08-20-2024 Business Meeting Agenda Packet
BOARD OF SUPERVISORS
BUSINESS MEETING
Tuesday, August 20, 2024 - 7:00 PM
Board Meeting Room
39 Bank Street, SE,
Chatham, Virginia 24531
AGENDA
1. CALL TO ORDER (7:00 PM)
2. ROLL CALL
3. MOMENT OF SILENCE
4. PLEDGE OF ALLEGIANCE
5. AGENDA ITEMS TO BE ADDED
6. APPROVAL OF AGENDA
7. CONSENT AGENDA
a. Board Meeting Minutes Approval (Staff Contact: Kaylyn McCluster)
b. County's July 2024 Bill List Approval (Staff Contact: Kim VanDerHyde)
c. Resolution # 2024-08-01 Adoption (Honoring Mike Neal’s Retirement;
Ringgold Fire & Rescue Chief); (Staff Contact: Eddie Hite)
d. Resolution # 2024-08-02 Adoption (Honoring Herbert Jesse Yeatts; 50
Years of Service, Gretna Fire & Rescue); (Staff Contact: Darrell
Dalton)
e. Resolution # 2024-08-03 Adoption (Honoring Dorothy Mae Burton
Neals); (Staff Contact: Robert Tucker)
f. Certificate of Excellence Adoption (Dan River High School Varsity
Baseball); (Staff Contact: Eddie Hite)
g. Revised Town of Chatham/County Master Water/Sewer Agreement
Execution Approval (Staff Contact: Chris Adcock)
h. County/Speyside Local Performance Agreement Execution
Approval (Staff Contact: Matthew Rowe)
i. FY 24/25 DPCS Performance Contract Agreement Approval (Staff
Contact: Kim VanDerHyde)
j. Grant Appropriations Approval (3); (VA Rules Summer Camp Grant;
DCJS Witness Protection Grant; J.T. Minnie Maude Public Safety
Grant); (Staff Contact: Kim VanDerHyde)
k. Appointment: Beautification Committee (Staunton River District;
Judy Simpson); (Staff Contact: Tim Dudley)
l. Appointment: Dan River ASAP Board (Full Board Appointment);
(Heidi Jones); (Staff Contact: Board of Supervisors)
8. PRESENTATIONS
a. General Presentations (Board of Supervisors); (Staff Contact: Kaylyn
McCluster)
9. HEARING OF THE CITIZENS
Each person addressing the Board under Hearing of the Citizens shall be a
resident or land owner of the County, or the registered agent of such
resident or land owner. Each person shall step up, give his/her name and
district in an audible tone of voice for the record, and unless further time is
granted by the Chairman, shall limit his/her address to three (3) minutes.
No person shall be permitted to address the Board more than once during
Hearing of the Citizens. All remarks shall be addressed to the Board as a
body and not to any individual member thereof. Hearing of the Citizens
shall last for a maximum of forty-five (45) minutes. Any individual that is
signed up to speak during said section who does not get the opportunity
to do so because of the aforementioned time limit, shall be given
speaking priority at the next Board meeting. Absent Chairman’s approval,
no person shall be able to speak who has not signed up.
10. PUBLIC HEARINGS
a. Rezoning Public Hearings
Pursuant to Article V, Division 6, of the Pittsylvania County Zoning
Ordinance, the Board of Supervisors have been empowered to hear
and decide specific zoning issues and zoning map changes in
support of said Ordinance. In accomplishing this important task, the
Board is responsible for promoting the health, safety, and general
public welfare of the citizens of Pittsylvania County. The Board must
ensure that all of its decisions and regulations be directed to these
goals and that each be consistent with the environment, the
comprehensive plan, and in the best interest of Pittsylvania County,
its citizens, and its posterity.
1. Case R-24-013: Brett and Erin Tooley; Rezoning from R-1, Residential
Suburban Subdivision District, to A-1, Agricultural District. (Supervisor
Hite); (Staff Contact: Emily Ragsdale)
b. Other Public Hearings
Each person addressing the Board under a Public Hearing shall step
up, give his/her name and district, and/or his/her place of residency
for non-County citizens, in an audible tone of voice for the record,
and unless further time is granted by the Chairman, shall limit his/her
address to three (3) minutes; speakers for a group shall be limited to
ten (10) minutes. Speakers shall conclude their remarks at that time,
unless the consent of the Board is affirmatively given to extend the
speakers allotted time. Absent Chairman’s approval, no person shall
be able to speak who has not signed up.
1. Public Hearing: FY 2024 County Budget Amendments (Staff
Contact: Kim VanDerHyde)
11. UNFINISHED BUSINESS
12. NEW BUSINESS
13. MATTERS FROM WORK SESSION (IF ANY)
14. BOARD MEMBER REPORTS
15. COUNTY ADMINISTRATOR REPORTS
16. ADJOURNMENT
7.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Board Meeting Minutes Approval
Staff Contact(s): Kaylyn McCluster
Agenda Date: August 20, 2024 Item Number: 7.a.
Attachment(s): 1. 07-16-2024 Work Session - DRAFT
2. 07-16-2024 Business Meeting - DRAFT
Reviewed By:
SUMMARY:
For the Board's review and consideration, attached are the following Board
Meeting Minutes:
(1) 7/16/24 (Work Session); and
(2) 7/16/24 (Business Meeting).
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve the attached Board Meeting
Minutes.
MOTION:
"I make a Motion approving the attached Board Meeting Minutes."
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PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’
WORK SESSION
July 16, 2024
VIRGINIA: The Pittsylvania County Board of Supervisors' ("Board") Work Session was
held on July 16, 2024, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531.
CALL TO ORDER (2:30 PM)
Dalton called the Meeting to Order at 2:30 PM.
ROLL CALL
The following Board Members were present:
Darrell W. Dalton - Callands-Gretna District
Robert M. Tucker, Jr. - Banister District
Kenneth L. Bowman - Chatham-Blairs District
Timothy W. Dudley – Staunton River District
Eddie L. Hite, Jr. - Dan River District
William V. (“Vic”) Ingram - Tunstall District
Murray W. Whittle - Westover District
AGENDA ITEMS TO BE ADDED
Motion to revise the Agenda as follows:
• add Drought Declaration to Agenda as item 5(a), and make the Parks and Recreation
Master Plan Update item 5(b)
• Revise item 8(a), Economic Development Closed Session, to include the Staunton Plaza
Project.
RESULT: 7-0 (Approved)
MOVER: Ingram
SECONDER: Tucker
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
APPROVAL OF AGENDA
Motion to approve Agenda.
RESULT: 7-0 (Approved)
MOVER: Ingram
SECONDER: Hite
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
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PRESENTATIONS
a. Drought Declaration
Stephen Barts stated, although rainfall events have occurred, they have been inadequate in both
duration and location, and the coupling of inadequate rainfall and high heat conditions have created
a detrimental drought condition in the County. He requested the Board consider declaring the
County a local disaster area due to the extreme drought, and petition Dr. Ronald Howell, State
Executive Director, USDA Farm Service Agency, to have the County formally declared a disaster
area due to the extreme drought conditions to provide the means for those affected to qualify for
any available relief assistance. There was consensus from the Board to add a Resolution to the
night's Business Meeting to address this issue.
Motion to add Resolution # 2024-07-05 to the night's Business Meeting Agenda for approval.
RESULT: 7-0 (Approved)
MOVER: Tucker
SECONDER: Dudley
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
b. Parks and Recreation Master Plan Update
Art Thatcher, Manager with BerryDunn, updated the Board on the County’s Parks and Recreation
Master Plan. His presentation can be found on the County's website at
www.pittsylvaniacountyva.gov.
STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS
a. EMS Drug Box Update
Christopher T. Key, Public Safety Director, and Kim G. Van Der Hyde, Finance Director, updated
the Board on EMS Drug Box issues. All EMS Agencies have been informed that the regional
medical drug box exchange program will be impacted by new FDA regulations. These regulations
require EMS agencies to obtain their own controlled substance registry and DEA license.
Additionally, Agencies must establish secure pharmacy rooms equipped with enhanced security
features. A Committee was formed to review various drug box systems, and their recommendation
was approved by both the Fire Association and the Fire and Rescue Commission. Agencies now
have approximately six to eight weeks to order and install these systems.
Motion to add to the night's Business Meeting to appropriate a total of up to $160,000 from
unassigned fund balance to cover the cost of EMS drug boxes for all volunteer EMS transport
stations and to reimburse any agency who has already purchased drug boxes.
RESULT: 7-0 (Approved)
MOVER: Ingram
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SECONDER: Tucker
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
b. Potential New Solid Waste Office Update
Christopher D. Adcock, Director of Public Works, shared with the Board the poor conditions of the
employee breakroom and the main Landfill office building. The original office building was built
in 1982 and has limited functionality and space. The initial plan was to renovate existing storage
space in the rear of the Main Office, but the cost estimates for renovation were nearly equal to the
cost of a new facility. His presentation can be found on the County's website at
www.pittsylvaniacountyva.gov.
Motion to add to the night's Business Meeting the approval of the purchase of a modular building
in the amount not to exceed $250,000 from BOXX Modular to be used for office and break room
space for the Landfill.
RESULT: 7-0 (Approved)
MOVER: Tucker
SECONDER: Bowman
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
c. FY24 School Carryover Funds Discussion
Tracey Worley, PCS Finance Director, discussed with the Board the FY24 Schools carryover funds.
Her report can be found on the County's website at www.pittsylvaniacountyva.gov.
d. 2025 County Health and Dental Insurance Rates Discussion
Kim G. Van Der Hyde, Finance Director, reviewed 2025 County health and dental insurance rates
with the Board. The Health Insurance Rates reflect an overall decrease of six percent (6%) this
year, while the Dental Insurance Rates show an overall increase of five percent (5%). The new
rates will be effective October 1, 2024, and this item is included on the Business Meeting Agenda
for approval.
CLOSED SESSION
Motion to enter Closed Session.
The Board entered Closed Session at 4:19 PM.
RESULT: 7-0 (Approved)
MOVER: Hite
SECONDER: Ingram
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
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a. Discussion concerning a prospective business or industry or the expansion of an existing
business or industry where no previous announcement has been made of the business' or
industry's interest in locating or expanding its facilities in the community.
(1) Legal Authority: Virginia Code § 2.2-3711(A)(5)
Subject Matters: Projects Big Dipper, Atlas, Great Dragon, RBW,
Toy Story, Ballyhoo, and Staunton Plaza
Purpose: Economic Development Projects Update/Discussion on
Unannounced Prospective Businesses/Industries
b. Discussion, consideration, or interviews of prospective candidates for employment;
assignment, appointment, promotion, performance, demotion, salaries, disciplining, or
resignation of specific public officers, appointees, or employees of any public body.
(1) Legal Authority: Virginia Code § 2.2-3711(A)(1)
Subject Matter: County Administrator Hiring/Search
Purpose: Review/Discussion of Related Next Steps
c. Discussion or consideration of the acquisition of real property for a public purpose, or of
the disposition of publicly held real property, where discussion in an open meeting would
adversely affect the bargaining position or negotiating strategy of the public body.
(1) Legal Authority: Virginia Code § 2.2-3711(A)(3)
Subject Matter: Potential Real Property Acquisition for Public Purpose
Purpose: Review/Discussion Regarding the Same
d. Consultation with legal counsel employed or retained by a public body regarding specific
legal matters requiring the provision of legal advice by such counsel.
(1) Legal Authority: Virginia Code § 2.2-3711(A)(8)
Subject Matters: Hurt Partners Tipping Fee Waiver Request, Potential
New Outside Solid Waste Contracts, Shockhoe Solar
Project SUP Extension, and ODAC Lease Renewal
Purpose: Consultation with Legal Counsel/Legal Advice
and Discussion Regarding the Same
RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION
The Board returned to Open Session at 6:41 PM and the following Certification was recorded:
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’
CLOSED MEETING CERTIFICATION
BE IT RESOLVED that at the Pittsylvania County Board of Supervisors’ (“Board”) Work
Session on July 16, 2024, the Board hereby certifies by a recorded vote that to the best of each
Board Member’s knowledge only public business matters lawfully exempted from the Open
Meeting requirements of the Virginia Freedom of Information Act (“Act”) and identified in the
Motion authorizing the Closed Meeting were heard, discussed, or considered in the Closed Meeting.
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If any Board Member believes that there was a departure from the requirements of the Act, he shall
so state prior to the vote indicating the substance of the departure. The Statement shall be recorded
in the Board's Minutes.
Vote
Kenneth L. Bowman Yes
Timothy W. Dudley Yes
Eddie L. Hite, Jr. Yes
William V. (“Vic”) Ingram Yes
Murray W. Whittle Yes
Robert M. Tucker, Jr. Yes
Darrell W. Dalton Yes
ADJOURNMENT
Dalton adjourned the Meeting at 6:42 PM.
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PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’
BUSINESS MEETING
July 16, 2024
VIRGINIA: The Pittsylvania County Board of Supervisors' ("Board") Business Meeting
was held on July 16, 2024, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia
24531.
CALL TO ORDER
Dalton called the Meeting to Order at 7:00 PM.
ROLL CALL
The following Board Members were present:
Darrell W. Dalton - Callands-Gretna District
Robert M. Tucker, Jr. - Banister District
Kenneth L. Bowman - Chatham-Blairs District
Timothy W. Dudley - Staunton River District
Eddie L. Hite, Jr. - Dan River District
William V. (“Vic”) Ingram - Tunstall District
Murray W. Whittle - Westover District
ITEMS TO BE ADDED TO AGENDA
I make a Motion to revise the Agenda as follows:
• Add DPCS Staunton River District Appointment to the Consent Agenda as item 7(n);
• Add Resolution # 2024-07-05, Drought Declaration, to Matters from Work Session as
item 13(a);
• Add Resolution # 2024-07-06, Staunton Plaza Grant Application, to Matters from
Work Session as item 13(b);
• Add EMS Drug Box Funding to Matters from Work Session as item 13(c); and
• Add New Solid Waste Office Purchase Approval to Matters from Work Session as item
13(d).
RESULT: 7-0 (Approve)
MOVER: Tucker
SECONDER: Dudley
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
APPROVAL OF AGENDA
Motion to approve Agenda as amended.
RESULT: 7-0 (Approve)
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MOVER: Dudley
SECONDER: Ingram
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
CONSENT AGENDA
Motion to approve Consent Agenda with addition.
RESULT: 7-0 (Approve)
MOVER: Bowman
SECONDER: Hite
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
a. Board Meeting Minutes Approval
b. County's June 2024 Bill List Approval
c. Resolution # 2024-07-01 Adoption (Kroger Opioid Settlement Approval)
d. Resolution # 2024-07-02 Adoption (VDOT Rural Rustics Additions)
e. Resolution # 2024-07-03 Adoption (Support of VDOT Smart Scale Projects)
f. Resolution # 2024-07-04 Adoption (Support for Williams’ Proposed Efforts to Construct
the Transco Southeast Supply Enhancement Project and Additional Units at Station 165 in
the County)
g. Appointment (Southern Area Agency on Aging); (Full Board); (Kathy Ramsey)
h. Certificates of Appreciation (ODAC Love Sign Donors)
i. Certificate of Excellence Approval (Gretna High School Varsity Baseball)
j. Certificate of Excellence Approval (Gretna High School Varsity Basketball)
k. Revised Ringgold Rail Trail Disaster Assistance Agreement Approval
l. Grant Appropriations Approval (3); (Ringgold Rail Trail Grant; Local Law Enforcement
Grant; and WIA TANF United Way Grant)
m. 2025 County Health and Dental Rates Approval
n. Appointment: DPCS (Staunton River District; (Kaylyn McCluster)
PRESENTATIONS
The Board presented Certificates of Excellence to Gretna High School Varsity Baseball and
Basketball, and Certificates of Appreciation to those who donated to help create the ODAC LOVE
Sign.
HEARING OF THE CITIZENS
Chuck Angier, Callands-Gretna District, informed the Board and public about two (2) pieces of
legislation that will be taken to the General Assembly in January that will impact the County. HB
636 could potentially relieve the Board of the authority to grant or not grant siting permits for solar
facilities, and grant that authority to the State Corporation Commission. The additional piece of
legislation could potentially forbid counties from limiting solar development to any less than four
percent (4%) of the total land area. Angier suggested Board members travel to Richmond in the
new year to stand against these bills.
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John Zelinski, Chatham-Blairs District, questioned what the Board has done this year. He
questioned the budget process, accounts payable, organizational chart, and other items on the
County's Bill List.
Ann Smith, Dan River District, stated she lives near the proposed data center and voiced her
opposition to it.
Linda Gauldin, Dan River District, expressed her concerns about the proposed data center and urged
the Board to vote against it.
Willie Fitzgerald, Banister District, shared his concerns about the quality of water in Robin Court.
Rux Cannady, Dan River District, shared his concerns and opposition for the data center.
PUBLIC HEARINGS
Rezoning Public Hearings
1. Case R-24-009: Sean Barbour; Rezoning from R-1, Residential Suburban Subdivision
District, to A-1, Agricultural District, and from A-1, Agricultural District, to R-1, Residential
Suburban Subdivision District. The Planning Commission recommended by a 7-0 vote, with
no opposition, that the petitioner's request be granted. (Supervisor Dalton)
In Case R-24-009, Sean Barbour (“Petitioner”) has petitioned to rezone 0.22 acres from R-1,
Residential Suburban Subdivision District, to A-1, Agricultural District, and 0.01 acres from A-1,
Agricultural District, to R-1, Residential Suburban Subdivision District (to allow the property to be
consolidated with adjacent parcels zoned A-1 and R-1). The subject property is located on State
Road 777/Yorkshire Drive, in the Callands-Gretna Election District, and shown on the Tax Maps
as parts of GPIN #s 1572-74-3258 and 1572-74-4286. Once the property is rezoned to A-1 and R-
1, all uses listed under Pittsylvania County Code § 35-178 and 35-222 are permitted. On June 4,
2024, the Planning Commission recommended by a 7-0 vote, with no opposition, that the
Petitioner's request be granted.
Dalton opened the Public Hearing at 7:56 PM. Barbour was present to represent the Petition. No
one signed up to speak, and Dalton closed the Public Hearing at 7:56 PM.
Motion to approve the rezoning of 0.22 acres from R- 1, Residential Suburban Subdivision District,
to A-1, Agricultural District, and 0.01 acres from A-1, Agricultural District, to R-1, Residential
Suburban Subdivision District, to allow property lines to be adjusted.
RESULT: 7-0 (Approve)
MOVER: Dudley
SECONDER: Tucker
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
2. Case R-24-010: Daniel and Natasha Gasser; Rezoning from RC-1, Residential Combined
Subdivision District, to A-1, Agricultural District. The Planning Commission recommended
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by a 7-0 vote, with no opposition, that the Petitioner's request be granted. (Supervisor Ingram)
In Case R-24-010, Daniel and Natasha Gasser (“Petitioners”) have petitioned to rezone 47.67 acres
from RC-1, Residential Combined Subdivision District, to A-1, Agricultural District (to allow for
an accessory structure to be placed on the property). The subject property is located on State Road
621/Primitive Baptist Road West, in the Tunstall Election District, and shown on the Tax Maps as
GPIN # 1461-54-962. Once the property is rezoned to A-1, all uses listed under Pittsylvania County
Code § 35-178 are permitted. On June 4, 2024, the Planning Commission recommended, by a 7-0
vote, with no opposition, that the Petitioners' request be granted.
Dalton opened the Public Hearing at 7:58 PM. The Gassers were present to represent the Petition.
No one signed up to speak and Dalton closed the Public Hearing at 7:59 PM.
Motion to approve the rezoning of 47.67 acres from RC-1, Residential Combined Subdivision
District, to A-1, Agricultural District, to allow for the placement of an accessory structure on the
property.
RESULT: 7-0 (Approve)
MOVER: Ingram
SECONDER: Hite
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
3. Case R-24-011: Anchorstone Advisors SOVA, LLC; Amending the future land use
designation from Medium and High Density Residential and Commercial to Industrial; and
Rezoning from R-1, Residential Suburban Subdivision District, and A-1, Agricultural
District, to M-2, Industrial District, Heavy. The Planning Commission recommended by a 7-
0 vote, with opposition, that the Petitioner's request be granted. (Supervisor Hite)
In Case R-24-011, Anchorstone Advisors SOVA, LLC (“Petitioner”), has petitioned to amend the
County's Comprehensive Plan Future Land Use Designation for a total of 945.79 acres from
Medium and High Density Residential and Commercial to Industrial, and to rezone the same
property from R-1, Residential Suburban Subdivision District, and A-1, Agricultural District, to M-
2, Industrial District, Heavy (to allow for a data center on the property). The subject property is
located on and off of U.S. Highway 58 and State Road 735/Cedar Road, in the Dan River Election
District, and shown on the Tax Maps as GPIN #s 2357-10-5598, 2357-11-7355, 2357-11-6287,
2357-11-6128, 2357-11-5160, 2357-11-5012, 2357-21-0330, 2357-11-9266, 2357-11-9107, 2357-
11-8059, 2357-11-7091, 2357-10-5587, 2356-37-0437, 2356-26-6541, 2356-36-0964, 2356-26-
4413, 2356-36-6307, 2356-44-2986, 2356-44-3500, 2356-14-1338, 2356-13-5596, 2356-03-5520,
2346-73-0926, 2346-64-2159, 2346-74-1088, 2346-74-4339, 2346-74-5770, 2346-85-6216, 2356-
07-6095, 2356-26-2181, 2356-29-2703, 2357-20-7180, and 2357-21-6495. Once the property is
rezoned to M-2, all uses listed under Pittsylvania County Code § 35-402 are permitted. On June 4,
2024, the Planning Commission recommended, by a 7-0 vote, with opposition, that the Petitioner's
request be granted.
Dalton opened the Public Hearing at 8:02 PM. Tom Gallager was present to represent the Petition.
John Daniel, Industrial Development Authority ("IDA") Vice-Chairman, spoke on behalf of the
County's IDA and read a Resolution approved by the IDA in support of this rezoning.
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Dalton closed the Public Hearing at 8:22 PM.
