

outcomes associated with maternal mortality in the African American community.

• Attended NAACP 48th Annual Life Membership Awards Banquet on October 20th.

• Attended Hampton Mayor's Committee for Peoples with Disabilities Annual Recognition

Luncheon on October 24th.

Develop and expand business development activities

• Attended SAMHSA MAT Logistical Team Meeting on October 16th to discuss Status

Report/Assignments of the “Annual Programmatic Progress Report” for the HRC Plus

program.

• Attended Community Builders Network 2019 Conference on October 19th.

• Sent out Thanksgiving luncheon invitations to marketing lists to increase sponsorships and

donations.

14

• Worked with the PCOR grant team to promote and advertise Community forums and

Strengthening Families programs throughout the cities of Hampton and Newport News.

Prevention Services

• Family Wellness Grant Priorities Identified

o Leading the Peninsula Trauma Informed Community Network

o Increase education and information on Adverse Childhood Experience (ACE’s)

• State Opioid Response (SOR) Grant activities

o Community education through Public Service Announcements, Forums, Substance Use

Prevention Education.

o Movie Theater Public Service Announcement ~ (airs 9/20/19 – 1/2/19) AMC 24 and

Regal Theaters

o Implemented a 1,500 Sticker Campaign for Prescription Drug Overdose Prevention

Strategy for Supply Reduction.

o Participation in the Peninsula Community Opioid Response Group (PCOR)

o Provide Support for Revive Trainings

o Youth & Adult Community Coalition Development & Mobilization

o Developed a Spanish Language Billboard Campaign Displayed in North end of Newport

News I-64 during the month of September

• Mental Health Promotion & Suicide Prevention

o Participate in the Regional Suicide Prevention Task Force

o Implement Mental Health First Aid and Assist Suicide Intervention Skills Training

Implement Lock & Talk Virginia informational activities.

o Sponsored and Collaborated with the Community Builders Network on the Youth Social

Empowerment and Prevention Conference.

o Developed a Prevention Services Website to promote prevention related activities

hnncsbprevention.org

OFFICE OF PROPERTY AND RESOURCE DEVELOPMENT

Joy Cipriano, Director

Strategic Objective #1B: Continue to monitor financial processes and reporting to provide fiscal

transparency, as well as ongoing operational analysis and realignment by programs.

• Completed and submitted compliance reports for Virginia Housing Development

Authority (VHDA) for New Phoenix Village, for July through September, 2019.

• Completed and submitted financial compliance reports for Virginia Community

Development Corporation (VCDC) for New Phoenix Village and Dresden Apartments,

July-September, 2019.

• Completed and submitted financial compliance reports for Department of Behavioral

Health and Developmental Services for the Flexible Funds for DD housing supports.

15

• Submitted request for additional compliance documentation to FEMA for the Phase 34

funds for Emergency Housing. We received notification that we passed the compliance

review and our current Phase funding was released to us.

• Financial projections for rental assistance programs – KEYS/ Road2Home/PPW PSH

– has allowed us to serve more individuals than the minimum “slot” agreements.

Road2Home PSH has “slots” for homeless individuals with serious mental illnesses.

However, through financial projections, Road2Home PSH is currently housing over 90

individuals.

Strategic Objective #2: Pursue further revenue diversification and expansion of services, supports and

prevention activities so that HNNCSB can improve the quality of life for the individuals, families and

communities we serve.

OPRD Objective: To expand the availability of and access to decent and affordable housing for

individuals and families served.

Trainings: Staff participated in the following external training opportunities:

• Trauma Informed Care and Motivational Interviewing (CSH) – October 22, 15 OPRD

staff members

• Working with Families Affected by Substance Use Disorder in Supportive Housing

• PSH Cohort Call # 2-Engaging Tenants in Services

• Department of Rail and Public Transportation (DRPT) - TransAM Sub-Recipient

Training

• DRPT Regional Coordinated Human Services Mobility Plan - 2019 Update

• Addressing Opioid Use Disorder in Virginia's Criminal Justice System: Pathways to

Treatment and Recovery

• Supervising Housing Case Managers

Virginia Behavioral Health System Needs Assessment Site Visit: We were asked to

participate in the DBHDS sponsored BH Needs Assessment. This included completing a

portion of the pre-site visit inventory regarding our housing resources – particularly the

Permanent Supported Housing. Joy participated in a one-hour interview during the site

visit, also focusing on housing resources, inventory, programs, funding, staffing, etc. It was

a very thorough interview.

