The Arlington Community Services Board

1725 N. George Mason Drive

Arlington, VA22205

(703) 228-4871FAX: (703) 228-5234

January 15, 2014

DHS Stambaugh Building Auditorium

2100 Washington Blvd

Arlington, Virginia

7:00 pm

Full Board Meeting

Attendance: Brian DeAtley, Scott Brannon, Judith Deane, Anne Hermann, Moira Saucedo, David Gardner, Brian Berke, Jenette O’Keefe, Lee Long, Keith Whyte, Wayne Bert

Members Excused:James Mack, Ann Wroth, Barbara Jones, Shauna Alonge, Erica Jackson, David Kidwell, Linda Kelleher

Staff: Cynthia Kemp, Farah Shakour, Kelly Mauller, Thomas Wallace, Suzanne Lane, Joanna Barnes, Alan Orenstein

Public Comment(s)

There were no public comments.

Ms. Kemp announced that Ms. Judith Deane, CSB member and Co-Chair of the Mental Health Committee, will preside over the January 15, 2014 CSB Full Board meeting as Acting Chair in Chair James Mack’s absence.

Ms. Deane welcomed new CSB memberWayne Bert. Mr. Bert is a returning CSB member whoserved on the CSB Full Board in 2003.

Ms. Deane announced that the CSB Financial Disclosure forms are due today, January 15, 2014,for submission to the County Board. She noted that members will not be able to vote until the form has been submitted.

Staff Recognition

Hanna Belachew, Program of Assertive Community Treatment (PACT) Team Nurse in the Behavioral Healthcare Division, was nominated to receive the January 15, 2014 staff recognition award. Dr. Alan Orenstein, Mental Health Bureau Chief, spoke about Ms. Belachew who was unable to attend the meeting. Dr. Orenstein stated that Ms. Belachew is a dedicatednurse who provides case management and services to all PACT clients. The PACT programpromotes independent living in the community for persons with the most severe and persistent mental illness. Dr. Orenstein stated that Ms. Belachew shows an exceptional willingness to assist the PACT Team and works above and beyond her responsibilities. Dr. Orenstein accepted the award on behalf of Ms. Belachew. Ms. Deane conferred the award.

Approval of the December 18, 2013ACCSB Meeting Minutes

Ms. Deane called for the review and approval of the minutes ofthe December 18, 2013 CSB full board meeting. The Members reviewed the minutes. Ms. Deane called for a motion to approve the minutes. Ms. Saucedo motioned to approve the minutes, Ms. Hermann seconded the motion and the minutes were approved with several corrections.

Presentation: New Board/Commission Handbook, Framework for Civic Relationships and the Advisory Group Charter

Ms. Deane welcomed Ms. Mary Hynes, County Board Member and Liaison to the CSB. Ms. Hynes presented about the new Arlington County Advisory Group Handbook. Ms. Hynes noted that the Advisory Group handbook highlights the expectations, framework for civic relationships, legal requirements, communication and the new standard charter format for each Advisory Group.

Ms. Hynes stated that there are many Advisory Groups in Arlington.

  • 34 Commissions
  • 10 External Groups
  • 3 County Manager Groups
  • 8 Review Boards with “judicial” role
  • 62 Civic, Citizen, and Homeowners Associations
  • Over 100 Community Services Organizations

Ms. Hynes gave an overview of the Advisory Group’s commitments from the County Board.

  • Provide clear guidance
  • Timely consideration of policy recommendations
  • Assign a Board Liaison
  • Consider advice at Board meetings
  • Provide feedback
  • Actively recruit and support new members
  • Give the opportunity to provide specific budget advice

Ms. Hynes gave an overview of the County Board’s expectations for the Advisory Groups. She noted that Advisory Groups must notify the County Board before making a public statement onlegislative or advocacy related issues of the CSB; however, a member of an advisory group can speak as a citizen.

  • Provide direct recommendations and advice
  • Bring policy related matters to the County Board’s attention
  • Ensure external communication is vetted with the County Board Liaison
  • Be ambassadors within the community
  • Convene community dialogues
  • Work cooperatively with staff

Ms. Hynes gave an overview of the County Board’s expectations for staff liaisons. She noted that a handbook is being developed specifically for staff liaisons.

  • Provide subject matter expertise
  • Identify upcoming County Board agenda items of concern or interest
  • Assist with communication to the County Board
  • Assist with community outreach
  • Orient new members
  • Support meetings

Ms. Hynes gave an overview of the role of a commission member.

  • Work within the group’s mission
  • Understand the role of the “policy advisor” - She noted that further information about the role of the “policy advisor”can be found in the handbook
  • Commit to attendance and preparation
  • Practice civility and collaboration
  • Communicate and understand the community’s perspective
  • Work effectively with County staff

Ms. Hynes gave an overview of the legal aspects of open meetings, the Freedom of Information Act (FOIA) and conflicts of interest.