Motion to amend the County's Comprehensive Plan Future Land Use Designation for a total of
945.79 acres from Medium and High Density Residential and Commercial to Industrial, and
rezoning the same 945.79 acres from R-1, Residential Suburban Subdivision District, and A-1,
Agricultural District, to M-2, Industrial District, Heavy.
RESULT: 7-0 (Approve)
MOVER: Hite
SECONDER: Ingram
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
Other Public Hearings
1. Solar Battery Siting Agreement (RIFA Tupelo Project)
In 2021, the General Assembly passed legislation giving localities additional measures to further
regulate the development of utility-scale solar energy facilities. This legislation requires that any
solar project or an energy storage project applicant give the host locality written notice of the
applicant's intent to locate in the locality and request a meeting to discuss a related Siting
Agreement. Once a Siting Agreement has been negotiated with the County, a Public Hearing must
be held before it can be executed. This Public Hearing has been duly and legally advertised/noticed.
For the Board’s review and consideration, attached is a solar Siting Agreement for the Tupelo Solar
Project to be located on RIFA-owned land. Said Siting Agreement has been successfully negotiated
with the County.
Dalton opened the Public Hearing at 8:34 PM. No one signed up to speak and Dalton closed the
Public Hearing at 8:34 PM.
Motion to approve the execution of the Siting Agreement for the Tupelo Solar Project.
RESULT: 7-0 (Approve)
MOVER: Ingram
SECONDER: Tucker
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
2. Pittsylvania County Code § 6-6 Revisions (Tax Exemption on Property for Certain Elderly,
Disabled, or Indigent Persons)
The Public Hearing was held to receive citizen input on the proposed changes to Pittsylvania County
Code ("PCC") § 6-6 regarding Elderly/Disabled/Indigent Real Estate Tax Exemptions. This Public
Hearing has been duly advertised in The Chatham Star Tribune for the past two (2) weeks to provide
sufficient notice of said Public Hearing. Revisions to this PCC section include changing the annual
income threshold from $25,000 to $35,000, increasing the Net Worth Maximum from $60,000 to
$70,000, and increasing the maximum exemption from $450 to $600.
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Dalton opened the Public Hearing at 8:37 PM.
John Zelinski, Chatham-Blairs District, asked how many people this would affect, and stated he
supports the proposed revisions.
Dalton closed the Public Hearing at 8:38 PM.
Motion to approve the proposed changes to PCC Code § 6-6 as presented.
RESULT: 7-0 (Approve)
MOVER: Bowman
SECONDER: Ingram
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
MATTERS FROM WORK SESSION
a. Resolution # 2024-07-05 (Drought Declaration)
Motion to approve Resolution # 2024-07-05 supporting local drought declaration.
RESULT: 7-0 (Approve)
MOVER: Hite
SECONDER: Dudley
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
b. Resolution # 2024-07-06 (Staunton Plaza Grant Application)
Motion to adopt Resolution # 2024-07-06 supporting the submission of Grant Applications for the
Staunton River Plaza Project.
RESULT: 7-0 (Approve)
MOVER: Dudley
SECONDER: Hite
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
c. EMS Drug Box Funding
Motion to appropriate a total of up to $160,000 from unassigned fund balance to cover the cost of
EMS drug boxes for all volunteer EMS transport stations and to reimburse any Agency who has
already purchased drug boxes
RESULT: 7-0 (Approve)
MOVER: Ingram
SECONDER: Bowman
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
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NAYS: None
ABSTAIN: None
d. New Solid Waste Building
Motion to approve the purchase of a modular building in the amount not to exceed $250,000 from
BOXX Modular to be used for office and break room space for the County Landfill.
RESULT: 7-0 (Approve)
MOVER: Tucker
SECONDER: Dudley
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
BOARD MEMBER REPORTS
• Whittle thanked County Staff, Fire and Rescue, and the Sheriff's Department for all they
do for the County.
• Bowman attended the God's Storehouse Open House, where they received a $50,000 Grant
and a new van to support the expansion of its backpack program. He also participated in
the RIFA Meeting and volunteered at the "Rise Against Hunger" Project event.
Additionally, he attended the Beautification Committee Meeting, where plans for the Fall
Cleanup in late September/October were discussed. Bowman also hosted a meeting with
the Chatham-Blairs board appointees to address various concerns. He requested prayers
for all elected officials, staff, law enforcement, EMS, victims and their families, as well as
for former President Trump and his family, following the recent attempted assassination.
• Ingram complimented the Interim County Administrator. He also agreed with Bowman
and asked everyone to pray for the Country and community.
• Tucker stated this has been a productive meeting and expressed gratitude to the County
Staff for their hard work. He acknowledged the water issue on Robin Court, noting that it
has been addressed. Tucker also thanked everyone who attended and spoke, expressing
his appreciation for his constituents. He emphasized the importance of praying not only
for former President Trump and his family, but also for the nation and its elected officials.
Tucker stated that they are all on the same team and have the desire to serve our great
Country and the wonderful County they represent.
• Hite expressed his gratitude to County Staff for their hard work and thanked the Interim
County Administrator for their leadership. He also thanked the citizens who attended and
shared their opinions, acknowledging that tough decisions must be made. Reflecting on
Saturday's event, he remarked that it was something no one should ever have to witness in
our Country. Hite emphasized the need to pray for one another and work together moving
forward.
• Dalton thanked everyone, including County Saff and citizens, for a great turnout and a
productive meeting. He mentioned attending the God's Storehouse Meeting and
13
recognized the Gretna Hawks. Dalton also emphasized the importance of continued
prayers for everyone, including all Board Members, the County, the Country, and the
Nation.
COUNTY ADMINSTRATOR REPORT
Shorter thanked the Board for allowing him the opportunity to serve in this additional capacity.
He shared his appreciation for the communication and support he has received from everyone and
looks forward to helping to move the County forward. He has initiated review of the County
Departments to potentially identify any operational inefficiencies or any potential cost savings,
and he looks forward to bringing those back to the Board.
ADJOURNMENT
Dalton adjourned the Meeting at 8:59 PM.
14
7.b.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: County's July 2024 Bill List Approval
Staff Contact(s): Kim VanDerHyde
Agenda Date: August 20, 2024 Item Number: 7.b.
Attachment(s): None
Reviewed By:
SUMMARY:
At each Board Business Meeting, the County’s Auditors recommend the Board
review and approve payments made by the County as oversight of County
Fund expenditures. For the Board's review and consideration, the County's July
2024 Bill List is found at the below link:
https://weblink.pittgov.net/WebLink/Browse.aspx?id=506491&dbid=0&repo=Pitt
GovDocs
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve the County’s July 2024 Bill List as
presented.
MOTION:
“I make a Motion approving the County’s July 2024 Bill List as presented.”
15
7.c.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Resolution
Agenda Title: Resolution # 2024-08-01 Adoption (Honoring Mike Neal’s
Retirement; Ringgold Fire & Rescue Chief)
Staff Contact(s): Eddie Hite
Agenda Date: August 20, 2024 Item Number: 7.c.
Attachment(s): 1. 2024-08-01 Mike Neal
Reviewed By:
SUMMARY:
After fifty-five (55) years of serving with Ringgold Fire & Rescue (“Ringgold” or
“Station”), serving as its Chief for more than thirty (30) of those years, Mike Neal
(“Neal”) retired on June 30, 2024. The Board expresses its sincere appreciation
to Neal for his noble dedication of his time and efforts towards the development
and advancement of the County and Fire and Rescue, the lasting impact he
has made on many individuals, and congratulates him on his well-deserved
retirement. For the Board's review and consideration, Resolution # 2024-08-01,
evincing the same, is attached for potential adoption.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board adopt Resolution # 2024-08-01 as
attached and presented.
MOTION:
"I make a Motion adopting Resolution # 2024-08-01 as attached and
presented."
16
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION # 2024-08-01
_____________________________________________________________________________
RESOLUTION HONORING MIKE NEAL’S RETIREMENT
VIRGINIA: At the Pittsylvania County Board of Supervisors’ (“Board”) Business Meeting on Tuesday,
August 20, 2024, in the Board Meeting Room, the following Resolution was presented and adopted:
WHEREAS, after fifty-five (55) years of serving with Ringgold Fire and Rescue (“Ringgold” or “Station”),
serving as its Chief for more than thirty (30) of those years, Mike Neal (“Neal”) retired on June 30, 2024; and
WHEREAS, Neals’ father, Calvin, was the Station’s first Chief, when the Station was founded in 1958. His
brother, Barry, served in the Station, as did his daughter, Stephanie, stepson, Walter Henderson, and his nephew,
Joseph; which are all a part of the many awards and photos that grace the Station’s walls; and
WHEREAS, Neal ran around the Station as a toddler, began driving a firetruck at the age of sixteen (16),
become the Assistant Chief and was serving on the Station’s Board of Directors by the age of eighteen (18), and in
1991, while in his mid-30’s, Neal was named Chief; and
WHEREAS, Neal is known as the “King of Fundraisers,” and from 1996 through this year, he has sold over
$250,000 in raffle tickets and the Station has garnered between $32,000 and $38,000 per year from Brunswick Stew
Fundraisers; and
WHEREAS, along with his commitment to Ringgold, Neal also serves on the Pittsylvania County Hall of
Fame Board, is a member of the Dan River Ruritan Club, served three (3) years as the Vice-President of the County’s
Fire and Rescue Association, and retired from Goodyear Tire and Rubber Company after forty-two (42) years of
service; and
WHEREAS, Neal and his wife, Debra, are members of Ringgold Baptist Church. They have been married
forty-two (42) years and have three (3) children; Stephanie, Walter, and Tara; and
WHEREAS, Neal plans to remain on the Station’s Board of Directors and will continue to run Fire and EMS
calls; and
WHEREAS, Neal has given unselfishly of his time and efforts for the County’s betterment and is a faithful
and loyal member of his Community; and
NOW, THEREFORE, BE IT RESOLVED, that the Board express their sincere appreciation to Neal for his
noble dedication of his time and efforts towards the development and advancement of the County and Fire and Rescue.
Given under my hand this 20th day of August, 2024.
________________________________________________
Darrell W. Dalton
Chairman
Pittsylvania County Board of Supervisors
________________________________________________
Kaylyn M. McCluster
Clerk
Pittsylvania County Board of Supervisors
17
7.d.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Resolution
Agenda Title: Resolution # 2024-08-02 Adoption (Honoring Herbert
Jesse Yeatts; 50 Years of Service, Gretna Fire & Rescue)
Staff Contact(s): Darrell Dalton
Agenda Date: August 20, 2024 Item Number: 7.d.
Attachment(s): 1. 2024-08-02 Jesse Yeatts
Reviewed By:
SUMMARY:
Herbert Jesse Yeatts ("Yeatts") has served with Gretna Fire & Rescue (“Gretna”)
for fifty (50) years. The Board expresses its sincere appreciation to Yeatts for his
noble dedication of his time and efforts towards the development and
advancement of County and Fire and Rescue and the lasting impact he has
made on many individuals. For the Board's review and consideration, Resolution
# 2024-08-02, evincing the same, is attached for potential adoption.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board adopt Resolution # 2024-08-02 as
attached and presented.
MOTION:
"I make a Motion adopting Resolution # 2024-08-02 as attached and
presented."
18
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION # 2024-08-02
_____________________________________________________________________________
RESOLUTION HONORING HERBERT JESSE YEATTS’ 50 YEARS OF SERVICE TO GRETNA
FIRE & RESCUE
VIRGINIA: At the Pittsylvania County Board of Supervisors’ (“Board”) Business Meeting on Tuesday,
August 20, 2024, in the Board Meeting Room, the following Resolution was presented and adopted:
WHEREAS, Herbert Jesse Yeatts (“Yeatts”), a lifetime Pittsylvania County, Virginia (“County”), resident,
joined the Gretna Fire & Rescue Department (“Gretna” or “Station”) in August 1974; and
WHEREAS, at the time Yeatts joined, a Station phone was placed in his residence and each Station Member
would sign up to answer the phone at nights and on the weekend; where he chose Friday nights and the third (3rd)
weekend of the month to answer that call of duty, and Yeatts kept this routine until the County implemented its 911
system in 1997; and
WHEREAS, Yeatts answers approximately three hundred (300) Fire and Rescue calls per year and has been
in the top five (5) in his crew for call responses for more than twenty-five (25) years; and
WHEREAS, along with his commitment to Gretna, Yeatts also battled wildfires part-time for the Virginia
Department of Forestry’s County Wildfire Strike team, which took him many places to fight various types of fires,
including a swamp fire in North Carolina and Virginia Beach, a 40,000 acre fire at the Continental Divide in Montana,
Mississippi, after Hurricane Katrina, and Florida where his crew fought for three (3) weeks to save a power line that
supplied the entire state; and
WHEREAS, Yeatts’ family not only supported him throughout a number of years, but many of them decided
they wanted to serve as well; and
WHEREAS, Yeatts is a lifetime member of Gretna and throughout his years of service he held roles such as
Lieutenant, Captain, Assistant Chief, and Chief. He is still active at the Station and helps as much as he can; and
WHEREAS, Yeatts has given unselfishly of his time and efforts for the County’s betterment and is a faithful
and loyal member of his community, providing fifty (50) years of invaluable service to County citizens.
NOW, THEREFORE, BE IT RESOLVED, that the Board express their sincere appreciation to Yeatts for
his noble dedication of his time and efforts towards the development and advancement of County and Fire and Rescue.
Given under my hand this 20th day of August, 2024.
________________________________________________
Darrell W. Dalton
Chairman
Pittsylvania County Board of Supervisors
________________________________________________
Kaylyn M. McCluster
Clerk
Pittsylvania County Board of Supervisors
19
7.e.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Resolution
Agenda Title: Resolution # 2024-08-03 Adoption (Honoring Dorothy
Mae Burton Neals)
Staff Contact(s): Robert Tucker
Agenda Date: August 20, 2024 Item Number: 7.e.
Attachment(s): 1. 2024-08-03 Dorothy Burton Neals
Reviewed By:
SUMMARY:
Dorothy Mae Burton Neals (“Neals”), daughter of Irvin C. Burton and Vada F.
Burton, and a lifetime Pittsylvania County, Virginia (“County”), resident, is
President of the Dan River-Blairs Civic League (“DRBCL”). Neals has given
unselfishly of her time and efforts for the County’s betterment and is a faithful
and loyal member of her community, providing invaluable service to County
citizens. The Board expresses its sincere appreciation to Neals for her noble
dedication of her time and efforts towards the development and
advancement of the County. For the Board's review and consideration,
Resolution # 2024-08-03, evincing the same, is attached for potential adoption.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board adopt Resolution # 2024-08-03 as
attached and presented.
MOTION:
"I make a Motion adopting Resolution # 2024-08-03 as attached and
presented."
20
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION # 2024-08-03
__________________________________________________________________________________________
RESOLUTION HONORING DOROTHY NEALS
VIRGINIA: At the Pittsylvania County Board of Supervisors’ (“Board”) Business Meeting on Tuesday, August
20, 2024, in the Board Meeting Room, the following Resolution was presented and adopted:
WHEREAS, Dorothy Mae Burton Neals (“Neals”), daughter of Irvin C. Burton and Vada F. Burton, and a lifetime
Pittsylvania County, Virginia (“County”), resident, is President of the Dan River-Blairs Civic League (“DRBCL”); and
WHEREAS, she graduated from Southside High School and continued her education at St. Paul’s College in
Lawrenceville, Virginia, where she met her husband, Robert; and
WHEREAS, Neals continued her studies at the University of Virginia, where she received her Master’s Degree,
and she taught in Pittsylvania County Public Schools for thirty-nine (39) years; and
WHEREAS, Neals’ is a highly active member of Bethel Baptist Church, where she started the first Children’s
Choir, she was the Director of the Senior Choir for many years, serves as a Deaconess, Church Clerk, Missionary President,
former Sunday School Teacher, Chairperson of the History and Floral Committees, and a former member of the Bylaws,
Program, and Pastor Anniversary committees; and
WHEREAS, Neals is also an active member of the Alpha Kappa Alpha Sorority, The Links, Inc., the National
Education Association, Virginia Teacher’s Association, Pittsylvania County Democratic Committee, Cherrystone
Missionary Baptist Missionary Association Women’s Division; and she has served as President or Chairperson of the
following organizations: AKA Sorority, Links, Inc., Southern Area Agency on Aging, Pittsylvania County Electoral Board,
and was the first Black female Vice President of the Pittsylvania County Democratic Committee; and
WHEREAS, following in the footsteps of her father who served over fifty (50) years as the President of the
DRBCL, Neals became President of the DRBCL after the death of William Pritchett in 2016, and has served as such for the
past eight (8) years; and
WHEREAS, Neals is incredibly powerful, loving, and caring, and her leadership skills have been evident for many
years, dating back to 1948, when Irvin Burton appointed her as the temporary Secretary of the DRBCL at the young age of
fifteen (15). Under her leadership, the DRBCL has grown to over forty-eight (48) members; and
WHEREAS, Neals has given unselfishly of her time and efforts for the County’s betterment and is a faithful and
loyal member of her community, providing invaluable service to County citizens.
NOW, THEREFORE, BE IT RESOLVED, that the Board express their sincere appreciation to Neals for her
noble dedication of her time and efforts towards the development and advancement of the County.
Given under my hand this 20th day of August, 2024.
_________________________________ _________________________________
Robert M. Tucker, Jr. Darrell W. Dalton
Vice-Chairman Chairman
Pittsylvania County Board of Supervisors Pittsylvania County Board of Supervisors
_________________________________
Kaylyn M. McCluster
Clerk
Pittsylvania County Board of Supervisors
21
7.f.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Certificate of Excellence Adoption (Dan River High
School Varsity Baseball)
Staff Contact(s): Eddie Hite
Agenda Date: August 20, 2024 Item Number: 7.f.
Attachment(s): 1. Certificate of Excellence - Dan River Baseball
Reviewed By:
SUMMARY:
The Dan River High School Wildcats Varsity Baseball Team had a remarkable
season, finishing with an overall record of 12-12 and a regional record of 6-5,
placing fourth in the District. Additionally, the team secured a thrilling 1-0
victory over Gretna High School to become Region C Champions. The Wildcats
then advanced to the State Quarterfinals, where they edged out Central Wise
with a 6-5 win, earning a spot in the State Semifinals. There, they competed
closely against Poquoson High School, but narrowly lost with a score of 2-1. The
Board, via the attached Certificate of Excellence ("COE"), expresses its deepest
congratulations and admiration to the Wildcats Baseball team for these
amazing accomplishments.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve the attached COE as attached
and presented.
MOTION:
"I make a Motion approving the attached COE as attached and presented."
22
C e r t i f i c a t e o f E x c e l l e n c e
Dan River High School Varsity Baseball
Darrell W. Dalton
Chairman
The Dan River Wildcats Varsity Baseball Team had a remarkable season, finishing with
an overall record of 12-12 and a regional record of 6-5, placing fourth in the district.
Additionally, the team secured a thrilling 1-0 victory over Gretna to become Region C
Champions. The Wildcats then advanced to the State quarterfinals, where they edged
out Central Wise with a 6-5 win, earning a spot in the State semifinals. There, they
competed closely against Poquoson High School but narrowly lost with a score of 2-1.
The Wildcats had a wonderful season and the Pittsylvania County Board of Supervisors
expresses its deepest congratulations and admiration to the Dan River Varsity Baseball
Team for these amazing accomplishments and wish you all the best in your future
endeavors.
Given this 20th day of August, 2024
Eddie L. Hite, Jr.
Dan River District
23
7.g.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Revised Town of Chatham/County Master Water/Sewer
Agreement Execution Approval
Staff Contact(s): Chris Adcock
Agenda Date: August 20, 2024 Item Number: 7.g.
Attachment(s): 1. Water Sewer Agreement TOC-Pitt Co_edit
080224
Reviewed By:
SUMMARY:
The Virginia Department of Health ("VDH") is updating the Tightsqueeze Water
Supply Operation Permit and requested a clarification in the County's current
Master Water/Sewer Agreement ("Agreement") with the Town of Chatham,
Virginia, regarding water allocation and water storage allocation. County
Public Works Staff proposes approving the attached proposed revised
Agreement. All other items of the original Agreement will remain unchanged.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Public Works Staff recommends approval of the revised Agreement as
attached and presented.
MOTION:
"I make a Motion approving the revised Agreement as attached and
presented."
24
Page 2 of 27
The term of this Agreement shall be for a period of ten (10) years commencing on the 1st
day of March, 2023 and shall automatically renew for an additional ten (10) year period, unless
either party notifies the other party not less than ninety (90) days prior to the renewal date that it
desires to terminate or modify the agreement.
1. Definitions:
a. Chatham Service Area shall mean See Exhibit “A” Maps of Chatham
Water/Wastewater Treatment Service Area
2. Quantity and Delivery: The Town shall furnish the County, at mutually agreed
upon delivery points, during the term of this contract or any renewal or extension thereof, potable
treated water meeting applicable purity standards of the Virginia Department of Health (VDH) in
such quantity as may be required by the County up to the County’s current VDH-Office of
Drinking Water, Waterworks Operation Permit required amount not to exceed 570,000 gallons per
day. Any quantity higher than the VDH Permit required amount per day must be requested in
advance and the Town will use reasonable efforts to provide such quantity based on the availability
of water in the Town system. This quantity shall be the balance of the water treatment plant
capacity above 750,000 gallons per day which is the Town’s reserve capacity. The total plant
capacity shall be as outlined in the Town’s current VDH-Office of Drinking water, Waterworks
Operation Permit. The Town shall also furnish the County with state-approved wastewater
treatment capacity at mutually agreed upon delivery points with an allocation not to exceed
135,000 gallons per day.
a. Water Storage Allocation: In conjunction with the allocated water quantity, the
Town agrees to allocate 285,000 gallons of its permitted effective water storage
capacity as outlined in the Town’s current VDH-Office of Drinking water,
Waterworks Operation Permit to support the County’s various consecutive
systems between the Town and County.