State Rental Assistance Program (SRAP)/Tenancy Supports Pilot Project: HNNCSB

was selected by DBHDS to operate a small pilot project that offers tenancy supports to

individuals in the DOJ Settlement target population – those adults with Waiver or who are

on the Waiver Waiting List. The 2 year pilot would include hiring a Housing Stability

Specialist specifically to work with Support Coordinators with regards to assisting

individuals with developmental disabilities who seek to live in integrated, independent

housing. The position will help with independent housing assessments, screening,

development of housing plans, housing applications, rental assistance meetings, and other

pre-tenancy supports. The position will also assist with post-tenancy supports to help the

individuals maintain lease compliance and follow assisted housing rules with regards to

documentation, certifications, recertifications, and income verifications. We have

submitted our budget and draft changes to the Performance Contract amendments and are

16

awaiting word from DBHDS as to their acceptance of our proposed requirements. DBHDS

awarded the HNNCSB $143,403 for this pilot project.

Pregnant and Parenting Women – Permanent Supportive Housing Grant (PSH): H-NNCSB was awarded a $472,978 annual grant by DBHDS to

support pregnant and parenting women with substance use disorders to

obtain and maintain affordable and decent housing for them and their

children. The primary target is women at South Eastern Family Project

(SEFP) who will be served by Project LINK post-discharge, as they

transition from residential treatment or homelessness and into

independent housing.

We were approved to assist 20 households; already we have

received 18 referrals from Project LINK and the Continuum of Care! We have

housed 9 households – 11 adults and 12 children; 3 referrals were closed due to either

the family not needing housing or who had disappeared from the area. This is a great

challenge and a great success so far since all of the women assisted have extensive criminal

histories. The lack of any income, criminal histories, and current or recent pregnancies

have proven challenging so far with regards to finding landlords and property managers

willing to lease to the women. With a number of families living up at New Phoenix Village,

Project LINK has begun a Parenting Group at the Phoenix Community Center.

Shannon Denny, the Housing Stabilization Specialist has been doing an excellent job and

now has some help from Veronica Osborn, our new Peer Recovery Specialist. Welcome

Veronica!

Forensic Discharge Planning Team: Joy met with team to discuss various housing

programs and eligibility and referral processes.

Partnerships:

• Joy worked with Newport News Redevelopment Authority on their recent submission

for Mainstream Vouchers for Non-Elderly Disabled. In addition Joy assisted James

City County and Hampton. All jurisdictions submitted their applications on time in

September and are awaiting funding announcements. These vouchers would provide

rental assistance to individuals we are assisting through the KEYS regional program

and Road2Home and PPW-PSH programs who no longer need the level of supports

provided by the PSH programs.

• Joy met with the Executive Director of the Newport News Redevelopment and

Housing Authority on areas of mutual interest. In addition to the Mainstream

Vouchers, H-NNCSB and NNRHA partner on the Shelter Plus Care grant, and

NNRHA is the landlord for the building where SEFP operates.

• Joy met with the Executive Director of Transitions Family Violence Services on areas

of mutual interest, particularly around Permanent Supportive Housing.

KEYS: KEYS is a regional project to provide independent

housing initially and primarily for people discharged from

state hospitals. We have expanded to assist those discharged

from local and regional hospitals, who have extensive

17

histories of institutionalization and incarceration. Most of our current referrals are for those

individuals meeting this expanded criteria – from HNNCSB Behavioral Health Docket,

Colonial Behavioral Health, Middle Peninsula-Northern Neck CSB, and Virginia Beach.

Currently, in KEYs we have housed 45 individuals in Williamsburg, York County,

Gloucester, Hampton and Newport News with 35 current members. The majority of people

housed – 30 – are HNNCSB consumers. Through the KEYs staff, 86% of the members

have achieved housing stability. Given the very severely affected population, especially

with extensive housing barriers, this sounds good, but we are continuously identifying

ways to help raise that stability level.

Road2Home: As part of the state SAMHSA – CABHI grant (Cooperative Agreements to

Benefit Homeless Individuals), the HNNCSB was awarded funding for Permanent

Supportive Housing, separate from the clinical activities allowable under CABHI. The

CABHI grant ended September 30, 2019. Through the DBHDS Permanent Supportive

Housing grants, all the current Road2Home team was retained through the existing and

expanded PSH programs awarded to HNNCSB. None of the current staff lost their jobs

due to the ending of the SAMHSA grant and HNNCSB retained the expertise of the

excellent staff working with this difficult to serve and house population. The staff will be

working across all the DBHDS Permanent Supportive Housing programs. This will

enhance outreach, documentation, and accessing benefits and services for all participants

in all the PSH programs. To date, 132 individuals have been housed through Road2Home

with an 89% housing stability rate and 91 current members. During the month of October,

all participants needed to be “discharged” from the CABHI program and “enrolled” in the

PSH program. Thanks to Regina Hutcherson’s

leadership this was completed within the first couple

of weeks of October.

