virtual meeting of the board of directors

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VIRTUAL MEETING OF THE BOARD OF DIRECTORS Thursday, November 19, 2020, 5:00 p.m. 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 Ann Abdullah Col. Karen Bowden Chris Bowman Steven Brown Arva Davidson Randie Dyess, Jr. Jane Hobbs Charisse Mullen Mary Stewart Elva Williams Hunt A CARF Accredited Agency

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Page 1: VIRTUAL MEETING OF THE BOARD OF DIRECTORS

VIRTUAL MEETING

OF THE

BOARD OF DIRECTORS

Thursday, November 19, 2020, 5:00 p.m.

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

Ann Abdullah Col. Karen Bowden

Chris Bowman Steven Brown

Arva Davidson Randie Dyess, Jr.

Jane Hobbs Charisse Mullen

Mary Stewart Elva Williams Hunt

A CARF Accredited Agency

Page 2: VIRTUAL MEETING OF THE BOARD OF DIRECTORS

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.

Page 3: VIRTUAL MEETING OF THE BOARD OF DIRECTORS

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.

Strategic Objective #2

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.

Strategic Objective #3

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.

Page 4: VIRTUAL MEETING OF THE BOARD OF DIRECTORS

INDEX

HAMPTON-NEWPORT NEWS COMMUNITY SERVICES BOARD

VIRTUAL MEETING OF THE BOARD OF DIRECTORS

Thursday, November 19, 2020 - 5:00 p.m.

Documents Page #

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

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

Electronic Meeting Special Rules ........................................................................................... 3 - 4

Action Items ........................................................................................................................... 5 - 6

Information Items .................................................................................................................... 7 - 9

Administrative Division Program Highlights ...................................................................... 10- 35

Minutes of the Board of Director Meeting ~ September 24, 2020 ....................................... 36- 45

Board Planning Calendars ................................................................................................. 46 - 47

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DATE: November 12, 2020

TO: Members of the Board of Directors

FROM: Natale Christian, Executive Director

SUBJECT: Virtual Meeting of the Board of Directors

November 19, 2020 at 5:00 p.m.

Greetings Members of the Board:

First, let me convey my Thanks for your understanding as we had to cancel the October Board of

Directors Meeting due to some physical challenges. However, all is well, we have a full Board

Agenda, and look forward to meeting with you later this month. Secondly, and as we prepare for

the upcoming holiday season, we appreciate the fact that in these difficult times we have a lot to

celebrate here at the Hampton-Newport News Community Services Board, as we thank each of

you for your contributions to the Agency and those we serve.

Please be reminded of two Board Standing Committee Meetings for the shortened month of

November include a meeting of the Members of the Budget, Finance, and Audit Committee and

the Members of the Community Relations / Governmental Affairs Committee scheduled

virtually on Monday, November 16th, at 4:00 p.m. and 4:30 p.m., respectively.

Please remember that all Board Standing Committee Meetings are open to Members of the Board

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

We look forward to meeting with you next week.

NWC:gvm

Enclosures

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

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ELECTRONIC MEETING

OF THE BOARD OF DIRECTORS

Thursday, November 19, 2020, 5:00 p.m.

A G E N D A

1. Welcome & Call to Order

2. Remarks of the Chair COVID-19 Pandemic Statement

Electronic Meeting Special Rules

Meeting Roll Call

3. Public Comment Period

4. Action Items A-1. Budget, Finance and Audit Committee Recommendation

A-2. By-Laws Committee Recommendation

A-3. Minutes of the Board of Directors Meetings From February 27, 2020

Through September 24, 2020

5. Standing Board Committee Reports Board Quality Management Committee

Budget, Finance and Audit Committee

Community Relations / Governmental Affairs Committee

6. Information Items I-1 COVID-19 Update

I-2 Legislative Update

7. Administrative Division Program Highlights

8. Adjournment

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MEETING OF THE BOARD OF DIRECTORS

Thursday, November 19, 2020, 5:00 p.m.

Electronic Meeting Special Rules

While the Commonwealth of Virginia remains under the current State of Emergency due to the

COVID-19 Pandemic, Members of the Board of Directors for the Hampton-Newport News

Community Services Board, an entity of local government, shall conduct its monthly Board of

Director Meetings by synchronous electronic medium as a way of providing immediate,

spontaneous interaction between meeting participants. This opportunity comes to Members of the

Board of Directors under the legal opinion of CSB Counsel, Patrick McDermott, Esq., in compliance

with the legal opinion of State Attorney General Mark Herring to the Commonwealth of Virginia

dated March 20, 2020.

Special Rules, or conduct, of the Board of Directors for the Hampton-Newport News Community

Services Board during the use of electronic meetings shall be as follows:

1. Ample Notice of Electronic Meetings shall be provided to Members of the

Board no less than one week before the scheduled meeting(s) and shall provide:

a. The date and time of the meeting; and

b. The telephone number and access code to connect to the electronic

meeting.

2. All Members of the H-NNCSB Board of Directors shall call into Electronic

meetings 15 minutes before the start of scheduled meeting(s); and announce

themselves at the first opportunity after joining the meeting, but may not

interrupt a speaker for the purpose of doing so.

3. Once Members announce themselves after joining the meeting, it is

respectfully requested that the Member “Mute” their personal telephones

so as not to interrupt the meeting with background noise.

4. Technical Malfunctions and Requirements. Each Member is responsible for

his or her own connection to the telephone conference call; and no action shall

be invalidated on the grounds that the loss of, or poor quality of, a Member’s

individual connection prevented him or her from participating in the meeting.

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5. Once the meeting is called to order by the Board Chair, a verbal Roll Call

will be taken to: (1) confirm meeting participants, (2) confirm that a Board

Meeting quorum exists; and (3) take note of any Members of the Public present

on the call.

Please note that a Roll Call may be requested by any Member of

the Board following the departure of any Member, or following

the taking of any Vote for which the announced totals add to less

than a quorum.

6. To seek recognition by the Board Chair and obtain the floor during the

Electronic Meeting, a Member shall address the Chair, and state his or her

own name to be recognized, but may not interrupt a speaker for the purpose of

doing so. The Board Chair shall call the name of the Member who wishes to

be recognized in the order of the request.

7. All Motions are to be made orally by Members once obtaining the floor or

being recognized by the Board Chair.

8. All Votes shall be taken by roll call, except that only the number of votes on

each side and the number of members present, but not voting, shall be entered

into the minutes unless the Board orders a fully recorded roll-call vote.

Business may also be conducted by unanimous consent.

9. Members needing to disconnect from the meeting prior to adjournment shall

announce their departure as soon as practical, but may note interrupt a speaker

for the purpose of doing so. It is respectfully requested that Members of the

Board do not disconnect from the electronic meeting during the Motion or

Voting process.

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ACTION ITEMS

November 19, 2020

A-1. Budget, Finance and Audit Committee Recommendation

Issue: FY2020 Independent Financial Audit.

Background: For the past few years, CSB Auditors, Robinson, Farmer, Cox Associates

have provided an Independent Financial Audit Report of the Hampton-Newport News

Community Services Board to Members of the Budget, Finance and Audit Committee for

the previous fiscal year. In turn, each year the independent financial audit is presented, the

Budget, Finance and Audit Committee provides a verbal report and recommendation to

Members of the Board of Directors for acceptance.

At its meeting scheduled next week, Monday, November 16, 2020, at 4:00 p.m., Members

of the Budget, Finance and Audit Committee are scheduled to receive its annual

Independent Financial Audit from Mr. Paul Lee of Robinson, Farmer, Cox Associates to

be recommended for acceptance at the Board of Directors Meeting scheduled that same

week on Thursday, November 19, 2020, at 5:00 p.m.

ACTION: Board acceptance of the FY20 Independent Financial Audit of the Hampton-

Newport News Community Services Board as presented by CSB Auditors, Robinson,

Farmer, Cox Associates.

Enclosure: Copy of the FY20 Independent Financial Audit of the Hampton-Newport

News Community Services Board from Robinson, Farmer, Cox Associates, CSB Auditors.

(Under Separate Cover.)

A-2. By-Laws Committee Recommendation

Issue: Board By-Laws Amendment ~ Electronic Meetings

Background: Members of the By-Laws Committee, held a Virtual Meeting on

Wednesday, September 9, 2020, at 4:30 p.m. to address adding Electronic Meetings to the

Board By-Laws as a result of the current and continuing State of Emergency in the

Commonwealth of Virginia due to the COVID-19 Pandemic. As a result of their Meeting,

Members of the By-Laws Committee seek to amend the current Board By-Laws of the

Hampton-Newport News Community Services by adding: “Section 6. Electronic

Meetings” to Article VII of its Board By-Laws.

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Following CSB Counsel review of the suggested Amendment, formal Notice of the

upcoming amendment along with the Rationale and highlighted verbiage was sent to

Members of the Board of Directors on November 4, 2020, via email and/or U. S. postal

mail in accordance with the Hampton-Newport News Community Services Board By-

Laws Notice requirement.

ACTION: Board approval of By-Laws Amendment to be taken at the virtual meeting of

the Board of Directors at its virtual meeting scheduled for Thursday, November 19, 2020.

Enclosure: H-NNCB Board By-Laws Amendment. (Under Separate Cover.)

A-3. Board Approval of the Minutes of the Board of Director Meetings from

February 27, 2020 through September 24, 2020 _

Issue: Board Approval of the Minutes of the Board of Director Meetings held from

February 27, 2020 through September 24, 2020.

Background: Due to the current State of Emergency in the Commonwealth of Virginia

due to the COVID-19 Pandemic, Board Meeting activities have been limited to activities

concerning the Pandemic. However, with the anticipated approval of the upcoming

Electronic Meeting Amendment by Members of the Board of Directors for the Hampton-

Newport News Community Services Board, additional items of Board business shall be

able to be approved to include the Minutes of Board of Director Meetings held since the

start of the Pandemic. Please be advised that all Minutes of the Board scheduled to be

approved have already been provided to Members of the Board of Directors for their

review.

ACTION: Board approval of the Minutes of the Board of Director Meetings held from

February 27, 2020 through September 24, 2020.

Enclosure: Minutes of the Board of Directors Meeting held on September 24, 2020.

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INFORMATION ITEMS

I-1. COVID-19 Update

Background:

On March 12, 2020, Governor Northam issued Executive Order 51 declaring a State of

Emergency due to the Novel Coronavirus (COVID-19) Pandemic. The H-NNCSB’s

Executive Leadership Team (ELT) met quickly and regularly to carefully plan a response

to COVID-19 with the number one priority of keeping the doors open and continuing to

provide quality behavioral healthcare services needed in the community. Financial

survival was a chief concern; we quickly began to seek COVID-19 resources and explore

ways to decrease costs and maintain revenue as much as possible.

On March 19, 2020, the Department of Medical Assistance Services (DMAS) released a

Memo providing guidance on provider flexibilities. Policies and protocols were developed

by ELT permitting staff who could work from home to telework. ELT also implemented as

well as agency restrictions and daily screenings to keep clients and staff safe. Moreover,

while our Psychosocial Rehabilitation program, Bright Beginnings and our Developmental

Services day program, Creative Options, temporarily ceased onsite services; the H-NNCSB

continues to provide services on a limited basis to the individuals we serve.

