PROCEEDINGS. APPROVAL OF BOARD MINUTES The minutes from the last Board of Directors meeting held on March 17, 2015, were approved as presented.

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1 SOUTHSIDE COMMUNITY SERVICES outhside BOARD OF DIRECTORS " MEETING MINUTES APRIL 28, 2015 The Southside Community Services Board of Directors met, in Open Session on April 28, 2015, having been rescheduled from April 21, 2015, at noon in the Chipps Conference Room, at the SCS Administrative Services Building in Clarksville, Ronald Thornhill, Chair, presided. ATTENDANCE MEMBERS PRESENT Ronald Thornhill (Chair) Novella Moore (Vice-Chair) Patricia Taylor (Secretary) Barry Bank (Treasurer) Elsie Gladding Tom Kluge Frances Clark MEMBERS ABSENT Geraldine Woodley Jan Hundley OTHER ATTENDEES Southside Community Services staff members: Don Surge, Executive Director H. I. Deslauriers, Clerk of the Board PROCEEDINGS CALL TO ORDER The meeting was called to order at 12:04 p.m. by Ronald Thornhill, Chair. A quorum of directors was present, and the meeting having been duly convened, was ready to proceed with business. APPROVAL OF BOARD MINUTES The minutes from the last Board of Directors meeting held on March 17, 2015, were approved as presented. COMMITTEE REPORTS FINANCE COMMITTEE Barry Bank, Finance Committee Chair Due to weather closures we under-billed, only days were payable this last quarter, so revenues are down, 72% versus 75% expected at this point in the FY. Despite this we still remain financially ahead, with expenditures tracking at 6&%. Next quarter should see revenue levels rebound, with 64 days of billing projected.

2 . Continued delays by the contracted vendor to reschedule the surplus auction is prompting the committee to recommend that the auction be permanently cancelled. The committee further recommends that disposition of the surplus items be changed to an internal management process under the control of the Executive Director. Upon recommendation by the Finance Committee, motion made, the following resolution unanimously carried. BE IT RESOLVED, that the Board of Directors, Southside Community Services Board, in regular meeting assembled, votes to authorize the Executive Director to terminate the contract with J. W. Shelton Auction and Realty; furthermore, they authorize the Executive Director to use an internally managed sealed bid process to dispose of the surplus items at his discretion.. Grace Verghese gave her annual donation of $50.00 to Ashley Manor IMO Dr. Gregory K. Verghese. BYLAWS COMMITTEE/PROGRAM COMMITTEE There was a protracted discussion regarding the roles afforded to the Bylaws and Program committees to review and propose revisions to Articles in the SCS Bylaws. After hearing from both committees and considering a number of the recommendations, it was determined that the Bylaws Committee will submit their ideas to the Program Committee who will then take their submissions under advisement before presenting any recommendations to the Board. It was noted that, although there was general consensus on some items, there still remained obvious disagreements regarding required content as well as other interpretations of directives within the bylaws which will need further discussion and clarification beyond the scope of this meeting. EXECUTIVE COMMITTEE Members of the Committee traveled to Lawrenceville with the Executive Director to evaluate potential properties for the relocation of Rainbow House. After reviewing the options and considering the various concerns, i.e. zoning, community reaction, renovation vs. new construction, ADA compliancy, water/sewer, etc., the committee is recommending purchasing the proposed intown property and renovating the onsite dwelling as a preferable alternative to purchasing an empty lot just outside of town which will require new construction. Upon recommendation by the Executive Committee, motion made, the following resolution unanimously carried. BE IT RESOLVED, that the Board of Directors, Southside Community Services Board, in regular meeting assembled, votes to authorize the Executive Director to, at his discretion, expend the funds necessary to investigate the viability of purchasing the property at 911 Grove Avenue in Lawrenceville, for the purpose of renovation to accommodate the relocation of Rainbow House residential services. The Chair informed Board Members that Ms. Geraldine "Cake" Woodley, representative to the Board as appointed by Brunswick County, is regretfully tendering her resignation to devote her time and energy to pressing familial matters.