Other Housing Opportunities: Provided

information to staff and consumers on the various properties accepting applications for

housing, including those subsidized and income-based complexes, and the opening of any

of the Public Housing Authorities waiting lists. While most of the individuals we serve live

in Hampton or Newport News, some either want to live elsewhere or are from other areas.

Our KEYS program is one example of a regional housing program where we assist

individuals in obtaining housing throughout the region.

Housing and Support Services (HSS) Initiative (DBHDS/VHDA): This is housing for

individuals with a DD Waiver or on the DD Waiver Waiting List. As of August, the

Peninsula has successfully assisted 45 individual in the DOJ Settlement target population

to obtain independent housing with vouchers from the local housing authority. 16 of the 45

are from the HNNCSB. The Peninsula Team has the highest number of individuals housed

at the present time throughout the state and HNNCSB has housed the highest number of

people on the Peninsula Team. This is not a competition, but the DOJ agreement has very

clear targets that it is holding the state to achieve in order to remain in good standing with

the Settlement Agreement. We are doing our part – both as a means to expand housing

opportunities for the individuals we serve while helping the state meet its required targets.

Homeless Day Service Center (Four Oaks Day Service Center): We continue to work

with an outside consultant to the City of Newport News with regards to the operational

needs of the new center with the aim of improving service delivery.

18

Strategic Initiative #2A: Develop and expand marketing, public relations, grant writing and advocacy

functions within the H-NNCSB.

Recent Local and State Event Participation:

• Member (one of 3 non-jurisdictional representatives) of the Peninsula Mayors and

Chairs Commission on Homelessness – 6 jurisdictions working to reduce and end

homelessness as well as garnering new and expanded resources for the Peninsula. The

Commission is discussing regional efforts around employment initiatives for homeless

individuals.

• Attended the Interagency Partners meetings (currently every 2

weeks) at the Four Oaks Day Service Center for the Homeless in

Newport News. The supervisor for the HNNCSB Housing

Programs (formerly the supervisor of the CABHI team, Regina

Hutcherson) attends regularly.

• Held discussions with two regional property managers from two different companies

to advocate for working with our housing programs in order to increase approvals and

expand housing options for people working with our Permanent Supportive Housing

programs.

• Choice Neighborhood Initiative – Joy attends the Health Task Force

meetings, the Service Providers Network meetings, and participates

in the People Strategy Subcommittee, when they are held.

• Working with CARE (Campaign to Reduce Evictions), Dottie

Holmes, Property Manager and Joy attended a Candidate Forum on

evictions that included candidates Shelly Simonds and Martha

Mugler from our region and Jeion Ward’s legislative aide.

Discussions included: possible General Assembly actions that could assist the region

to reduce the high level of evictions, rental assistance programs to prevent evictions,

the disproportional impact of evictions on African American communities and people

with disabilities earning $771/month, and the impact of evictions on families and

children. It was a very lively roundtable discussion.

• Jenn and Joy participated in two Virginia Department of Housing and Community

Development Input Sessions to understand upcoming state funding priorities and

advocate for housing options for people served by the

H-NNCSB.

• Joy participates in CHACE – the statewide Campaign

for Civic Engagement to help inform elected officials

on the need for affordable and decent housing.

Strategic Initiative #2B: Maintain 3rd party payers, expand and maximize current revenue sources:

NAP Applications: Were awarded Neighborhood Assistance Program Grants for

HNNCSB and Share-A-Homes of the Virginia Peninsula. Share-A-Homes received

$18,000 in tax credits or about $27, 600 in donations; HNNCSB received $20,000 in tax

credits which could result in about $30,700 in donations. We say “could” because someone

has to make the donations in order for these entities to provide the tax credits. Donors are

still being offered a 65% state tax credit for their qualifying donation. The new allocation

began July 1st. We are also offering NAP credits to donors who contribute $1,000 or more

19

to the HNNCSB Thanksgiving Luncheon this year. If you have questions about making an

eligible donation, please contact Joy. We will happily explain the benefits of donations

under the tax credit program.

HUD Grants: we submitted our HUD renewal grant applications for Safe Harbors (now

combined with Project Onward) and Shelter Plus Care into the federal system for the

current grant round. The Greater Virginia Peninsula Homelessness Consortium is the

regional Continuum of Care in which HNNCSB participates and approved our projects for

renewals. Jennifer Small attends all Program Monitoring Committee meetings, provides

monthly HMIS data quality reports on HNNCSB’s HUD grant funded projects, ensures

that data corrections are completed, and monitors outcomes reflected by the data.