3. Operation of Facilities: The Town shall operate and maintain the water production
and wastewater treatment facilities in an efficient and economical manner, making all necessary
and proper repairs and replacements, consistent with good business and operating practices for
comparable facilities and in accordance with applicable standards of regulatory bodies.
4. Transfer of Ownership and Maintenance Responsibilities
The Town shall accept ownership of and assume all operational and maintenance
responsibilities of the following County facilities:
a. Prison Tank: A 500,000-gallon elevated water storage tank located adjacent
to the Green Rock Correctional Facility.
b. A ten-inch (10”) water distribution main and associated valves and fittings that
connects the Green Rock tank to the Town’s water system. The water
distribution main line is generally described as beginning at its connection to
the Town’s system at the intersection of Tightsqueeze Road and Tightsqueeze
25
7.h.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: County/Speyside Local Performance Agreement
Execution Approval
Staff Contact(s): Matthew Rowe
Agenda Date: August 20, 2024 Item Number: 7.h.
Attachment(s): 1. Local Performance Agreement - Executed by
Speyside
Reviewed By:
SUMMARY:
Speyside Bourbon Cooperage, Inc. ("Company"), one of the world’s largest
barrel manufacturers for the bourbon and whiskey industries, has executed a
Local Performance Agreement ("LPA") with the County to locate a state-of-the-
art stave mill plant at the Brosville Industrial park. The Company has committed
to invest more than $15 million dollars, while creating at least forty (40) full-time
positions over the three (3)-year performance period. The Pittsylvania County
Industrial Development Authority ("PCIDA") has agreed to sell 43.614 acres at
the Brosville Industrial Park for $350,000; subject to an agreed upon Deed of Trust
that is based upon anticipated direct tax benefits of the Project. Other than the
discounted PCIDA land value, there are no other local incentives being offered
to the Company. The PCIDA and the County will work with the Company to
facilitate the award of State Grants based upon performance, which would be
provided to the Company post-performance; this results in no liability of Grant
clawback to either the County or the Company. The Project was announced
by Governor Youngkin on July 17, 2024. For the Board's review and
consideration, attached is the LPA, evincing the above Project's terms.
FINANCIAL IMPACT AND FUNDING SOURCE:
The PCIDA is selling 43.614 acres for a profit of $350,000. There are no impacts to
the County’s finances or its General Fund.
RECOMMENDATION:
26
County Staff recommends that the Board approve the execution of the
attached LPA as presented. The LPA has already been approved and
executed by the Company.
MOTION:
"I make a Motion approving the execution of the attached LPA as presented."
27
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7.i.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: FY 24/25 DPCS Performance Contract Agreement
Approval
Staff Contact(s): Kim VanDerHyde
Agenda Date: August 20, 2024 Item Number: 7.i.
Attachment(s): 1. Letter of Request - County 8-6-24
2. Attachment 1 - DBHDS Cover Letter
3. Attachment 2 - P1636__DP_FY24-
25_CSB_Performance_Contract-FINAL_7.1.24
4. Attachment 3 - P1636.1_Exhibit_G_FY24-
25_CSB_MasterProgramsServicesReqs 7.1.24
Reviewed By:
SUMMARY:
Jim Bebeau, DPCS Executive Director, presented to the Board in the earlier Work
Session regarding the FY24/25 DPCS Performance Contract. He highlighted the
changes that were made to this year's contract, and the contract's proposed
revisions are attached for the Board's review and consideration.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends the Board approve the attached FY 24/25 DPCS
Performance Contract as presented.
MOTION:
"I make a Motion approving the attached FY 24/25 DPCS Performance Contract
as presented."
79
80
81
June 28, 2024
RE: FY24-25 Community Services Board Performance Contract Amendments
Dear CSB Executive Directors and Chief Executive Officers,
The FY24-25 amended Community Services Performance Contract (PC) and supplemental documents,
effective July 1 will be sent today through our DocuSign process for your execution. Please keep in mind
CSBs must have their PC approved or renewed by the governing body of each city or county that
established it and by the Department on or before September 30th order to continue receive state-
controlled funds. The Department cannot provide any state-controlled funds after September 30th if the
contract has not been signed. It is important for the smooth continuity of the process to have signed
performance contracts returned to the Department as soon as practicable.
The performance contract is a transactional agreement between the Department and the Community
Services Boards and Behavioral Health Authority community partners. Changes to this agreement may be
made periodically to improve the business relationship, funding and delivery of program services for
better alignment with the strategic initiatives of the Commonwealth. The Office of Enterprise
Management Services (OEMS) would like to thank you all for working with us through this review
process. OEMS continues its collaborative work with the VACSB Policy/Admin Committee chaired by
Mark Chadwick. The members of the VACSB Policy/Admin Committee are elected as the decision-
making body for PC administration by the Community Services Boards and the OMS serves as the PC
administrator and liaison between the Department and the VACSB Policy/Admin Committee.
We started these conversations in July of last year and meet every other week for 2 hours to have some
thoughtful conversations around needed and desired changes within the PC. Most of the work done by
this group focused on the general terms and conditions of the PC and Exhibit B Continuous Quality
Improvement (CQI). OMS also worked internally with the various offices responsible for certain sections
of the PC to address any required changes, revisions for clarity, and remove any outdated or redundant
information from certain PC documents.
We have now finalized the PC for the FY 24-25 amendment cycle. We encourage you take the time to
familiarize yourself with all these documents to understand what is required of the CSBs but we would
like to bring your attention to certain changes for this review period.
AMENDMENTS - FY2024 and 2025 Community Services Performance Contract
Certain amendments provided below are in compliance with the FY24-25 Community Service
Performance Contract (PC) required Code of Virginia and Budget amendment changes. The
provisions of subsection C of §§ 37.2-508 and 37.2-608 of the Code of Virginia, as amended and
DocuSign Envelope ID: 5CA034FD-CDC9-4903-BCF7-91B92CC9E9BA
82
budget amendment Item 295#9c shall become effective July 1, 2024. Outlined here are the
material changes to the PC for your review.
1. Section 10 CSB Responsibilities
a. Section 10.A. - Resources and Services- language added to specify conditions that
must be met by CSB for the receipt of state-controlled funds by the Department
b. Section 10.F.c. - Individual Satisfaction Survey – language amended regarding
satisfaction surveys participation and compliance by the CSB.
c. Section 10.G. – added language that requires CSB to work jointly with the Department to
identify or develop mechanisms that will be employed by the CSB and the state hospitals
to manage the utilization of state hospital beds.
2. Section 13 Department Responsibilities
a. Section 13.A. - Program and Service Reviews – language added as part of the
Department’s responsibilities requiring the development and implementation of processes
and procedures for oversight and monitoring of CSB compliance with PC
b. Section 13.B.2. – language added that requires the Department to work jointly with the
CSB to identify or develop mechanisms that will be employed by the CSB and the state
hospitals to manage the utilization of state hospital beds
c. Section 13.D. – CSB Performance Dashboard– language added that requires the
Department to develop a mechanism to display CSB required data in a consistent,
comparable format in collaboration with the CSB
d. Section 13.P.2. - Individual Satisfaction Survey- language added regarding satisfaction
surveys participation and compliance by the Department
3. Section 14 - Compliance and Remediation – This section was revised under the advisement of
the Office of Attorney General for compliance and alignment with the Code. The title of this
section was revised, and the language was revised to ensure clear understanding and a process for
the Department and the CSBs for disputes resolution, appeals process for noncompliance and
substantial noncompliance of the performance contract. We would like to bring your attention to
the following:
a. CSB must have their PC approved or renewed by the governing body of each city or
county that established it and by the Department on or before September 30th of each year
in order to continue receive state-controlled funds.
b. The CSB must also maintain substantial compliance with the PC to continue to receive
state-controlled funds.
c. This section further outlines the dispute and remediation process that must be followed
for non-compliance by CSB.
d. This section also outlines the ability of the Department through process of this section to
contract with another CSB/BHA or a private nonprofit or for-profit organization or
organizations to obtain services that were the subject of the terminated performance
contract.
4. Exhibit A: Resources and Services – language added for compliance with the budget
amendment stating any funding appropriated by the General Assembly to CSB for staff
compensation shall only be used for staff compensation, and the CSB must report annually to
DBHDS on any staff compensation actions taken during the prior fiscal year. See Budget
Amendment
5. Exhibit B: Continuous Quality Improvement (CQI) Process For Behavioral Health
Performance Measures – DBHDS and the CSBs mutually agreed to the revision to Section D.
Peer and Family Support Services that removed requirements that were not reasonable for CSB
compliance. These changes went through the process of review internally, Q&O, and DMC, and
PC Review Committee.
6. Exhibit E: Performance Contract Schedule and Process- updated to provide the CSB specific
due dates for Department required reporting submissions for CARS, CCS, local government
DocuSign Envelope ID: 5CA034FD-CDC9-4903-BCF7-91B92CC9E9BA
83
audits and Certified Public Accountant (CPA) audits for FY24-25. It also provides specific dates
for disbursement of state and federal funds to the CSB
7. Exhibit F: Federal Grant Requirements – revised to reflect the current federal grants and their
general and specific terms and conditions. These are required material changes that are not
negotiable as a Subrecipient of federal funds. We encourage you to familiarize yourself with this
information as a Subrecipient of federal funds
8. Exhibit G: Master Program Services Requirements – this exhibit has been revised to provide
terms and conditions for certain programs services that a CSB may provide to reduce the amount
of Exhibits D the Department and CSBs will have to review, process, and track. Keep in mind
that this is not inclusive of all programs/services a CSB may provide, just those that it may have
received on a regular basis for review and execution that have well established baseline
requirements, with minimal to no changes, and/or part of ongoing baseline funding received from
the Department. The following are key material changes:
a. Section 12.8 – Housing Flexible Funding Program – language was added to this
section providing standard requirements managed by the Department’s Office of
Community Housing. The program makes financial assistance available to adults with
developmental disabilities to offset expenses that pose barriers to obtaining and
maintaining independent housing. The source of funds is DV Rental Subsidies (922-
900000000). The requirements for these funds have now been incorporated into this
version of the PC. This change only impacts a select few CSBs that receive these funds.
b. Section 13.1 - Mental Health Crisis Response and Child Psychiatry Funding –
Regional Program Services Children’s Residential Crisis Stabilization Units
(CRCSU)
i. Section 13.1.1.b.2 – this section was amended as licensing regulations and
DMAS manuals have been reviewed and consulted and neither require this
process. Requiring a physician’s order, signature, or a medical screening result in
unnecessary delays to the admission process. Additionally, looking to decrease
the number of youth that arrive at the Emergency Department (ED) of a hospital
seeking mental health services and requiring a medical clearance would not
achieve this goal.
ii. Section 13.1.1.b.4.ii. – language was amended to allow DBHDS to see denials to
a CSU for medical purposes limited to very rare occasions and wanted to provide
a couple of resources available to ensure consistency across CSUs.
iii. Section 13.1.1.b.9- language added to be very clear with the CSUs that if a
continued stay request is denied by Medicaid, but the unit believes the youth is
still appropriate per their program description, then they should continue to serve
the youth according to their program standards and not discharge them just
because of the denial.
iv. Section 13.1.A. – language amended to increase the utilization expectation to the
targeted 75%. Due to the ongoing statewide challenges with youth and
adolescents accessing the appropriate crisis services, sometimes resulting in
lengthy stays in the Emergency Department setting, it is necessary to target the
appropriate use of less restrictive alternatives to hospitalizations such as a crisis
stabilization unit. This is an increase from the 65% currently listed in the Exhibit
G document. This utilization rate is consistent with the expectation of Adult
Residential Crisis Stabilization Units.
9. Exhibit M: Department of Justice Settlement Agreement Requirements (DOJ) – amended as
required for DOJ compliance. These are required material changes that are not negotiable.
a. Section 4.a. – amended regarding the use of the On-Site Visit Tool
b. Section 18.a. and 18.e.- amended to add training requirements and due date for
completion of training
c. Section 39 – section added providing Support Coordination Training Requirements
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The Department would like to thank you all for your service to the community and working with us. All
your hard work and dedication to both your communities and our community services system is much
valued and appreciated.
If you need help or have questions, please email performancecontractsupport@dbhds.virginia.gov or
contact our technical assistance number at 804-225-4242.
Thank you,
Chaye Neal-Jones
Chaye Neal-Jones
Director
Office of Management Services
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Table of Contents
1. Purpose .......................................................................................................................................................4
2. Defined Terms ............................................................................................................................................5
3. Relationship ................................................................................................................................................6
4. Term and Termination ................................................................................................................................6
5. Contract Amendment ..................................................................................................................................6
6. Services .......................................................................................................................................................6
7. Service Change Management .....................................................................................................................6
8. Funding Requirements ................................................................................................................................7
A. Funding Resources................................................................................................................................. 7
B. Funding Allocations............................................................................................................................... 7
C. Expenses for Services ............................................................................................................................ 7
D. Use of Funds .......................................................................................................................................... 7
E. Availability of Funds ............................................................................................................................. 8
F. Local Match ........................................................................................................................................... 8
G. Local Contact for Disbursement of Funds ............................................................................................. 8
H. Unanticipated Changes in the Use of Funds Due to a Disaster ............................................................. 8
9. Billing and Payment Terms and Conditions ...............................................................................................8
I. Federal Funds Invoicing ........................................................................................................................ 8
J. Payment Terms ...................................................................................................................................... 9
K. Reconciliation and Closeout Disclosures .............................................................................................. 9
10. CSB Responsibilities ................................................................................................................................10
A. Exhibit A .............................................................................................................................................. 10
B. Populations Served .............................................................................................................................. 10
C. Scope of Services ................................................................................................................................. 10
D. Response to Complaints ...................................................................................................................... 10
E. Quality of Care .................................................................................................................................... 10
F. Reporting Requirements and Data Quality .......................................................................................... 11
11. Subcontracting ..........................................................................................................................................13
A. Subcontracts ......................................................................................................................................... 14
B. Subcontractor Compliance ................................................................................................................... 14
C. Subcontractor Dispute Resolution ....................................................................................................... 14
D. Quality Improvement Activities .......................................................................................................... 14
12. Compliance with Laws .............................................................................................................................14
A. HIPAA ................................................................................................................................................. 15
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B. Employment Anti-Discrimination ....................................................................................................... 15
C. Service Delivery Anti-Discrimination ................................................................................................. 16
D. General State Requirements ................................................................................................................ 16
E. Conflict of Interests ............................................................................................................................. 16
F. Freedom of Information ....................................................................................................................... 16
G. Protection of Individuals Receiving Services ...................................................................................... 16
H. Licensing ............................................................................................................................................. 17
13. Department Responsibilities .....................................................................................................................17
A. Program and Service Reviews ............................................................................................................. 17
B. State Facility Services.......................................................................................................................... 17
C. Quality of Care .................................................................................................................................... 18
D. CSB Performance Dashboard .............................................................................................................. 18
E. Utilization Management ...................................................................................................................... 19
F. Human Rights ...................................................................................................................................... 19
G. Licensing ............................................................................................................................................. 19
H. Peer Review Process ............................................................................................................................ 19
I. Electronic Health Record (EHR) ......................................................................................................... 19
J. Reviews ............................................................................................................................................... 19
K. Reporting and Data Quality Requirements ............................................................................................. 19
L. Community Consumer Submission ..................................................................................................... 20
M. Data Elements ...................................................................................................................................... 20
N. Streamlining Reporting Requirements................................................................................................. 20
O. Data Quality ......................................................................................................................................... 21
P. Surveys ................................................................................................................................................ 21
Q. Communication ................................................................................................................................... 21
R. Department Comments or Recommendations on CSB Operations or Performance ........................... 21
14. Compliance and Remediation ...................................................................................................................21
15. Liability ....................................................................................................................................................24
16. Severability ...............................................................................................................................................25
17. Counterparts and Electronic Signatures ....................................................................................................25
18. Signatures .................................................................................................................................................26
19. Exhibit L: List of Acronyms ....................................................................................................................27
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Other Performance Contract Document Attachments
☒Exhibit A: Resources and Services (Only available through the CARS application)
☒Exhibit B: Continuous Quality Improvement (CQI) Process and CSB Performance Measures
☒Exhibit C: Regional Discharge Assistance Program (RDAP) Requirements (See Exhibit G)
☒Exhibit D: Individual CSB Performance Measures
☒Exhibit E: Performance Contract Schedule and Process
☒Exhibit F: Federal Grant Requirements
☒Exhibit F(B): Single Audit Exemption Form
☒Exhibit G: Community Services Boards Master Programs Services Requirements
☒Exhibit H: Regional Local Inpatient Purchase of Services (LIPOS) Requirements
☒Exhibit I: Behavioral Health Wellness (See Exhibit G)
☒Exhibit J: Certified Preadmission Screening Clinicians Requirements
☒Exhibit K: State Hospital Census Management Admission and Discharge Requirements
☒Exhibit L: List of Acronyms (See Table of Contents)
☒Exhibit M: Department of Justice Settlement Agreement
☒Addendum I: Administrative Requirements and Processes and Procedures
☒Addendum II: Partnership Agreement
☒Addendum III: Core Services Taxonomy 7.3
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1. Purpose
The Department of Behavioral Health and Developmental Services (the “Department”) and the Community
Service Board or Behavioral Health Authority (the “CSB”) collectively hereinafter referred to as “the
Parties”, enter into this contract for the purpose of funding services provided directly or contractually by the
CSB in a manner that ensures accountability to the Department and quality of care for individuals receiving
services and implements the mission of supporting individuals by promoting recovery, self-determination,
and wellness in all aspects of life.
Title 37.2 of the Code of Virginia, hereafter referred to as the Code, establishes the Virginia Department of
Behavioral Health and Developmental Services, hereafter referred to as the Department, to support delivery
of publicly funded community mental health (MH), develop mental (DD), and substance use (SUD), services
and supports and authorizes the Department to fund those services.
Sections 37.2-500 through 37.2-512 of the Code require cities and counties to establish community services
boards for the purpose of providing local public mental health, developmental, and substance use disorder
services; §§ 37.2-600 through 37.2-615 authorize certain cities or counties to establish behavioral health
authorities that plan and provide those same local public services.
This contract refers to the community services board, local government department with a policy-advisory
community services board, or behavioral health authority named in this contract as the CSB. Section 37.2-500
or 37.2-601 of the Code requires the CSB to function as the single point of entry into publicly funded mental
health, developmental, and substance use disorder services. The CSB fulfills this function for any person who
is located in the CSB’s service area and needs mental health, developmental, or substance use disorder
services.
Sections 37.2-508 and 37.2-608 of the Code and State Board Policy 4018, establish this contract as the
primary accountability and funding mechanism between the Department and the CSB, and the CSB is
applying for the assistance provided under Chapter 5 or 6 of Title 37.2 by submitting this contract to the
Department.
The CSB exhibits, addendums, appendices, Administrative Requirements and Processes and Procedures,
CCS Extract and CARS or successor (hereinafter referred to as “Data Reporting Mechanism”), Core
Services Taxonomy, and Partnership Agreement documents are incorporated into and made a part of this
contract by reference. The documents may include or incorporate ongoing statutory, regulatory, policy, and
other requirements that are not contained in this contract. The CSB shall comply with all provisions and
requirements. If there is a conflict between provisions in any of those documents and this contract, the
language in this contract shall prevail.
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2. Defined Terms
Appropriation Act is defined as an Act for the appropriation of the Budget submitted by the Governor of
Virginia in accordance with the provisions of § 2.2-1509 of the Code of Virginia and to provide a portion of the
revenues for a two year period.
Federal Fiscal Year the Federal Fiscal Year begins on October 1 of the calendar and ends on September 31
of the subsequent calendar year.
Federal Funds the Federal Funds are funds that are allocated by the federal government and are provided to
the Department of Behavioral Health and Developmental Services as the State of Virginia’s authority for the
allocation, management, and oversight for the use of these specific funds. The funds are considered
restricted and must be used or encumbered during the federal fiscal year or extensions. Any unused funds
are required to be returned to the Department by the CSB and from there to the federal government in a
timely manner.
Fiscal Agent the Fiscal Agent has two specific purposes.
The specific local government that is selected by the local governments or government participating in the
establishment of a specific CSB and identified in the local resolutions passed by each locality in its creation
of the CSB. If the participating governments decide to select a different fiscal agent, it must be done
through a local resolution passed by each participating local government that created the CSB.
The second purpose of Fiscal Agent is the specific CSB that has been selected by the CSB Region to receive
state-controlled funds from the Department and manage those funds in a way that has been identified in a
memorandum of understanding (MOU) agreed to by each participating CSB in a regionally funded activity.
If the CSB acting as Fiscal Agent changes by decision of the Regional CSB, then that change must be noted
in a revision to the existing MOU.
Memorandum of Understanding (MOU) or Memorandum of Agreement (MOA) is an agreed upon
process for the management of services, funds, or any rules or regulations that govern the processes all
participating parties agree to follow for the common good of the participating parties. In the case of the
Community Services Performance Contract, or any activities funded through the Community Service
Performance Contract, the MOU is agreed upon and signed for the delivery of services identified and
funded through the Region the participating community services boards or behavioral health authority
provide services in.
Populations Served adults with serious mental illnesses, children with or at risk of serious emotional
disturbance, individuals with developmental disabilities, or individuals with substance use disorders to the
greatest extent possible within the resources available to it for this purpose.
Restricted Funds are funds identified separately in letters of notification, performance contracts, Exhibits
D and Community Automated Reporting System (CARS) reports to be used for specified purposes; CSB
must account for, and report expenditures associated with these funds to the Department. This requirement
is reflected in the CARS report forms with columns for expenditures and balances that are completed for
any restricted funds received by a CSB. The uses of restricted funds usually are controlled and specified by
a funding source, such as federal mental health and substance abuse block grants or the Appropriations Act
passed by the General Assembly. The Department may restricts funds that would otherwise be unrestricted.
An example is Other Funds, which are restricted to calculate balances of unexpended funds.
State Fiscal Year the State Fiscal Year (FY) begins July 1 of the calendar year and ends June 30 of the
subsequent calendar year.
State General Funds these are funds that are appropriated by the Virginia General Assembly and are
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identified in each current Appropriation Act. The act is not considered law until it is signed by the
Governor of Virginia.
