VIRGINIA BEACH COMMUNITY SERVICES BOARD Department of Human Services

Thursday, April 25, 2019 8:30 a.m. – 10:30 a.m.

Agenda

INFORMAL SESSION

Call to Order Dr. Joyce Harvey, Chair Board Education

• STEP-VA/Angie Hicks

Adjournment

FORMAL SESSION

Call to Order

Dr. Joyce Harvey, Chair

Approval of the Board Minutes Committee Reports:

Executive Committee: Dr. Joyce Harvey

Developmental Services: April 2019 Mr. Phil Black Behavioral Health Substance Abuse: April 2019 Ms. Kay Ashby Financial Report Year to Date Ms. Maria Kurtz

Old Business Dr. Joyce Harvey

• Orientation Manual

New Business Dr. Joyce Harvey • None

Matters of the Chair Dr. Joyce Harvey • Board Education

o May: No Meeting

VIRGINIA BEACH COMMUNITY SERVICES BOARD

pg. 2

o June: Performance Contract/Dawn Rykheart, Maria Kurtz o July: No Meeting o August: DS Regulatory Changes/Tim Capoldo o September: Jail Initiative/Kevin Cuffee

Matters of the Director / Deputy Director Aileen Smith, Deputy Director

• BHDS Updates: Ms. Aileen Smith • Licensure & CARF Audits: Ms. Aileen Smith

DBHDS Dashboard: January 2019 Mr. Jim Thornton &

Ms. Angie Hicks

Other Business

Adjournment

VIRGINIA BEACH COMMUNITY SERVICES BOARD Department of Human Services

Thursday March 28th, 2019 8:30 a.m. – 10:30 a.m.

Notes

INFORMAL SESSION

Board Members Present Board Members Absent Staff Present Dr. Joyce Harvey Diane Jones (E) Aileen L. Smith Molly Trask Kay Ashby (E) Maria Kurtz Yvonne Lewis Carla Hesseltine (E) Jim Thornton Todd Walker Phillip Black (E) Tim Capoldo Patricia Alspaugh Cameron Randle (E) Angela Hicks Gayle Colsen Allen Marsden Kara Chappell Carrollyn Cox Council Liaison Guests

INFORMAL SESSION

Call to Order Dr. Joyce Harvey, Chair The meeting was called to order at 8:30. Board Education: Freedom of Information Act (FOIA); Conflict of Interest (COIA)/Ms. Kara Chappell The act covers all forms of communication, including emails, notes, minutes, texts etc. When requesting documents a reason is not required, the request can be verbal or written, and the request must be reasonably specific. A response must be made within five days. If time is needed to gather the materials then a request can be made for up to seven additional days to respond. Ms. Chappell reviewed the types of meetings that are subject to FOIA, which includes our CSB Board meetings and committee meetings. The meeting dates, times, and location must be posted in a public location. Ms. Chappell also briefly reviewed the Conflicts of Interest (COIA) as it applies to the Board.

VIRGINIA BEACH COMMUNITY SERVICES BOARD Department of Human Services Thursday, March 28, 2019 8:30 a.m. – 10:30 a.m.

2 | P a g e

Ms. Chappell noted that as a member of the Board, if the press asks your opinion on anything related to Board matters you should not respond and should discuss the request with Rod Ingram. Ms. Chappell provided contact information for her and her team. She also provided the contact information for the City Attorney, Rod Ingram for any questions. Adjournment The meeting was adjourned at 8:54 am

FORMAL SESSION

Call to Order Dr. Joyce Harvey, Chair The meeting was called or order at 8:54 am Approval of the Board Minutes Ms. Buckler will make attendance corrections to the February minutes. Committee Reports:

Executive Committee: Dr. Joyce Harvey The agenda was set. Developmental Services: No meeting Mr. Phil Black Behavioral Health Substance Abuse: No meeting Ms. Kay Ashby Financial Report Year to Date: Ms. Maria Kurtz Ms. Kurtz provided an update through February 2019. Funds were received for OPTR and Prevention. Miscellaneous revenue is up, and includes some prior years revenue from private vendors (this also includes campership refunds for individuals who did not attend camp). Thus, the revenues are at 102%. Ms. Smith asked how the renovation costs for P6 for the Adult Day Treatment program will be covered. Ms. Kurtz noted that with the reorganization of the program there are funds available for renovations.