PSH Housing Programs: Jenn and Regina Hutcherson, Housing Programs Supervisor,

attends the bimonthly SCAAN meetings. Jenn works hard to help HNNCSB continue to

receive the annual $600,000+ in HUD grant funds that support our homeless housing

options. Outreach Specialist, Janice Wilks, provides outreach for the PSH programs at the

Four Oaks Day Support Center and area shelters.

Current Grant Chart: The following are housing related grants that the Office of Property

and Resource Development write, support compliance, and report on.

Strategic Objective #3: Celebrate and communicate Hampton-Newport News Community Services

Board’s performance and reputation as a center of excellence and center of influence through ongoing

engagement of the community we serve.

The big news here is that H-NNCSB was awarded the 2019 Housing Partner Special Project Award

for the KEYS Project by the Hampton Roads Housing Consortium. This award recognizes “an

individual or organization that has demonstrated outstanding commitment, effectiveness and innovation

in meeting any type of housing-related needs through a project or

specific program”. Special consideration was given to programs that

address a particularly pressing affordable housing need and/or serve the

needs of a special population (e.g. elderly, disabled, homeless). In

addition to the nice trophy, letters from Senator Warner, Senator Kaine,

and Representative Luria were given to the team. Dottie, Jenn, Anthony,

Tracey, Shannon and Chana were at the Awards Ceremony to accept the

award. Great work everyone! It really takes a team!

Recent Local and State Organizational Participation:

• Joy participated in the Marshall-Ridley Choice Neighborhood

Implementation Grant – through participation in the Health Task Force

and the Service Provider Network, and the Senior Healthy Aging Month

activities.

• Participated in the CNI Leverage Partner Kick-off Meeting on October

30th at Downing- Gross Cultural Arts Center. The meeting included

updating partners on the current status of efforts around Housing, People

and Neighborhood Goals following the award of the $30 million grant

from HUD this summer.

• Participated in the City of Newport News Complete Count Committee kick-off on October 1st

at Downing-Gross Cultural Arts Center to ensure the fullest count possible in the upcoming

20

Census Count. At the present time, Joy is the HNNCSB designated representative. More

information will be coming out as we move closer to the Census in March, 2020.

• Virginia Housing Development Authority – Joy attended the Rental Advisory Board meeting

in October in Richmond. Topics included state housing initiatives around Housing for Persons

with SMI, Housing for Persons with DD, state rental housing voucher program, eviction

prevention and reductions.

• Greater Virginia Peninsula Homelessness Consortium: Jennifer Small and Regina Hutcherson

attends monthly membership meetings, Homeless Management Information System meetings,

and monthly Project Monitoring Committee meetings.

• Hampton Roads Housing Consortium – Joy attended membership meeting.

• GVPHC Service Coordination and Assessment Network (SCAAN) meetings are attended by

Regina Hutcherson, supervisor of HNNCSB Permanent Supportive Housing programs and

Jennifer Small, grants manager.

• Virginia Department of Housing and Community Development – annual Input Sessions –

Jennifer Small and Joy Cipriano.

21


Thursday, October 24, 2019, 5:00 p.m.

CSB Campus Board Room, 2nd Floor

Present: Mrs. Venerria Thomas, presiding; Mr. Steven Bond, Mr. Chris Bowman,

Councilman Steven Brown, Dr. Arva Davidson, Ms. Nosuk Kim, Esq., Mrs. June

Owens, Sherriff B.J. Roberts, Mrs. Mary Stewart, Mr. Timothy Supler, and

Dr. Elva Williams Hunt.

Staff: Mrs. Natale Christian, Dr. Daphne Cunningham, Ms. Joy Cipriano, Mr. Anthony

Crisp, Mr. Robert Deisch, Mr. Ryan Dudley, Mrs. Sherry Hunt, Mrs. Lisa Hogge,

Mr. Thomas Miller, Ms. Denise Newlon, Ms. Kim Thompson, Mr. Jon Warren,

Ms. Anne Whitaker, and Ms. Gloria Mercado.

Guest(s): None.

CALL TO

ORDER Members of the Board of Directors for the Hampton-Newport News Community

Services Board held their monthly Board of Directors Meeting on Thursday,

October 24, 2019. In the absence of Mr. Thomas F. Morehouse, III, Board Chair,

Mrs. Venerria Thomas, Vice Chair, politely called the meeting to order at 5:01 p.m.

after confirming that a quorum was resent and welcomed Members, Guests, and

Staff to the meeting.