COVID-19

H-NNCSB continues to practice safety guidelines consistent with the Centers for Disease

Control and Prevention (CDC) and Virginia Department of Health (VDH) while

maintaining the ability to serve the community. During the month, we continued to work

toward serving individuals utilizing socially-distanced practices. Both the Developmental

Services Day Program, Creative Options, and the Mental Health Day Program, Bright

Beginnings, continued to work on gradually increasing their census while complying with

distancing guidelines. The Therapeutic Mentor program also began to pilot onsite visits

this month, practicing social distancing and other safety precautions.

The agency continues to work to procure personal protective equipment (PPE) and ensure

that each program has what is needed for the safety of individuals served and staff. As of

the end of October, among H-NNCSB staff, there had been 21 positive cases; 31 cases in

which the employee was tested after exhibiting symptoms, but their tests results were

negative; and 180 cases wherein the employee was tested due to having made contact with

a confirmed or suspected positive individual, but their test results were negative. H-

NNCSB continues to consult with VDH as needed to seek guidance on case-specific issues

and ensure that our practices reflect the most up-to-date safety guidance.

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I-2. Legislative Update

Background:

The Special Session of the Virginia General Assembly started on August 18, 2020 and is

currently still underway. Given the current COVID 19 pandemic and emphasis on social

justice, the primary focus of the special session has been law enforcement reform and the

state budget. Over 400 bills and resolutions have been introduced during this Special

Session. We, in partnership with the VACSB, are closely monitoring the bills that are

making their way through the session and advocating on behalf of CSB’s. We are

particularly tracking two bills referred to as the Marcus Alert bills, one in the House and

one in the Senate, that would overhaul the way law enforcement agencies respond to

emergencies involving a mental health crisis. The House bill, HB5043 Bourne, is very

prescriptive in its approach in that it mandates the creation of a Marcus Alert across the

state, albeit with a phased in approach to lessen the immediate cost to the localities and

state. What is concerning for our CSB is that, without our consultation, we have been

selected as one of the five localities to be the first to roll out the new system by July

2021. The Senate version of the bill, SB5038 McPike, takes a different approach as it

envisions a statewide rollout of a system in 2026 but gives localities more discretion on

how to respond to these types of crises. Both bills have been approved in their respective

houses and now a conference process is underway in which the budget impacts are being

evaluated.

Update:

The Special Session of the Virginia General Assembly which started on August 18, 2020

is still underway but is possibly entering its final stretch. While there is no official

adjournment date for this session, a small group of budget conferees have begun meeting

to work on the revised budget and the information we have received suggests that the

lawmakers will present a budget to be voted on the week of October 12th.

On Friday, October 16, 2020, the Special Session of the Virginia General Assembly went

into recess after legislators completed their work on the budget that had been impacted by

COVID 19 and advanced legislation to overhaul criminal justice and police oversight.

Several bills have already been signed into law by the Governor, while there are others still

pending his signature, including the budget bill.

Marcus Alert Bills

After lengthy debate, the legislature has moved forward with a new version of the Marcus

Alert bill which defines a Marcus Alert system as a set of protocols to (i) initiate a

behavioral health response to a behavioral health crisis; (ii) divert such individuals to the

behavioral health or developmental services system whenever feasible; and (iii) facilitate

a specialized response in accordance with this code section when diversion is not

feasible. This revised legislation requires a plan for a Marcus Alert System by July 1, 2021,

and requires five Marcus alert programs and community care or mobile crisis teams, one

located in each of the five Department regions, be in place by December 1, 2021. We look

forward to continuing to work toward the goals of this important legislation and a

community-developed response to behavioral health crises

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General Assembly Budget

The budget that was passed during the Special Session will be looked at again during the

2021 GA Session, so this funding is subject to change, especially the FY2022 funding. The

Special Session budget contains amendments which restores funds relevant to our system

that were included in the budget passed in March of 2020 and then unallotted when the

pandemic hit.

The Hampton-Newport News Community Services Board supports the following Budget

Amendments to the Special Session Budget Conference Report (HB5005) for the 2020-

2022 Biennium State Budget. Our budget priorities have been provided to both cities for

inclusion into their respective legislative agenda packages for the Regular General

Assembly Session in January.

1. Restore Funds for STEP-VA - FY2022 - $30,151,414 GF

2. Support Grants to Establish Mental Health Alert Systems and Community Care

Teams (Marcus Alert) - FY2022 - $3,000,000 GF

3. Allow Telehealth and Virtual Learning for Certain DD Waiver Services (language

only)

4. Support Allocation of Federal Coronavirus Relief Funds towards Retainer payments

for Medicaid DD Waiver Day Support providers (language only)

5. Restore Funds for Statewide Discharge Assistance Plans - FY2021- $7,500,000,

FY2022 $10,000,000 GF

6. Restore DD Waiver Provider Rates for Group Homes, Sponsored Residential and

Group Day Support Using Updated Data - FY2021 - $10,697,611, FY2022 -

$22,037,077 GF

7. Restore DD Waiver Rates for Community Integration Services - FY2022 -

$3,748,853 GF

8. Restore Mental Health Provider Rates - FY2022 - $2,458,479 GF

Save the Date H-NNCSB Fall Legislative Behavioral Health Briefing

The Hampton-Newport News Community Services Board (H-NNCSB) is planning to host

a Fall Legislative Briefing to update our Legislators on local behavioral health care matters,

share our CSB’s COVID-19 challenges and response, and communicate our agency’s

legislative and budget priorities for the upcoming General Assembly Session in

January. We are planning to host this event virtually via Zoom on December 10, 2020,

from 9:00 – 10:30 a.m.

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PROGRAM HIGHLIGHTS

ADMINISTRATIVE DIVISION

OFFICE OF PROPERTY AND RESOURCE DEVELOPMENT Joy Cipriano, Director

DIVISION GOALS:

OPRD Goal 1: To expand the availability of and access to decent and affordable housing for

individuals and families served by the H-NNCSB.

The major accomplishment towards this goal continues to be a herculean

effort by all OPRD staff through COVID-19 Emergency Housing. DBHDS

permitted H-NNCSB to use $143,000 of Road2Home carry-forward funding

to assist any client of the H-NNCSB, in any service or program, with any

diagnosis, with emergency and permanent housing related costs. At this point we now have:

o Provided 70 people with assistance

52 had a positive end results – meaning that they did not return to homelessness

Especially positive, 32 ended assistance with their own apartment, mostly accessing

H-NNCSB assisted housing – either through Property Management or the Permanent

Supportive Housing (PSH) Programs!

This work involved actually being in the community, face to face with individuals,

motel staff, food shopping, solving problems and moving people into housing options.

We are now up to 8 KEYS members assisted in applying for a

Mainstream Housing Voucher for Non-Elderly Persons with

Disabilities through James City County Housing Department.

Anthony Howard, KEYS Housing Stability Specialist, assisted

each individual with the applications and follow-up

documentation. Working with the James City County Housing staff, he was able to get 4 more

individuals the opportunity to apply for the vouchers. These vouchers allow individuals to

“graduate” from KEYS and receive a permanent housing voucher allowing them to move on

to greater independence, which in turn gives other individuals the opportunity to receive our

Permanent Supportive Housing services. Great Job, Anthony!

We are working with Hampton and Newport News in their efforts to provide

Mainstream Vouchers to individuals in our PSH programs who live in these

cities. Our Road2Home, PPW, Shelter+Care, and KEYS staff are working with individuals

now to prepare them for their opportunity to apply for these valuable housing vouchers.

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We maintain a Housing and Homelessness departmental page on the H-NNCSB Intranet to

provide staff with up to date access to COVID and non-COVID resources and supports for

individuals served with regards to housing options, rent supports, financial assistance, new

housing laws, regional resources, etc. New info is added as we are receiving it! Almost daily!

OPRD Goal 2: To improve and maintain facilities of H-NNCSB services and programs to best

serve individuals, families, and staff in our communities.

We continue to face a challenging and expensive time for meeting building and maintenance

needs. Due to the construction of the campus occurring at approximately the same time, as

well as less than stellar services by the previous HVAC contracted provider, we have more

HVAC units requiring replacement, including: H-NNCSB Property Company Inc. (H-NNCSB

PCI) replacing 22 heat exchangers from units in Campus Buildings 200, 300, 400, 500 and

600. And these are just the latest ones.

HNNCSB Property Company, Inc. held its annual meeting on October 28, 2020. Natale

Christian and Denise Newlon retained their positions as President and Secretary/Treasurer.

The Board approved the nomination of Tim Supler as its newest Board member.

Share-A-Homes held its annual meeting on October 28, 2020. Natale Christian and Denise

Newlon retained their positions as President and Secretary/Treasurer.

Peninsula Community Homes held its annual meeting October 28, 2020. Natale Christian and

Denise Newlon retained their positions as President and Secretary/Treasurer. (busy day)

Pat McDermott, attorney, stated that all companies were in compliance with all state

reporting requirements and are in good standing with the State Corporation Commission.

On this goal, OPRD works very closely with Facilities Maintenance. John Joyce, Facilities

Manager, is a tremendous asset to the H-NNCSB. He continues to bring considerable

professionalism and knowledge to this position. He has been a great partner in meeting the needs

of the various affiliated entities. In addition, Yaisa Goodwin, Procurement Specialist, helped keep

us in compliance even though the entities have different procurement procedures. Great teamwork!

OPRD Goal 3: To represent and communicate H-NNCSB’s performance and reputation as a

center of excellence and center of influence through ongoing engagement, public relations, and

advocacy within the communities we serve as well as the state of Virginia.

Due to the unique organizational structure of the Hampton-Newport News Community Services

Board, Office of Property and Resource Development, over the past 20 years we have gained

recognition as a state expert in housing for persons with disabilities and homelessness. This

recognition has led to positions on critical state boards, including:

VHDA Multifamily Advisory Board

VHDA Disabilities Solutions Council

Housing Virginians with Serious Mental Illness Strategy Council

DHCD Public Housing Authority Outreach committee

Virginia Housing the Most Vulnerable Conference – more on this further down.

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OPRD Goal 4: To pursue revenue diversification and funding opportunities in order to expand

housing services and supports so that H-NNCSB can improve the quality of life for the individuals,

families and communities we serve.

A major part of Jennifer Small’s job as grants administrator, is to maintain grant applications and

renewals, in addition to upholding funding compliance. Jenn, along with Chana Turner, data

analyst have developed monitoring and projecting systems to not only maintain compliance, but

also to project on an almost daily basis the use of funds, allowing us to serve additional individuals

within the grant funds allocated.

PROGRAM OVERVIEW:

Office of Property and Resource Development – This is an extremely unusual CSB

organizational component as most CSBs in the state do not have a similar internal structure. OPRD

manages the operational activities of the various affiliated property entities, such as H-NNCSB

Property Company, Inc. and Share-A-Homes. OPRD provides an extensive array of housing

options for persons served by the H-NNCSB, including managing 4 apartment complexes.

Additionally, OPRD assists in the development and management of property, assists programs and

services with housing issues, provides state-wide representation as subject-matter experts in

housing, assists with grant writing and grant oversight, particularly those involving housing or

homelessness, and supports the mission of the H-NNCSB through identification and expansion of

resources and services for those served throughout the agency.