Unrestricted Funds are funds identified separately in letters of notification, performance contracts, and
CARS reports but without specified purposes; CSB do not have to account or report expenditures associated
with them separately to the Department.
3. Relationship
The Department functions as the state authority for the public mental health, developmental, and substance use
disorder services system, and the CSB functions as the local authority for that system. The relationship
between and the roles and responsibilities of the Department, the state hospitals and the CSB are described in
the Partnership Agreement between the parties. This contract shall not be construed to establish any employer-
employee or principal-agent relationship between employees of the CSB or its board of directors and the
Department.
4. Term and Termination
Term: This contract shall be in effect for a term of two years, commencing on July 1, 2023 and ending on
June 30, 2025.
Termination: The Department may terminate all or a portion of this contract immediately at any time during
the contract period if funds for this activity are withdrawn or not appropriated by the General Assembly or are
not provided by the federal government. In this situation, the obligations of the Department and the CSB
under this contract shall cease immediately. The CSB and Department shall make all reasonable efforts to
ameliorate any negative consequences or effects of contract termination on individuals receiving services and
CSB staff.
The CSB may terminate all or a portion of this contract immediately at any time during the contract period if
funds for this activity are withdrawn or not appropriated by its local government(s) or other funding sources. In
this situation, the obligations of the CSB and the Department under this contract shall cease immediately. The
CSB and Department shall make all reasonable efforts to ameliorate any negative consequences or effects of
contract termination on individuals receiving services and CSB staff.
5. Contract Amendment
This contract, including all exhibits and incorporated documents, constitutes the entire agreement between the
Department and the CSB and may be amended only by mutual agreement of the parties, in writing and signed
by the parties hereto, except for the services identified in Exhibit A, amendments to services under Exhibit A
shall be in accordance with the performance contract revision instructions contained in Exhibit E.
6. Services
Exhibit A of this contract includes all mental health, developmental, and substance use disorder services
provided or contracted by the CSB that are supported by the resources described in this contract. Services and
certain terms used in this contract are defined in the current Core Services Taxonomy.
7. Service Change Management
The CSB shall notify the Department 45 days prior to seeking to provide a new category or subcategory or
stops providing an existing category or subcategory of services if the service is funded with more than 30
percent of state or federal funds or both by the Department. The CSB shall provide sufficient information to the
Office of Management Services (OEMS) through the performancecontractsupport@dbhds.virginia.gov for its
review and approval of the change, and the CSB shall receive the Department’s approval before implementing
the new service or stopping the existing service.
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Pursuant to 12VAC35-105-60 of the Rules and Regulations for Licensing Providers by the Department of
Behavioral Health and Developmental Services, the CSB shall not modify a licensed service without
submitting a modification notice to the Office of Licensing in the Department at least 45 days in advance of the
proposed modification.
The CSB operating a residential crisis stabilization unit (RCSU) shall not increase or decrease the licensed
number of beds in the RCSU or close it temporarily or permanently without providing 30 days advance
notice to the Office of Licensing and the OEMS and receiving the Department’s approval prior to
implementing the change.
8. Funding Requirements
A. Funding Resources
Exhibit A of this contract provides an example of the following resources: state funds and federal funds
appropriated by the General Assembly and allocated by the Department to the CSB, and any other funds
associated with or generated by the services shown in Exhibit A. The CSB must review its CARS
application for the most recent version of Exhibit A sent by the Department’s Fiscal and Grants
Management Office.
B. Funding Allocations
1. The Department shall inform the CSB of its state and federal fund allocations in its letter of notification
(LON). Allocations of state and federal funds shall be based on state and federal statutory and
regulatory requirements, provisions of the Appropriation Act, State Board policies, and previous
allocation amounts.
2. The Department may reduce or restrict state or federal funds during the contract term if the CSB
reduces significantly or stops providing services supported by those funds as documented in its CARS
reports. These reductions shall not be subject to provisions in Section 14.A.and B. of this contract. The
Commissioner or designee shall communicate all adjustments to the CSB in writing.
3. Continued disbursement and /or reimbursement of state or federal funds by the Department to the CSB
may be contingent on documentation in the CSB’s Data Reporting Mechanism and CARS reports that
it is providing the services supported by these funds.
C. Expenses for Services
The CSB shall provide those services funded by the Department set forth in Exhibit A and documented in
the CSB’s financial management system. The CSB shall distribute its administrative and management
expenses across the program areas (mental health, developmental, and substance use disorder services),
emergency services, and ancillary services on a basis that is auditable and satisfies Generally Accepted
Accounting Principles. CSB administrative and management expenses shall be reasonable and subject to
review by the Department.
D. Use of Funds
1. The Department has the authority to impose additional conditions or requirements for use of funds,
separate from those established requirements or conditions attached to appropriations of state-
controlled funds by the General Assembly, the Governor, or federal granting authorities. The
Department shall when possible, provide sufficient notice in writing to the CSB of changes to the use
of funds.
2. Medicaid Billing - The CSB shall maximize billing and collecting Medicaid payments and other fees
in all covered services to enable more efficient and effective use of the state and federal funds allocated
to it.
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E. Availability of Funds
The Department and the CSB shall be bound by the provisions of this contract only to the extent of the
funds available or that may hereafter become available for the purposes of the contract.
F. Local Match
Pursuant to § 37.2-509 of the Code allocations from the Department to any community services board for
operating expenses, including salaries and other costs, or the construction of facilities shall not exceed 90
percent of the total amount of state and local matching funds provided for these expenses or such
construction, unless a waiver is granted by the Department and pursuant to State Board Policy 4010.
Supplanting- State Board Policy 6005 and based on the Appropriation Act prohibition against using state
funds to supplant funds provided by local governments for existing services, there should be no reduction
of local matching funds as a result of a CSB’s retention of any balances of unspent state funds.
G. Local Contact for Disbursement of Funds
1. If the CSB is an operating CSB and has been authorized by the governing body of each city or county
that established it to receive state and federal funds directly from the Department and act as its own
fiscal agent pursuant to Subsection A.18 of § 37.2-504 of the Code, must send notification to include:
a. Name of the Fiscal Agent's City Manager or County Administrator or Executive
b. Name of the Fiscal Agent's County or City Treasurer or Director of Finance
c. Name, title, and address of the Fiscal Agent official or the name and address of the CSB if it acts
as its own fiscal agent to whom checks should be electronically transmitted
2. The notification must be sent to:
Fiscal and Grants Management Office
Virginia Department of Behavioral Health and Developmental Services
Eric.Billings@dbhds.virginia.gov
H. Unanticipated Changes in the Use of Funds Due to a Disaster
The Department reserves the right to re-purpose the currently allocated funds to a CSB. This action will
not be done without clear deliberations between the Parties. The decision can rest on the requirements
outlined in an Executive Order issued by the Governor, changes to the ability of the Department or the CSB
to provide contracted services to the preservation of health and safety of individuals receiving services or
the health and safety of staff providing services, or to decisions made by local government forbidding the
provision of services, the funding allocations, the specific services intended to be funded, and the types and
numbers of individuals projected to be served.
9. Billing and Payment Terms and Conditions
I. Federal Funds Invoicing
The CSB shall invoice the Department on a monthly basis no later than the 20th of the following month for
which reimbursement is being requested. The CSB will utilize the Departments grants management system
to invoice the Department for federal funds reimbursement. The CSB may be asked to include supporting
documentation when the Department determines it is necessary to meet federal grant requirements. The
CSB understands and agrees to all of the following:
1. CSB shall only be reimbursed for actual, reasonable, and necessary costs based on its award amounts.
2. An invoice under this agreement shall include only reimbursement requests for actual, reasonable, and
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necessary expenditures.
3. Expenditures required in the delivery of services shall be subject to any other provision of this
agreement relating to allowable reimbursements.
4. An invoice under this agreement shall not include any reimbursement request for future expenditures.
5. An invoice under this agreement shall be processed when the Department’s FSGMO is in receipt of any
required documentation.
J. Payment Terms
1. Federal Funds shall be dispersed on a reimbursement basis with the exception of initial upfront one-
time payments for cashflow considerations and one-time start-up costs. The initial upfront one-time
payment amounts may vary depending on programmatic needs.
All Exhibits D, Notice of Award, and DBHDS correspondence must be finalized by June 10th of the
prior fiscal year to receive upfront payments with the first warrant of the new fiscal year. All other
federal funds payments to CSB will be made monthly on a reimbursement basis. To receive payment,
the CSB must invoice the Department as provided in the policies and procedures established by the
Office of Fiscal Services and Grants Management.
2. State Funds shall be disbursed by the Department’s Fiscal Services and Grants Management Office as
set forth in its established policies and procedures.
K. Reconciliation and Closeout Disclosures
The CSB shall comply with state funding reconciliation and closeout and federal grant reconciliation and
closeout disclosures, and applicable policies and procedures established by the Office of Fiscal Services and
Grants Management. If a CSB does not return its signed Exhibits D, Notices of Award, or other required
documentation in a timely manner this may result in a delay of or ineligibility for receiving funding.
Unexpended federal funds must either be returned in the form of a check made payable to the Treasurer of
Virginia and sent to:
DBHDS
Office of Fiscal and Grants Management
PO Box 1797
Richmond, VA 23218-1797
C/O Ramona Howell Or
CSB may return the funds electronically through an ACH transfer. The transfer would be made to
DBHDS’ Truist account. The account information and DBHDS’ EIN is as follows:
Account Number: 201141795720002
Routing Number: 061000104
EIN: 546001731
Name and Address of Bank:
Truist Bank
214 North Tryon Street
Charlotte, NC 28202
If the ACH method of payment is utilized, please send an email indicating your intent to submit funds
electronically to:
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Eric.Billings@dbhds.virginia.gov
Ramona.Howell@dbhds.virginia.gov
Dillon.Gannon@dbhds.virginia.gov
Christine.Kemp@dbhds.virginia.gov
Kim.Barton@dbhds.virginia.gov
Approval to execute an ACH payment is not required, but DBHDS must be aware that the payment is
coming in order to account for it properly.
10. CSB Responsibilities
A. Exhibit A
Exhibit A shall be submitted electronically through the CARS application provided by the Department. In
Exhibit A of the CARS application, the CSB shall provide its projected array of services, the projected cost
of those services, and the projected service capacity to provide those services. At the end of each fiscal
year, the CSB shall provide an end year CARS report that provides the actual array of services, the actual
cost of those services, and the actual service capacity to provide those services.
B. Populations Served
The CSB shall provide needed services to adults with serious mental illnesses, children with or at
risk of serious emotional disturbance, individuals with developmental disabilities, or individuals
with substance use disorders to the greatest extent possible within the resources available to it for
this purpose. The current Core Services Taxonomy defines these populations.
C. Scope of Services
Exhibit G of this performance contract provides a scope of certain Code mandated and other program
services a CSB may be responsible for providing but are not limited to those in Exhibit G.
D. Response to Complaints
Pursuant to § 37.2-504 or § 37.2-605 of the Code, the CSB shall implement procedures to satisfy the
requirements for a local dispute resolution mechanism for individuals receiving services and to respond to
complaints from individuals receiving services, family members, advocates, or other stakeholders as
expeditiously as possible in a manner that seeks to achieve a satisfactory resolution and advises the
complainant of any decision and the reason for it.
The CSB shall acknowledge complaints that the Department refers to it within five (5) business days of
receipt and provide follow up commentary on them to the Department within 10 business days of receipt.
The CSB shall post copies of its procedures in its public spaces and on its website, provide copies to all
individuals when they are admitted for services, and provide a copy to the Department upon request.
E. Quality of Care
1. Department CSB Performance Measures: CSB staff shall monitor the CSB’s outcome and
performance measures in Exhibit B, identify and implement actions to improve its ranking on any
measure on which it is below the benchmark, and present reports on the measures and actions at
least quarterly during scheduled meetings of the CSB board of directors.
2. Quality Improvement and Risk Management: The CSB shall develop, implement, and maintain
a quality improvement plan, itself or in affiliation with other CSBs, to improve services, ensure that
services are provided in accordance with current acceptable professional practices, and address
areas of risk and perceived risks. The quality improvement plan shall be reviewed annually and
updated at least every four years.
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a. The CSB shall develop, implement, and maintain, itself or in affiliation with other CSB, a risk
management plan or participate in a local government’s risk management plan. The CSB shall
work with the Department to identify how the CSB will address quality improvement activities.
b. The CSB shall implement, in collaboration with other CSBs in its region, the state hospitals and
training centers serving its region, and private providers involved with the public mental health,
developmental, and substance use disorder services, regional utilization and management
procedures and practices.
3. Critical Incidents: The CSB shall implement procedures to ensure that the executive director is
informed of any deaths, serious injuries, or allegations of abuse or neglect as defined in the
Department’s Licensing (12VAC35-105-20) and Human Rights (12VAC35-115-30) Regulations
when they are reported to the Department. The CSB shall provide a copy of its procedures to the
Department upon request.
F. Reporting Requirements and Data Quality
1. Individual Outcome and CSB Provider Performance Measures
a. Measures: Pursuant to § 37.2-508 or § 37.2-608 of the Code, the CSB shall report the data for
individual outcome and CSB provider performance measures in Exhibit B of this contract to the
Department.
b. Individual CSB Performance Measures: The Department may negotiate specific, time-limited
measures with the CSB to address identified performance concerns or issues. The measures shall
be included in Exhibits D of this contract.
c. Individual Satisfaction Survey: Pursuant to § 37.2-508 or § 37.2-608 of the Code, the CSB shall
participate in the Annual Survey of Individuals Receiving Services, the Annual Youth Services
Survey for Families (i.e., Child MH survey), and the annual QSRs and the NCI Survey for
individuals covered by the DOJ Settlement Agreement.
2. Electronic Health Record
The CSB shall implement and maintain an electronic health record (EHR) that has been fully certified
and is listed by the Office of the National Coordinator for Health Information Technology-Authorized
Testing and Certification Body to improve the quality and accessibility of services, streamline, and
reduce duplicate reporting and documentation requirements, obtain reimbursement for services, and
exchange data with the Department and its state hospitals and training centers and other CSB.
3. Reporting Requirements
For purposes of reporting to the Department, the CSB shall comply with State Board Policy 1030 and
shall:
a. Provide monthly Community Consumer Submission (CCS) extracts that report individual
characteristic and service data to the Department, as required by § 37.2- 508 or § 37.2-608 of the
Code, the federal Substance Abuse and Mental Health Services Administration, and Part C of Title
XIX of the Public Health Services Act - Block Grants, § 1943 (a) (3) and § 1971 and § 1949, as
amended by Public Law 106- 310, and as permitted under 45 CFR §§ 164.506 (c) (1) and (3) and
164.512 (a) (1) and (d) of the HIPAA regulations and §32.1-127.1:03.D (6) of the Code, and as
defined in the current Data Reporting Mechanism specifications, including the current Business
Rules.
b. Follow the current Core Services Taxonomy and Data Reporting Mechanism specifications, when
responding to reporting requirements established by the Department.
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c. Complete the National Survey of Substance Abuse Treatment Services (N-SSATS) annually that is
used to compile and update the National Directory of Drug and Alcohol Abuse Treatment
Programs and the on-line Substance Abuse Treatment Facility Locator.
d. Follow the user acceptance testing process described in Appendix D of the CSB Administrative
Requirements for new Data Reporting Mechanism releases and participate in the user acceptance
testing process when requested to do so by the Department.
e. Report service data on substance abuse prevention and mental health promotion services provided
by the CSB that are supported wholly or in part by the SABG set aside for prevention services
through the prevention data system planned and implemented by the Department in collaboration
with the VACSB DMC, but report funding, expenditure, and cost data on these services through
CARS); and report service, funding, expenditure, and cost data on any other mental health
promotion services through Data Reporting Mechanism and CARS.
f. Report data and information required by the current Appropriation Act.
g. Report data identified collaboratively by the Department and the CSB working through the
VACSB DMC.
4. Routine Reporting Requirements
The CSB shall account for all services, funds, expenses, and costs accurately and submit reports to
the Department in a timely manner using current CARS, CCS, or other software provided by the
Department. All reports shall be provided in the form and format prescribed by the Department. The
CSB shall provide the following information and meet the following reporting requirements:
a. types and service capacities of services provided, costs for services provided, and funds
received by source and amount and expenses paid by program area and for emergency and
ancillary services semi-annually in CARS, and state and federal block grant funds expended
by service category with the end-of-the-fiscal year CARS report.
b. demographic characteristics of individuals receiving services and types and amounts of services
provided to each individual monthly through the current CCS.
c. Federal Balance Report.
d. PATH reports (mid-year and at the end of the fiscal year).
e. amounts of state, local, federal, Medicaid, other fees, other funds used to pay for services by
service category in each program area and emergency and ancillary services in the end of the
fiscal year CARS report; and
f. other reporting requirements in the current Data Reporting Mechanism specifications.
5. Subsequent Reporting Requirements: In accordance with State Board Policy 1030, the CSB shall
work with the Department through the VACSB DMC to ensure that current data and reporting
requirements are consistent with each other and the current Core Services Taxonomy, the current
Data Reporting Mechanism and the federal substance abuse Treatment Episode Data Set (TEDS) and
other federal reporting requirements. The CSB also shall work with the Department through the
VACSB DMC in planning and developing any additional reporting or documentation requirements
beyond those identified in this contract to ensure that the requirements are consistent with the current
taxonomy, the current Data Reporting Mechanism, and the TEDS and other federal reporting
requirements.
6. Data Elements: The CSB shall work with the Department through the DMC to standardize data
definitions, periodically review existing required data elements to eliminate elements that are no
longer needed, minimize the addition of new data elements to minimum necessary ones, review
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CSB business processes so that information is collected in a systematic manner, and support
efficient extraction of required data from CSB electronic health record systems whenever this is
possible.
7. Streamlining Reporting Requirements: The CSB shall work with the Department through the
VACSB DMC to review existing reporting requirements including the current Data Reporting
Mechanism to determine if they are still necessary and, if they are, to streamline and reduce the
number of portals through which those reporting requirements are submitted as much as possible; to
ensure reporting requirements are consistent with the current Data Reporting Mechanism
specifications and Core Services Taxonomy; and to maximize the interoperability between
Department and CSB data bases to support the electronic exchange of information and
comprehensive data analysis.
8. Data Quality: The CSB shall review data quality reports from the Department on the completeness
and validity of its Data Reporting Mechanism data to improve data quality and integrity. When
requested by the Department, the CSB executive director shall develop and submit a plan of correction
to remedy persistent deficiencies in the CSB’s Data Reporting Mechanism submissions and, upon
approval of the Department, shall implement the plan of correction.
9. Providing Information: The CSB shall provide any information requested by the Department that is
related to the services, funds, or expenditures in this contract or the performance of or compliance with
this contract in a timely manner, considering the type, amount, and availability of information
requested. Provision of information shall comply with applicable laws and regulations governing
confidentiality, privacy, and security of information regarding individuals receiving services from the
CSB.
10. Reviews: The CSB shall participate in the periodic, comprehensive administrative and financial review
of the CSB conducted by the Department to evaluate the CSB’s compliance with requirements in the
contract and CSB Administrative Requirements and the CSB’s performance. The CSB shall address
recommendations in the review report by the dates specified in the report or those recommendations
may be incorporated in an Exhibit D.
11. Language Access: To support Virginia’s efforts to ensure all people with DD and their families have
access to Medicaid information, the CSB will post a message for individuals with DD and their
families related to the DMAS document titled “Help in Any Language” to the CSB website and
provide the information through other means, as needed, or requested by individuals with DD and their
families who are seeking services. This document can be accessed at:
https://dmas.virginia.gov/media/2852/language-taglines-for-dmas.pdf or by contacting DBHDS or
DMAS.
11. Subcontracting
A subcontract means a written agreement between the CSB and another party under which the other party
performs any of the CSB’s obligations. Subcontracts, unless the context or situation supports a different
interpretation or meaning, also may include agreements, memoranda of understanding, purchase orders,
contracts, or other similar documents for the purchase of services or goods by the CSB from another
organization or agency or a person on behalf of an individual.
If the CSB hires an individual not as an employee but as a contractor (e.g., a part- time psychiatrist) to work in
its programs, this does not constitute subcontracting under this section. CSB payments for rent or room and
board in a non-licensed facility (e.g., rent subsidies or a hotel room) do not constitute subcontracting under this
section, and the provisions of this section, except for compliance with the Human Rights regulations, do not
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apply to the purchase of a service for one individual.
The CSB may subcontract any requirements in this contract. The CSB shall remain fully and solely responsible
and accountable for meeting all of its obligations and duties under this contract, including all services, terms,
and conditions, without regard to its subcontracting arrangements.
Subcontracting shall comply with applicable statutes, regulations, and guidelines, including the Virginia Public
Procurement Act, § 2.1-4300 et seq. of the Code. All subcontracted activities shall be formalized in written
contracts between the CSB and subcontractors. The CSB agrees to provide copies of contracts or other
documents to the Department on request.
A. Subcontracts
The written subcontract shall, as applicable and at a minimum, state the activities to be performed, the time
schedule and duration, the policies, and requirements, including data reporting, applicable to the
subcontractor, the maximum amount of money for which the CSB may become obligated, and the manner
in which the subcontractor will be compensated, including payment time frames. Subcontracts shall not
contain provisions that require a subcontractor to make payments or contributions to the CSB as a condition
of doing business with the CSB.
B. Subcontractor Compliance
The CSB shall require that its subcontractors comply with the requirements of all applicable federal and
state statutes, regulations, policies, and reporting requirements that affect or are applicable to the services
included in this contract. The CSB shall require that its subcontractors submit to the CSB all required Data
Reporting Mechanism on individuals they served and services they delivered in the applicable format so
that the CSB can include this data in its Data Reporting Mechanism submissions to the Department.
1. The CSB shall require that any agency, organization, or person with which it intends to subcontract
services that are included in this contract is fully qualified and possesses and maintains current all
necessary licenses or certifications from the Department and other applicable regulatory entities before
it enters into the subcontract and places individuals in the subcontracted service.