REMARKS OF

THE CHAIR Mrs. Thomas advised attendees that while the Board Package Agenda had the STEP

VA ~ Rapid Access Presentation later in the meeting, the October Board

presentation would be heard earlier on the Agenda following Standing Board

Committee Reports. She also announced that Board Members, Mrs. Golden

Bethune-Hill, Mrs. Beatrice Dahlen, Mrs. Jane Hobbs, and Mrs. Thomas

Morehouse III, all communicated their inability to attend the Board of Directors

Meeting while Mrs. Christian advised that there were no guests present at the

meeting.

A-1

22

Board of Directors Meeting

October 24, 2019

Page 2

PUBLIC

COMMENTS There were no public comments to be heard during the Board of Directors Meeting

held on Thursday, October 24, 2019.

ACTION ITEM

A-1. A Motion was made to accept the Minutes of the Board of Directors Meeting held

on Thursday, September 26, 2019, as presented in the October Board Package.

Action There being no corrections or comments, the Minutes of the Board of Directors

Meeting held on Thursday, September 26, 2019, were accepted as presented.

BOARD STANDING

COMMITTEE

REPORTS

Budget, Finance,

and Audit Mr. Steven Bond, Committee Chair, reported that Members of the Budget, Finance,

and Audit Committee met earlier in the week on Monday, October 21, 2019, at

4:00 p.m. to review the Financial Statements and Operating Results through

September 30, 2019, of the Hampton-Newport News Community Services Board

and its entities; namely, the H-NNCSB Property Company, Inc., the Share-A-

Homes of the Virginia Peninsula, and the Trust for Disabled Persons. It was shared

with Members of the Board that a full Report of the Committee meeting had been

provided for them in their red folders.

Members were informed that the Committee meeting began with an overview of

Deferred Revenue by Ms. Denise Newlon, Chief Financial Officer, and that she

went on to report that while the CSB was unable to provide staff with a Cost of

Living Adjustment (or COLA) in Fiscal Year 2020, all full and part-time staff

would be receiving a one-time Bonus at the end of November; and that the Agency

would be covering all related taxes to ensure employees receive the full Bonus

amount. Mr. Bond continued his report noting that CSB Cash Balances showed a

significant reduction in cash at the end of the month of November due to a 3rd

payroll that month as well as staff Bonuses. He commented, however, that the

Operating Reserve Balance remained steady and uninterrupted. Moreover,

Mr. Bond added that the Committee discussed the CSBs Aging and Earned

Revenue, and Unbilled Services Report which have improved remarkably as a

result of the enhanced efforts of staff to assure that claims are processed

A-1

23


October 24, 2019

Page 3

appropriately. Additionally, he acknowledged that Ms. Newlon remarked that CSB

Aging and Earned Revenue was at almost 100% of the budget for the last quarter;

and not only was the CSB in line with the FY20 budget projections for staff Health

Insurance, but that the employee Health Insurance rates will would remain the same

for 2020, and that the dental coverage benefit would increase from $1,000 per year

to $1,250 per year.

Mr. Bond shared that the Therapeutic Day Treatment (TDT) Program, was reported

by Ms. Newlon to still be below its projected revenue for the year due to the

continuation of significant decreases in authorizations and an increase in the denial

of claims from Managed Care Organizations. He stated that the committee also

reviewed the CSB Over-Achievers listing whose Year-To-Date Earned Revenue

was higher than the budgeted target; and their Year-To-Date Expenses were less

than the budgeted amount. The Over Achievers announced included the Creative

Options Program, Emergency Services, Opioid Treatment Services, the Program

for Assertive Community Treatment (PACT), and the Southeastern Family Project

Perinatal Treatment Program. Mr. Bond directed that Members could find more

information on the affects to TDT Programs across Virginia in a news article that

had been provided in their red folders.

In closing on his report, Members of the Board of Directors were asked to

acknowledge that Ms. Newlon provided Members of the Budget, Finance and Audit

Committee with a detailed fiscal review of the Divisional Net Income ~ Variance

Analysis and the Comparative Balance Sheets and Operating Results for the

Hampton-Newport News CSB and its entities; and that she confirmed that balances

had been relatively strong and static without any huge fluctuations, adding that all

entities noted remained in compliance with debt covenants.

That being reported, Mr. Bond asked that Members of the Board of Directors mark

their calendars for the next meeting of the Budget, Finance and Audit Committee

scheduled on November 18, 2019, at 4:00 p.m.

Discussion and

Comments: Following additional clarification, Councilman Brown stated that he was glad the

CSB would be absorbing the taxes from upcoming staff bonuses, and Mr. Bowman

pointed out that the absorption would be very important to part-time staff. To that

end, Mrs. Thomas indicated that it was great to hear the organization is able to

provide the Bonus to staff.

