virtual meeting of the board of directors
TRANSCRIPT
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
V i s i o n
The Hampton-Newport News Community Services Board is the premier provider of
behavioral health and intellectual and developmental disability services. We are
recognized throughout Virginia for our leadership, excellence and commitment to
service. We earn this distinction by creating a community where people can find their
own strength and become self-determining.
M i s s i o n
To provide a comprehensive continuum of services and supports promoting
prevention, recovery, and self-determination for people affected by mental illness,
substance use, and intellectual and developmental disabilities, and advancing the
well-being of the communities we serve.
Strategic Planning Goals (2017 - 2021)
Strategic Objective #1
Continue to develop the administrative systems and service array necessary to
maintain and further Hampton-Newport News Community Services Board’s
reputation as THE premier provider in the context of the changing Virginia’s
behavioral health system.
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.
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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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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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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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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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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September 24, 2020
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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
47
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