Since 2016, OPRD greatly expanded its rent subsidy programs (similar to Section 8 or Housing

Choice Vouchers) primarily funded by DBHDS through Permanent Supportive Housing (PSH)

initiatives sustained through the General Assembly. H-NNCSB essentially operates like a small

housing authority within the CSB as part of its service to our communities. Stable and affordable

housing has been proven to reduce institutionalizations, incarcerations, and homelessness while

increasing access to benefits, service and program participation, and income, which in turn adds

to H-NNCSB’s revenue potential for billable services and a reduction in uncompensated care costs.

Stable, decent, and affordable housing saves money, generates revenue, and most importantly

contributes to a positive quality of life for the individuals served by the H-NNCSB.

Property Management: Provides safe, decent, affordable, and sanitary independent housing for

persons with disabilities, most of whom are H-NNCSB consumers. We offer housing opportunities

to individuals that other landlords will not typically house – those with extremely low to no

incomes, people with criminal histories, and poor credit – which describes many of the individuals

served by H-NNCSB. We reduce or eliminate most housing barriers faced by individuals served

by the H-NNCSB. We work with case managers and other staff to assist individuals become good

tenants so that they will be ready to move on to other housing options. This in turn frees up

apartments so that other consumers are given the same opportunity to obtain housing. We assist

staff with housing problems and concerns for non-tenants and assist with reasonable

accommodation requests. We are a VHDA Certified Property Management Agency.

Permanent Supportive Housing Programs: PSH is a well-researched and evidence-based

housing model that includes the combination of affordable, lease-based rental housing and a

comprehensive array of supportive services that are available to recipients based on their changing

needs, strengths, abilities, and preferences. PSH adheres to the application of low barrier,

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participant-driven principles, widely known as “Housing First”, which has been demonstrated to

improve access to, retention in, and satisfaction with supportive housing for highly vulnerable

individuals with disabilities. H-NNCSB was the first CSB in the state to operate a DBHDS funded

PSH program and has greatly expanded the number of individuals supported through these funds.

KEYS: Permanent supportive housing, funded by DBHDS, for individuals exiting state or

regional hospitals/intuitions or those with multiple admissions to state facilities in the year.

Individuals must over the age of 18 and have a Serious Mental Illness.

Road2Home: Permanent supportive housing, funded by DBHDS, for individuals who are

literally homeless, chronically homeless, or at imminent risk of becoming homeless.

Individuals must be over the age of 18 and have a Serious Mental Illness.

Pregnant and Parenting Women (PPW) - PSH: For pregnant and/or parenting women with

substance use disorders, funded by DBHDS. Parenting is defined as an individual who has

physical custody of a child under the age of 18 or who is actively working towards regaining

legal custody of their children.

Shelter Plus Care: funded through HUD Continuum of Care grants, S+C serves individuals

who have behavioral health conditions who are homeless.

Other Housing Programs / Initiatives Sponsored or Initiatives: H-NNCSB is currently

participating in a couple of initiatives under the DOJ Settlement to expand participation in

independent housing by the DOJ Settlement target group, i.e. those with ID/DD Waivers or who

are on the Waiver Waiting Lists. The 2 current programs are:

FLEX FUNDING: administration of regional funds from DBHDS to support individuals in

the DOJ target population transitioning from group homes, training centers, assisted living

facilities, or family homes into independent housing. Funding helps with initial housing costs

such as application fees, security and utility deposits, furniture and household items for move

in and reasonable modifications to the apartment. There is not a caseload for this project since

the clients can come from any CSB in the Virginia Peninsula region.

Tenancy Support Pilot: H-NNCSB is one of only two sites for this pilot

project, along with Fairfax. This pilot aims to support Developmental

Services staff, particularly Support Coordinators, by assisting individuals

with pre- and post-tenancy services. The TSP staff, Gerry Davis, can assist

with developing housing plans and applications, doing housing assessments,

assisting with apartment searches, gathering documents for the housing

voucher administrators, assisting with moving into apartments, getting

furniture and household items, assisting with understanding leases and rent payment

requirements. Once moved into the unit, Gerry can assist the individual in learning about their

new neighborhood, using appliances and HVAC systems, paying rent, developing filing

systems for housing information and documentation, assisting with housing recertification, and

working with individuals, family and property management in solving housing related

problems and concerns. The work is housing-focused – both obtaining decent housing of the

person’s choice, as well as maintaining tenancy. Under newly approved state waivers, this

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work will become Medicaid billable in the next year or so. The TSP program is testing the

efficacy of this type of billable service to individuals. So far, H-NNCSB TSP is the only one

of the two that is operational. Gerry currently is working with 10 individuals and has closed

one individual. Fairfax is working on their RFP to contract outside the CSB for this program.

NUMBER OF INDIVIDUALS SERVED/VACANCY RATES:

STAFF VACANCIES/NEW HIRES:

Due to the recent expansion of HNNSB PSH, there was a full-time Housing Stability Specialist

vacancy and a full-time Peer Recovery Specialist vacancy. We are pleased to welcome Clarence

Lee as the new Peer Recovery Specialist! Welcome Clarence!

Eligibility Specialist position that was vacant and had been in recruitment for months has been

filled by Latia Piggott who was working with the ARTS SOAR project, but their funding had been

reduce. This transfer allows us to keep a valued H-NNCSB staff member.

There is a dedicated full-time grant funded, grant focused Financial Specialist

position in recruitment but we are delighted to announce that Virginia Penn

accepted the position. Virginia had been working in credentialing and

procurement. We are SOOOOO Happy she is working with us.

We are still attempting to fill the Housing Stability Specialist position.

EXTERNAL TRAININGS/CONFERENCES ATTENDED BY STAFF:

Ending the Violence & Healing the Home Behind Closed Doors: Understanding Domestic

Violence and Fair Housing.

Apartment Complex Household

Units

Vacancies Vacancies

Last Report

Comments

Adams Woods 36 0 0

Bay Port 16 0 0

Dresden 31 1 0 New Resident Identified

New Phoenix Village 47 1 0 New Resident Identified

TOTAL 130 2 0

Rent Subsidy

Program

Slots Active

Households

Households

Last Report

Comments

KEYS 48 31 31 3 people currently doing 48’s from ESH

Road2Home 66 70 82 Drop is due to people getting other rent

subsidies! YEAH! This is a good thing!

PPW 20 17 15 1 Family moving into apt in November

Shelter Plus Care 21 21 21

TOTAL 155 139 149

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HOUSING VIRGINIA'S MOST VULNERABLE, 2020 Conference, September 30th –

October. Virtual Conference.

Fair Housing Training, VA Fair Housing Board, Department of Professional and Occupancy

Regulations.

Housing Focused Case Management, Virginia Housing Alliance. HMIS Data Quality monthly trainings – all licensed HMIS users (Homeless Management

Information System).

High Needs Supports Virtual Town Hall – DMAS mandatory PSH training.

The status of evictions, tenant laws, changes in lease agreements, Virginia Legal Aid.

HAI (Housing Authority Insurance Inc.) sponsored Housing Conference, including insurance

and risk management and fair housing. HAI advocates and supports legislative and regulatory

issues that help to improve the public and affordable housing industries.

National Low-Income Housing Coalition: Ta-Nehisi Coates “Racial Equity and Housing

Justice During and After COVID-19”.

Yardi Virtual 2020 Conference.

COMMUNITY EVENTS/PARTICIPATION:

Due to COVID-19, community events have not been occurring in person.

Unfortunately, we have suspended community activities within the New Phoenix

Village Community Center. However, this has not stopped Tanya Hickerson the

Service Coordinator at New Phoenix who made Halloween treat bags and

delivered them to each household. All safety precautions were observed.

COVID-19 curtailed face to face meetings, however, it has in no way curtailed meetings. Due to

the ease of scheduling virtual meetings and the desire to keep important local, regional and state

committees and councils connected and up to date with COVID information and changes, the

meetings have actually greatly increased over the past 4 months.

VHDA Multifamily Advisory Board – weekly COVID briefings.

NN Choice Neighborhood Initiative: Health Task Force & Service Provider Network.

CSH 1Roof Bi-Weekly Team Meetings: Bi-weekly meetings with the 3 local partners and the

representative of the national technical assistance provider to discuss supportive housing for

families and youth involved with the child welfare system. This initiative is a partnership

between H-NNCSB, the NN Department of Human Services and the NN Redevelopment and

Housing Authority. The team is exploring some options for housing and a possible model for

youth coming up for exiting foster care that would allow them to “practice” independent living

in small increments.

Hampton Roads Housing Consortium membership meetings.

Virginia Peninsula Mayors and Chairs Commission on Homelessness meetings.

US Census: completed worked with US Census staff to ensure all group quarters residents

were counted during the Census. After numerous attempts, we believe all our group home

residents were counted. People with disabilities typically are undercounted. Joy became a

“Data Collection Special Sworn Status Group Quarters” appointee to support this initiative.

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Greater Virginia Peninsula Homelessness Consortium – this includes Jennifer Small and

Regina Hutcherson at the General Meetings; Jenn at the Program Oversight Committee,

Regina at the Service Coordination And Assessment (SCAAN) Committee.

MILESTONES AND OTHER RELEVANT PROGRAM-SPECIFIC INFORMATION:

Regina Hutcherson, PSH Supervisor, was just recognized as Employee of the

Quarter! In April, 2020, DBHDS authorized H-NNCSB to use up to $143,000

in PSH funds to assist HNNCSB consumers needing emergency housing and

related housing supports. Regina became “Emergency Motel Central”.

Regina managed the referrals that came from any HNNCSB program or

service, any diagnosis, and any staff person. She determined the eligibility of

those referred, assigned staff to do housing assessments, establish contacts

with these individuals, even though they were not OPRD clients. She made

sure people had food – sometimes going grocery shopping herself, handled

complaints and problems with the motels, and helped to secure permanent

housing for many of the clients referred to the motel. This role was taken on

above and beyond expectations to meet the crisis that many of our clients

faced during COVID. And she took this on while almost half of her staff was furloughed.

Which meant she had limited help. This had to be done while still maintaining housing stability

for approximately 140 people living in PSH programs she supervises. Again, with half her

housing staff furloughed! She worked hard to help the people referred find housing solutions

during this difficult time. And anyone who knows Regina, knows that she does it quietly and

gently and with heart. Many clients were assisted during the early days of the pandemic

because Regina Hutcherson was willing to be Motel Central!

Anthony Howard, HSS KEYS, was a panelist at the Virginia Housing the

Most Vulnerable conference. His session was: The Power of Lived

Experience in Housing and Homeless Services. He was AMAZING!!!

The feedback was that there was not a dry eye in the house!!! (more

amazing because it was virtual!) Anthony honestly and sincerely provided

information on his lived experience and how it affects his work daily with

the KEYS Program! Listening to Anthony, it is easy to realize why he is such a valuable asset

to the H-NNCSB! Thanks, Anthony!

AUDITS/REVIEWS:

We are preparing for a DBHDS audit of our Permanent Supportive Housing Programs in

November – Road2Home, KEYS and Pregnant and Parenting Women with SUD. The audit

will focus on our operational fidelity to the PSH model and best practices.