A-1

24


October 24, 2019

Page 4

Community

Relations /

Governmental

Affairs In the absence of Mrs. Beatrice Dahlen, Committee Chair, Mr. Chris Bowman

reported that Members of the Community Relations / Governmental Affairs

Committee also held a meeting on Monday, October 21, 2019 at 4:30 p.m. to

discuss Legislative Activities, Local Initiatives, Board Member Events, Advocacy

Updates, and the recent 2019 Public Policy Conference hosted by the Virginia

Association of Community Services Boards, Inc. (VACSB). Members were

informed that a full report of the Community Relations / Governmental Affairs

Committee was included in their red folders.

Mr. Bowman advised that the Committee meeting began with a discussion on

hosting a Fall Legislative Event on the CSB Campus this year. However, due to

the number of upcoming events during the shortened months of November and

December, it was suggested by Mrs. Sherry Hunt, Director of Communications and

Business Development, that the Committee wait until after the upcoming elections

and communicate directly with newly elected Legislators. Members of the

Committee also decided to prepare for the upcoming State Budget Hearings and

plan a trip to the General Assembly in Richmond sometime in January 2020.

Additionally, Mr. Bowman stated that Members briefly reviewed the 2020-2022

Biennium Budget Priorities adopted by the VACSB with Mrs. Hunt, a copy of

which had been placed in Board Member red folders for their convenience and

review.

Mr. Bowman indicated that another area acknowledged by Members and staff was

the heightening concern due to the lack of available State Hospital beds. He noted

that Mr. Ryan Dudley, Director of Crisis Services, provided Members of the

Committee with an update on this concern reporting that the number of Temporary

Detaining Orders (or TDO’s) executed, and the lack of immediate available hospital

beds, had led to patients remaining in the Emergency Room with Law Enforcement

for extended periods of time. Mr. Dudley pointed out that while both Cities have

been great collaborators, law enforcement is becoming increasingly concerned

since some Officers may be with individuals in excess of 24 hours, in addition to

the possible extensive time involved in transporting patients to hospitals in other

parts of the state.

Mr. Bowman communicated that Members and staff discussed several efforts made

by the CSB to address this problem which included the Crisis Intervention Team

Acceptance Center (CITAC), a 2-bed area located at the Sentara Careplex Hospital

A-1

25


October 24, 2019

Page 5

and managed by the Hampton-Newport News Community Services Board. It was

explained that the CITAC allows Officers to transfer custody to security at the

CITAC and return to their police duties. Members of the Board were informed

that State Hospital bed capacity issues continue to be addressed by both the Virginia

Association of Community Services Boards and the Dept. of Behavioral Health and

Developmental Services, who continue to collaborate to improve the overall Crisis

System as a part of the STEP Virginia Initiative; a collaboration which also includes

putting forth recommendations to the General Assembly to fully fund Crisis

Services.

On the Local Front, Mr. Bowman shared that Mrs. Christian updated Members on

the status of the FY19-FY20 Performance Contract ~ Renewal and Revisions which

Board of Directors approved at its meeting held on September 26th. He added that

the Performance Contract was approved by the City of Hampton in late September,

and that the City of Newport News approved the Contract at its October 22nd City

Council Meeting. He commented that CSB Staff had returned the Contract to the

Dept. of Behavioral Health and Developmental Services (Dept.) for completion.

Moreover and with regard to the Dept., Mrs. Christian informed Members that

Dept. Consultants, JBS International, were at the CSB and completed a two-day

Needs Assessment Site Review, and that several staff and our Board Chair was

interviewed following the CSB’s completion of an extensive written survey. It was

added that the purpose of the survey and site visit was to assess the overall needs

of the Behavioral Health System in the Commonwealth and make

recommendations to the Dept.. Members of the Committee were advised that

feedback at the Consultant’s Exit Interview was very positive. She remarked that

the CSB would receive a preliminary report to review prior to the final report being

submitted to the Dept.

In closing, Mr. Bowman instructed that following a brief update on the VACSB

2019 Public Policy Conference by attendees, Mrs. Dahlen reminded Members of

the upcoming Hampton Drug Treatment Court Graduation Ceremony held on

Tuesday, October 22nd, as well as the upcoming H-NNCSB 30th Annual

Thanksgiving Luncheon scheduled for Wednesday, November 13th, at 11:30 a.m.

He directed that the next meeting of the Community Relations / Governmental

Affairs Committee had been scheduled for December 16, 2019, at 4:30 p.m., and

asked that Members of the Board please mark their calendars accordingly.