Old Business • Orientation Manual - Mr. Black and Ms. Smith have reviewed the manual. It will go to print and

should be ready for distribution at the April meeting.

New Business • The State conference is in Williamsburg, the May 1st – 3rd. If any member wants to attend

please contact Cindy for registration. Cindy will send the agenda to you. • Committee meetings are scheduled for next month. Please try to attend your assigned

committee.

VIRGINIA BEACH COMMUNITY SERVICES BOARD Department of Human Services Thursday, March 28, 2019 8:30 a.m. – 10:30 a.m.

3 | P a g e

• Dr. Harvey reviewed the attendance policy for board meetings. Matters of the Chair Dr. Joyce Harvey

• None Staff Updates

Deputy Director Aileen Smith Division Directors

• Ms. Smith noted that the Director’s position has been posted • Newspaper articles: Mr. Thornton gave a presentation at the UMC church on Princess Anne.

This was a community forum with NAMI and a CIT officer in regards to mental health. • Mr. Capoldo shared a story presented on WVEC for National Down’s Syndrome day. An

individual from our Community Employment Options program was featured. He has been working at Kroger for nine years.

Other Business

• None

Adjournment The meeting was adjourned by the chair at 9:16 am

CSB EXECUTIVE COMMITTEE MEETING

297 Independence Blvd Suite 302

April 18, 2019 4:00 pm – 5:00 pm

Minutes

Committee Members Dr. Joyce Harvey Chair, Ms. Carrollyn Cox, Mr. Phil Black City Facilitator Ms. Aileen L. Smith Call to Order The meeting was called to order by Dr. Harvey at 4:01 pm and Mr. Phil Black attended. Ms. Cox was not in attendance. Public Comment None Education

• April: Step-VA/Angie Hicks • May: No Meeting • June: Performance Contract/Dawn Rykheart, Maria Kurtz • July: No Meeting • August: DS Regulatory Changes/Tim Capoldo • September: Jail Initiative/Kevin Cuffee

Old Business

• Orientation Manual – At the print shop New Business None

Matters of the Chair None

Staff Updates: Aileen L. Smith Deputy Director / BHDS Directors • Angie Hicks is doing a presentation on SDA/STEP and both Angie Hicks and Jim

Thornton will answer any questions in regards the STEP process within BHDS.

• The DHS Deputy Directors presented the DHS budget to City Council in early April. Aileen Smith and Angie Hicks also attended the Sheriff’s presentation to support the jail initiative.

• Dr. Harvey has requested more information regarding the CARF audit. Aileen Smith

provided a brief overview of some of the areas that are reviewed including the volume of polices. Dr. Harvey is meeting with Dr. Jonina Moskowitz in July to discuss the CSB Board Chair audit responsibilities. Aileen Smith will set up a meeting with the two Program Supervisors over employment services for June and a refresher in September.

• Aileen Smith shared that the agency has received their DBHDS triennial licenses in

several programs. • Aileen Smith and Jim Thornton provided a brief update on status of the CHR mapping. • Dashboard/Jim Thornton provided some feedback on the percentages and he will discuss

this at the CSB Board meeting. Other Business None

Agenda Setting The agenda was set.

Adjournment The meeting was adjourned at 4:55 pm. There is no meeting in May 2019 so the next meeting is scheduled for June 20, 2019.