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PROGRAM CHALLENGES/SIGNIFICANT ISSUES:

Due to the nature of our work, most staff positions could not work from home. Even with the

pandemic staff had to go out to the motels and homes of individuals to address a myriad of

problems, concerns, fears, and housing issues. Staff were

provided with PPE and found inventive ways to remain

socially-distant and safe, but the work took them into the

community. They were very much front-line workers, knowing

that other staff could remain in their homes in a safer

environment. This was a challenge, but one that team members

did an amazing job confronting! This is without a doubt an amazing group of committed

professionals! I am truly blessed with working with these individuals. The photo is of some of the

team: Christopher, Tracey, Janice, Anthony, Elizabeth and Regina.

Without a doubt, COVID-19 continues to cause considerable anxiety and challenging issues with

residents and tenants who cannot go to services or programs, cannot meet with most of their

support staff, have limited social activities, have problems with maintaining lease conditions at the

best of times, have little to no resources to ease boredom, anxiety, or depression, etc. We have had

to address several evictions due to behavioral issues in a number of programs. We are seeing

people get arrested, go to jail, and go to local hospitals more frequently. The more the social

isolation continues, without the ability to afford or access escapes from the isolation, the more

challenges the individuals and staff face. We keep trying to find ways to engage individuals in

positive activities while remaining safe.

Moving people into housing during COVID is very challenging. Eastern State Hospital continues

to discharge individuals into our housing programs. Four people are doing their 48 hour

community visits currently. However, providing housing searches, applying for housing, doing

housing inspections have been very challenging. While we are working hard to prevent H-NNCSB

clients from being evicted from their housing, we are also trying to help other clients secure

housing. With the eviction moratorium and people not moving from housing for a variety of

“normal” reasons, vacant units have been difficult to find. Property managers who work with us

have put our requests on a waiting list because it is taking months to have a vacant unit to offer.

This was a challenge that many had not anticipated. Our successes have been hard-fought and we

have reached out to find new partners in order to help clients with housing choices.

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COMMUNICATIONS & BUSINESS DEVELOPMENT Sherry Hunt, Director

DIVISION GOALS:

Goal 1: Develop and Expand Marketing and H-NNCSB Agency Messaging

Goal 2: Develop and Expand Public Relations functions within H-NNCSB

Goal 3: Expand and maximize current revenue sources, and explore new, profitable service

opportunities.

Goal 4: Develop and expand Advocacy functions within H-NNCSB

Goal 5: Develop Strategic Plan 2022- 2026

PROGRAM OVERVIEW:

The Communications and Business Development division serves as the “face” of the agency

and helps to solidify H-NNCSB’s reputation as the premier provider of behavioral health services

by marketing agency programs and services, strengthening relationships with our existing partners

and stakeholders, and establishing vital business connections with new cohorts in the community.

The Division pursues 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.

Prevention Services provides Substance misuse prevention and mental health Promotion services

to the residents of Hampton and Newport News based on identified risk and protective factors

utilizing evidence-based prevention strategies. Current Prevention service priorities are: Adverse

Childhood Experiences (ACEs), Suicide Prevention, Opioids, Coalition Development,

Tobacco/Nicotine and Under-Age Drinking.

NUMBER OF INDIVIDUALS SERVED / ADMISSIONS / DISCHARGES:

The division continually serves citizens in the Hampton and Newport News communities, as well

as, people residing throughout the region who can benefit from the vast and varied array of

prevention programming and educational content focused on wellness and resilience.

Regional Media Campaign for Suicide Prevention with Cox Media 1,748,025 impressions.

Regional Media Campaign for Lock & Talk Virginia with Cox Media 1,115,669 impressions.

Entercom Opioid Abuse Prevention 30,000 Email & Mobil Banner Media Campaign

Prevention Specific Highlights

Antone Green Prevention Coordinator received Virginia Board Certification: Certified

Prevention Specialist (CPS)

Collaboration for the Living 757 Facebook and Cox Channel TV Spot on increasing awareness

of Adverse Childhood Experiences (ACEs)

H-NNCSB Bill Board Community Connection

Currently running a Cox Media 30 second spot on cable channels to increase ACEs awareness

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STAFF VACANCIES / NEW HIRES:

There are no staff vacancies or new hires at the present time.

Virtual Trainings Attended:

September 9, 2020 - Virginia Tech Newport News Center’s Lunch & Learn webinar -

Presenting Like a Boss!

September 30, 2020 - CADCA: Racial Tensions - Do Coalitions Have a Role?

October 7-8, 2020 – VACSB Public Policy Conference participation

October 19, 2020 - Leading to Change: Harnessing Lightning, Strategic Planning For Our

Team...Remotely

October 27, 2020 - VFHY: Grant Writing

October 28, 2020 - CADCA: Transformational Leadership Strategies for Coalitions

October 30, 2020 - Beyond Stereotypes and Stigmas: Understanding the Reality of Mental

Wellness” with Optima EAP

DBHDS’s Office Behavioral Health and Wellness Prevention Block Grant Q & A Session

National Prevention Network Research to Practice virtual educational conference

TOP Method: FAIR Conversation training

RELIAS: Addressing the Growing Rate of Suicide in the Black Community

COMMUNITY EVENTS / PARTICIPATION:

September 8, 2020 – Participated in the monthly Peninsula Community Opioid Response

(PCOR) virtual meeting.

September 8, 2020 – Prevention staff participated in the virtual Peninsula Trauma Informed

Community Network (PTICN) meeting.

September 14, 2020 – served as guest speaker at the NAMI Virginia Monthly meeting where

I gave an update on the agency’s response during the COVID 19 pandemic.

September 17, 2020 - Community Builders Network (CBN) coalition meetings.

October 10, 2020 – participated in NAMIWalks Virginia 2020. As a returning sponsor of

this event, and because the walk was held virtually for the first time, we recorded a video

message from Natale which provided our support of NAMI and their efforts to stomp out

stigma, promote mental health awareness, and raise funds for mental health. We also

provided promotional material and information about our agency programs.

October 29, 2020 – attended City of Newport News State of the City Virtual Event

Collaboration with Peer Recovery Services to Provide REVIVE Training – 86 participants

trained with 52 being from the Hampton Public Schools Division in the month of September

and 89 participants in October.

Provided Suicide Prevention Presentation for HRCAP

Provided 2 Adverse Childhood Experiences (ACEs) Presentation for Hampton Roads

Community Action Program-s workforce development group.

Conducted Phase two of the Community Builders Network (CBN) Youth Enrichment

Program (YEP) training on Diversity

Strengthening Families Program Virtually with 14 Families participating.

Provided Youth Mental Health First Aid Training for Newport News Public School

counselors

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Provide Mental Health and Resilience Talk to Maximizing Character organization

September 10, 2020 – Sponsored the Webinar Understanding Generational Trauma by

Dr. Jessica Young Brown

STEP-VA progress/milestones and other relevant program-specific information:

Goal 1: Develop and Expand Marketing and H-NNCSB Agency Messaging

Continue to post educational and informational information on Facebook platform

For National Recovery Month 2020, highlighted each of our agency’s Peer Recovery

Specialists by doing daily emails and Facebook posts throughout the month of September

Regularly meet with ARTS Director and team to address ways to more effectively market

the Southeastern Family Project (SEFP) program and other ARTS services.

Collected, organized and submitted 2019 division highlights, agency metrics and consumer

vignettes for the VACSB Annual Report submission.

Distributed restaurant Coasters with Suicide Prevention Message.

Distributed Medication Lock Boxes for seniors.

Provided Opioid Misuse Prevention Sticker Campaign for local pharmacies.

Goal 2: Develop and Expand Public Relations functions within H-NNCSB

Continuing to participate in stakeholder and partner group meetings virtually.

October 23, 2020 - Met via Webex with Mayah Bell and Erica Ryan with HRCAP to

discuss ways for our two agencies to partner in providing services and supports to the

residents of the Marshall-Ridley housing complex.

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Goal 3: Expand and maximize current revenue sources, and explore new, profitable service

opportunities.

Continue to leverage and utilize the Give Local 757 funds within the Ed Williams Fund to

assist clients in need.

Managing two different processes for client COVID-related funding requests depending

on whether the clients are residents of Newport News or Hampton.

For Newport News residents

The City of Newport News Department of Human Services has launched a program, called

the Supplemental Assistance Funding for Emergencies (SAFE) program, to support

Newport News residents who are experiencing financial hardships due to COVID-19. This

program offers one-time financial assistance for essential supports, including food, utility

bills, childcare, rent or mortgage, transportation and medication. The SAFE program was

created using federal funds available through the CARES ACT. We currently refer all NN

clients with COVID related funding requests to this resource.

For Hampton residents

The City of Hampton is employing a different process for their CARES Act

funding. Instead of setting up a fund to support impacted residents, they are distributing

dollars to organizations within the community who are supporting Hampton residents. We

have received funding from Hampton which can be used for our client’s COVID related

needs, such as rental assistance, utilities, copays, mortgage payments, car repairs, etc.

Holiday Fundraising Drive to support agency clients

Unfortunately, due to the COVID 19 pandemic, the Thirty-First Annual Thanksgiving

luncheon, previously planned for November 2020, has been cancelled. However, in lieu

of the traditional festivities, we have decided to host a Holiday Fundraising Drive to

provide support to the individuals we serve during this unprecedented time in our nation’s

history. Our community stakeholders, vendors and partners have stepped up to donate to

this cause we are working on creative ways to support those clients we serve who have

been identified as needing food assistance during this season.

Collected opioid and other drug overdose data for Hampton and Newport News during

2015–2018, and data on the Hampton and Newport News Death Rate Due to Drug

Poisoning for 2016-2018, which was used in the grant proposal for SOR II treatment

funding.

Goal 4: Develop and expand Advocacy functions within H-NNCSB.

Updated Fiscal Year 2021 Political Engagement Calendar and reviewed updates with the

Board CRGA committee.

Closely followed the activities of the Special Session of the Virginia General Assembly

which continued throughout the month of September and ended on October 16th.

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Developed H-NNCSB Legislative and Budget Priorities for the January 2021 General

Assembly session and provided same to the cities of Hampton and Newport News for

inclusion into their legislative agenda package. Our priorities are summarized below:

The Hampton-Newport News Community Services Board supports the following Budget

Amendments to the Special Session Budget Conference Report (HB5005) for the 2020-2022

Biennium State Budget. Our budget priorities have been provided to both cities for inclusion into

their respective legislative agenda packages for the Regular General Assembly Session in January.