A-1

26


October 24, 2019

Page 6

BOARD MEMBER

PRESENTATION Dr. Daphne Cunningham, Deputy Executive Director, introduced Mr. Jon Warren,

Program Manager of the CSB Rapid Access Program. She noted that not only was

Mr. Warren the Rapid Access Program Manager, he was also a Licensed Clinical

Social Worker and Certified Substance Abuse Counselor, with a MBA in

Accounting. In his presentation, a copy of which was provided to Members for

their information, Mr. Warren explained to Members of the Board of Directors the

specifics of the Rapid Access including the What, Why, Where, When, and How

of the Program. He pointed out that the program was designed to get individuals

into mental health services as quickly with the ideation of assessing individuals as

they come in and offering outpatient therapy, where needed, within a ten (10) day

period of time. Mr. Warren stated that the plan is to catch individuals when they

need and want services as well as get rid of no-show appointments which is more

cost effective for the Agency. He continued that getting individuals in through the

Rapid Access Program also helps to alleviate the need for Crisis Services.

During the Presentation, Mr. Warren included the locations and hours of operation

of both the adult and children programs. He noted that walk-ins were at

approximately 19 per day and that the Program used its Fridays as “rollover” days

for individuals who were unable to be seen by a Therapist on the day they walked

in to come back. Moreover, Mr. Warren advised Members that the children’s

process worked a little differently since their parents may call to make

appointments the same day or the next, inserting that having this flexibility

eliminates having to pull the child out of school or the parent having to leave work

to make an appointment.

On the programmatic end, Mr. Warren emphasized on Program statistics regarding

the number of Walk-Ins since the inception of the program on January 2, 2019, for

both adults and children; he provided the variances between the number of walk-

ins and assessments completed; as well as the percentages of referral sources.

Members were also informed of the Adult-COS Medication Management Wait List

numbers and providers, clarifying that there is no wait list on the children’s side of

the spectrum, and that it is not unusual for the Rapid Access Program to hit capacity

by 10:00 a.m. in the morning. However, Mr. Warren reassured that the CSB has a

96% rate for getting patients scheduled.

As Members of the Board and staff discussed the information received from the

Presentation, Mr. Warren shared the age span of the program noting an increase in

the younger population of children. Mrs. Lisa Hogge, Director, Youth and Family

Services, indicated that while the CSB is focused on having staff who are experts

with trauma and play therapy for children, they are also working with external

A-1

27


October 24, 2019

Page 7

physicians in helping children get linked to services to include children of Head

Start age. She also confirmed that the CSB had already started its first cycle for

individuals with substance abuse issues which had been very well attended.

In response to a question from Councilman Steven Brown with regard to additional

funding, Mrs. Christian responded that while Programs in the STEP VA Initiative

had come with funding thus far, the funding provided for each Step does not cover

the full costs. However, she assured that the concern was being communicated to

the Dept. of Behavioral Health and Development Services and the plan is to go back

to the General Assembly and ask for additional funding. Councilman Brown asked

that Members and staff make this the number one challenge of the CSB and think

of ways of how to get additional staff funding. Mrs. Sherry Hunt, Director,

Communications and Business Development informed that this was the purpose of

Members of the Board and staff meeting with Legislators prior to them going to the

General Assembly in January, so that they really knew what the issues were.

After thanking Mr. Warren for his Rapid Access Presentation, Mrs. Thomas

remarked that Members received an excellent report and even more excellent

outcomes of the Rapid Access portion of the STEP VA Initiative.

CONSIDERATION

ITEMS Mrs. Thomas reminded Members of the Board of Directors that in their October

Board Package, and noted earlier by Mr. Bowman, they were asked to consider

attending both the Hampton Drug Treatment Court; as well as the upcoming 30th

Thanksgiving Luncheon scheduled for November 13th, at 11:30 a.m. at the

Hampton Convention Center. She directed that Members could find their formal

invitation to the Thanksgiving Luncheon along with a copy of the donation letter in

their red folders. She asked that those Members of the Board who had not already

done so, to please confirm their attendance to the latter event with Ms. Mercado at

their earliest convenience as RSVPs should be provided by November 4th.

INFORMATION

ITEMS

H-NNCSB

30th Annual

Thanksgiving

Luncheon At the request of the Board Vice Chair, Mrs. Thomas, Mrs. Christian replied that

while she did not have much additional information to share, she wanted Members

A-1

28


October 24, 2019

Page 8

of the Board of Directors to know that this year the H-NNCSB 30th Annual

Thanksgiving Luncheon would be focusing on children’s services and that the

Director of Youth and Family Services, Mrs. Lisa Hogge, and her staff graciously

volunteered to provide Speakers for the Thanksgiving event.