2. The CSB shall require all subcontractors that provide services to individuals and are licensed by the
Department to maintain compliance with the Human Rights Regulations adopted by the State Board.
3. The CSB shall, to the greatest extent practicable, require all other subcontractors that provide services
purchased by the CSB for individuals and are not licensed by the Department to develop and
implement policies and procedures that comply with the CSB’s human rights policies and procedures
or to allow the CSB to handle allegations of human rights violations on behalf of individuals served by
the CSB who are receiving services from such subcontractors. When it funds providers such as family
members, neighbors, individuals receiving services, or others to serve individuals, the CSB may
comply with these requirements on behalf of those providers, if both parties agree.
C. Subcontractor Dispute Resolution
The CSB shall include contract dispute resolution procedures in its contracts with subcontractors.
D. Quality Improvement Activities
The CSB shall, to the extent practicable, incorporate specific language in its subcontracts regarding the
quality improvement activities of subcontractors. Each vendor that subcontracts with the CSB should have
its own quality improvement system in place or participate in the CSB’s quality improvement program.
12. Compliance with Laws
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CSB shall comply with all applicable federal, state, and local laws and regulations to include, but not limited to,
the Health Insurance Portability and Accountability Act (HIPAA), the Virginia Health Records Privacy Act, 42
CFR Part 2, the 21st Century Cures Act, and the HITECH Act. If any laws or regulations that become effective
after the execution date of this contract substantially change the nature and conditions of this contract, they
shall be binding upon the parties, but the parties retain the right to exercise any remedies available to them by
law or other provisions of this contract.
A. HIPAA
1. The Parties shall comply with HIPAA and the regulations promulgated thereunder by their compliance
dates, except where HIPAA requirements and applicable state law or regulations are contrary and state
statutes or regulations are more stringent, as defined in 45 CFR §160.202, than the related HIPAA
requirements.
2. The CSB shall execute, in accordance with HIPAA, a Business Associate Agreement (BAA) initiated
by and with the Department governing the use, disclosure, and safeguarding of any HIPAA or 42 CFR
Part 2- protected health information (PHI), personally identifiable information (PII), and other
confidential data that it exchanges with the Department and its state facilities that is not covered by
Section 10.F.3.a. to ensure the privacy and security of sensitive data. Additionally, the CSB shall enter
into BAAs with vendors providing data platform, exchange, or other services/solutions to implement
the Performance Contract, including those under contract with DBHDS and the Commonwealth, and
DBHDS shall provide such support to the CSB as may be necessary to facilitate the CSB’s entering
into those agreements.
3. The Parties shall ensure sensitive data, including HIPAA-PHI, PII, and other confidential data,
exchanged electronically with the Department, its state hospitals and training centers, other
CSBs, other providers, regional or persons meets the requirements in the Federal Information
Processing Standards (FIPS) 140-2 standard and is encrypted using a method supported by the
Department and CSB.
4. To ensure the privacy and security of PHI, PII, and other confidential data and as necessary to comply
with HIPAA, each Party shall execute a BAA with any person or entity, other than the party’s
workforce, who performs functions or activities on behalf of, or provides certain services to, the Party
that involve access by the person or entity to PHI, PII, or other confidential data.
5. The CSB shall execute a BAA with the Department’s authorized business associate for the access of
PHI, PII, and other confidential data that the CSB may be required to provide to the Department’s
business associate to ensure the privacy and security of sensitive data.
B. Employment Anti-Discrimination
1. The CSB shall conform to the applicable provisions of Title VII of the Civil Rights Act of 1964 as
amended, the Equal Pay Act of 1963, Sections 503 and 504 of the Rehabilitation Act of 1973, the
Vietnam Era Veterans Readjustment Act of 1974, the Age Discrimination in Employment Act of 1967,
the Americans With Disabilities Act of 1990, the Virginians With Disabilities Act, the Virginia Fair
Employment Contracting Act, the Civil Rights Act of 1991, regulations issued by Federal Granting
Agencies, and other applicable statutes and regulations, including § 2.2-4310 of the Code. The CSB
agrees as follows:
2. The CSB will not discriminate against any employee or applicant for employment because of race,
religion, color, sex, national origin, age, disability, or other basis prohibited by federal or state law
relating to discrimination in employment, except where there is a bona fide occupational qualification
reasonably necessary to the normal operation of the CSB. The CSB agrees to post in conspicuous
places, available to employees and applicants for employment, notices setting forth the provisions of
this nondiscrimination clause.
3. The CSB, in all solicitations or advertisements for employees placed by or on behalf of the CSB, will
state that it is an equal opportunity employer.
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4. Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation
shall be deemed sufficient for the purpose of meeting these requirements.
C. Service Delivery Anti-Discrimination
1. The CSB shall conform to the applicable provisions of Title VI of the Civil Rights Act of 1964, Section
504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, the Virginians with
Disabilities Act, the Civil Rights Act of 1991, regulations issued by the U.S. Department of Health and
Human Services pursuant thereto, other applicable statutes and regulations, and as further stated below.
2. Services operated or funded by the CSB have been and will continue to be operated in such a manner
that no person will be excluded from participation in, denied the benefits of, or otherwise subjected to
discrimination under such services on the grounds of race, religion, color, national origin, age, gender,
or disability.
3. The CSB and its direct and contractual services will include these assurances in their services policies
and practices and will post suitable notices of these assurances at each of their facilities in areas
accessible to individuals receiving services.
4. The CSB will periodically review its operating procedures and practices to ensure continued
conformance with applicable statutes, regulations, and orders related to non- discrimination in service
delivery.
D. General State Requirements
The CSB shall comply with applicable state statutes and regulations, State Board regulations and policies,
and Department procedures, including the following requirements.
E. Conflict of Interests
Pursuant to § 2.2-3100.1 of the Code, the CSB shall ensure that new board members are furnished with
receive a copy of the State and Local Government Conflict of Interests Act by the executive director or his
or her designee within two weeks following a member’s appointment, and new members shall read and
become familiar with provisions of the act.
The CSB shall ensure board members and applicable CSB staff receive training on the act. If required by §
2.2-3115 of the Code, CSB board members and staff shall file annual disclosure forms of their personal
interests and such other information as is specified on the form set forth in § 2.2-3118 of the Code. Board
members and staff shall comply with the Conflict of Interests Act and related policies adopted by the CSB
board of directors.
F. Freedom of Information
Pursuant to § 2.2-3702 of the Code, the CSB shall ensure that new board members are furnished with a
copy of the Virginia Freedom of Information Act by the executive director or his or her designee within
two weeks following a member’s appointment, and new members shall read and become familiar with
provisions of the act.
The CSB shall ensure board members and applicable staff receive training on the act. Board members and
staff shall comply with the Freedom of Information Act and related policies adopted by the CSB by the
CSB board of directors.
G. Protection of Individuals Receiving Services
1. Human Rights. The CSB shall comply with the current Regulations to Assure the Rights of Individuals
Receiving Services from Providers Licensed, Funded, or Operated by the Department of Behavioral
Health and Developmental Services. The CSB shall adhere to any human rights guidance documents
published by the Department. In the event of a conflict between any of the provisions in this contract
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and provisions in these regulations, the applicable provisions in the regulations shall apply.
The CSB shall cooperate with any Department investigation of allegations or complaints of human
rights violations, including providing any information needed for the investigation as required under
state law and as permitted under 45 CFR § 164.512 (d) in as expeditious a manner as possible.
2. Disputes. The filing of a complaint as outlined in the Human Rights Regulations by an individual or
his or her family member or authorized representative shall not adversely affect the quantity, quality, or
timeliness of services provided to that individual unless an action that produces such an effect is based
on clinical or safety considerations and is documented in the individual’s individualized services plan.
H. Licensing
The CSB shall comply with the Rules and Regulations for Licensing Providers by the Department of
Behavioral Health and Developmental Services. The CSB shall establish a system to ensure ongoing
compliance with applicable licensing regulations. CSB staff shall provide copies of the results of licensing
reviews, including scheduled reviews, unannounced visits, and complaint investigations, to all members of
the CSB board of directors in a timely manner and shall discuss the results at a regularly scheduled board
meeting. The CSB shall adhere to any licensing guidance documents published by the Department.
13. Department Responsibilities
A. Program and Service Reviews
The Department shall develop and implement policies, processes and procedures for regular, ongoing
monitoring of CSB performance to ensure compliance with the requirements of this agreement. The
Department may conduct or contract for reviews of programs or services provided or contracted by the CSB
under this contract to examine their quality or performance at any time as part of its monitoring and review
responsibilities or in response to concerns or issues that come to its attention, as permitted under 45 CFR §
164.512 (a), (d), and (k) (6) (ii) and as part of its health oversight functions under § 32.1-127.1:03 (D) (6)
and § 37.2-508 or § 37.2-608 of the Code or with a valid authorization by the individual receiving services
or his authorized representative that complies with the Rules and Regulations to Assure the Rights of
Individuals Receiving Services from Providers Licensed, Funded, or Operated by the Department of
Behavioral Health and Developmental Services, and the Health Insurance Portability and Accountability Act
of 1996 (HIPAA) Privacy Rule. The CSB shall provide ready access to any records or other information
necessary for the Department to conduct program or service reviews or investigations of critical incidents.
B. State Facility Services
1. Availability: The Department shall make state facility services available, if appropriate, through its
state hospitals and training centers when individuals located in the CSB’s service area meet the
admission criteria for these services.
2. Bed Utilization: The Department shall track, monitor, and report on the CSB’s utilization of state
hospital and training center beds and provide data to the CSB about individuals receiving services
from its service area who are served in state hospitals and training centers as permitted under 45 CFR
§§ 164.506 (c) (1), (2), and (4) and 164.512(k) (6) (ii). The Department shall distribute reports to
CSB on state hospital and training center bed utilization by the CSB for all types of beds (adult,
geriatric, child, and adolescent, and forensic) and for TDO admissions and bed day utilization.
In addition, the Department and the CSB shall work jointly to identify or develop other mechanisms, as
appropriate, that will be employed collaboratively by the CSB and the state hospitals to manage the
utilization of state hospital beds.
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3. Continuity of Care: The Department shall manage its state hospitals and training centers in
accordance with State Board Policy 1035, to support service linkages with the CSB, including
adherence to the applicable continuity of care procedures, and the current Exhibit K and other
applicable document provided by the Department. The Department shall assure state hospitals and
training centers use teleconferencing technology to the greatest extent practicable to facilitate the
CSB’s participation in treatment planning activities and fulfillment of its discharge planning
responsibilities for individuals in state hospitals and training centers for whom it is the case
management CSB.
4. Medical Screening and Medical Assessment: When working with CSB and other facilities to arrange
for treatment of individuals in the state hospital, the state hospital shall assure that its staff follows the
current Medical Screening and Medical Assessment Guidance Materials. The state hospital staff shall
coordinate care with emergency rooms, emergency room physicians, and other health and behavioral
health providers to ensure the provision of timely and effective medical screening and medical
assessment to promote the health and safety of and continuity of care for individuals receiving services.
5. Planning: The Department shall involve the CSB, as applicable and to the greatest extent
possible, in collaborative planning activities regarding the future role and structure of state
hospitals and training centers.
C. Quality of Care
The Department in collaboration with the VACSB Data Management and Quality Leadership Committees
and the VACSB/DBHDS Quality and Outcomes Committee shall identify individual outcome, CSB
provider performance, individual satisfaction, individual and family member participation and involvement
measures, and quality improvement measures, pursuant to § 37.2-508 or § 37.2-608 of the Code, and shall
collect information about these measures and work with the CSB to use them as part of the Continuous
Quality Improvement Process described in Appendix E of the CSB Administrative Requirements to
improve services.
D. CSB Performance Dashboard
1. The Department shall develop a dashboard (“Performance Dashboard”) to display performance data
for all CSBs, to include:
a. Each CSB’s revenues, costs, and services;
b. Individuals served;
c. Measures in Exhibit B; and
d. Any other information deemed necessary by the Department
2. The Department and CSB shall work collaboratively to identify additional performance measures for
reporting on the Performance Dashboard, as determined appropriate and beneficial to understand the
community behavioral health system across the Commonwealth of Virginia.
3. The Department shall provide access to the dashboard to CSB.
4. The Department shall collaborate with the CSB to ensure all dashboard data is accurate before it is
posted publicly on the Performance Dashboard and to determine the frequency at which the data will
be updated.
5. The Department shall work with the CSB to identify and implement actions to improve the CSB’s
ranking on any outcome or performance measure on which it is below the benchmark.
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E. Utilization Management
The Department shall work with the CSB, state hospitals and training centers serving it, and private
providers involved with the public mental health, developmental, and substance use disorder services
system to implement regional utilization management procedures and practices.
F. Human Rights
The Department shall operate the statewide human rights system described in the current Rules and
Regulations to Assure the Rights of Individuals Receiving Services from Providers Licensed, Funded, or
Operated by the Department of Behavioral Health and Developmental Services, by monitoring
compliance with the human rights requirements in those regulations.
G. Licensing
The Department shall license programs and services that meet the requirements in the current Rules and
Regulations for Licensing Providers by the Department of Behavioral Health and Developmental Services
and conduct licensing reviews in accordance with the provisions of those regulations. The Department shall
respond in a timely manner to issues raised by the CSB regarding its efforts to coordinate and monitor
services provided by independent providers licensed by the Department.
H. Peer Review Process
The Department shall implement a process in collaboration with volunteer CSB to ensure that at least
five percent of community mental health and substance abuse programs receive independent peer
reviews annually, per federal requirements and guidelines, to review the quality and appropriateness of
services. The Department shall manage this process to ensure that peer reviewers do not monitor their
own programs.
I. Electronic Health Record (EHR)
The Department shall implement and maintain an EHR in its central office and state hospitals and
training centers that has been fully certified and is listed by the Office of the National Coordinator for
Health Information Technology- Authorized Testing and Certification Body to improve the quality and
accessibility of services, streamline and reduce duplicate reporting and documentation requirements,
obtain reimbursement for services, and exchange data with CSB.
J. Reviews
The Department shall review and take appropriate action on audits submitted by the CSB in accordance
with the provisions of this contract and the CSB Administrative Requirements. The Department may
conduct a periodic, comprehensive administrative and financial review of the CSB to evaluate the CSB’s
compliance with requirements in the contract and CSB Administrative Requirements and the CSB’s
performance. The Department shall present a report of the review to the CSB and monitor the CSB’s
implementation of any recommendations in the report.
K. Reporting and Data Quality Requirements
In accordance with State Board Policy 1030, the Department shall work with CSB through the VACSB
DMC to ensure that current data and reporting requirements are consistent with each other and the
current Core Services Taxonomy, the current Data Reporting Mechanism, and the Treatment Episode
Data Set (TEDS) and other federal reporting requirements.
1. The Department also shall work with CSB through the DMC in planning and developing any
additional reporting or documentation requirements beyond those identified in this contract to ensure
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that the requirements are consistent with the current taxonomy, current Data Reporting Mechanism,
and TEDS and other federal reporting requirements.
2. The Department shall work with the CSB through the DMC to develop and implement any changes
in data platforms used, data elements collected, or due dates for all existing reporting mechanisms,
Data Reporting Mechanism and stand-alone spreadsheet or other program- specific reporting
processes.
L. Community Consumer Submission
The Department shall collaborate with CSB through the DMC in the implementation and modification of
the current Data Reporting Mechanism, which reports individual characteristic and service data that is
required under § 37.2-508 or § 37.2-608 of the Code, the federal Substance Abuse and Mental Health
Services Administration, and Part C of Title XIX of the Public Health Services Act - Block Grants, §1943
(a) (3) and § 1971 and § 1949, as amended by Public Law 106-310, to the Department and is defined in
the current Data Reporting Mechanism specifications, including the current Business Rules.
1. The Department will receive and use individual characteristic and service data disclosed by the CSB
through Data Reporting Mechanism as permitted under 45 CFR§§ 164.506 (c) (1) and (3) and
164.512 (a) (1) of the HIPAA regulations and § 32.1- 127.1:03.D (6) of the Code and shall implement
procedures to protect the confidentiality of this information pursuant to § 37.2-504 or § 37.2-605 of
the Code and HIPAA.
2. The Department shall follow the user acceptance testing process described in Addendum I
Administrative Requirements and Processes and Procedures for new Data Reporting Mechanism
releases.
M. Data Elements
The Department shall work with CSB through the DMC to standardize data definitions, periodically
review existing required data elements to eliminate elements that are no longer needed, minimize the
addition of new data elements to minimum necessary ones, review CSB business processes so that
information is collected in a systematic manner, and support efficient extraction of required data from
CSB electronic health record systems whenever this is possible.
The Department shall work with the CSB through the DMC to develop, implement, maintain, and revise
or update a mutually agreed upon electronic exchange mechanism that will import all information related
to the support coordination or case management parts of the ISP (parts I-IV) and VIDES about individuals
who are receiving DD Waiver services from CSB EHRs into WaMS. If the CSB does not use or is unable
to use the data exchange, it shall enter this data directly into WaMS.
N. Streamlining Reporting Requirements
The Department shall work with CSB through the DMC to review existing reporting requirements
including the current Data Reporting Mechanism to determine if they are still necessary and, if they are,
to streamline and reduce the number of portals through which those reporting requirements are submitted
as much as possible; to ensure reporting requirements are consistent with the current Data Reporting
Mechanism specifications and Core Services Taxonomy; and to maximize the interoperability between
Department and CSB data bases to support the electronic exchange of information and comprehensive
data analysis.
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Contract No. P1636.759.1
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O. Data Quality
The Department shall provide data quality reports to the CSB on the completeness and validity of its Data
Reporting Mechanism data to improve data quality and integrity. The Department may require the CSB
executive director to develop and implement a plan of correction to remedy persistent deficiencies in the
CSB’s Data Reporting Mechanism submissions. Once approved, the Department shall monitor the plan of
correction and the CSB’s ongoing data quality.
P. Surveys
The Department shall ensure that all surveys and requests for data have been reviewed for cost
effectiveness and developed through a joint Department and CSB process. The Department shall comply
with the Procedures for Approving CSB Surveys, Questionnaires, and Data Collection Instruments and
Establishing Reporting Requirements, reissued by the Commissioner.
Q. Communication
1. The Department shall provide technical assistance and written notification to the CSB regarding
changes in funding source requirements, such as regulations, policies, procedures, and
interpretations, to the extent that those changes are known to the Department.
2. The Department shall resolve, to the extent practicable, inconsistencies in state agency requirements
that affect requirements in this contract.
3. The Department shall provide any information requested by the CSB that is related to performance
of or compliance with this contract in a timely manner, considering the type, amount, and
availability of the information requested.
4. The Department shall issue new or revised policy, procedure, and guidance documents affecting
CSB via letters, memoranda or emails from the Commissioner, Deputy Commissioner, or applicable
Assistant Commissioner to CSB executive directors and other applicable CSB staff and post these
documents in an easily accessible place on its web site within 10 business days of the date on which
the documents are issued via letters, memoranda, or emails.
R. Department Comments or Recommendations on CSB Operations or Performance
The Commissioner of the Department may communicate significant issues or concerns about the
operations or performance of the CSB to the executive director and CSB board members for their
consideration, and the Department agrees to collaborate as appropriate with the executive director and
CSB board members as they respond formally to the Department about these issues or concerns.
The executive director and CSB board members shall consider significant issues or concerns raised by the
Commissioner of the Department at any time about the operations or performance of the CSB and shall
respond formally to the Department, collaborating with it as appropriate, about these issues or concerns.
14. Compliance and Remediation
The Department may utilize a variety of remedies, including requiring the CSB to enter into a performance
improvement plan or corrective action plan, delaying payments, and reducing allocations or payments, to
ensure CSB compliance with this performance contract. Specific remedies, described in Exhibit E of this
contract, may be taken if the CSB fails to satisfy the reporting requirements in this contract.
A. In accordance with subsection G of § 37.2-508 of the Code, the CSB shall not be eligible to receive state-
controlled funds for mental health, developmental, or substance abuse services after September 30 of each
year unless:
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AMENDMENT 1
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MASTER AGREEMENT
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Contract No. P1636.759.1
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1. Its performance contract has been approved or renewed by the governing body of each city or county
that established it and by the Department.
2. It provides revenue, cost, and services data and information, and aggregate and individual data and
information about individuals receiving services, notwithstanding the provisions of § 37.2-400 or any
regulations adopted thereunder, to the Department in the format prescribed by the Department.
3. It uses standardized cost accounting and financial management practices approved by the Department.
4. The CSB is in substantial compliance with its performance contract or is making progress to come into
substantial compliance through the Department's remediation process. In accordance with subsection E
of § 37.2-508, or if a behavioral health authority, subsection E of § 37.2-608, of the Code, the
Department may terminate all or a portion of this contract, after unsuccessful use of the remediation
process described in Section 14.C.3 below and after affording the CSB, or behavioral health authority,
an adequate opportunity to use the appeal process described in Section 14.C.3.f.
B. Remediation Process
The parties shall attempt in good faith to promptly resolve any disputes regarding implementation of this
performance contract, controversy or claims arising out of or relating to this performance contract, or CSB
noncompliance with the terms of this performance contract identified by the Department during its contract
compliance review and performance management efforts.
1. If the Department determines that the informal dispute resolution process is unsuccessful at addressing
any CSB noncompliance with this performance contract or any Exhibit, the Department may use the
following process to ensure CSB compliance:
a. Describe the situation or condition, such as a pattern of failing to achieve a satisfactory level of
performance on a significant number of major outcome or performance measures in the contract, that
if unresolved could result in substantial noncompliance.
b. Require the CSB to implement a performance improvement plan or corrective action plan with
specific actions and timeframes approved by the Department to address the situation or condition;
and
c. Include the performance measures that will document a satisfactory resolution of the situation or
condition. If the CSB does not implement the performance improvement plan (PIP) or corrective
action plan (CAP) successfully within the approved timeframes, the Department, as a condition of
continuing to fund the CSB, may request changes in the management and operation of the CSB’s
services linked to those actions and measures to obtain acceptable performance. These changes may
include realignment or re-distribution of state-controlled resources or restructuring the staffing or
operations of those services. The Department shall review and approve any changes before their
implementation. Any changes shall include mechanisms to monitor and evaluate their execution and
effectiveness.