3 OLD BUSINESS Transfer of Assets from MARC to SCS - There is no new information regarding the status of this project. Involved parties still need to meet and review HUD requirements pertaining to this matter, before next steps can be discussed or taken. NEW BUSINESS. Nominating Committee - Elsie Gladding, Tom Kluge, Novella Moore and Ron Thornhill will comprise the Nominating Committee to choose the Slate of Officers for FY16 to be put forward for Board review/vote. Formation of the Nominating Committee was mistakenly omitted from the March Board Agenda (SCS Bylaws, Article VI, Section 1). This delay means that the slate will be presented to, and voted upon by, the Board during the May Board Meeting.. Policy Adoption - There is a new GENERAL AGENCY, NON-DISCRIMINATION POLICY [1480] and a revised FISCAL- REIMBURSEMENT, REIMBURSEMENT POLICY [2900] requiring Board review, approval and adoption. Upon motion made and duly seconded, the following resolution unanimously carried. BE IT RESOLVED, that the Board of Directors, Southside Community Services Board (SCSB), in regular meeting assembled, authorizes the Executive Director to implement General Agency Policy #1480 and Fiscal-Reimbursement Policy #2900 as were presented. Donation to MARC of Virginia - SCS has been asked to donate $ to offset the cost of postage for the solicitation being sent out in support of MARC of Virginia's annual fund drive. The reciprocity of our relationship with MARC means that we will be helping ourselves and those we serve by providing assistance. Camp for Hope House Resident - SCS has approached MARC of Virginia to assist with the expense ($800) of sending one resident to summer camp. We are working on other funding sources to cover these types of expenses in the future. SCS Satisfaction Survey - After receiving sample responses, we are currently focused on critically examining the survey questions and checking for any statistical pitfalls, thereby ensuring the accuracy of the results while being able to draw proper, reliable conclusions from the feedback provided. Con-currently we are finalizing a multi-pronged delivery system (web, hand-out, snail mail) that will reach a majority of clients allowing for the highest possible response percentage. Internally developing this process will illicit the greatest return at minimal coat. Budget for Training Staff- Mandated training is an ongoing, expensive necessity. We have, as much as possible, implemented a new approach that will, through a number of changes in process, both reduce the number of training days as well as other associated costs. This has already resulted in a 30% reduction in training costs projected for next fiscal year. Effectiveness of Board Governance Survey - Each Board Member has been provided with a copy and is being asked to complete the survey and have it ready to turn-in by the next Board Meeting. Answers will be reviewed and results provided during the last meeting this FY.

4 EXECUTIVE DIRECTOR'S REPORT Don Burge, Executive Director External Environment DBHDS proposed additions to the FY16 CSB Performance Contract include the requirement of licensure for all emergency services staff without any additional funding with which to recruit staff for this role. Several CSB EDs, VACSB staff and me are meeting with the DBHDS Commissioner and staff on 5/01 to present a counter proposal that focuses on ES worker certification rather than licensing as the main focus of quality improvement. Met with Senator Frank Ruff this month to gain his active support to address the workforce crisis in Southside VA. 20% of SCS staff require a Bachelor's degree and 12% require a Master's degree. We predict that we will need to hire approximately 40 Bachelors level and 20 masters' level staff over the next five years. CMS (federal) has mandated a shift from ICD-9 to ICD-10 use for billing codes in October DMAS/Magellan (state) is requiring the shift from DSM-4 to DSM-5 for diagnostic coding to coincide with the ICD-10 use. Each of these changes are large scale and directly impact our billing for services across all services, and there are associated increases in the cost of doing business for each of these changes. The DBHDS has completed its review of comments submitted in response to the proposed provider rates for services provided through the Intellectual Disability (ID), Individual and Family Developmental Disabilities Support (DD), and Day Support waiver programs (See Burns & Associates ). The new rate adjustments will be incorporated in the ongoing waiver redesign process, and the new rate models in 2016 will be considered as part of the budget process. Internal Environment ADMINISTRATION An SCS ICD-10/DMS-5 Implementation team has been created; staff training for billing and clinical has begun and the system implementation group has begun meeting to reconfigure and test our EHR system.. Recruitment has begun for the Financial Services Director to fill the vacancy produced by Jane Rice's retirement on June 15. Hiring for reimbursement staff has yielded promotion of two internal reimbursement staff, leaving one open position to fill. «SCS is now a National Health Services Corps approved employer. NHSC is a Federal government program administered by the U.S. Department of Health and Human Services designed to support rural areas with limited access to healthcare. NHSC awards scholarships and loan repayment to primary care providers, including mental health care clinicians. Providers, in turn, commit to serving for two to four years at a Health Professional Shortage Area. Halifax, Mecklenburg and Brunswick counties are shortage areas. As a NHSC-approved site SCSB can post jobs on the NHSC website, recruit from their approved talent pool and hire NHSC scholars who will then benefit from the scholarship programs offered by NHSC. A grant proposal was submitted on 4/14 for $148,000 to fund the CIT program services in our area, and a grant proposal for $300,000 to fund a CIT Assessment Center at Sentara Halifax Regional Hospital will be submitted by 5/01.

