Columbus, Georgia

NEW HORIZONS COMMUNITY SERVICE BOARD



January 13, 2003 Health and Human Services Building, Conference Room ?B?, 2100

Comer Avenue, Columbus, Georgia



Members Present: Kittye Crockett, Sandra Gill, Anne Hopp, Nancy Schroeder,

Wesley Shorter, Lawrence Young



Members Excused: Vickie Allen, Roxann Daniel, Brenda Hardamon, Linda McElroy



Guests: Mike Giglio (Southern Counties MH/SA Adult and Children Services)





1. Call to Order: Nancy Schroeder, Chairperson, called the meeting to order at

3:35 p.m.



2. Recognition of Guests: All guests attending today?s meeting were recognized.



3. Secretary?s Minutes: M/S/P Kittye Crockett/Lawrence Young that the November

13, 2002 meeting minutes are approved. M/S/P Lawrence Young/Anne Hopp that the

December 9, 2002 meeting minutes are approved.



4. Financial Report: Valerie Bowden reported that New Horizons Community

Service Board ended the month of December with a $52,262 surplus; however, we

have a year-to-date deficit of ($185,572). Valerie reported that New Horizons

Community Service Board projects to end the fiscal year with a $293,430

surplus.



5. Annual Financial Audit: Valerie Bowden reported that New Horizons Community

Service Board has received the Audited Financial Statements for the fiscal year

ended June 30, 2002. New Horizons Community Service Board had projected a

year-end surplus of $4,491; however, the audit results reported that New

Horizons Community Service Board had a $12,982 surplus. New Horizons Community

Service Board did have one audit finding which was the Internal Control issue,

as previously discussed.



6. Update on Internal Controls: Valerie Bowden reported that the Internal

Control and Risk Management forms have been completed by program managers and

she is currently in the process of reviewing these forms looking at areas

needing to be revisited or where obvious issues of concern are noted.



7. DACE Report: Valerie Bowden reported that New Horizons Community Service

Board ended the quarter (December 31, 2002) 462 days under our allowable DACE.

These are unofficial DACE numbers, as the Regional Planning Office has not

provided their DACE report to us.



8. Corporate Compliance Report: Susan Gallagher reported that 18 follow-up

audits of medical records were conducted during December 2002. The average

follow-up audit score was 95%. No reportable calls have been made to the

Hotline or the other channels available for reporting instances of possible

non-compliance. No new hires match against the Excluded and Debarred list

provided by the Office of the Inspector General through the month of December.

The Privacy Notice, Authorization to Use/Disclose and related policies have

been reviewed by the Staff Executive Committee with any recommendations for

changes due to the Compliance Office by January 30, 2003. Policy and form

changes will be printed and distributed through the Performance Improvement

Committee. Training on the policy changes will be presented at the

Supervisor?s Coalition meeting on January 15, 2003 and the Medical Record?s

Designee Training on February 13, 2003.



Nancy Schroeder reminded board members to complete their HIPAA training

(booklet that was mailed with the December 9, 2002 meeting minutes), take the

exam and return the Certificate of Completion to Joyce Eaton.



9. Annual Credentialing Summary: Cyndy Pattillo reported that New Horizons

Community Service Board would provide an annual credentialing summary for board

members. This is the annual credentialing report for January 1, 2003. The

credentialing report provides information on the number of Mental Health,

Mental Retardation and Substance Abuse Professional employed by New Horizons

Community Service Board.



Mental Health Professionals (MHPs)



? 52 non-licensed MHPs

? 19 licensed MHP

? 71 total MHP

? 5 applications in process



Mental Retardation Professionals (MRPs)



? 8 non-licensed MRPs

? 2 licensed MRPs



Substance Abuse Professional (SAPs) and Substance Abuse Managers (SAMs)



SAPS



? 6 SAPS

? 16 SAP Waivers

? 21 total SAPS



SAMS



? 21 SAMS



Chemical Addiction Counselor (CAC)



? requires 133 hours of training plus clinical supervision to qualify

for the CAC

? must take a written test, oral test and case study

? 14 current employees have completed the process

? 20 employees are in the process of working on their CAC certification

? 18 more employees are to begin the CAC training in February 2003



General Requirements for Credentialed Staff



? primary verification of all degrees, certifications, and licenses

? clinical supervision for all unlicensed staff members

? continuing education for all staff members

? renewal of credentials every two years

? competency rating every year



Credentials are defined at the state level and are assessed at the local

level. American Psych Systems and service definitions define that certain

credentialed staff can only provide certain services. If non-credentialed

staff provided a credentialed needed service, New Horizons Community Service

Board cannot bill for that provided service.