  • Open meetings – Ms. Hynes stated that the definition of anopen meeting is when three or more members of a groupspeak about the work of the group. She noted that anopen meeting requires three days prior written notice to the public and that all open meetings can be filmed, audio recorded, etc. She stated that the public can be excluded from closed meetings if the discussion is about personnel matters, the disposition of property, consultation with legal counsel,items not related to public interest,etc. She further stated that it is the County Attorney’sdecision as to whether the public can be excluded from a closed meeting.

Ms. Kemp asked if the open meeting rules apply to three or more people having an on-line or emaildiscussion about a CSB related topic. Ms. Hynes responded affirmatively and that the rule also applies to conference calls.

Ms. Kemp asked if there are regulations in place regarding CSB members to attending CSB meetings via telephone. Ms. Hynes responded that the CSB should contact the County Attorney’s office for an answer. She noted that there is information about attending meetings via telephone in the handbook. She quotedfrom the handbook regarding attending meetings via telephone:“electronic participation of public advisory group meetings by members is generally not allowed by State statute; however, the statute does permit a member to participate electronically for an emergency or personal matter subject to very specific limitations including that a quorum of the body must be physically assembled and a member can only do this for two meetings per year or 25% of the meetings of the body, whichever is less”. She noted that the CSB must have a physical quorum to vote.

  • FOIA– Ms. Hynes stated that under the Freedom of Information Act, if requested, advisory group members are required to produce all information, including any emails or notes related to a particular CSB-relatedtopic in question. Personal information is redactedfrom all requested documentation.

Ms. Saucedo asked if there is a document retention policy. Ms. Hynes responded that there is not a document retention policy for the CSBmembers. She noted that the County Chairman’s information is retained permanently.

Ms. Shakour asked if the retention period applies to only written information. Ms. Hynes responded that it depends how the information is requested, that it can include voice mails, notes about a topic of discussion, texts and Outlook calendar appointments. She noted that as technology progresses, the requests can become more complicated.

  • Conflicts of interest–Ms. Hynes stated that conflicts of interest applies to all citizen advisory groups appointed to make non-binding recommendations to the Arlington County Board or the County Manager. She noted that the General Assembly agenda for their next session includes ethics as an agenda item which may change the policy pertaining to conflicts of interest. She stated that advisory group membersmay recusethemselves from voting on an issuebut that it is not required.

Ms. Hynes gave an overviewof communication protocols.

  • Work closely with County Board liaisons
  • Work closely with staff liaisons
  • Coordinate with groups with related work
  • Ensure that the County Clerk receives all communication
  • Only the Chair or designated spokesperson speaks to the media on behalf of the CSB membership

Ms. Hynes explained that the main components of the International Association of Public Participations(IAP2s) spectrumare:

  • To Consult – obtain public feedback on analysis, alternatives and/or decisions
  • Be Involved–work directly with the public to ensure that public concerns are understood and considered
  • Collaborate – Partner with the public in each aspect of a decision

Ms. Hynes requested that the CSB Full Board review and update its Charter for submission to the County Board by May 2014. She noted that the CSB Charter form is included in the handbook and that the County is working towards having one standard form. Ms. Kemp will update the CSB’s Charter for the Executive Committee and Full Board to review.

Ms. Deane asked if the two-year term for membership is stated correctly in the handbook. Ms. Hynes responded that the CSB does not need to change the length of member’s terms andthat two year termsare suggestedfor County Code. She noted that theCSBtermsfollowthe State code of three consecutive, three year terms.

Mr. DeAtley asked Ms. Kemp if the CSB Executive Committee and Full Board meeting minutes are posted to the County’s website. Ms. Kemp responded affirmatively. Ms. Shakour added that the meeting minutes are located at under “Boards and Commissions” and then by choosing the “Community Services Board”link. The County Board requires that all CSB and Sub-Committee minutes are made available to the public on the County’s website.

Ms. Shakour will email the Advisory Group Handbook to the board members.

Review and Update: Arlington County FY15 Budget

Ms. Kemp announced that the County Manageris no longer requesting budget reductions for CSB programs but that the hiring slow down will continue. Ms. Kempnoted that Executive Committee organized the priorities into five categories, by service type, to assist the members in prioritizing their requests. Ms. Deane gave an overview of the CSB’s draft FY15 local budget priorities.

Programs/services that will terminate unless funding is received

  • Crisis Intervention Team (CIT) Coordinatorand Jail Mental Health Case Manager
  • Substance Abuse (SA) Jail Act Unit Case Manager
  • Substance Abuse (SA) Peer Recovery/Recovery Support Staff

Programs/services that will be reduced

  • This category will be removed in light of the County Manager’s budget announcement

Programs/services that will not be expanded without additional funding

  • Mental Health (MH) Case Manager in the jail
  • Homeless outreach case manager

Services that are new

  • Mental Health (MH) Peer Support Specialists
  • One time funds for an Intellectual Developmental Disabilities (IDD) employment consultant

Services that will continue at current level without additional funding

  • Psychiatric services provider/nurse practitioner
  • Emergency and education fund for young adults

Ms. Saucedo gave an update on the Intellectual Disabilities (ID) Committee meeting held January 7th. She stated that, by the consensus of the ID Committee members, it was concluded that the current amount of funding requestedfor an employment consultant will be reduced. She stated that the ID Committee has changed its focus from hiring an employment consultant to requesting that the position be a staff initiative to review employment options for sheltered employment. She noted that persons that are in sheltered employment are the mostat risk for changes resulting from changes to the State’s Employment First Initiative. The changes to the Employment First Initiative are unknown at this time.