CSB Accountant,

Mr. Alan Perkins On a more somber note, Mrs. Christian announced that Mr. Alan Perkins, CPA,

CSB Financial Consultant, had passed away. Mrs. Christian expressed that

Mr. Perkins played a major role in assisting the Agency with previous financial

challenges and had been with the CSB for a number of years. She asked that

Members of the Board keep his family in their thoughts and prayers.

PROGRAM

HIGHLIGHTS Mrs. Thomas referenced that Program Highlights for the Clinical Division were

provided for Members of the Board in their October Board Packages detailing

elements of CSB Programs for their review. More specifically, she explained that

Program Highlights provided Members of the Board of Directors with up-to-date

information regarding CSB departmental and customer activities.

Annual Staff

Appreciation

Event Briefly, Mrs. Kimberly Thompson, Director of Human Services, used the

opportunity to report on the outcome of the Annual Staff Appreciation Event, held

on October 9, 2019, at the Boo Williams Sportsplex in Hampton. She elaborated

that staff reported having a great time and that the Agency gave out water bottles

and tech pockets to staff with the new H-NNCSB theme, “S.T.E.P Up Your Game”.

Water bottles and tech pockets were also given to Members of the Board of

Directors. Mrs. Thomas thanked staff on behalf of the Board of Directors for the

items, remarking that we all need to “S.T.E.P Up Our Games”.

Staff One-Time

Bonus Mrs. Christian thanked Members of the Board for their support and for caring

enough to push for the CSB to do something for staff in light of the fact that the

Agency was not able to provide a Cost of Living Adjustment to staff this year. She

also mentioned several recent, positive and emotional responses she had received

from staff following her email announcement. Mrs. Thomas responded that the

Board of Directors were very appreciative that the Leadership Team continued to

work to find a way to make the staff bonuses happen. She noted that as it was

already said that staff understand that revenue comes and goes based on their own

budgets, but when you dig deep to show appreciation for the work they provide, it

comes back to you, commenting on the moral boost Mrs. Christian shared.

A-1

29


October 24, 2019

Page 9

CLOSING As the October Meeting of the Members of the Board of Directors for the Hampton-

Newport News Community Services Board came to a close, Mrs. Thomas reminded

Members to be mindful of the FY20 Event Calendars for upcoming Standing Board

Committee Meetings and CSB Events.

ADJOURNMENT There being no further comments or questions regarding the October Meeting of

the Board of Directors for the Hampton-Newport News Community Services

Board, the meeting was adjourned at 5:57 p.m.

_________________________ ________________________

Venerria Lucas-Thomas June Owens

Vice Chair Secretary

Submitted by GMercado

A-1

30

FY20 Monthly Planner

November 2019

01 9:30 AM VACSB Leadership Team, Conference Call

01 11:30 AM Board Member Meeting

04 9:00 AM Regional Leadership Team Retreat

05 11:30 AM Executive Leadership Team

05 12:30 PM PORT Winter Shelter, NN Dept of Human Services

06 3:00 PM Mrs. Kasia Grzelkowski, Versability Resources

07 10:00 AM Staff Funeral, Surry VA

08 10:00 AM Delegate Jeion Ward

11 H-NNCSB Closed - Holiday Observed - Veteran’s Day


12 1:00 PM Steering Committee

13 11:30 AM H-NNCSB 30th Annual Thanksgiving Luncheon

15 12:00 PM Mrs. Wanda Rogers & Mrs. Ven Thomas Lunch Meeting

18 4:00 PM Budget, Finance and Audit Committee Meeting

21 5:00 PM CSB Board of Directors Meeting

22 10:00 AM DBHDS STEP VA Advisory Council Meeting, Richmond

25 9:00 AM H-NNCSB Management Team Meeting

28th ~ 29th H-NNCSB Closed - Holiday Observed - Thanksgiving

31

FY20 Monthly Planner

December 2019

02 9:00 AM Regional Leadership Team


05 10:00 AM Board Member Meeting

05 12:00 PM H-NNCSB Physicians Meeting

10 10:00 AM VACSB Executive Directors Forum, Richmond


10 1:00 PM Steering Committee

16 9:00 AM H-NNCSB Management Team

16 4:00 PM Budget, Finance and Audit Committee Meeting

16 4:30 PM Community Relations / Governmental Affairs Meeting


19 5:00 PM CSB Board of Directors Meeting

MEETING OF THE BOARD OF DIRECTORShnncsb.org/assets/h-nncsb-board-package---november-2019-.pdf ·...

Documents

Transcript of MEETING OF THE BOARD OF DIRECTORShnncsb.org/assets/h-nncsb-board-package---november-2019-.pdf ·...