1

VIRGINIA BEACH COMMUNITY SERVICES BOARD Department of Human Services

Developmental Services Division Committee Meeting Pembroke 6, Suite 431

April 11, 2019 8:45 am

Members Present Staff Present Guests Present Mr. Phil Black, Chair Ms. Diane Jones Dr. Joyce Harvey Ms. Yvonne Lewis

Mr. Tim Capoldo Ms. Nicola Morley Ms. Aileen Smith Ms. Kerry Kruk Ms. Maria Kurtz Ms. Usha Caudill, Recorder

Agenda Items

• Welcome and Introductions • Presentation: Human Rights – Ms. Kerry Kruk, LPC – Team Lead, Human Rights

Coordinator

• Reports: o Incident Management Report o Slot Management Report o Output Report o Finance Report

• Announcements • Public Comment

Welcome: Mr. Black called the meeting to order. Brief introductions were made for Ms. Kruk, Human Rights Coordinator – CQI, and Ms. Caudill. Presentation: Ms. Kruk provided an overview of the Human Rights regulations. Regulations were revised in 2017 making the process more streamlined. All facilities that are licensed or funded by DBHDS fall under this regulations.

• Our responsibilities is to uphold these rights, we have to instruct clients/consumers/residents about what this means for them and involved authorized representative, legal guidance, and

Developmental Services Division Committee Meeting Minutes

2 | P a g e

family members. Part of this regulation requires us to take care of the individuals, do no harm, and to report any allegation of abuse, neglect, exploitation, injuries and illnesses.

• Office of Human Rights – report investigations, allegations of exploitations. Office of Licensing – report injuries.

• Human Rights is very focused on person centered orientated environment. Their assurance of rights are our responsibility. To assure individuals are aware of what the human rights are, these are posted in variety of ways, different levels of comprehensive abilities, common language, different language, and pictures.

• Dignity - Main focus is that individuals are treated with dignity and respect. Individuals must be notified of their rights when they come into the program and every year thereafter, and sign the notification of rights at that time. Right to Services - individuals should be informed of resources available – using public services or benefit. Our responsibility is to report any observations of abuse, neglect, and exploitation.

• Rights, Participation and Decision Making - Individuals have the right to participate in the development of their services, to elect services that are useful for them, and to object to services they don’t want to have. If individuals are unable to make decision, then their guardian assumes all responsibility for the individual. Authorized Representative is appointed by the agency providing services and is responsible for the preferences of the individual within the agency. Our responsibility is to obtain release of authorization, obtain authorization to provide treatment, authorization consenting to those services. Substitute Decision Making – important in Development Services, when individual is deemed incapable and unable to make decisions for themselves, an authorized representative is sometimes needed.

• Restrain/Seclusion – program rules need to be in place. Seclusion is prohibited in City of Virginia Beach. Treated under the least restrictive conditions, free from physical restraint and isolation.

• Confidentiality – Individuals have rights to their Protected Health Information, provide written authorization before disclosure of any confidential information.

• Work – individuals have the right to work or not to work and it is our responsibility to provide the information and assistance needed.

• Complaint and Resolution – Individuals have right to file a complaint and staff should assist. Individual should receive notification in writing of findings and action plan. All Incident Reports should be submitted to CQI within 4 hours.

Reports: Tim Capoldo reviewed all the following reports. IMR: All reports were investigated and handled appropriately.

Slot Management: February-March we have 579 active slots. There are 57 individuals on the priority one list, 146 on the priority two list, and 197 on the priority 3 list.

Developmental Services Division Committee Meeting Minutes

3 | P a g e

Output: A few people dropped out of Case Management. Case Management has 2 new part time staff and they will be opening up new cases. The SkillQuest numbers dropped as expected with the change, and we are trying to settle in with the right number. PAL is the same. The ICF number is 42. The Group Home number is correct, and the Infant Program is anticipated to increase next month.

Financial: Ms. Kurtz reviewed the financial report through March 31, 2019. She explained the revenues and expenditures year to-date. Overall, we are at the deficit of $536K because our expenditures are higher than our revenue intake at this point, and is offset by the general fund at this time.