The members discussed the priorities.

ACCSB Executive Director’s Report

Ms. Kemp gave a report on the group homes for December 2013 (Refer to Handout). She stated that there were 9 incidents reported this month.

Ms. Kemp reported that there will not be a Monthly Financial Report presented. She stated that the financial system closed out on January 11th which did not allow sufficient time to prepare the report for presentation at tonight’s Full Board meeting. Ms. Kemp will present two monthly financial reports at the February 19, 2014 Full Board meeting.

Ms. Kemp gave a brief overview of the outgoing VirginiaGovernor’s Task Force (Executive Order 68) to improve mental health services and crisis response. A list of appointees to the Task Force is included in the member packet. She noted that the incoming Governor has endorsed the proposal. Ms. Kemp stated that Arlington County has a Mental Health Criminal Justice Review Committeein place to address issues similarto the ones included in the Governor’s proposal.

Ms. Kemp announced that the Commissioner, Deputy Commissioner and IDD Director in the Department of Behavioral Health and Disabilities Central Office have retired. She noted that John Pizzoli has been appointed as Acting Commissioner.

Ms. Shakourstatedthat the Arlington CSB Housing NeedsReportis in the process of being vetted with staff. She noted that the report includes information about barriersthat CSB clients face in obtaining and maintaining housing, current solutions implemented and recommendations. The report was initiated by Linda Kelleher and staff has provided the information requested in the report.

ACCSB Chair’s Report

Ms. Deane reportedonthe State Public Hearings on the budget held in Fairfax County on January 3, 2014. She noted that state legislators representingArlington and Fairfax County were in attendance. Mr. Mack presented testimonyabout the CSB’s FY15 state budget priorities (Included in member packet). Ms. Hermann spoke as part of the Northern Virginia Aging Network (NVAN) presentation. She spoke in support of supplemental funding for the Regional Older Adult Facilities (RAFT) Program which is also one of the CSB’s FY15 State Budget priorities.

Ms. Deane reported about the Arlington County State Legislator’s Public Hearing held in the Arlington County Board Room on January 3, 2014. She noted that all of the legislators representing Arlington attended the hearing. Mr. Mack and Ms. Skelly attended the hearing.

Ms. Deane announced that Senator Howell is hosting a Town Hall Meeting which will be held Saturday January 18, 2014 from 10:00 a.m. until 12:00 p.m. in the Lecture Hall of Longfellow Middle School in Falls Church. Ms. Deane encouraged the members to attend.

Ms. Deane reported that Betsy Greer from NAMIhas arranged breakfast meetings with the candidates for the County Board to discuss mental health issues. The next breakfast meeting is scheduled for Friday January 17, 2014.

Ms. Deane announced that the Mental Health Sub-Committee will holdits next meeting on January 22ndand tour the mental health facilities in the jail. Ms. Deane stated that CSB members that would like to join the tour should contact Dr. Orenstein by January 17th.

Ms. Deane reported that tours of the Jail are scheduled for February 4, 2014 for County Board members. She noted that the tours are important to the CSB because the CSBis tentatively requesting three criminal justice-relatedpositions for FY15 -a Substance Abuse ACT Unit Case Manager,a Mental Health Therapist in the Mental Health Unit and a Crisis Intervention Team Coordinator. The tours are intended to emphasize the importance and need for the positions.

  • Ms. Shakour noted that the tours are scheduled from 12:00 to 1:00 and 1:00 to 2:00. All of the County Board members will attend the tours.

Ms. Deane spoke about the memorialservice for Bob Atkins. Mr. Atkins was an active member of the community and attended a majority of the CSB Full Board and County Board meetings. She stated that Mr. Atkins was an active supporter of the CSB.

Report Out on ACCSB Retreat Initiatives

Ms. Hermann reported out on the Mary Marshall Assisted Living Residence (MMALR).

  • The MMALR residents wrote a thank you letter to the CSB for contributing to the Secret Santa gift cards.
  • Ms. Hermann thanked Ms. Kelleher for the NOVA Health Foundation information regarding the dental needs of the residents. The NOVA HealthFoundation awardsdental grants to nonprofit organizations for larger dental expenses. Dental Grant Applications have been submitted to several foundations.
  • Ms. Hermann stated that the number of residents was reported incorrectly at last month’s CSB full board meeting. There are 50 current residents, not 51 as reported.
  • The Satisfaction Survey for residents and familiesof residents is being finalized.

Informational Items

None.

Adjournment

The Arlington County Community Services Board’sFull Board meeting was adjourned by Ms. Judith Deane at 8:45 p.m.

Respectfully submitted by Kelly Mauller.

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