10. Carl Vinson Institute Board Governance Review: Perry Alexander provided a

draft letter to Mr. Greg Peterson with reference to his August 7, 2002 letter

requesting that New Horizons Community Service Board submit a Plan of

Improvement on each area rated ?Needs Improvement?. New Horizons Community

Service Board?s Plan of Improvement states that we will submit corrective

policies/actions that will address each of the 11 areas needing improvement

between now and June 30, 2003. At each board meeting, beginning with the

January 13, 2003 meeting, board members will deliberate on and discuss up to

three or four of the needs improvement areas. Action on the policy

recommendations/corrective issues will be taken at the following board

meeting. Board members reviewed the draft letter and M/S/P Kittye

Crockett/Wesley Shorter that the board accepts New Horizons Community Service

Board?s Plan of Improvement response to Mr. Greg Peterson.



Board members were provided the following policies for their review and action

at the next scheduled board meeting:



? Needs Assessment and Analysis: New Horizons Community Service Board

will participate in and provide oversight of an array of activity that is

ongoing and constitutes a needs assessment and an analysis (completed at least

annually) of the information derived.



? Disaster Planning and Management: New Horizons Community Service

Board will provide a safe, accessible, supportive, effective and efficient

environment for individuals served, staff members and others in the

organization. A significant factor in achieving this goal is planning how the

environment will be maintained and monitored to ensure safety. Toward this

goal, Leadership will develop seven management plans based on current laws,

regulations, accreditation standards and industry best practices. These plans

are:



? Safety Management Plan

? Hazardous Materials Management Plan

? Emergency Preparedness Management Plan

? Life Safety (Fire Prevention) Management Plan

? Utility Management Plan

? Security Management Plan

? Medical Equipment Management Plan



? Reporting Grievances, Complaints and Investigations to the Community

Service Board: New Horizons Community Service Board will report all consumer

right?s complaints, grievances and investigations to the community service

board on a quarterly basis.



? Customer Satisfaction Survey: New Horizons Community Service Board

will conduct an annual (at a minimum) agency-wide customer satisfaction survey

and will report the results of customer satisfaction surveys to the Performance

Improvement Committee and the community service board for review and action.



? Outcome Measures: New Horizons Community Service Board will conduct

an outcome assessment on all consumers and will report the results of outcome

measures quarterly to the Performance Improvement Committee and the community

service board for review and action.



Perry Alexander reported that three board members attended training on the John

Carver Model of Board Governance and recommends that the board considers

scheduling training with Lee Ann Slayton to review the John Carver Model.

Board members discussed delaying a decision for this training until we know the

direction of Governor Perdue. This item will be placed on the April 14, 2003

board meeting agenda.



11. Public Forums: The Regional Planning Office has scheduled three public

forums for New Horizons Community Service Board?s service area:



? January 16, 2003 ? 6:00 p.m. to 8:00 p.m. ? Harris/Talbot MR Service

Center for Harris and Talbot Counties

? January 22, 2003 ? 4:30 p.m. to 6:30 p.m. ? Randolph County SA/MH

Center for Randolph/Stewart/Quitman/Clay Counties

? January 23, 2003 ? 6:00 p.m. to 8:00 p.m. ? Columbus Government

Center for Muscogee/Chattahoochee Counties



12. The Millennium Center: Perry Alexander reported that Dr. Karl Schwarzkopf,

Division Director for the Division of Mental Health, Developmental Disabilities

and Addictive Diseases and Ms. Juanita Blount-Clark, Division Director of the

Department of Family and Children Services toured The Millennium Center on

January 9, 2003. Mr. Wesley Shorter attended this meeting and reported that he

enjoyed the opportunity to view the process of how consumers receive services

through The Millennium Center and how comprehensive the approach to treatment

is. The Millennium Center is a tremendous asset to those receiving services.



The Millennium Center currently is providing services to 16 families. Funding

for The Millennium Center is in the Department of Family and Children Services?

budget through FY2006. New Horizons Community Service Board applied for the

Medicaid Provider Number for The Millennium Center in September 2002 ? we have

yet to receive this number. The day care building is on site but is not yet

operational. The administrative building is now operational. Board members

will be provided a listing of consumers receiving services at The Millennium

Center by county (The Millennium Center serves consumers from 16 counties).



Board members stated that in lieu of a work session in February 2003, that we

schedule a tour of The Millennium Center for February 10, 2003. We will

provide additional policies for board member review (in a mail out) for board

action at the March 10, 2003 meeting.



13. Public Comments: Perry Alexander reported that Mrs. Tipper Gore?s office

called and stated that Mrs. Gore has no available dates for this spring (in

regards to the Development Advisory Board?s invitation to be our guest speaker

at a fundraising event). However, we have been asked to keep her name in mind

for next year as she may have more availability to attend an annual event.



14. Adjournment: M/S/P Lawrence Young/Sandra Gill that the January 13, 2003

meeting is adjourned at 4:55 p.m.





__________________________________________

Sandra Gill

SG:je