1. Restore Funds for STEP-VA - FY2022 - $30,151,414 GF

2. Support Grants to Establish Mental Health Alert Systems and Community Care Teams

(Marcus Alert) - FY2022 - $3,000,000 GF

3. Allow Telehealth and Virtual Learning for Certain DD Waiver Services (language only)

4. Support Allocation of Federal Coronavirus Relief Funds towards Retainer payments for

Medicaid DD Waiver Day Support providers (language only)

5. Restore Funds for Statewide Discharge Assistance Plans - FY2021- $7,500,000, FY2022

$10,000,000 GF

6. Restore DD Waiver Provider Rates for Group Homes, Sponsored Residential and Group

Day Support Using Updated Data - FY2021 - $10,697,611, FY2022 - $22,037,077 GF

7. Restore DD Waiver Rates for Community Integration Services - FY2022 - $3,748,853 GF

8. Restore Mental Health Provider Rates - FY2022 - $2,458,479 GF

Goal 5: Develop Strategic Plan 2022- 2026

As a participant on the PCOR Strategic Plan Committee, met with the team to discuss our

approach to the strategic planning effort. As a vital community partner, all information

obtained from PCOR’s strategic planning process will be utilized as input into our agency’s

undertaking.

RELEVANT REGIONAL OR COUNCIL INFORMATION:

Continue to attend all VACSB Public Policy monthly meetings and weekly conference

calls to participate in advocacy discussions

Region V Fifth Annual Shatter the Silence Suicide Prevention Conference conducted

virtually. The Community Builders Network Youth Leaders led a panel discussion on

youth engagement.

Region V received a grant for media campaigns development.

AUDITS / REVIEWS:

Completed Virginia Department of Labor and Industry (DOLI) COVID 19 Hazard

Assessment for the Communication and Business Development Division

Completed information required for DBHDS informational audit as it relates to Behavioral

Health and Wellness/Prevention services in the agency.

Completed annual prevention State Opioid Response (SOR) grant reporting

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Completed CBN’s YEP Grant final reporting for the office of Youth and Young Adults

Opportunities.

PROGRAM CHALLENGES / SIGNIFICANT ISSUES:

All in-person community events and activities have been cancelled due to the pandemic.

Retail Tobacco Stores Assessment and Merchant Education Counter Tools Program on

hold due to COVID 19.

The COVID 19 Pandemic continues to be a challenge in the implementation of some

prevention strategies such as in-person training like Mental Health First Aid and Merchant

Education of the Tobacco Counter-Tools Project for retailers.

INFORMATION TECHNOLOGY

Network and Computing Support Services

Informatics and Medical Records

Thomas Miller, Director

Agency 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: 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 to implement new phone system.

Implementation is underway. All non-Campus locations have been completed. Campus

configurations are underway and installations are expected to begin in November. 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.

IT policies are under review. As part of this process, some new policies are being

developed. Associated processes will be developed or refined. Currently, about one policy

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per month is reviewed and revised. Some policies will be retired while a few new security-

related policies will be drafted for ELT review and discussion.

Network and Computing Support Services

IT Goal: 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, Initiatives and Activities:

The IT Department 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 has configured a hosted help desk product called Happy Fox, for initial

use by the Payroll Department. The product has been demonstrated to the manager of

Facilities Maintenance, and it will probably be adopted by that department as well. Once

implemented, this will allow Payroll and Facilities staff to easily track and respond to staff

requests. Other departments may potentially use the system, and IT will configure, support,

and manage Happy Fox for those departments.

The IT Department manages agency cell phones. As part of a new initiative, a periodic

review of usage is provided to agency leadership, who can use the data to determine best

use of cell phones for their divisions. IT has worked with the vendor to “right size” our

cell phone plan as part of an adjustment to increased phones and meeting minute

requirements. Adjustments to plans occurs about every other month. Once the Cox phone

system implementation has been completed, IT will test configurations to allow for an H-

NNCSB phone “app” on non-agency mobile phones; the app would provide the ability for

an H-NNCSB employee to mimic their desktop phone to send and receive calls. While this

could decrease the cell phone costs, this would involve policy, technical, and support

changes and these will be reviewed by ELT. IT is developing several policy frameworks

for ELT discussion.

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

data and when necessary associated restoration of data. Backups are performed at the main

Campus location and copied to another H-NNCSB location.

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.

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. The framework will also include

health record planning and usage and potential shifts in medical records management.

Fiscal year 2021 objectives for Information Technology focus on improvements to

virtualization technologies; greater use of cloud services (as a component of risk reduction

from on premise hardware failure); implementation of mobile device management;

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increased security tools implementation; and electronic workflows. Potential capital

projects include replacement of aging infrastructure equipment in Campus buildings and

remote locations. Some capital projects are put on hold due to COVID-19 and related

budget considerations.

As requested by and in collaboration with Human Resources, IT is reviewing products to

enable new employee on-boarding, off-boarding, and other processes which are normally

“in-person” to move to a model whereby these processes can be done electronically with

no “in-person” requirements. The goals are to 1) reduce employee exposure due to in-

person meetings, 2) move paper or partially electronic processes to electronic processes

and work-flow, 3) increase employee efficiency, and 4) eventually connect the electronic

forms to our financial and human resources systems. Human Resources staff have seen

four products. Once a decision has been made, IT will work with the vendor and Human

Resources for implementation.

As requested by various programs within the agency, IT has engaged several vendors in

order to get quotes for installation of new camera at various locations. Vendors have

provided quotes, the quotes were approved, and we are awaiting scheduling information

from the vendors. One location, Transcend Place, is currently having cameras installed.

Currently evaluating Microsoft Exchange and Lync for upgrade to new versions of the

products. This will involve upgrading the software on all of the PCs at the agency.

The following projects are scheduled for implementation within the first six months of the current

calendar year:

Citrix (virtual infrastructure). A new Citrix virtual application environment has been built

as a test, in part, using the Microsoft Azure platform, Microsoft’s cloud hosting

environment. Human Resources and Financial Services staff used the new test

environment to access a new version of Great Plains – the agency’s payroll, general ledger

and human resources system - to evaluate new version components and features. The test

environment was 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. While this has been delayed due to

COVID-19 priorities, IT has started to work with a vendor on this project.

Citrix (hardware). New hardware to replace existing Citrix infrastructure components has

been installed. Final design and configuration is planned to be completed by spring 2021.

This will be part of the Citrix virtual infrastructure project.

Intranet. A new Intranet was implemented in May 2020. The new Intranet is easier to

navigate and has more features than the previous Intranet. IT continues to keep it current

and manages the main page and several supporting page. IT has moved or assisted content

managers with moving current documents to the new Intranet.

Internet. A new public site (www.hnncsb.org) is under development. IT has met with

division leads and their designees to determine what is current and any improvements they

would like to see in a new public web site. IT is developing several options. Updated

sample sites will be available for review in fall or winter 2020.

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Laptop and desktop encryption. Evaluation of encryption technologies is in progress.

Once evaluation and a pilot test have completed, encryption will be enabled on laptops as

they are deployed. A pilot is underway in IT. Testing and implementation plans should

be complete by spring 2021.

Medical Records

Medical Records Goal: 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.

Related Projects, Initiatives, and Activities:

• 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.

• Medical Records and Informatics have been responding to requests for data from several

audits. This has been extremely time-consuming but staff have been able to maintain

support while responding to audit data requests.

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.

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.

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Medical Records staff are in the process of meeting with and training programs on the

proper use of agency scan sheets to ensure that client documents are uploaded and attached

in the appreciate categories within eView, the agency’s document and form repository.

Medical Records is viewing new procedures for destroying records electronically within

our EHR system. The goal is to permanently destroy client records who were discharged

from the agency and who have not been seen in the last six years. This is new to the agency

and new to the current EHR system. The process of destroying the records from the EHR

system and the document imaging system includes a submission of destruction to the

Library of Virginia.

Data Informatics

Agency 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.”

IT Goal: 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.

Related Projects, Initiatives, and Activities:

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.

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.

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.

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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.

New Health Record Activities:

IT has completed preliminary discussions and product demonstrations with five potential

EHR vendors related to the establishment of Agency requirements for the selection of the

Agency’s next EHR. Presently, three or four will provide multi-day demonstrations to the

core team. The core evaluation team represents financial, technology, quality management,

and clinical areas.

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 has been meeting with programs to verify required data and

workflows. This information will be used as part of a cleanup effort for the existing system

as well and planning materials for the next health record.

Vendors responded to a detailed product feature survey. The survey is an important tool

that is and will be used to narrow the final system a primary and a potential secondary. A

secondary system choice is necessary, should the initial system of choice have

insurmountable contractual or feature (lack of) issues.

The next few steps to occur over the upcoming months in the search for a new health record

include:

o Demonstrations are being scheduled for systems that seem to be a possible fit for

H-NNCSB.

o Once demonstrations are complete, the core team will meet to determine which

products are the primary and secondary selections.

o Formal pricing and proposals will be requested, either in form of contract proposals

or RFPs.

Special Section – COVID-19 Related Activities

Technology initiatives (all-department activities) related to recent program closings and staff

layoffs and furloughs include:

Appropriately closing services for TDT so that billing may occur;

Scanning and electronically filing documents associated with the TDT program, as well as

ongoing Medical Records activities.

Disabling and associated account close-out tasks for staff who were laid-off.

Disabling and associated account suspension tasks for staff who were furloughed.

Providing additional support services to staff who assumed work of those who departed.

Change in tasking priorities:

Equipment procurement for COVID-19/telework/telehealth activities.

Changes of project priorities, including capital projects, to address the need to upgrade the

current virtual application infrastructure.

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The entire IT department has focused activities to support telework and telehealth, as

required by conditions related to COVID-19. Activities include:

Procurement of Zoom (audio and video telehealth application) licenses.

Configuration of Zoom for security, use, and logon.

Deployment of Zoom accounts to providers, including how-to-use and appropriate-use

overviews and discussions; ongoing support is provided via Help Desk services.

Deployment of additional cell phones for remote staff.

Deployment of additional laptops for remote staff.

Procurement of webcam devices for IDD/ICF location desktops (presently on order).

Bandwidth increases for the Campus location to accommodate remote work requirements.

QUALITY MANAGEMENT Melanie Bond-Artis, PhD, Director

Quality Management and Corporate Compliance carries out the tenets of the agency’s Strategic Plan

in all aspects of its work. The Division’s progress towards select aspects of the larger plan are

outlined below:

Goal 1: The QM Division plans to increase effectiveness of the agency's Risk Management

Committee to include: a. Workplace Safety Subgroup: team to offer ongoing guidance

and support to related efforts, develop partnerships; b. Take steps to address

deficiencies identified from agency's Risk Assessment; c. Develop plan to effectively

address needs of offsite and mobile/field programs. (2) In addition, QM aims to better

define roles of multiple agency committees in the process of change within the

organization.

Goal 2: The QM Division aims to revamp its current agency wide quality

management/improvement plan. Specific goals include: a. Formalize and communicate

regular program audit schedule, along with program/division assistance programs; b.

Update and communicate Compliance Standards for education of agency staff; c.

Better integrate IDD QM methods within larger agency QM plan and oversight; d.

Make QM staff more visible and accessible to internal and external customers.

Goal 3: The QM Division strives to assist in the retention and development of highly qualified,

agency personnel as follows: a. Continue joint effort with Human Resources to address

clinician development and retention efforts; b. Revamp and move forward with

Leadership Development Program for staff.

Goal 4: The QM Division will support the ongoing development and application of the agency's

Strategic Plan by: a. Advocating for inclusion of a diverse group on staff (and if

appropriate, stakeholders/others) in the ongoing review and update of the Strategic

Plan; b. Monitoring a formal process to review the Strategic Plan at set intervals.