2. If the CSB determines the informal dispute resolution process is unsuccessful at addressing any CSB
performance contract or any Exhibit, the CSB may use the following process:
a. The dispute must be sent to the Office of Enterprise Management Services (OEMS) email address
at performancecontractsupport@dbhds.virginia.gov with a detail description of the dispute.
b. The OEMS shall review and respond to the dispute within 15 calendar days of receipt of dispute.
c. If the CSB does not agree with the decision by the OEMS, they may request a review by the
Department’s Deputy Commissioner for Community Services or designee within 7 calendar days
of receipt of the OEMS decision.
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MASTER AGREEMENT
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Contract No. P1636.759.1
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3. Remediation After Failure to Substantially Comply: If the Department determines that the CSB fails
to substantially comply with the requirements of this performance contract, the following remediation
process shall be used to allow the CSB an opportunity to come into compliance.
a. The Department shall provide written notification to the CSB’s board chairperson, executive director,
and governing body of each city or county that established the CSB of the Department’s
determination that the CSB fails to substantially comply with this performance contract. The written
notice shall describe in detail the factors leading to the determination of substantial noncompliance.
b. Within 15 calendar days of the CSB’s receipt of notice of substantial noncompliance, the CSB shall
submit a written notice to the Department’s OEMS Director or designee, through the
performancecontractsupport@dbhds.virginia.gov email address stating its desire to use the
remediation process.
If the CSB does not submit a notice requesting remediation during the designated timeframe, the
Department shall move forward with its intended enforcement action in accordance with § 37.2-
508 (withholding or reducing funds, repayment of funds, or termination of all or part of this
performance contract) and notify the CSB board chairperson, executive director, and governing
body of each city or county that established the CSB.
c. If the CSB submits a request to remediate, OEMS shall, within 15 days after receipt of the CSB’s
remediation request, submit the justification for the Department’s determination of substantial
noncompliance and the CSB’s remediation request to the Department’s Deputy Commissioner for
Community Services for review and approval to move forward with a CAP to address the substantial
compliance issues with its contract.
d. The OEMS shall work with the Deputy Commissioner for Community Services to develop the CAP
that the CSB will implement to address the issue(s) identified in the Department’s notice. The CAP
shall include specific, measurable, attainable, reasonable, and time-specific actions the CSB must
meet. The CAP shall include specific times at which the Department shall provide updates to the
CSB and its chairperson regarding the CSB’s progress toward coming into substantial compliance.
e. If the CSB fails to comply with the CAP, the Department may move forward with its enforcement
action due to the CSB’s failure to come into substantial compliance and shall notify the CSB board
chairperson, executive director, and governing body of each city or county that established the CSB
of that decision.
f. Appeal of Enforcement Action: The CSB may appeal the Department’s enforcement action and
shall use the appeal process outlined as follows:
i. Within 15 days of receipt of the Department’s notification in accordance with 14.C.3.e,
that it is taking enforcement action, the CSB may provide a written request to use the
appeal process. This written notice shall be submitted to the Department’s OEMS Director
or designee, through the performancecontractsupport@dbhds.virginia.gov email address
stating its desire to use the appeal process.
If the CSB does not submit a notice requesting an appeal during the designated timeframe,
the Department shall move forward with its enforcement action.
ii. If the CSB submits a request to appeal, the OEMS Director or designee shall, within 15
days after the Department’s receipt of the CSB’s request to appeal, facilitate the following
process:
a) Notify the CSB within seven days of receipt of the written notice that a panel will be
appointed within 15 days to conduct a panel conference to consider the issues identified
in the Department’s notice.
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MASTER AGREEMENT
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Contract No. P1636.759.1
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b) Establish a panel of five (5) disinterested persons that shall be appointed to the panel
conference. The panel members shall elect a chairman, and the chairman shall convene
the panel.
c) Inform each panel member of the nature of the issues identified in the Department’s
notice. Each panel member shall sign a statement indicating that he has no interest in
this matter. Any person with an interest in the underlying issues shall be relieved of panel
responsibilities, and another person shall be selected as a panel member.
d) Schedule panel conference not more than 15 days after the appointment of the final panel
member.
e) Contact the parties for a panel conference at a mutually convenient time, date, and place.
Confirmation of the time, date, and place of the panel conference will be communicated
to all parties at least seven days in advance of the panel conference by the OEMS.
f) Handle any multiple appeal notices independently and sequentially so that an initial
appeal will not be delayed by a second appeal.
iii. At the panel conference, the CSB shall present evidence first, followed by the Department.
The panel may hear rebuttal evidence after the initial presentations by the CSB and the
Department. The panel may question either party to obtain a clear understanding of the
facts.
iv. Subject to provisions of the Freedom of Information Act, the panel shall convene in closed
session at the end of the hearing and shall issue written recommended findings of fact within
seven days of the hearing. The recommended findings of fact shall be submitted to the
Department’s Chief Deputy of Community Services and to the Commissioner or their
designee(s) for the final decision.
The findings of fact shall be final and conclusive and shall not be set aside by the
Commissioner unless they are (a) fraudulent, arbitrary, or capricious; (b) so grossly
erroneous as to imply bad faith; (c) in the case of termination of the contract due to failure
to perform, the criteria for performance measurement are found to be erroneous, arbitrary,
or capricious; or (d) not within the CSB’s purview.
v. The Department shall send the final decision on the CSB’s appeal by certified mail to the
CSB board chairperson, executive director, and governing body of each city or county that
established the CSB no later than 120 days after receipt of the CSB’s written notice invoking
the appeal process.
vi. If the CSB’s appeal is unsuccessful, the Department may take its intended enforcement
action, including withholding or reducing funds, requiring repayment of funds, or
terminating all or part of the CSB’s performance contract as provided in § 37.2-508(C)(6)(c).
vii. Upon terminating all or a portion of a performance contract pursuant to § 37.2-508(E), the
Department, only after consulting with the governing body of each city or county that
established the CSB that was a party to the performance contract, may negotiate a
performance contract with another community services board, a behavioral health authority,
or a private nonprofit or for-profit organization or organizations to obtain services that were
the subject of the terminated performance contract in accordance with § 37.2-508(F).
viii. The CSB may seek judicial review of a final decision to withhold or reducing funds, require
repayment of funds, or terminate this contract in the Circuit Court for the City of Richmond
within 30 days of receipt of the final decision.
15. Liability
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AMENDMENT 1
FY2024 AND FY2025 COMMUNITY SERVICES PERFORMANCE CONTRACT
MASTER AGREEMENT
Danville-Pittsylvania Community Services
Contract No. P1636.759.1
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The CSB shall defend or compromise, as appropriate, all claims, suits, actions, or proceedings arising from its
performance of this contract. The CSB shall obtain and maintain sufficient liability insurance to cover claims
for bodily injury and property damage and suitable administrative or directors’ and officers’ liability insurance.
The CSB may discharge these responsibilities by means of a proper and sufficient self-insurance program
operated by the state or a city or county government. The CSB shall provide a copy of any policy or program to
the Department upon request. This contract is not intended to and does not create by implication or otherwise
any basis for any claim or cause of action by a person or entity not a party to this contract arising out of any
claimed violation of any provision of this contract, nor does it create any claim or right on behalf of any person
to services or benefits from the CSB or the Department.
16. Severability
Each paragraph and provision of this contract is severable from the entire contract, and the remaining
provisions shall nevertheless remain in full force and effect if any provision is declared invalid or
unenforceable.
17. Counterparts and Electronic Signatures
Except as may be prohibited by applicable law or regulation, this Agreement and any amendment may be
signed in counterparts, by facsimile, PDF, or other electronic means, each of which will be deemed an original
and all of which when taken together will constitute one agreement. Facsimile and electronic signatures will be
binding for all purposes.
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AMENDMENT 1
FY2024 AND FY2025 COMMUNITY SERVICES PERFORMANCE CONTRACT
MASTER AGREEMENT
Danville-Pittsylvania Community Services
Contract No. P1636.759.1
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18. Signatures
In witness thereof, the Department and the CSB have caused this performance contract to be executed by the
following duly authorized officials.
VIRGINIA DEPARTMENT OF BEHAVIORAL
HEALTH AND DEVELOPMENTAL SERVICES
By: ______________________________
Name: Nelson Smith
Title: Commissioner
Date: ____________________________
Danville-Pittsylvania Community Services
By: ______________________________
Name: Kimberly G. Van Der Hyde
Title: Chairperson
Date: _____________________________
By: _______________________________
Name: Jim Bebeau
Title: Executive Director
Date: ______________________________
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AMENDMENT 1
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MASTER AGREEMENT
Danville-Pittsylvania Community Services
Contract No. P1636.759.1
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19. Exhibit L: List of Acronyms
Acronym Name Acronym Name
ACE Adverse Childhood Experiences NCI National Core Indicators
ACT
Community
Treatment
(ACT) –
Effective
7.1.2021
Assertive Community Treatment
(ACT) – Effective 7.1.2021
BAA Business Associate Agreement (for
HIPAA compliance)
NGRI Not Guilty by Reason of Insanity
CARS Community Automated Reporting
System
OEMS Office of Management Services
CCS Community Consumer Submission PACT Program of Assertive Community
Treatment– Retired as of 7.1.2021,
See Assertive Community Treatment
(ACT)
CFR Code of Federal Regulations PATH Projects for Assistance in Transition
from Homelessness
CIT Crisis Intervention Team PHI Protected Health Information
CPMT Community Policy and
Management Team (CSA)
PII Personally Identifiable Information
CQI Continuous Quality Improvement PSH Permanent Supportive Housing
CRC Community Resource Consultant
(DD Waivers)
QSR Quality Service Reviews
CSA Children’s Services Act (§ 2.2-
5200 et seq. of the Code)
RCSU Residential Crisis Stabilization Unit
CSB Community Services Board RDAP Regional Discharge Assistance
Program
DAP Discharge Assistance Program REACH Regional Education
Assessment Crisis
Services Habilitation
DBHDS Department RFP Request for Proposal
DD Developmental Disabilities RMG Regional Management Group
Department Department of Behavioral Health
and Developmental Services
RST Regional Support Team (DD
Waivers)
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FY2024 AND FY2025 COMMUNITY SERVICES PERFORMANCE CONTRACT
MASTER AGREEMENT
Danville-Pittsylvania Community Services
Contract No. P1636.759.1
Page 28 of 28
DMAS Department of Medical Assistance
Services (Medicaid)
RUMCT
Regional Utilization
Management and Consultation
Team
DOJ Department of Justice (U.S.) SABG Federal Substance Abuse Block
Grant
EBL Extraordinary Barriers to
Discharge List
SDA Same Day Access
EHR Electronic Health Record sFTP Secure File Transfer Protocol
FTE Full Time Equivalent SPF Strategic Prevention Framework
HIPAA Health Insurance Portability and
Accountability Act of 1996
TDO Temporary Detention Order
ICC Intensive Care Coordination (CSA) VACSB Virginia Association of Community
Services Boards
ICF Intermediate Care Facility VIDES Virginia Individual DD Eligibility
Survey
IDAPP Individualized Discharge
Assistance Program Plan
WaMS Waiver Management System (DD
Waivers)
LIPOS Local Inpatient Purchase of
Services
SPQM Service Process Quality
Management
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AMENDMENT 1
FY 2024 AND FY 2025 COMMUNITY SERVICES PERFORMANCE CONTRACT
MASTER AGREEMENT
Contract No. P1636. [CSB Code ].1
AF-1
This is a example template of the Exhibit A submitted to the Department by the CSB electronically using the
CARS software application
FY XXXX AND FY XXXX COMMUNITY SERVICES PERFORMANCE CONTRACT
FY XXXX Exhibit A: Resources and Services
Any funding appropriated by the General Assembly to CSB for staff compensation shall only be used for
staff compensation, and the CSB must report annually to DBHDS on any staff compensation actions
taken during the prior fiscal year.
CSB: ____________________________________________________________________________
Consolidated Budget (Pages AF-3 Through AF-10)
Funding Sources
Mental Health
(MH) Services
Developmental
(DV) Services
Substance Use
Disorder (SUD)
Services
TOTAL
State Funds
Local Matching Funds
Total Fees
Transfer Fees (In)/Out
Federal Funds
Other Funds
State Retained Earnings
Federal Retained Earnings
Other Retained Earnings
Subtotal: Ongoing Funds
State Funds One-Time
Federal Funds One-Time
Subtotal: One-Time Funds
Total: All Funds
Cost for MH, DV, SUD Services
Cost for Emergency Services (AP-4)
Cost for Ancillary Services (AP-4)
Total Cost for Services
Local Match Computation CSB Administrative Percentage
Total State Funds
Total Local Matching Funds Administrative Expenses
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AMENDMENT 1
FY 2024 AND FY 2025 COMMUNITY SERVICES PERFORMANCE CONTRACT
MASTER AGREEMENT
Contract No. P1636. [CSB Code ].1
AF-1
Total State and Local Funds Total Cost for Services
Total Local Match Percentage (Local ÷
Total State + Local Funds)
Administrative Percentage
(Admin ÷ Total Expenses)
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FY XXXX AND FY XXXXCOMMUNITY SERVICES PERFORMANCE
CONTRACT
FY XXXX Exhibit A: Resources and Services
AF-2
CSB:_____________________________________________________________________
Financial Comments
Comment 1
Comment 2
Comment 3
Comment 4
Comment 5
Comment 6
Comment 7
Comment 8
Comment 9
Comment 10
Comment 11
Comment 12
Comment 13
Comment 14
Comment 15
Comment 16
Comment 17
Comment 18
Comment 19
Comment 20
Comment 21
Comment 22
Comment 23
Comment 24
Comment 25
Use of Retained Earnings
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FY XXXX AND FY XXXX COMMUNITY SERVICES PERFORMANCE CONTRACT
FY XXXX Exhibit A: Resources and Services for Mental Health (MH) Services
CSB:
Funding Sources Funds
AF-3
FEES
MH Medicaid Fees
MH Fees: Other Total MH Fees
MH Fees Transfer In/(Out) MH NET FEES
FEDERAL FUNDS
MH FBG SED Child & Adolescent (93.958)*
MH FBG Young Adult SMI (93.958)*
MH FBG Crisis Services (93.958)* MH FBG SMI (93.958)*
MH FBG SMI PACT (93.958)*
MH FBG SMI SWVBH Board (93.958)*
Total MH FBG SMI Funds*
MH FBG Geriatrics (93.958)*
MH FBG Peer Services (93.958)*
Total MH FBG Adult Funds*
MH Federal PATH (93.150)*
MH Federal COVID Emergency Grant (93.665)*
MH Other Federal - DBHDS*
MH Other Federal – COVID Support*
MH Other Federal - CSB*
TOTAL MH FEDERAL FUNDS
STATE FUNDS
Regional Funds
MH Acute Care (Fiscal Agent)*1
MH Acute Care Transfer In/(Out)
Total Net MH Acute Care - Restricted
MH Regional DAP (Fiscal Agent)*1
MH Regional DAP Transfer In/ (Out)
Total Net MH Regional DAP - Restricted MH
MH Regional Residential DAP - Restricted
MH Crisis Stabilization (Fiscal Agent)*1
MH Crisis Stabilization Transfer In/(Out)
Total Net MH Crisis Stabilization – Restricted
MH Transfers from DBHDS Facilities (Fiscal Agent)*
MH Transfers from DBHDS Facilities - Transfer In/(Out)
Total Net MH Transfers from DBHDS Facilities
MH Expanded Community Capacity (Fiscal Agent)*
MH Expanded Community Capacity Transfer In/(Out)
Total Net MH Expanded Community Capacity
MH First Aid and Suicide Prevention (Fiscal Agent)*
MH First Aid and Suicide Prevention Transfer In/(Out)
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AF-4
Total Net MH First Aid and Suicide Prevention
MH STEP-VA Outpatient (Fiscal Agent)*
MH STEP-VA Outpatient Transfer In/(Out)
Total Net MH STEP-VA Outpatient
MH STEP-VA Crisis (Fiscal Agent)*
MH STEP-VA Crisis Transfer In/(Out)
Total Net MH STEP-VA Crisis
MH STEP-VA Clinician’s Crisis Dispatch (Fiscal Agent)*
MH STEP-VA Clinician’s Crisis Dispatch Transfer In/(Out)
Total Net MH STEP-VA Clinician’s Crisis Dispatch
MH STEP-VA Peer Support (Fiscal Agent)*
MH STEP-VA Peer Support Transfer In/(Out)
Total Net MH STEP-VA Peer Support
MH STEP-VA Veteran’s Services (Fiscal Agent)*
MH STEP-VA Veteran’s Services Transfer In/(Out)
Total Net MH STEP-VA Veteran’s Services
MH Forensic Discharge Planning (Fiscal Agent)*
MH Forensic Discharge Planning Transfer In/(Out)
Total Net MH Forensic Discharge Planning
MH Permanent Supportive Housing (Fiscal Agent)*
MH Permanent Supportive Housing Transfer In/(Out)
Total Net MH Permanent Supportive Housing
MH Recovery (Fiscal Agent) ‡
MH Other Merged Regional Funds (Fiscal Agent) ‡
MH State Regional Deaf Services (Fiscal Agent) ‡
MH Total Regional Transfer In/(Out)
Total Net MH Unrestricted Regional Funds
Total Net MH Regional State Funds
Children’s State Funds
MH Child & Adolescent Services Initiative*
MH Children’s Outpatient Services*
MH Juvenile Detention*
Total MH Restricted Children’s Funds
MH State Children’s Services‡
MH Demo Project - System of Care (Child) ‡
Total MH Unrestricted Children’s Funds
MH Crisis Response & Child Psychiatry (Fiscal Agent)*
MH Crisis Response & Child Psychiatry Transfer In/(Out)
Total Net MH Crisis Response & Child Psychiatry
Total MH Children’s State Funds (Restricted)
Other State Funds
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AF-5
MH Law Reform*
MH Pharmacy - Medication Supports*
MH Jail Diversion Services*
MH Rural Jail Diversion*
MH Docket Pilot JMHCP Match*
MH Adult Outpatient Competency Restoration Services*
MH CIT Assessment Sites*
MH Expand Telepsychiatry Capacity*
MH PACT*
MH PACT Forensic Enhancement*
MH Gero-Psychiatric Services*
MH Step-VA – SDA, Primary Care Screening, and Ancillary Services*
MH Young Adult SMI*
Total MH Restricted Other State Funds
MH State Funds‡
MH State NGRI Funds‡
MH Geriatric Services‡
Total MH Unrestricted Other State Funds
Total MH Other State Funds
TOTAL MH STATE FUNDS
OTHER FUNDS
MH Other Funds*
MH Federal Retained Earnings*
MH State Retained Earnings*
MH State Retained Earnings - Regional Programs*
MH Other Retained Earnings* TOTAL MH OTHER FUNDS
LOCAL MATCHING FUNDS
MH Local Government Appropriations‡
MH Philanthropic Cash Contributions‡
MH In-Kind Contributions‡
MH Local Interest Revenue‡
TOTAL MH LOCAL MATCHING FUNDS
TOTAL MH FUNDS
ONE-TIME FUNDS
MH FBG SMI (93.958)*
MH FBG SED Child & Adolescent (93.958)*
MH FBG Peer Services (93.958) *
MH State Funds
MH One-Time Restricted State Funds*
TOTAL MH ONE-TIME FUNDS
TOTAL MH ALL FUNDS
1 MH acute care (LIPOS), regional DAP, and crisis stabilization funds are restricted, but each type of funds can be used for the other
purposes in certain situations approved by the Department.
* These funds are restricted and expenditures of them are tracked and reported separately.
‡ These are unrestricted funds; expenditures are reported as a sum for all of the lines within the overall funding category.
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Funding
SourcesYes
Funds
FY XXXX AND FY XXXX COMMUNITY SERVICES PERFORMANCE CONTRACT
FY XXXX Exhibit A: Resources and Services for Developmental (DV) Services
CSB:
AF-6
FEES
DV Medicaid DD Waiver Fees
DV Other Medicaid Fees
DV Medicaid ICF/IDD Fees
DV Fees: Other
Total DV Fees
DV Fees Transfer In/(Out)
DV NET FEES
FEDERAL FUNDS
DV Other Federal - DBHDS*
DV Other Federal – COVID Support*
DV Other Federal - CSB*
TOTAL DV FEDERAL FUNDS
STATE FUNDS
DV State Funds‡
DV OBRA Funds‡
Total DV Unrestricted State Funds
DV Trust Fund*
DV Rental Subsidies*
DV Guardianship Funding*
DV Crisis Stabilization (Fiscal Agent)*
DV Crisis Stabilization Transfer In/(Out)
Total Net DV Crisis Stabilization*
DV Crisis Stabilization - Children (Fiscal Agent)*
DV Crisis Stabilization - Children Transfer In/(Out)
Total Net DV Crisis Stabilization - Children
DV Transfers from DBHDS Facilities (Fiscal Agent)*
DV Transfers from DBHDS Facilities - Transfer In/(Out)
Total Net DV Transfers from DBHDS Facilities
Total DV Restricted State Funds
TOTAL DV STATE FUNDS
OTHER FUNDS
DV Workshop Sales*
DV Other Funds*
DV State Retained Earnings*
DV State Retained Earnings - Regional Programs*
DV Other Retained Earnings*
TOTAL DV OTHER FUNDS
LOCAL MATCHING FUNDS
DV Local Government Appropriations‡
DV Philanthropic Cash Contributions‡
DV In-Kind Contributions‡
DV Local Interest Revenue‡
TOTAL DV LOCAL MATCHING FUNDS
TOTAL DV FUNDS
DocuSign Envelope ID: 5CA034FD-CDC9-4903-BCF7-91B92CC9E9BA
120
AF-7
ONE-TIME FUNDS
DV State Funds
DV One-Time Restricted State Funds*
TOTAL DV ONE-TIME FUNDS
TOTAL DV ALL FUNDS
* These funds are restricted and expenditures of them are tracked and reported separately.
‡ These are unrestricted funds; expenditures are reported as a sum for all of the lines within the overall funding
category.