Announcements: None.

Public Comment: None. Adjournment: Meeting adjourned at 10:07am.

The next meeting is June 13, 2019

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VIRGINIA BEACH COMMUNITY SERVICES BOARD Department of Human Services

Behavioral Health Division Committee Meeting Pembroke 6, Suite 431

April 11, 2019 10:15 am

Members Present Staff Present Guests Present Ms. Kay Ashby Dr. Joyce Harvey Ms. Molly Trask Ms. Gayle Colson Ms. Diane Jones Ms. Yvonne Lewis

Ms. Angie Hicks Ms. Aileen Smith Ms. Alicia Maisonave Ms. Ava Lawrence Ms. Chariklia Kurtz Ms. Elaine Winn Ms. Leanne Brant Ms. Margaret Joern Ms. Shelby Giles

Agenda Items

Welcome and Introductions Ms. Kay Ashby Presentation: Same Day Access Update Ms. Margaret Joern Lynnhaven Center Update Ms. Alicia Maisonave Reports:

• Waiting List Ms. Angie Hicks • Incident Management Report Ms. Angie Hicks • Finance Report Ms. Maria Kurtz

Public Comment Announcements

Welcome: Ms. Ashby called for introductions and welcomed everyone to the meeting.

Presentations: Same Day Access Update The City of Virginia Beach, Department of Human Services, Behavioral Health Division, fully implemented same day access for adults seeking treatment for mental health and/or substance use disorders on July 1,

Behavioral Health Division Committee Meeting Minutes

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2018. Adults seeking services are able to come to the agency’s walk-in clinic which is located at 297 Independence Blvd. (Pembroke 6), Suite 126 and is open Monday through Friday. All adults who come to the clinic meet with a Community Resource Specialist to receive a brief assessment and referrals to community resources, if necessary. Adults who meet the criteria for behavioral health services receive a same day agency orientation and intake and have the opportunity to meet with a nurse to complete a health status. These adults are offered a follow-up appointment within 7 to 10 days for additional services. As of April 8, 2019, 931 same day intakes have been completed.

Through Same Day Access, the agency has accomplished the following positive outcomes:

• 0% no-show rates for intake appointments • Greater productivity for ACCESS clinicians • Meeting of accreditation and nationwide best practice standards • Positive feedback from stakeholders and referral sources • Increased client engagement • Medical issues are addressed by a nurse and recommendations for medical care are provided when

individuals come through the same day access clinic • Individuals are able to access services before they are in a crisis

State funding was received in FY19 to support same day access. Funds have been used to:

• Renovate Adult Outpatient P6 Clinic to increase the number of office spaces and purchase equipment for those offices.

• Add additional full-time staff (Licensed Clinician III, Clinician II, Behavioral Specialist, Peer and an Office Assistant II which will be shared position between Child and Youth and Adult Outpatient Services). Additional staff will allow us to provide more intensive engagement and case coordination services and to offer more specialized attention to special populations, such as the homeless.

Lynnhaven Center Update The 78 individuals served at the Harbour were transitioned into other programs/services or graduated from the program. The Adult Day Treatment program will be relocated to Pembroke 6 with an anticipated move in date of May 17, 2019. The process was carefully staged to ensure that services were not interrupted. The Harbour staff will transition to their new work assignments in April 2019. Reports:

• Waiting List: Ms. Hicks reviewed the numbers served and waiting list report.

• Incident Management Report: Ms. Hicks reviewed the report. All reports were handled appropriately.

• Finance Report: The report was provided by Ms. Kurtz. She will be available to answer questions at the full board meeting.