5 . The key personnel from our law firm, Clement & Wheatley, have left to join another firm. We consulted with both Clement & Wheatley and Gentry & Locke, where our law team from C&W now work). After due consideration of the case requirements, we have selected to use Gentry & Locke to handle a pending personnel matter. IDD PROGRAMS Due to additional training and equipment needed to serve the new resident's needs, the Hope House vacancy is expected to be filled by early May. All of the ID staff are learning the new PCP documentation that rolled out April 1st as a result of the DOJ settlement agreement in Virginia. Credible was updated and staff were trained in March. Program leaders will meet in early May to compare notes and make adjustments as needed. Kings Manor staff and residents attended the Atlantic 10 Conference women's college basketball finals in Richmond in early March. The tickets were free to them and made available through Virginia Special Olympics.. Ashley Manor staff and residents enjoyed a trip to the Virginia Safari Park on April 3, They went on the wagon tour of the zoo and got to pet and feed a variety of wild animals. On April 21st Hope House traveled to the North Carolina Zoological Park in Asheboro NC. A good time was had by all. BEHAVIORAL HEALTH PROGRAMS: [ADULT] Screening for GAP insurance coverage to date has assessed 75 individuals across the three counties (Brunswick = 9, Halifax = 40, and Mecklenburg =26). The Mecklenburg County Peer Support Specialist started work this month; she has extensive recovery experience and is well-connected to the Southside recovery community. «Psychosocial Rehabilitative programs experienced an increase in referrals for April. Procedures were developed for the implementation of the new regulations for Psychosocial Rehabilitative Services that require assessments be completed only by licensed or licensedeligible staff. «During March we provided 204 emergency contacts, which yielded 68 emergency evaluations and 23 temporary detention orders (TDOs). One emergency custody order (ECO) expired because we were not notified by law enforcement before the 8-hour time ECO duration elapsed, and this resulted in our CSB reporting an ECO exception to the DBHDS. We subsequently resolved the cause of the problem with both Halifax County Sheriff and the Sentara-Halifax Hospital ER. [CHILDREN & FAMILIES] Due to the volume of work, VICAP clerical support staff was hired to provide support for the average of 22 assessments per month.. A no-show procedure was implemented; individuals who have a pattern of appointment noshows are shifted to receive services on a walk-in basis. Telemedicine no show rates continued to lower in March and now we have an overall no show rate for telemedicine of 8%.

6 . Staff productivity and client access to services continues to be a focus; Mecklenburg CSP has experienced lowered referrals due to community perception of poor response time previously. We have initiated front door open access and this has improved our response time. [PEER SUPPORT} WRAP groups are now provided in all three locations with one WRAP group each month. Peer support groups are active in all three counties, with Halifax having 2 at this time with a WRAP specifically conducted for SA individuals. Brunswick is working on building a group by connecting it to NA support groups in the evening. Peers also provide support groups for all CSP programs. A pinwheel garden was created for Child Abuse Prevention awareness month. Strengthening Families training in Mecklenburg County began this month. STEP Parenting classes were presented in Mecklenburg and Halifax locations last month along with Parenting in the Real World classes in Halifax. ADJOURNMENT The next Board of Directors' meeting is scheduled for Tuesday, May 19, There being no further business to come before the board, the meeting was adjourned at 2:01 p.m. SUBMITTED FOR APPROVAL BY H. I. Deslauriers, Clerk Board of Directors