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Change Management

The QAIM participated in the Eastern Virginia Healthcare Coalition (EVHC) meeting on

September 3, 2020. This community partnership came together to discuss emergency preparedness

topics including COVID-19 protocols for long term care facilities, after action plans, mask fittings

and emergency supply needs and distributions.

On September 9, 2020, the QAIM participated in the HPR-V Quality Leadership team meeting.

The meeting focused on the final DBHDS licensing regulation requirements and guidance, newly

implemented quality management tools, audit updates, and other risk management and regulatory

requirements for regional CSBs. The meeting also provided a platform for leaders to give and

receive technical assistance related to quality and risk management matters.

On September 16, 2020 the QAIM met with the PSR Program Manager regarding the re-opening

of the Bright Beginnings PSR. The discussion included a review of the program’s COVID-19

safety protocols.

The QAIM and the Compliance & Standards Manager participated in the Board Quality

Management Committee meeting on October 13, 2020. Members of the QM Division provided

updates on serious incident reporting, licensing reviews, external audits (health department,

managed care organizations, etc.), regulatory changes, agency-wide continuous quality

improvements and a quarterly quality assurance update and a quarterly compliance and human

rights update.

On October 21, 2020, the QAIM scheduled and facilitated a Program Implementation Committee

(PIC) Meeting to discuss a new initiative with Emergency Services, NN Fire Departments and

EMTs.

The QAIM participated in a DBHDS Operational Audit meetings with the auditors and members

of the QM and Developmental Services divisions. These meetings involved the auditor asking

follow up questions and obtaining clarification on documentation gathered from the recent audit.

The QAIM met with the HRC Leadership in October to implement a plan for the Utilization

Review Specialist (URS) to review records prior to next year’s CARF Survey. The record reviews

will provide an opportunity for leadership to assess the medical records and to provide additional

training, supervision or implement changes prior to the 2021 CARF accreditation.

Corporate Compliance and Program Monitoring

The QAIM and the Compliance & Standards Manager met with the DS Director regarding the

HSAG Audit in September. The meeting provided an opportunity to review requested materials,

discuss agency questions and to prepare follow up correspondence and questions for the HSAG

Auditor. The team met again to discuss additional record requests from HSAG and how to best

fulfill the requirements for the record reviews. The QAIM met with the DS Director regarding the

HSAG Audit and multiple gathered and uploaded documents into shared files for several statewide

audits during the months of September and October, including the HSAG, DBHDS Operational

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and OL HRC License Renewal Reviews. Additionally, the QAIM and URS were tasked with

verifying a portion of the required documents prior to the final HSAG Audit submission.

On October 1, 2020 the QAIM participated in the United Healthcare (UHC) Audit Results meeting.

Overall, the programs that were involved (ICT/PACT, Adult MHCM, TDT) did well in the areas

of ISPs, Progress Notes, Discharges, Clinical Assessments, Quarterly Reviews and Coordination

of Care. A Performance Improvement Plan (PIP) was issued to the agency in regards to

improvements primarily in the area of discharge planning. The agency submitted the required PIP

on October 12, 2020 and it was approved on October 26, 2020. UHC reported that they would

follow up in coming months to request a follow up review of the deficient areas.

September 11, 2020, the QAIM provided technical assistance to SEFP program leadership and

staff in regards to clinical documentation.

On September 15th and 24th, the QAIM and Compliance and Standards Manager met virtually to

discuss team scheduling and to prepare for the Management Team QM presentation on September

28, 2020.

During the months of September and October, the QAIM completed the Program Driven

Utilization Review report, submitted daily telework reports and weekly COVID-19 Employee

Screening forms to the QM Director.

The URS completed the following Targeted and Full Record Reviews in September – Emergency

Services, Regional Crisis Stabilization Unit, Adult Case Management. The URS also conducted a

full record review for a Mortality Committee review at the request of the QM Director.

The QAIM continued to review DBHDS guidance and regulations during the month of September,

answer questions from staff and provide guidance in regards to clinical documentation and record

review processes.

The QAIM reviewed Department of Labor and Industry (DOLI) COVID-19 Hazard Assessments

submitted from agency division leadership during the month of October, and provided

recommendations in reference to hazard categories for staff. The QAIM also submitted completed

assessments to the Executive Deputy Director for final review.

The URS completed the following Targeted and Full Record Reviews in October – Bright

Beginnings PSR, Transcend, MH Supervised Residential and 1 provider audit. The URS also

conducted a full record review for a Mortality Committee review at the request of the Compliance

and Standards Manager.

The QAIM continued to review DBHDS guidance and regulations during the month of October,

answered questions from staff and provided guidance in regards to clinical documentation and

record review processes. Additionally, the QAIM developed a Quick Reference Guide of the

updated OL regulations at the request of the QM Director. The Quick Reference Guide was

distributed to the agency’s Management Team.

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Southeast Alliance Local Human Rights Committee (SEA LHRC): The SEA LHRC met on

October 20, 2020 via teleconference due to precautionary measures for COVID-19. The meeting

was presided over by Mr. Michael Gause. Mr. Reginald Daye was also in attendance. The

HNNCSB did not have any pertinent matters to present before the LHRC during this reporting

period.

Corporate Compliance Investigations: There was one (1) Corporate Compliance investigation that

was finalized on September 2, 2020 and was subsequently reviewed and approved by both the

Director of Quality Management & Corporate Compliance and the Executive Director on

September 19, 2020. The following conclusions and/or observations were yielded as a result of

this investigation:

o Client Rights:

Based on the investigation findings, there was not a preponderance of evidence of a violation

of this H-NNCSB Corporate Compliance standard.

o Discrimination:

▪ Based on the investigation findings, there was not a preponderance of evidence of a violation

of this H-NNCSB Corporate Compliance standard.

Adverse Outcome and CCC+ Critical Incident Reporting: During this reporting period, the agency

continued to complete applicable reporting requirements for both Magellan and for the six MCO’s.

Medication Error Committee: The Medication Error Committee met on October 14, 2020 via video

teleconference. The next Medication Error Committee meeting is scheduled for January 13, 2021.

Investing in Staff Development Resources

The URS, QAIM, CDTS and QM Director participated in DLA-20 Train the Trainer training and

each conducted 3-4 assessments and one interview with a provider about an individual receiving

services, to fulfill the requirements of becoming Trainers. Additionally, the URS participated in

two webinar trainings in October. Finally, the URS developed virtual health and safety inspection

protocols that were approved by the DBHDS Office of Licensing and Office of Human Affairs.

The QAIM met with the QM Director on multiple occasions during the months of September and

October, via Zoom, to discuss quality management’s role in response to COVID-19 at the agency,

ongoing division tasks such as policy development, licensing reviews, and ongoing QM tasks.

On September 22, 2020, the QM Team participated in the QM Power Hour Meeting. Topics of

discussion included compliance and standards updates, general division reminders, quality

assurance and improvement reports and agency-wide audits including the DBHDS Operational

Audit, DMAS Follow-Up Waiver Review and the HSAG Audit.

The Quality Assurance and Improvement sub-division met several times during the months of

September and October in order to discuss record reviews, regulations, provide updates on

Management Team announcements and for supervision purposes.

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The QAIM completed the following trainings during the month of September: Nonviolent Crisis

Intervention, Defensive Driving for Non-Commercial Drivers, Sexual Harassment: What

Employees Need to Know, Bloodborne Pathogens, COVID-19 DOLI Temporary Emergency

Standards Training, Voter Registration and DLA-20 Train the Trainer, Missed Generation:

Engaging Emerging Adults in Mental Health, Generational Trauma, Intergenerational Trauma and

the Dual Pandemic, Intersectionality, Mental Health and Elevating the Lives of Queer Trans

People of Color, The Historical Attitudes on Black Mental Health, DBHDS CHRIS Modifications

Training. The QAIM completed the following trainings during the month of October: DBHDS

OL Updated Regulations Training (7th); DLA-20 Train the Trainer (13th)

On September 3, 2020, the QM staff participated in a “CHRIS Updates” webinar facilitated by

DBHDS.

On September 8, 2020, the Compliance & Standards Manager participated in virtual supervision

with the Director of Quality Management & Corporate Compliance.

On September 11, 2020, September 21, 2020, October 16, 2020, and October 30, 2020, the

Compliance & Standards Manager provided supervision and training to the agency’s Clinical

Documentation Training Specialist via video teleconference.

On September 14, 2020 and October 6, 2020, the Compliance & Standards Manager participated

in a video teleconference LMS training facilitated by the Training Services Administrator.

On September 23, 2020, the Compliance & Standards Manager participated in a virtual treatment

team meeting with Adult IDD Support Coordination regarding health and safety concerns of an

individual receiving services.

On October 7, 2020, QM staff participated in an “Office of Licensing Final Regulations Update”

webinar facilitated by DBHDS.

On October 12, 2020, the Compliance & Standards Manager participated in a virtual treatment

team meeting with Adult IDD Support Coordination and the Regional CRC regarding the limits

of decision-making of an Authorized Representative.

On October 21, 2020, the Compliance & Standards Manager participated in the quarterly Region

V Human Rights Consortium meeting via video teleconference.

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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 32

new hires; 21 full-time and 11 part-time/on-call. The new hires by division

included:

Division # of New

Employees

Adult Clinical Services 2

Adult Outpatient Services 2

ARTS 4

Crisis 4

Finance and Property Management 1

Human Resources 1

IDDS 16

Youth and Family Services 2

2. Staff Development and Training

9 Core Orientation sessions were conducted during this period with 39 new

employees.

3,062 online courses in 45 unique subjects were completed by staff.

22 unique classroom courses were offered with 504 staff participating. The majority

of these classes were conducted in virtual classrooms. In-Person Training is held

for Adult & Pediatric First Aid/CPR/AED Skills Session, Basic Life Support (BLS)

Skills Session, Medication Management Basics, and select Clinical Documentation

courses. Class sizes are limited and all H-NNCSB, VDH and CDC infection control

guidelines are followed.

o Course Highlights

A LivingWorks ASIST (Applied Suicide Intervention Skills Training)

was held in September 2020 with 9 staff in attendance. Typically this

training is also offered to the community, but with COVID-19

precautions, this course was limited to staff only.

COVID-19 DOLI Emergency Temporary Standard Training was

developed in-house and rolled out to staff as an online course. This

course is required for all staff to take by the Commonwealth of Virginia

Department of Labor and Industry (DOLI)

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o Other Program Highlights

The Patty L. Gilbertson Excellence in Service Award was

presented to Dr. Baltej Gill, Executive Medical Director. The

presentation was held in front of the Harriet Nachman Storm

Building on campus and included a drive by parade in honor of Dr.

Gill. The Award Committee is chaired by Marcus L. King,

Administrator, Staff Development and Training.

Anita Bryant, Staff Training Specialist co-facilitated a Youth Mental

Health First Aid virtually for staff from Newport News Public

Schools.

3. Committee Reports

Wellness Committee

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.

4. Employee Benefits In October, we planned and prepared for our 2021 plan year open enrollment which will

begin November 2nd. This year our open enrollment will be 100% virtual. This will be a

big change from our open enrollment processes in the past with in-person sessions, and

form collections.