Behavioral Health Division Committee Meeting Minutes

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Public Comment: Ms. Kay Ashby (NAMI) provided information for the below events: Family to Family meeting Peer to Peer - Postponed Announcements: Ms. LeAnne Brant provided flyers for the below events:

REVIVE Flyer Friends and Family Help Me Understand

Ms. Kay Ashby provided flyers for the below events: Coastal Virginia / Norfolk Admirals Children’s Challenging Behaviors class NAMI class flyers

Mental Health Awareness Activities

Ms. Ashby suggested holding a “green jean day”. Ms. Giles will research how to establish this event throughout the agency.

Next meeting: June 13, 2019

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City of Virginia Beach

Community Services Board

FY 2019 Budget v. Actual as of March 31, 2019

Revenue Source FY 2019 Budget YTD Budget YTD Collections

% of YTD Budget

Achieved (goal 100%)

Fees for Services 1 26,191,681 17,461,121 17,202,880 99%

State Revenue 13,862,660 10,396,995 9,978,916 96%

Federal Revenue 3,824,367 2,868,275 2,932,732 102%

Miscellaneous Revenue 2 6,364 4,773 59,787 1253%

Fund Reserve 156,541 117,406 - 0%

General Fund Support 3 13,674,300 10,255,725 10,255,725 100%

Total Revenue 57,715,913 41,104,295 40,430,040 98%

Expenditure Category FY 2019 Budget YTD Budget YTD Spending % Achieved

Personnel 45,170,494 33,877,871 31,817,074 94%

Professional Services 6,632,147 4,974,110 4,304,738 87%

Internal Services 4 1,494,604 1,120,953 1,345,480 120%

Other Charges 1,021,635 766,226 627,965 82%

Supplies 2,091,892 1,568,919 1,015,595 65%

Leases and Rentals 5 1,285,618 964,214 1,012,513 105%

Capital Outlay 6 19,523 14,642 7,687 52%

Total Expenditures 57,715,913 43,286,935 40,131,052 93%

Revenue Over Expenditures 298,988 7 PSH Receipts in Excess of Expenditures (88,613)

7OPT-R Treatment Receipts in Excess of Expenditures (400,218)

Fees Receivable 0-90 days 1,565,321

Estimated Payables (1,088,318)

(Deficit)/Surplus 287,160

YTD Budget is at 100%1 Fees are one month behind: Jun fees received in Jul are accrued to prior year. Adjustment made to YTD Budget.

FY17 Cost Settlement, received July 2018, $513,495 included in Fees for Services.2 Miscellaneous Revenue consist of Beach House Snack Bar collections.3 Report assumes General Fund Supports are utilized in equal monthly installments.4 Internal Service charges for City Garage, Risk, IT Subscription, and Network Telecommunications pulled 100%

at beginning of year; Fuel, Motor Pool and Telephones come out monthly.5 Leases and Rentals consist of monthly and quarterly leases (paid in advance).6 Capital Outlay consists of equipment purchases that are made as needed and will vary througout the year.

7 Permanent Supportive Housing and OPT-R Treatment excess revenue noted due to inability to offset other

expenditures with this revenue

In collaboration with Present

Changing the GameStories, discussion, perspective, and guidance on

mental health within the sports community

Wednesday, May 15, 20197:00 p.m.Zeiders American Dream Theater4509 Commerce St., Virginia Beach, 23462

EUGENE HOLLOMANAuthor, “The Athlete

Student”

DR. GARY BENNETTAsst. Athletic Dir.

Virginia Tech

AARON ROUSEVB City Council Former NFL Star

DEL. CHERYL TURPIN85th District

House of Delegates

DR. SCOTT SAUTTERTeam Doctor

Norfolk Admirals

DR. MELISSA TAMBURODirector EAP

Optima Health

2019 Program and Event SeriesPresenting Sponsor

Tickets are $10 for adults, $5 for anyone 18 and under. All funds raised go to support the Hall of Fame and NAMI.

Please visit www.thez.org OR www.vasportshof.com for more info or call the box office at (757) 499-0317

C. DOUGLAS FINNEYPeak Performance CoachOld Dominion University

DR. CLAIRE LEBLANCPrincipal

Ocean Lakes High School