DocuSign Envelope ID: 5CA034FD-CDC9-4903-BCF7-91B92CC9E9BA
121
Funding Sources Funds
FYXXXX and FY2023 COMMUNITY SERVICES PERFORMANCE CONTRACT
FY XXXX Exhibit A: Resources and Services for Substance Use Disorder (SUD) Services
CSB:
FEES
SUD Medicaid Fees
SUD Fees: Other Total SUD Fees
SUD Fees Transfer In/(Out) SUD NET FEES
FEDERAL FUNDS
SUD FBG Alcohol/Drug Treatment (93.959) *
SUD FBG SARPOS (93.959) *
SUD FBG Jail Services (93.959) *
SUD FBG Co-Occurring (93.959) *
SUD FBG New Directions (93.959) *
SUD FBG Recovery (93.959) *
SUD FBG Medically Assisted Treatment (93.959) *
Total SUD FBG Alcohol/Drug Treatment Funds
SUD FBG Women (Includes LINK at 6 CSBs) (93.959)*
Total SUD FBG Women Funds
SUD FBG Prevention (93.959) *
SUD FBG Prevention Family Wellness (93.959) *
Total SUD FBG Prevention Funds
SUD Federal COVID Emergency Grant (93.665)*
SUD Federal YSAT – Implementation (93.243)*
SUD Federal Opioid Response Recovery (93.788)*
SUD Federal Opioid Response Prevention (93.788)*
SUD Federal Opioid Response Treatment (93.788)*
Total SUD Federal Opioid Response (93.788)*
SUD Other Federal - DBHDS*
SUD Other Federal – COVID Support*
SUD Other Federal - CSB*
TOTAL SUD
FEDERAL FUNDS
STATE FUNDS
Regional Funds
SUD Facility Reinvestment (Fiscal Agent)*
SUD Facility Reinvestment Transfer In/(Out)
Total Net SUD Facility Reinvestment Funds
SUD Transfers from DBHDS Facilities (Fiscal Agent)*
AF-8
SUD Transfers from DBHDS Facilities – Transfer In/(Out)
Total Net SUD Transfers from DBHDS Facilities
SUD Community Detoxification (Fiscal Agent)*
DocuSign Envelope ID: 5CA034FD-CDC9-4903-BCF7-91B92CC9E9BA
122
Funding Sources Funds
FY XXXX AND FY XXXX COMMUNITY SERVICES PERFORMANCE CONTRACT
FY XXXX Exhibit A: Resources and Services for Substance Use Disorder (SUD) Services
CSB:
SUD Community Detoxification Transfer In/(Out)
Total Net SUD Community Detoxification
SUD STEP-VA (Fiscal Agent)*
SUD STEP-VA Transfer In/(Out)
Total Net SUD STEP-VA
Total Net SUD Regional State Funds
Other State Funds
SUD Women (Includes LINK - 4 CSBs)*
SUD MAT - Medically Assisted Treatment*
SUD Permanent Supportive Housing Women*
SUD SARPOS*
SUD Recovery* _____________
Total SUD Restricted Other State Funds
SUD State Funds‡
SUD Region V Residential‡
SUD Jail Services/Juvenile Detention‡
SUD HIV/AIDS‡
Total SUD Unrestricted Other State Funds
Total SUD Other State Funds
TOTAL SUD STATE FUNDS
OTHER FUNDS
SUD Other Funds*
SUD Federal Retained Earnings*
SUD State Retained Earnings*
SUD State Retained Earnings - Regional Programs*
SUD Other Retained Earnings*
TOTAL SUD OTHER FUNDS
LOCAL MATCHING FUNDS
SUD Local Government Appropriations‡
SUD Philanthropic Cash Contributions‡
SUD In-Kind Contributions‡
SUD Local Interest Revenue‡
TOTAL SUD LOCAL MATCHING FUNDS
TOTAL SUD FUNDS
AF-9
DocuSign Envelope ID: 5CA034FD-CDC9-4903-BCF7-91B92CC9E9BA
123
Funding Sources Funds
FY XXXX AND FY XXXX COMMUNITY SERVICES PERFORMANCE CONTRACT
FY XXXX Exhibit A: Resources and Services for Substance Use Disorder (SUD) Services
CSB:
ONE-TIME FUNDS
SUD FBG Alcohol/Drug Treatment (93.959)*
SUD FBG Women (includes LINK - 6 CSBs) (93.959)*
SUD FBG Prevention (93.959)*
SUD FBG Recovery (93.959)*
SUD State Funds
SUD One-Time Restricted State Funds*
TOTAL SUD ONE-TIME FUNDS
TOTAL SUD ALL FUNDS
* These funds are restricted and expenditures of them are tracked and reported separately.
‡ These are unrestricted funds; expenditures are reported as a sum for all of the lines within the overall funding
category.
AF-10
DocuSign Envelope ID: 5CA034FD-CDC9-4903-BCF7-91B92CC9E9BA
124
FY XXXX AND FY XXXX COMMUNITY SERVICES PERFORMANCE
CONTRACT
FY XXXX Exhibit A: Resources and Services
AF-10
Local Government Tax Appropriations
City or County Tax Appropriation
Total Local Government Tax Funds
Reconciliation of Projected Resources and Services Costs by Program Area CSB:
MH
Services
DV
Services
SUD
Services
Emergency
Services
Ancillary
Services
Total
Total All Funds (Page
AF-1)
Cost for MH, DV, SUD,
Emergency, and Ancillary
Services
(Page AF-1)
Difference
AF-11
DocuSign Envelope ID: 5CA034FD-CDC9-4903-BCF7-91B92CC9E9BA
125
FY XXXX AND FY XXXX COMMUNITY SERVICES PERFORMANCE
CONTRACT
FY XXXX Exhibit A: Resources and Services
Difference results from Explanation of Other in Table Above
Other:
AF-12
DocuSign Envelope ID: 5CA034FD-CDC9-4903-BCF7-91B92CC9E9BA
126
FY XXXX AND FY XXXX COMMUNITY SERVICES PERFORMANCE
CONTRACT
FY XXXX Exhibit A: Resources and Services
CSB 100 Mental Health Services
Form 11: Mental Health (MH) Services Program Area (100)
Services
Projected
Service
Capacity
Projected
Numbers of
Individuals
Receiving
Services
Projected
Total
Service
Costs
250 Acute Psychiatric Inpatient Services Beds
310 Outpatient Services FTEs
312 Medical Services FTEs
350 Assertive Community Treatment FTEs
320 Case Management Services FTEs
410 Day Treatment or Partial Hospitalization Slots
420 Ambulatory Crisis Stabilization Services Slots
425 Mental Health Rehabilitation Slots
430 Sheltered Employment Slots
465 Group Supported Employment Slots
460 Individual Supported Employment FTEs
501 MH Highly Intensive Residential Services
(MH Residential Treatment Centers)
Beds
510 Residential Crisis Stabilization Services Beds
521 Intensive Residential Services Beds
551 Supervised Residential Services Beds
581 Supportive Residential Services FTEs
610 Prevention Services FTEs
Totals
Form 11 A: Pharmacy Medication Supports Number of Consumers
803 Total Pharmacy Medication Supports Consumers
AF-13
DocuSign Envelope ID: 5CA034FD-CDC9-4903-BCF7-91B92CC9E9BA
127
FY XXXX AND FY XXXX COMMUNITY SERVICES PERFORMANCE
CONTRACT
FY XXXX Exhibit A: Resources and Services
AF-14
CSB 200 Developmental Services
Form 21: Developmental (DV) Services Program Area (200)
Services
Projected
Service
Capacity
Projected
Numbers of
Individuals
Receiving
Services
Projected
Total
Service
Costs
310 Outpatient Services FTEs
312 Medical Services FTEs
320 Case Management Services FTES
420 Ambulatory Crisis Stabilization Services Slots
425 Developmental Habilitation Slots
430 Sheltered Employment Slots
465 Group Supported Employment Slots
460 Individual Supported Employment FTEs
501 Highly Intensive Residential Services
(Community-Based ICF/IDD Services)
Beds
510 Residential Crisis Stabilization Services Beds
521 Intensive Residential Services Beds
551 Supervised Residential Services Beds
581 Supportive Residential Services FTEs
610 Prevention Services FTEs
Totals
DocuSign Envelope ID: 5CA034FD-CDC9-4903-BCF7-91B92CC9E9BA
128
FY XXXX AND FY XXXX COMMUNITY SERVICES PERFORMANCE
CONTRACT
FY XXXX Exhibit A: Resources and Services
CSB 300 Substance Use Disorder Services
Form 31: Substance Use Disorder (SUD) Services Program Area (300)
Services
Projected
Service
Capacity
Projected
Numbers of
Individuals
Receiving
Services
Projected
Total
Service
Costs
250 Acute Substance Use Disorder Inpatient Services Beds
260 Community-Based Substance Use Disorder
Medical Detoxification Inpatient Services
Beds
310 Outpatient Services FTEs
312 Medical Services FTEs
313 Intensive Outpatient Services FTEs
335 Medication Assisted Treatment FTEs
320 Case Management Services FTEs
410 Day Treatment or Partial Hospitalization Slots
420 Ambulatory Crisis Stabilization Services Slots
425 Substance Use Disorder Rehabilitation Slots
430 Sheltered Employment Slots
465 Group Supported Employment Slots
460 Individual Supported Employment FTEs
501 Highly Intensive Residential Services
(Medically Managed Withdrawal Services)
Beds
510 Residential Crisis Stabilization Services Beds
521 Intensive Residential Services Beds
551 Supervised Residential Services Beds
581 Supportive Residential Services FTEs
610 Prevention Services FTEs
Totals
AF-15
DocuSign Envelope ID: 5CA034FD-CDC9-4903-BCF7-91B92CC9E9BA
129
FY XXXX AND FY XXXX COMMUNITY SERVICES PERFORMANCE
CONTRACT
FY XXXX Exhibit A: Resources and Services
AF-16
CSB 400 Emergency and Ancillary Services
Form 01: Emergency and Ancillary Services (400)
Services
Projected
Service
Capacity
Projected Numbers
of Individuals
Receiving Services
Projected Total
Service Costs
100 Emergency Services FTEs
Ancillary Services
318 Motivational Treatment Services FTEs
390 Consumer Monitoring Services FTEs
720 Assessment and Evaluation Services FTEs
620 Early Intervention Services FTEs
730 Consumer-Run Services
Ancillary Services Totals
DocuSign Envelope ID: 5CA034FD-CDC9-4903-BCF7-91B92CC9E9BA
130
FY 2025 Beginning Balance FY 2025 Anticipated Revenues FY 2025 Transfers In/Out FY 2025 Estimated Expenditures FY 2025 Estimated Ending Balance
Fund Type
State Funds $2,513,824.00 $11,730,646.00 -$2,063,970.00 $12,180,500.00 $0.00
Local Matching Funds $0.00 $1,132,642.00 $0.00 $1,132,642.00 $0.00
Fees $3,814,124.00 $3,770,910.00 $0.00 $3,770,910.00 $3,814,124.00
Federal Funds $0.00 $138,139.00 $0.00 $138,139.00 $0.00
Other Funds $28,705.00 $538,445.00 $724,668.00 $1,291,818.00 $0.00
Total Funds $6,356,653.00 $17,310,782.00 -$1,339,302.00 $18,514,009.00 $3,814,124.00
FY 2025 Beginning Balance FY 2025 Anticipated Revenues FY 2025 Transfers In/Out FY 2025 Estimated Expenditures FY 2025 Estimated Ending Balance
Fund Type
State Funds $51,527.00 $986,609.00 $0.00 $1,038,136.00 $0.00
Local Matching Funds $0.00 $611,571.00 $0.00 $611,571.00 $0.00
Fees $1,915,934.00 $10,211,730.00 $0.00 $10,211,730.00 $1,915,934.00
Federal Funds $0.00 $0.00 $0.00 $0.00 $0.00
Other Funds $0.00 $12,000.00 $0.00 $12,000.00 $0.00
Total Funds $1,967,461.00 $11,821,910.00 $0.00 $11,873,437.00 $1,915,934.00
FY 2025 Beginning Balance FY 2025 Anticipated Revenues FY 2025 Transfers In/Out FY 2025 Estimated Expenditures FY 2025 Estimated Ending Balance
Fund Type
State Funds $1,324,630.00 $1,648,878.22 $0.00 $2,862,841.22 $110,667.00
Local Matching Funds $0.00 $489,662.00 $0.00 $489,662.00 $0.00
Fees $214,367.00 $188,950.00 $0.00 $188,950.00 $214,367.00
Federal Funds $0.00 $1,572,757.70 $0.00 $1,572,757.70 $0.00
Other Funds $0.00 $115,000.00 $0.00 $115,000.00 $0.00
Total Funds $1,538,997.00 $4,015,247.92 $0.00 $5,229,210.92 $325,034.00
Total State Funds $14,366,133.22 Administrative Expenses $3,022,379.00
Compensation Increase Adjustment -$627,524.00 Total Expenses $35,616,656.92
Total Local Funds $2,233,875.00 Administrative Share of Total Expenses 8.49%
Total Adjusted State and Local Funds $15,972,484.22
Local Match Percentage 13.99%
Mental Health Services
Developmental Services
Substance Use Disorder Services
FY 2025 Performance Contract Financial Summary
Local Match Calculation CSB Administrative Percentage
Danville
131
Comments: MH in kind $150,017; DV in kind $62,524 and SU in kind $36,759 from less than fair market value rent on facility space totaling $249,300 which agrees to lessors
audited financial statements. DV in kind $262,168 from the City of Danville Recreation Dept for the Recreation Enrichment program for personnel, transportation and
related operating costs of the program. Mh in kind $4,000 from facility in kind from WW Moore Detention Facility for the Juvenile Justice program.
132
Exhibit A: Mental Health Services
Funding Source FY 2025 Beginning Balance FY 2025 Anticipated Revenues FY 2025 Transfers In/Out FY 2025 Estimated Expenditures FY 2025 Estimated Ending Balance
Fees $0.00
MH Medicaid Fees $3,814,124.00 $3,476,284.00 $0.00 $3,476,284.00 $3,814,124.00
MH Fees: Other $0.00 $294,626.00 $0.00 $294,626.00 $0.00
Total Fees $3,814,124.00 $3,770,910.00 $0.00 $3,770,910.00 $3,814,124.00
Federal Funds
MH FBG Funds
MH FBG SED Child & Adolescent (93.958)$0.00 $70,261.00 $0.00 $70,261.00 $0.00
MH FBG Young Adult SMI (93.958)$0.00
MH FBG Crisis Services (93.958)$0.00
MH FBG SMI (93.958)$0.00 $27,308.00 $0.00 $27,308.00 $0.00
MH FBG Geriatrics (93.958)$0.00
MH FBG Peer Services (93.958)$0.00
Total MH FBG Funds $0.00 $97,569.00 $0.00 $97,569.00 $0.00
Other MH Federal Funds
MH Federal PATH (93.150)$0.00
MH Federal State& Local Fiscal Recovery Fund (21.027)$0.00 $0.00 $0.00 $0.00 $0.00
MH Other Federal - DBHDS $0.00
MH Other Federal - COVID Support $0.00
MH Other Federal - CSB $40,570.00 $40,570.00 $0.00
Total Other Federal Funds $0.00 $40,570.00 $0.00 $40,570.00 $0.00
Total Federal Funds $0.00 $138,139.00 $0.00 $138,139.00 $0.00
State Funds
Regional Funds - Restricted
MH Acute Care $0.00 $308,416.00 -$258,000.00 $50,416.00 $0.00
MH DAP $0.00 $2,624,323.00 -$1,670,366.00 $953,957.00 $0.00
MH Crisis Stabilization $0.00 $221,384.00 $0.00 $221,384.00 $0.00
MH Transfers from DBHDS Facilities $0.00
MH Expanded Community Capacity $0.00
MH First Aid and Suicide Prevention $0.00 $0.00 $12,500.00 $12,500.00 $0.00
MH STEP-VA Outpatient $306,293.00 $503,448.00 $809,741.00 $0.00
MH STEP-VA Crisis $0.00
MH STEP-VA Marcus Alert $0.00
MH-STEP VA Clinician's Crisis Dispatch $0.00
MH STEP-VA Peer Support $44,479.00 $92,000.00 $0.00 $136,479.00 $0.00
MH STEP-VA Veterans Services $89,023.00 $78,489.00 $0.00 $167,512.00 $0.00
MH STEP-VA Regional Management $0.00
MH Forensice Discharge Planning $0.00
MH Permanent Supportive Housing $752,663.00 $1,259,987.00 $0.00 $2,012,650.00 $0.00
MH CIT - Assessment Sites $0.00 $1,798,240.00 $0.00 $1,798,240.00 $0.00
MH Crisis Response & Child Psychiatry $0.00 $0.00 $42,324.00 $42,324.00 $0.00
Total Regional Funds - Restricted $1,192,458.00 $6,886,287.00 -$1,873,542.00 $6,205,203.00 $0.00
Regional Funds - Unrestricted
MH Recovery $0.00 $244,038.00 -$190,428.00 $53,610.00 $0.00
133
Exhibit A: Mental Health Services
Funding Source FY 2025 Beginning Balance FY 2025 Anticipated Revenues FY 2025 Transfers In/Out FY 2025 Estimated Expenditures FY 2025 Estimated Ending Balance
MH Other Merged Regional Funds $0.00
MH State Regional Deaf Services $0.00
Total Regional Funds - Unrestricted $0.00 $244,038.00 -$190,428.00 $53,610.00 $0.00
Non-Regional Funds - Restricted
MH Child & Adolescent Services Initiative $0.00 $120,109.00 $0.00 $120,109.00 $0.00
MH Children's Outpatient Services $0.00 $75,000.00 $0.00 $75,000.00 $0.00
MH Juvenile Detention $0.00 $111,724.00 $0.00 $111,724.00 $0.00
MH Law Reform $0.00 $265,194.00 $0.00 $265,194.00 $0.00
MH Pharmacy $0.00 $27,289.00 $0.00 $27,289.00 $0.00
MH Jail Diversion Services $0.00
MH Rural Jail Diversion $0.00
MH Docket Pilot JMHCP Match $0.00
MH Adult Outpatient Competency Restoration Services $5,000.00 $0.00 $5,000.00 $0.00
MH Expand Telepsychiatry Capacity $0.00
MH PACT $247,069.00 $845,000.00 $0.00 $1,092,069.00 $0.00
MH PACT - Forensic Enhancement $0.00
MH Gero-Psychiatric Services $0.00
MH STEP-VA Same Day Access $0.00 $299,124.00 $0.00 $299,124.00 $0.00
MH STEP-VA Primary Care Screening $0.00 $164,879.00 $0.00 $164,879.00 $0.00
MH-STEP VA Ancillary Services $2,192.00 $270,000.00 $0.00 $272,192.00 $0.00
MH-STEP VA Psychiatric Rehabilitation Services $0.00 $95,500.00 $0.00 $95,500.00 $0.00
MH-STEP VA Care Coordination Services $0.00 $109,982.00 $0.00 $109,982.00 $0.00
MH-STEP VA Case Management Services $0.00 $101,962.00 $0.00 $101,962.00 $0.00
MH-STEP VA Data Systems and Clinicians Processes $0.00
MH Young Adult SMI $0.00
MH One-Time Restricted State Funds $134,000.00 $0.00 $0.00 $134,000.00 $0.00
Total Non-Regional Funds - Restricted $383,261.00 $2,490,763.00 $0.00 $2,874,024.00 $0.00
Non-Regional Funds - Unrestricted
MH State Children's Services $0.00 $25,000.00 $0.00 $25,000.00 $0.00
MH Demo Proj-System of Care (Child)$0.00
MH State Funds $767,467.00 $2,084,558.00 $2,852,025.00 $0.00
MH State NGRI Funds $0.00
MH Geriatric Services $0.00
MH One-Time State Funds $170,638.00 $0.00 $0.00 $170,638.00 $0.00
Total Non-Regional Funds - Unrestricted $938,105.00 $2,109,558.00 $0.00 $3,047,663.00 $0.00
Total State Funds $2,513,824.00 $11,730,646.00 -$2,063,970.00 $12,180,500.00 $0.00
Other Funds
MH Other Funds $28,705.00 $538,445.00 $724,668.00 $1,291,818.00 $0.00
Total Other Funds $28,705.00 $538,445.00 $724,668.00 $1,291,818.00 $0.00
Local Matching Funds
MH Local Government Appropriations $0.00 $978,625.00 $0.00 $978,625.00 $0.00
MH Philanthropic Cash Contributions $0.00 $0.00 $0.00 $0.00 $0.00
MH In-Kind Contributions $0.00 $154,017.00 $0.00 $154,017.00 $0.00
134
Exhibit A: Mental Health Services
Funding Source FY 2025 Beginning Balance FY 2025 Anticipated Revenues FY 2025 Transfers In/Out FY 2025 Estimated Expenditures FY 2025 Estimated Ending Balance
MH Local Interest Revenue $0.00 $0.00 $0.00 $0.00 $0.00
Total Local Matching Funds $0.00 $1,132,642.00 $0.00 $1,132,642.00 $0.00
Total MH Funds $6,356,653.00 $17,310,782.00 -$1,339,302.00 $18,514,009.00 $3,814,124.00
135
Exhibit A: Developmental Services
Funding Source FY 2025 Beginning Balance FY 2025 Anticipated Revenues FY 2025 Transfers In/Out FY 2025 Estimated Expenditures FY 2025 Estimated Ending Balance
Fees $0.00
DV Medicaid DD Waivers $0.00 $1,310,704.00 $0.00 $1,310,704.00 $0.00
DV Other Medicaid Fees $1,915,934.00 $2,228,048.00 $0.00 $2,228,048.00 $1,915,934.00
DV Medicaid ICF/IDD Fees $0.00 $6,434,453.00 $0.00 $6,434,453.00 $0.00
DV Fees: Other $0.00 $238,525.00 $0.00 $238,525.00 $0.00
Total DV Fees $1,915,934.00 $10,211,730.00 $0.00 $10,211,730.00 $1,915,934.00
Federal Funds
DV Other Federal - DBHDS $0.00
DV Other Federal - COVID Support $0.00
DV Other Federal - CSB $0.00
Total Federal Funds $0.00 $0.00 $0.00 $0.00 $0.00
State Funds
Regional Funds - Restricted
DV Crisis Stabilization - Adult $0.00
DV Crisis Stabilization - Children $0.00
DV Transfers from DBHDS Facilities $0.00
Total Regional Funds - Restricted $0.00 $0.00 $0.00 $0.00 $0.00
Non-Regional Funds - Restricted
DV Trust Fund $0.00
DV Rental Subsidies $0.00
DV Guardianship Funding $0.00
DV One-Time Restricted State Funds $0.00
Total Non-Regional Funds - Restricted $0.00 $0.00 $0.00 $0.00 $0.00
Non-Regional Funds - Unrestricted
DV State Funds $51,527.00 $986,609.00 $0.00 $1,038,136.00 $0.00
DV OBRA Funds $0.00
DV One-Time State Funds $0.00
Total Non-Regional Funds - Unrestricted $51,527.00 $986,609.00 $0.00 $1,038,136.00 $0.00
Total State Funds $51,527.00 $986,609.00 $0.00 $1,038,136.00 $0.00
Other Funds
DV Workshop Funds $0.00
DV Other Funds $0.00 $12,000.00 $0.00 $12,000.00 $0.00
Total Other Funds $0.00 $12,000.00 $0.00 $12,000.00 $0.00
Local Matching Funds
DV Local Government Appropriations $0.00 $286,879.00 $0.00 $286,879.00 $0.00
DV Philanthropic Cash Contributions $0.00 $0.00 $0.00 $0.00 $0.00
DV In-Kind Contributions $0.00 $324,692.00 $0.00 $324,692.00 $0.00
DV Local Interest Revenue $0.00 $0.00 $0.00 $0.00 $0.00
Total Local Matching Funds $0.00 $611,571.00 $0.00 $611,571.00 $0.00
Total DV Funds $1,967,461.00 $11,821,910.00 $0.00 $11,873,437.00 $1,915,934.00
136
Exhibit A: Substance Use Disorder Services
Funding Source FY 2025 Beginning Balance FY 2025 Anticipated Revenues FY 2025 Transfers In/Out FY 2025 Estimated Expenditures FY 2025 Estimated Ending Balance
Fees $0.00
SUD Medicaid Fees $214,367.00 $178,500.00 $0.00 $178,500.00 $214,367.00
SUD Fees: Other $0.00 $10,450.00 $0.00 $10,450.00 $0.00
Total Fees $214,367.00 $188,950.00 $0.00 $188,950.00 $214,367.00
Federal Funds
SUD FBG Funds
SUD FBG Alcohol and Drug Treatment (93.959)$0.00 $501,992.70 $501,992.70 $0.00
SUD FBG Recovery (93.959)$0.00
SUD FBG Women (Includes LINK at 6 CSBs) (93.959)$0.00 $29,135.00 $29,135.00 $0.00
SUD FBG Prevention (93.959)$0.00 $248,541.00 $248,541.00 $0.00
Total SUD FBG Funds $0.00 $779,668.70 $0.00 $779,668.70 $0.00
Other SUD Federal Funds
SUD Federal SBIRT Youth (93.243)$0.00
MH Federal State& Local Fiscal Recovery Fund (21.027)$0.00 $56,591.00 $0.00 $56,591.00 $0.00
SUD Federal Opioid Response - Recovery (93.788)$0.00
SUD Federal Opioid Response - Treatment (93.788)$0.00
SUD Federal Opioid Response - Prevention (93.788)$0.00
MH Other Federal - DBHDS $0.00
MH Other Federal - COVID Support $0.00
MH Other Federal - CSB $0.00 $736,498.00 $0.00 $736,498.00 $0.00
Total Other Federal Funds $0.00 $793,089.00 $0.00 $793,089.00 $0.00
Total Federal Funds $0.00 $1,572,757.70 $0.00 $1,572,757.70 $0.00