Employees will have access to a recorded presentation to view at their convenience. This

is an extensive presentation that covers all benefits in detail as well as instructions for form

submission.

We will also conduct several Zoom sessions to assist with questions directed to our vendors

as well as forms completion questions.

Along with the logistic changes, came other changes. We have been working with our

insurance broker since the summer regarding our annual health insurance renewal. Due to

the rising cost of healthcare, medical inflation and our claims utilization over the past year,

we were presented with a 17.47% increase which is approx. $708,418. We evaluated

several options and ultimately decided our current plan and vendor continues to be the best

option for our workforce and provides the most savings. As healthcare costs continue to

rise each year, the agency has absorbed the rate increases for previous years and continues

to cover the majority of the cost of the healthcare plans. For the 2021 plan year, the

employee contributions will see a 5% increase. We continue to balance the trends in

healthcare cost with the impact of plan changes to our workforce, we are happy to report

that this is the first employee contribution increase in over 5 years.

Cheri Coleman our VALIC representative will continue to conduct individual sessions via

phone regarding existing 403(b) retirement accounts or to set up a new account.

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VIRTUAL MEETING OF THE BOARD OF DIRECTORS Thursday, September 24, 2020, 5:00 p.m.

CSB Campus Board Room, 2nd Floor

CALL TO

ORDER Members of the Board, Guests, and Staff were welcomed, via Zoom, to the

Virtual Meeting of the Board of Directors for the Hampton-Newport News

Community Services Board (H-NNCSB) by Mr. Thomas Morehouse, III,

Board Chair, who called the meeting to order promptly at 5:00 p.m. on

September 24, 2020.

Before beginning with the business portion of the Board Meeting,

Mr. Morehouse acknowledged and extended a very special welcome to four

new Members of the Board of Directors who were appointed for the new

fiscal year, namely, Mrs. Ann Abdullah and Mr. Randie Dyess, Jr. from the

City of Newport News; and Colonel Karen Bowden and Attorney Charisse

Mullen from the City of Hampton. New Board Members were advised that

their commitment to the individuals served at the H-NNCSB would not be

taken lightly.

Additionally, he noted that while Members of the Board of Directors were

appreciative of the new Board Members, it was with regret that he had to

share the recent resignation of Mrs. Nosuk Kim who had to resign for

personal reasons. Moreover, Members of the Board of Directors were

reassured that its Nomination and Selection Committee, Chaired by

Mrs. Mary Stewart, was in the process of scheduling a meeting to fill the

unexpected vacancy as soon as practical.

REMARKS OF

THE CHAIR In his remarks, Mr. Morehouse asked that Members of the Board remain

mindful that Virtual Board of Director Public Meetings will continue to be

conducted using the Zoom medium in efforts to comply with the current

State of Emergency and Social Distancing requirements that remained in

full force and effect in the Commonwealth of Virginia due to the COVID-

19 Pandemic. Furthermore, and in compliance with electronic meeting

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Virtual Meeting of the Board of Directors

September 24, 2020

Page 2

regulations, Mr. Morehouse announced that in efforts to assist with

conducting effective electronic meetings, Members of the Board of

Directors would find included in their Board Package, required “Special

Rules” for their review and use during the meeting. He asked that all

meeting participants take time to review the Special Rules in order that the

most professional electronic meetings of the Board of Directors can be held

during this time of the Pandemic.

ROLL CALL

Board of

Directors: Mr. Morehouse called the Roll of the Members of the Board of Directors

for the Hampton-Newport News Community Services Board who

confirmed their Zoom Meeting attendance, then muted their listening

devices as instructed: Mrs. Ven Thomas, Vice Chair; Mr. Steven Bond,

Treasurer; Mrs. June Owens, Secretary; Mrs. Ann Abdullah; Councilman

Chris Bowman; Councilman Steven Brown; Dr. Arva Davidson;

Mr. Randie Dyess; Mrs. Jane Hobbs; Mrs. Charisse Mullen; Mrs. Mary

Stewart; and Dr. Elva Williams Hunt.

Executive Leadership

Team and other

H-NNCSB Staff: Additionally, Ms. Mercado performed the Roll Call of the Executive

Leadership Team and other H-NNCSB staff which confirmed the

attendance of: Mrs. Natale Christian; Dr. Daphne Cunningham; Dr. Baltej

Gill, M.D.; Mrs. Raymona Barnes; Mrs. Sherry Hunt; Mr. Anthony Crisp;

Dr. Melanie Bond; Mrs. Kimberly Thompson; Mrs. Carol McCarthy;

Mr. Thomas Miller; Mrs. Lisa Hogge; Mr. Robert (Bob) Deisch; and

Mrs. Joy Cipriano.

Members of the

Public and

Other Guest(s): The attendance of Mr. Karl Dahlen and Mrs. Beatrice Dahlen, former Board

Member, were also confirmed by Mr. Morehouse.

PUBLIC

COMMENT The Board of Directors received no public comment during the Virtual

Meeting of the Board of Directors scheduled on Thursday, September 24,

2020, at 5:00 p.m.

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Virtual Meeting of the Board of Directors

September 24, 2020

Page 3

STANDING BOARD

COMMITTEE REPORTS

By-Laws Dr. Arva Davidson, Committee Chair, reported that the By-Laws

Committee held its first Virtual Meeting of the new fiscal year on

Wednesday, September 9, 2020, at 4:30 p.m. She emphasized that the

Committee primarily discussed how best to continue the monthly Public

Board of Director Meetings in compliance with current COVID-19

Pandemic requirements, while handling other necessary business of the

Board not related to the COVID-19 Pandemic. Members were advised that

a full Report of the meeting would be provided to them shortly via email.

Dr. Davidson asked Members of the H-NNCSB Board of Directors to

recollect information provided by Patrick McDermott, Esq., CSB Counsel,

during the April 23, 2020, Meeting of the Board of Directors, which advised

that in compliance with the Attorney General’s letter regarding

governmental electronic meetings, the monthly Board of Director Meetings

would continue to be limited to “a review of the effect of the Corona Virus

upon the programs, services, consumers, staff and finances of the CSB to

ensure continued uninterrupted leadership of the CSB. . .”, while the

Commonwealth continued the current State of Emergency. She expressed

that this has come about because, like other government agencies, the

H-NNCSB was previously not allowed to meet electronically. However,

the By-Laws Committee had been reviewing the need to meet electronically

during its annual review of the Board By-Laws and Policy Manual.

Moreover, Dr. Davidson communicated that as the COVID-19 Pandemic

continues, it had become necessary for Members of the Board to meet

electronically as the social distancing requirement of the current State of

Emergency are exercised.

Members of the Board of Directors were assured that during the virtual

meeting of the By-Laws Committee, Members had the opportunity to

review and discuss potential revisions and determined the most appropriate

language necessary to provide for the full use of public Board Electronic

Meetings in efforts to continue to move forward with the business of the

Board no matter how long it remains under the current State of Emergency.

Additionally, it was pointed out that in compliance with Board Member

notification requirements included in current By-Laws, Members of the

Board should have already received suggested revisions via email and/or

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Virtual Meeting of the Board of Directors

September 24, 2020

Page 4

regular mail from Ms. Mercado for their review. Dr. Davidson instructed

that upon Board Member review, her Committee asks that any suggestions

be provided to Ms. Mercado promptly as it is the hope of the her Committee

to bring Action on the By-Laws amendment at the next Board of Directors

Meeting scheduled for Thursday, October 22, 2020, following any changes

received from CSB Counsel.

In closing, she mentioned that the Members of the By-Laws Committee

were not scheduled to meet again until the close of the General Assembly

Session. However, once a meeting date is confirmed, it would be provided

to all Members of the Board.

Budget, Finance

And Audit It was reported by Committee Chair, Steven Bond, that Members of the

Budget, Finance and Audit Committee held their virtual meeting on

Monday, September 21, 2020, at 4:00 p.m., to begin the Committee’s

monthly fiduciary responsibilities to the Hampton-Newport News

Community Services Board (H-NNCSB) for the new fiscal year. He

informed Members of the Board that a full Report of the meeting would be

provided to them shortly via email.

Mr. Bond announced that Members of the Budget, Finance and Audit

Committee received an update from Mrs. Raymona Barnes, Interim Chief

Financial Officer, who reported that staff were beginning the FY2020

Annual Audit. She also provided that primarily due to the loss sustained

from the closing of the Therapeutic Day Treatment Program and current

COVID-19 related expenses and revenue loss, the CSB anticipated a net

loss of approximately $135,000 in its FY20 Financials. Moreover, it was

reported by Mrs. Barnes that while many Programs quickly adapted to

Telehealth and were working to maintain projected revenue targets, the

CSB continued to be unable to provide services at the original budgeted

level in day programs while adhering to the continued social distancing

guidelines.

Mr. Bond continued that Members of the Budget, Finance and Audit

Committee were informed that the CSB is very appreciative of the support

received from the Cities of Hampton and Newport News who supplied the

H-NNCSB with additional funding to assist in covering the costs of

COVID-related expenses. These costs included the acquisition of Personal

Protective Equipment (PPE) which is critical to the CSB’s daily operation;

computer related equipment and licenses to promote the CSBs ongoing

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Page 5

Telehealth efforts; as well as materials and staff for the required additional

deep cleaning, on-site testing for large programs, and other COVID-related

expenses. It was also emphasized that the CSB would continue to seek

diverse funding streams and explore grant opportunities throughout the

fiscal year.

Mr. Bond acknowledged that Members of the Committee were also

provided a review of the CSB Cash Balances, Operating Reserve, and Line

of Credit by Mrs. Barnes, who remarked that despite the COVID Pandemic,

the Agency had not had to utilize its Operating Reserve or Line of Credit.

He communicated that Members of the Committee also reviewed the Aging

and Earned Revenue Report, Unbilled Services Report, as well as received

up-to-date CSB Health Insurance information noted to be renewed in

January 2021. It was reported that Members of the Budget, Finance and

Audit Committee also reviewed the Financial Statements and Operating

Results through July 31, 2020, for the Hampton-Newport News Community

Services Board and its entities, namely, the H-NNCSB Property Company,

Inc., Share-A-Homes of the Virginia Peninsula, and the Trust for Disabled

Persons which Mr. Bond announced were all reported to have minimal

change year to year, with no new participants included in the Trust by the

time being reported.

In closing, Mr. Bond asked Members of the Board to please note the next

virtual meeting of the Members of the Budget, Finance and Audit

Committee which had been scheduled for Monday, October 19, 2020, at

4:00 p.m. and was open to all Members of the Board of Directors.

Community Relations /

Governmental

Affairs Mr. Chris Bowman, Committee Chair, reported that Members of the

Community Relations / Governmental Affairs Committee held their virtual

meeting on Monday, September 21, 2020, at 4:30 p.m., to receive the

General Assembly / Legislative Update from Mrs. Sherry Hunt, Director of

Communications and Business Development, as well as Local Initiatives

from Mrs. Natale Christian, Executive Director. It was added that Members

also received advocacy updates on the National Alliance on Mental Illness

(NAMI) from former Board Member, Mrs. Beatrice Dahlen, as well as

Mrs. Frederika Jones, President of the Substance Abuse and Recovery

Alliance (SAARA). He announced that a full Report of the meeting would

be provided to Members of the Board shortly via email.

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In the area of the General Assembly / Legislative Update, Mrs. Hunt

communicated that while the General Assembly is in Special Session, there

had been a lot of debate among Democrats and Republicans of the House

and Senate over police reform. Of these, it was pointed out that a set of bills

being very closely monitored were called the “Marcus Alert Bills”. She

explained that while both Bills were co-responder models where mental

health professionals and law enforcement respond to mental health

emergency calls, the House Bill was slightly different from the Senate

version. Moreover, Mrs. Hunt advised the Committee that Members of the

General Assembly had already planned to start a Pilot Project for 5 CSBs at

the end of the fiscal year in July 2021, and surprisingly the H-NNCSB had

recently found out it was one of the chosen CSBs for the Pilot. She stated,

however, that because the two Marcus Alert Bills were so different, CSBs

are working with the Virginia Association of Community Services Boards

(VACSB) to address concerns which can cause a major effect on the CSB

system of care. In response to Board Member questions, it was shared that

while it was suggested that each Pilot site receive approximately $150,000,

the Pilot Project is not all ironed out, and the “all hands on deck” approach

in working with community partners would be the best followed in this

matter. More information on both the Marcus Alert Bills and Pilot Project

will be provided to Members of the Board as it arises.

Mr. Bowman remarked that following Mrs. Hunt’s Political Engagement

Calendar review which informed Members of the Committee that the

H-NNCSB had also contacted both Cities in efforts to work with them on

CSB inclusion in the locality’s Legislative Priorities, Mrs. Natale Christian,

provided Members with Local Initiatives and updated them on the status of

the CSB FY19-20 Performance Contract which was extended through

December 2020. She also commented that the City of Newport News and

the CSB was a little ahead of the game with upcoming initiatives from the

State to include the Newport News CARe Project Initiative which was

planned in the previous year. It was explained that much like the new

Marcus Alert Bills, the H-NNCSB was currently involved in a co-responder

approach where mental health professionals, first responders, and law

enforcement would respond to mental health related 911 calls. His report

continued noting that Mrs. Christian highlighted that the City of Newport

News had also funded two Mental Health Professionals and that CSB staff

was working on staffing and the Memorandum of Agreement for this

Initiative. Furthermore, it was shared that both Mrs. Christian and Mr. Ryan

Dudley, Director of CSB Crisis Services, met with Hampton Police Chief

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Terry Sult to explore his interest in developing a similar model for the City

of Hampton.

Continuing in the City of Hampton, at the Community Relations /

Governmental Affairs Committee meeting, Mrs. Christian reported that

while delayed by COVID, the Hampton Behavioral Health Docket had

begun and the Hampton Judges are happy to move the docket forward. She

mentioned that Members of the Board of Directors would be informed when

Dockets sessions were being held.

With regard to another frequented Board Member Event, Mr. Bowman

shared that Members of the Community Relations / Governmental Affairs

Committee were also informed that while the CSB would not have its Hall

of Fame Luncheon due to COVID-19, the Hall of Fame honoree, Judge

Timothy Fisher, who served the Newport News Drug Court for more than

15 years, was contacted and was very honored to have been selected.

Additionally, it was reported by Mr. Bowman continued that another CSB

Event not being held this year was the Thanksgiving Luncheon. He

announced, however, that the CSB would be conducting a Holiday

Fundraiser for the individuals served. Mrs. Christian confirmed that

additional information regarding the fundraiser would go out to Members

of the Board in the very near future.

Mr. Bowman indicated that Members also received updates from CSB

advocacy groups, the National Alliance on Mental Illness (NAMI), and

Substance Abuse and Recovery Alliance (SAARA). With regard to NAMI,

Mrs. Beatrice Dahlen, former Member of the H-NNCSB Board of

Directors, informed Members of the new NAMI Officers as she thanked

Mrs. Hunt for being a Speaker at one of the group’s September meetings.

She also stated that COVID has caused concerns with their Family-To-

Family Group meetings. Mrs. Christian added that she would be scheduling

a meeting with the new NAMI President, Mrs. Tamera Shoulders, to show

the CSB’s continued support, adding that the CSB is also sponsoring the

Virtual NAMI Walk and did a public service announcement in support of

this event.

In closing, Mr. Bowman indicated that Mrs. Frederika Jones of SAARA

also reported that the advocacy group continues to hold virtual monthly

meetings on the 3rd Tuesday and 4th Thursdays of each month. It was

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inserted that Mrs. Jones emphasized that the group was able to hold its Peer

Support Trainings which provided 6 CEU’s for the 75 Peers that were able

to attend. She also shared that during the month of September, Mr. Johnnie

Mullen, SAARA Vice President, was able to hold a Social Distancing

Picnic for National Recovery Month which turned out very well; and that

SAARA was assisting with the cleaning and restoration of a historical

cemetery.

That being provided, Mr. Bowman announced that the next virtual meeting

of the Members of the Community Relations / Governmental Affairs

Committee had been scheduled for Monday, October 19, 2020, at 4:30 p.m.,

and was open to all Members of the Board of Directors.

CONSIDERATION

ITEM Members of the Board of Directors were informed of one Consideration

Item, namely the upcoming VACSB Virtual Public Policy Conference

scheduled for October 7th and 8th.

BOARD MEMBER

PRESENTATION At the direction of Mr. Morehouse, Dr. Daphne Cunningham, Deputy

Executive Director, provided Members of the Board with a Presentation

entitled, “Surviving Covid-19”. In her Presentation, Members of the Board

of Directors were provided with an extensive report of how the Hampton-

Newport News Community Services Board is surviving the COVID-19

Pandemic using “new normal” procedures. Dr. Cunningham reported that

quick “safety first” shifts needed to be put into place by each Division which

included new COVID-19 specific safety guidelines, policies and protocols

that adhered to the Dept. of Behavioral Health and Developmental Services

and the Virginia Health Department required reports of COVID-19

exposures.

Additionally, and in response to a question regarding Hazard Pay for staff,

Mrs. Christian confirmed that while all staff qualify for Hazard Pay because

of the work they do, the H-NNCSB does not have the funding to provide

this pay and has not qualified for any of the Care Act Funding. This is due

to the Agency being classified as an Extension of Local Government and

having over 500 employees. However, she continued, the H-NNCSB will

continue to push to meet its budgetary goal to meet the January 2021,

3-percent funding increase already included in this year’s budget.

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Members of the Board of Directors acknowledged the excellent Surviving

COVID-19 Presentation provided by Dr. Cunningham, and thanked her for

the fantastic report. More specifically, Board Member, Mrs. Jane Hobbs,

commended all CSB staff who care for the individuals living in CSB

residences. She elaborated that staff were doing a great job, and she wanted

to take the opportunity to say Thank You!

INFORMATION

ITEMS In addition to the Informational Items provided to Members of the Board of

Directors in their September Board Package, Mrs. Christian, after thanking

the Executive Leadership Team for the work they do and confirming how

staff come together to keep the individuals served in the forefront, thanked

Members of the Board of Directors for their support. She also advised

Members that Mrs. Barnes would be serving as the Interim Chief Financial

Officer while Ms. Denise Newlon is out of the office on extended medical

leave and that she took the lead on the annual financial audit. She continued

that in addition to the financial audit, an Operational Audit of the entire

Agency was being conducted by the Dept. So in the midst of making sure

staff members are meeting the needs of the clients, the Quality Management

Dept. is spearheading the Operational Audit, as well as changes received

from the Dept. of Justice Settlement which, too, is happening at the same

time during COVID. Board Member, Steven Bond, also thanked

Mrs. Barnes as he elaborated on the excellent job provided for the Budget,

Finance and Audit Committee, noting that Members of the Board of

Directors appreciated all the work of all CSB staff.

Finally, Mrs. Ven Thomas, Board Vice Chair, echoed the many comments

of the H-NNCSB and its performance during the COVID-19 Pandemic.

However, she encouraged Mrs. Christian to make the City of Newport News

aware of any continuing needs the CSB had concerning the COVID

response because the Cares Funding Team was looking at its community

dollars and may be able to assist the CSB in its response. She was thanked

by Mrs. Christian for this opportunity.

PROGRAM

HIGHLIGHTS Mr. Morehouse announced that Members of the Board received Program

Highlights from Division Directors of both the Clinical and Administrative

Divisions which provided specific information to assist in the overall

perspective of what continued to take place at the CSB during this time of

the Pandemic.

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CLOSING There being no additional discussion from Members of the Board or

Division Directors regarding their Program Highlights, Mr. Morehouse,

wished everyone a Happy Beginning of Fall, and reminded Members of the

Monthly Planners provided in the back of their Board Packages. He advised

that while the CSB would not be having too many events, the Planners also

provided Members with upcoming virtual meetings scheduled throughout

the month of October.

ADJOURNMENT There being no additional business to be discussed, the Virtual Meeting of

the Board of Directors for the Hampton-Newport News Community

Services Board adjourned at 6:12 PM.

____________________________ ________________________

Thomas F. Morehouse, III Mrs. June Owens

Board Chair Secretary

Respectfully Submitted,

Gloria Mercado

Manager, Office of the Executive Director

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FY21 Monthly Planner

November 2020

02 10:00 AM Regional Leadership Team Virtual Meeting

02 3:00 PM Weekly COVID-19 Call with DBHDS

03 11:30 AM Executive Leadership

04 2:30 PM Hampton Violent Crimes Committee Zoom

05 12:00 PM H-NNCSB Physicians Meeting

06 9:30 AM VACSB Leadership Team Teleconference

10 11:30 AM Executive Leadership

10 1:00 PM Steering Committee

11 H-NNCSB Closed ~ Holiday Observed (Veterans Day)

12 2:00 PM Region V Hospital Stakeholders Meeting

14 10:00 AM 2021 Legislative Session Kickoff

16 3:00 PM Weekly COVID-19 Call with DBHDS

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

16 4:30 PM Community Relations / Governmental Affairs Committee

Virtual Meeting

17 11:30 AM Executive Leadership

17 2:00 PM Regional Programs and Services Council

19 7:30 AM 2020 Virtual State of the City of Hampton

19 5:00 PM CSB Virtual Board of Directors Meeting

19 5:00 PM H-NN Criminal Justice Agency Meeting

26 - 27 H-NNCSB Closed ~ Holiday Observed (Thanksgiving)

30 3:00 PM Weekly COVID-19 Call with DBHDS

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FY21 Monthly Planner

December 2020

01 11:30 AM Executive Leadership

02 2:00 PM ESH Internal Meeting

03 12:00 PM H-NNCSB Physicians Meeting

07 10:00 AM Regional Leadership Team Virtual Meeting

08 10:00 AM VACSB Executive Director Forum

08 11:30 AM Executive Leadership

14 3:00 PM DBHDS COVID-19 Telephone Conference

14 4:00 PM Budget, Finance and Audit Committee Virtual Meeting

14 4:30 PM Community Relations / Governmental Affairs Committee

Virtual Meeting

15 11:30 AM Executive Leadership

17 5:00 PM CSB Virtual Board of Directors Meeting

25 H-NNCSB Closed ~ Holiday Observed