State Funds
Regional Funds - Restricted
SUD Facility Reinvestment $0.00
SUD Transfers from DBHDS Facilities $0.00
SUD Community Detoxification $0.00
SUD STEP-VA $0.00
Total Regional Funds - Restricted $0.00 $0.00 $0.00 $0.00 $0.00
Non-Regional Funds - Restricted
SUD Community-Based SUD Treatment Services $0.00
SUD Women (Includes LINK at 4 CSBs)$0.00 $15,343.09 $0.00 $15,343.09 $0.00
SUD MAT $310,600.00 $101,246.56 $0.00 $411,846.56 $0.00
SUD Permanent Supportive Housing $0.00
SUD SARPOS $110,667.00 $45,817.09 $0.00 $45,817.09 $110,667.00
SUD Recovery $0.00
SUD DD Training/SUD Youth Services/COVID $0.00 $141,478.01 $0.00 $141,478.01 $0.00
SUD One-Time Restricted State Funds $0.00
Total Non-Regional Funds - Restricted $421,267.00 $303,884.75 $0.00 $614,484.75 $110,667.00
Non-Regional Funds - Unrestricted
SUD State Funds $804,329.00 $1,314,101.47 $0.00 $2,118,430.47 $0.00
SUD Region V Residential $0.00
137
Exhibit A: Substance Use Disorder Services
Funding Source FY 2025 Beginning Balance FY 2025 Anticipated Revenues FY 2025 Transfers In/Out FY 2025 Estimated Expenditures FY 2025 Estimated Ending Balance
SUD Jail Services/Juvenile Detention $0.00
SUD HIV/AIDS $0.00 $30,892.00 $0.00 $30,892.00 $0.00
SUD One-Time State Funds $99,034.00 $0.00 $0.00 $99,034.00 $0.00
Total Non-Regional Funds - Unrestricted $903,363.00 $1,344,993.47 $0.00 $2,248,356.47 $0.00
Total State Funds $1,324,630.00 $1,648,878.22 $0.00 $2,862,841.22 $110,667.00
Other Funds
SUD Other Funds $0.00 $115,000.00 $0.00 $115,000.00 $0.00
Total Other Funds $0.00 $115,000.00 $0.00 $115,000.00 $0.00
Local Matching Funds
SUD Local Government Appropriations $0.00 $452,903.00 $0.00 $452,903.00 $0.00
SUD Philanthropic Cash Contributions $0.00 $0.00 $0.00 $0.00 $0.00
SUD In-Kind Contributions $0.00 $36,759.00 $0.00 $36,759.00 $0.00
SUD Local Interest Revenue $0.00 $0.00 $0.00 $0.00 $0.00
Total Local Matching Funds $0.00 $489,662.00 $0.00 $489,662.00 $0.00
Total SUD Funds $1,538,997.00 $4,015,247.92 $0.00 $5,229,210.92 $325,034.00
138
Service Cost Information
Service Description (Mental Health Services)Cost Individuals Served FTEs Beds Slots
250 Mental Health Acute Psychiatric Inpatient Services/or Substance Disorder Inpatient Services $50,416.00 20.00 0.15
310 Outpatient Services $1,713,493.00 500.00 7.50
312 Medical Services $1,304,723.00 950.00 3.50
320 Case Management Services $3,453,457.00 1250.00 33.34
350 Assertive Community Treatment $1,723,794.00 80.00 10.00
410 Day Treatment or Partial Hospitalization $0.00
425 (MH) Rehabilitation/(Dev) Habilitation/(SUD) Rehabilitation $746,774.00 75.00 40.00
430 Sheltered Employment $0.00
460 Individual Supported Employment $0.00
465 Group Supported Employment $0.00
501 Mental Health Residential Treatment Centers /or DD Community ICFs for Individuals with DD/or SUD Medically Managed Withdrawal Services $0.00
510 Residential Crisis Stabilization Services $0.00
521 Intensive Residential Services $0.00
551 Supervised Residential Services $38,049.00 14.00 14.00
581 Supportive Residential Services $2,086,386.00 120.00 0.50
610 Prevention Services $12,500.00 0.00
803 Total Pharmacy Medication Supports Consumers 10.00
Total ############3019.00 54.84 14.15 40.00
Service Description (Developmental Services)Cost Individuals Served FTEs Beds Slots
310 Outpatient Services $0.00
312 Medical Services $0.00
320 Case Management Services $2,415,975.00 745.00 22.50
425 (MH) Rehabilitation/(Dev) Habilitation/(SUD) Rehabilitation $1,342,549.00 120.00 61.00
430 Sheltered Employment $0.00
460 Individual Supported Employment $0.00
465 Group Supported Employment $0.00
501 Mental Health Residential Treatment Centers /or DD Community ICFs for Individuals with DD/or SUD Medically Managed Withdrawal Services $7,632,899.00 23.00 23.00
510 Residential Crisis Stabilization Services $0.00
521 Intensive Residential Services $504,876.00 4.00 4.00
551 Supervised Residential Services $0.00
581 Supportive Residential Services $116,813.00 2.00 1.00
610 Prevention Services $0.00
Total ############894.00 23.50 27.00 61.00
Service Description (Substance Use Disorder Services)Cost Individuals Served FTEs Beds Slots
250 Mental Health Acute Psychiatric Inpatient Services/or Substance Disorder Inpatient Services $0.00
260 Community-Based Substance Use Disorder Medical Detoxification Inpatient Services $0.00
310 Outpatient Services $569,237.00 215.00 4.00
312 Medical Services $644,697.00 130.00 0.85
313 Intensive Outpatient Services $0.00
320 Case Management Services $772,207.00 310.00 6.75
335 Medication Assisted Treatment Services $297,178.00 25.00 1.25
410 Day Treatment or Partial Hospitalization $0.00
425 (MH) Rehabilitation/(Dev) Habilitation/(SUD) Rehabilitation $0.00
430 Sheltered Employment $0.00
460 Individual Supported Employment $0.00
465 Group Supported Employment $0.00
139
Service Cost Information
501 Mental Health Residential Treatment Centers /or DD Community ICFs for Individuals with DD/or SUD Medically Managed Withdrawal Services $45,817.00 15.00 0.45
510 Residential Crisis Stabilization Services $0.00
521 Intensive Residential Services $0.00
551 Supervised Residential Services $0.00
581 Supportive Residential Services $0.00
610 Prevention Services $1,248,040.00 7.65
Total $3,577,176.00 695.00 20.50 0.45 0.00
Service Description (Emergency Services and Ancillary Services)Cost Individuals Served FTEs Beds Slots
100 Emergency Services $5,099,782.00 1500.00 40.00
318 Motivational Treatment Services
390 Consumer Monitoring Services $25,298.00 150.00 0.50
620 Early Intervention Services
720 Assessment and Evaluation Services $181,065.00 150.00 2.02
730 Consumer Run Services (No. Individuals Served)
Total $5,306,145.00 1800.00 42.52
140
Locality Amount
Pittsylvania $824,432.00
Danville $893,975.00
Total $1,718,407.00
Total Administrative Costs $3,022,379.00
Local Government Tax Appropriation
141
AMENDMENT 1
EXHIBIT B: FY2024 AND FY2025 COMMUNITY SERVICES BOARD
CONTINUOUS QUALITY IMPROVEMENT (CQI) PROCESS
FOR
BEHAVIORAL HEALTH PERFORMANCE MEASURES
Contract No. P1636. [CSB Code ].1
Page 1 of 5
Rev.7.1.2023
Table of Contents
I. Introduction .............................................................................................................................................................2
II. Benchmarks .............................................................................................................................................................2
III. Technical Assistance ...............................................................................................................................................2
IV. Performance Monitoring .........................................................................................................................................2
A. Performance Improvement Plan (PIP) ................................................................................................................2
B. Corrective Action Plan (CAP).............................................................................................................................3
V. Performance Measures ............................................................................................................................................3
A. Suicide Screening Measure .................................................................................................................................3
B. Same Day Access Measures ................................................................................................................................3
C. SUD Engagement Measure .................................................................................................................................3
D. DLA-20 Measure ................................................................................................................................................3
VI. Additional Expectations and Elements Being Monitored .......................................................................................4
A. Outpatient Primary Care Screening and Monitoring ...........................................................................................4
B. Outpatient Services .............................................................................................................................................4
D. Peer and Family Support Services ......................................................................................................................5
DocuSign Envelope ID: 5CA034FD-CDC9-4903-BCF7-91B92CC9E9BA
142
AMENDMENT 1
EXHIBIT B: FY2024 AND FY2025 COMMUNITY SERVICES BOARD
CONTINUOUS QUALITY IMPROVEMENT (CQI) PROCESS
FOR
BEHAVIORAL HEALTH PERFORMANCE MEASURES
Contract No. P1636. [CSB Code ].1
Page 2 of 5
Rev.7.1.2023
I. Introduction
The Department, the Community Services Boards and Behavioral Health Authority (CSB) are committed to a
collaborative continuous quality improvement (CQI) process aimed at improving the quality, transparency,
accessibility, consistency, integration, and responsiveness of services across the Commonwealth pursuant to
Code §37.2-508(C) and §37.2-608(C). Exhibit B establishes the CQI framework through which CSBs,
providing community behavioral health services, and the Department engage in the CQI processes that are
established to track progress towards meeting established benchmarks, identify barriers to achievement, and
understand and address root causes that impacts progress. For the purposes of this Exhibit, “benchmark” is
defined as the measure target for achievement that is established by the Department.
II. Benchmarks
The establishment of benchmarks is a collaborative process with the CSBs and exists as part of the
Department’s Behavioral Health Measure Development and Review process.
III. Technical Assistance
An opportunity for technical assistance exists when a CSB requires support in meeting an established goal. The
following graduated response will be employed to support the CSB to achievement.
Technical Assistance (TA)
For the purposes of this Exhibit, technical assistance (TA) is defined as targeted, collaborative support provided
by the Department to CSBs for the purposes of improving performance on the core measures outlined in
Section V of this exhibit. The Department may initiate the process for its provision of TA when a CSB’s
performance does not meet the benchmark. Upon receipt of Department notification of the requirement for CSB
participation in TA, the CSB shall respond to the Department within 10 business days to confirm receipt and
establish next steps.
Additionally, TA may be requested by the CSB at any time. A CSB may request TA from the Department by
completing the Exhibit B TA Request form. The Department shall respond to the CSB request for TA within 10
business days to confirm receipt and establish next steps.
The Department will work to address CSB-raised concerns or identified Department data issues as part of the
technical assistance process.
IV. Performance Monitoring
D. Performance Improvement Plan (PIP)
(1) In the event the TA does not result in improvement, the Department and the CSB will work
collaboratively to develop a Performance Improvement Plan (PIP). For the purposes of this Exhibit,
a PIP is defined as a written, collaborative agreement between the Department and the CSB that
identifies specific action steps required to support the CSB in meeting identified benchmarks for
core performance measures as outlined in Section V of this exhibit.
(2) A PIP will not be entered into until at least 6 months of TA has been provided in order to allow for
the review of at least 2 quarters of data. At a minimum, a PIP will include activities to be
completed, timelines for completion of each activity, parties responsible for completion of each
activity, and goals that are specific, measurable, achievable, relevant, and timebound (SMART).
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AMENDMENT 1
EXHIBIT B: FY2024 AND FY2025 COMMUNITY SERVICES BOARD
CONTINUOUS QUALITY IMPROVEMENT (CQI) PROCESS
FOR
BEHAVIORAL HEALTH PERFORMANCE MEASURES
Contract No. P1636. [CSB Code ].1
Page 3 of 5
Rev.7.1.2023
E. Corrective Action Plan (CAP)
In the event PIP implementation does not result in improvement regarding core performance measures
pursuant to Section V of this exhibit; the Department may seek other remedies as outlined in the
Compliance and Dispute Resolution Process section of the performance contract such as initiating a
CAP. For the purpose of this Exhibit, a CAP is defined as a written plan to address noncompliance with
identified benchmarks for core performance measures outlined in Section V of this exhibit. The
Department may also find it necessary to enter into a CAP with the CSB in circumstances where the
severity of the issue(s) is determined to be necessary for a CAP versus a PIP. If the CSB refuses to
participate in the TA and/or PIP process, a CAP will be initiated by the Department. If the CSB
disagrees with the CAP they shall utilize the Compliance and Dispute Resolution Process of the
performance contract.
V. Performance Measures
CSB Core Performance Measures: The CSB and Department agree to use the CSB Core Performance
Measures, developed by the Department in collaboration with the VACSB Data Management, Quality
Leadership, and VACSB/DBHDS Quality and Outcomes Committees (Q&O) to monitor outcome and
performance measures for the CSBs and improve the performance on measures where the CSB falls below the
benchmark. These performance measures include:
A. Suicide Screening Measure: Percentage of youth (ages 6-17) and adults (age 18 or over) and have a
new MH or SUD case open who received a suicide risk assessment completed within 30 days before or
5 days after the case opening.
Benchmark: The CSB shall conduct a Columbia Suicide Severity Rating Scale screening for at least 86
percent of individuals with a new MH or SUD case opening.
B. Same Day Access Measures: Percentage of individuals who received a SDA assessment and were
determined to need a follow-up service who are offered an appointment for a service within 10 business
days and attend a scheduled follow-up appointment within 30 calendar days.
Benchmark: The CSB shall offer an appropriate follow-up appointment to at least 86 percent of the
individuals who are determined to need an appointment; and at least 70 percent of the individuals seen
in SDA who are determined to need a follow-up service will return to attend that service within 30
calendar days of the SDA assessment.
C. SUD Engagement Measure: Percentage of individuals 13 years or older with a new episode of
substance use disorder services as a result of a new SUD diagnosis who initiate services within 14 days
of diagnosis and attend at least two follow up SUD services within 30 days.
Benchmark: The CSB shall aim to have at least 50 percent of SUD clients engage in treatment per this
definition of engagement.
D. DLA-20 Measure: 6-month change in DLA-20 scores for youth (ages 6-17) and adults (age 18 or over)
receiving outpatient services in mental health program areas.
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AMENDMENT 1
EXHIBIT B: FY2024 AND FY2025 COMMUNITY SERVICES BOARD
CONTINUOUS QUALITY IMPROVEMENT (CQI) PROCESS
FOR
BEHAVIORAL HEALTH PERFORMANCE MEASURES
Contract No. P1636. [CSB Code ].1
Page 4 of 5
Rev.7.1.2023
Benchmark: At least 35% of individuals receiving 310 Outpatient Services in Program Area 100
scoring below a 4.0 on a DLA-20 assessment will demonstrate at least 0.5 growth within two fiscal
quarters.
VI. Additional Expectations and Elements Being Monitored
The data elements and expectations of this section were put into place prior to the data quality and
benchmarking review process as of March 1, 2022 and are active expectations regarding CSB operations and
implementation. The process for technical assistance, performance improvement plans, and corrective action
plans as described in Section III and IV of this exhibit does not apply to this section. The Department in
collaboration with the VACSB Data Management, Quality Leadership, and VACSB/DBHDS Quality and
Outcomes Committees will monitor outcome and performance measures in this section for relevance with the
CQI process and propose revisions as needed.
A. Outpatient Primary Care Screening and Monitoring
(1) Primary Care Screening
(a) Measures - CSB and DBHDS will work together to establish.
(b) Benchmark - CSB and DBHDS will work together to establish.
(c) Outcomes - To provide yearly primary care screening to identify and provide related care
coordination to ensure access to needed physical health care to reduce the number of
individuals with serious mental illness (SMI), known to be at higher risk for poor physical
health outcomes largely due to unidentified chronic conditions.
(d) Monitoring- CSB must report the screen completion and monitoring completion in CCS
monthly submission to reviewed by the Department.
B. Outpatient Services
Outpatient services are considered to be foundational services for any behavioral health system.
Outpatient services may include diagnosis and evaluation, screening and intake, counseling,
psychotherapy, behavior management, psychiatry, psychological testing and assessment, laboratory,
and ancillary services.
(a) Measures - Expertise in the treatment of trauma related conditions is to be established
through training.
(b) Benchmark - CSB should provide a minimum for outpatient behavioral healthcare
providers of 8 hours of trauma focused training in treatment modalities to serve adults,
children/adolescents and their families within the first year of employment and 4 hours in
each subsequent years or until 40 hours of trauma focused treatment can be demonstrated.
(c) Monitoring: Provide training data regarding required trauma training yearly in July when
completing evidence-based practice survey.
C. Service Members, Veterans, and Families (SMVF)
(1) Training
(a) Measures - Percentage of CSB direct services staff who receive military cultural
competency training
(b) Benchmark – Provided to 100% of CSB staff delivering direct services to the SMVF
population within 90 days of hire and every 3 years. Direct services include, but are not
limited to, those staff providing crisis, behavioral health outpatient and case management
services.
(2) Presenting for Services
(a) Measures - Health records in all program areas will contain a valid entry for Military
Status demographic variable in CCS.
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145
AMENDMENT 1
EXHIBIT B: FY2024 AND FY2025 COMMUNITY SERVICES BOARD
CONTINUOUS QUALITY IMPROVEMENT (CQI) PROCESS
FOR
BEHAVIORAL HEALTH PERFORMANCE MEASURES
Contract No. P1636. [CSB Code ].1
Page 5 of 5
Rev.7.1.2023
(b) Benchmark - 90% of individuals will have a valid entry.
(3) Referral Destination
(a) Measures – Percentage of SMVF clients served who are given information about referral
services to SMVF referral destinations.
(b) Benchmark - 70% of SMVF in CSB services will receive information about services
offered by Military Treatment Facilities, Veterans Health Administration facilities, and/or
Virginia Department of Veterans Services; and be supported in being referred at the
individual's request.
(4) Columbia Suicide Severity Rating Scale
(a) Measure - SMVF individuals in CSB services will be screened for suicide risk at intake
(and as needed per agency clinical protocols to monitor risk level) utilizing the Columbia
Suicide Severity Rating Scale (C-SSRS) brief screen.
(b) Benchmark - Conducted for 86% of SMVF individuals beginning in FY23 (July 1, 2022).
(c) Monitoring - CSB must report all data through its CCS monthly submission.
C. Peer and Family Support Services
(1) Peer FTEs (STEP-VA Funded)
(a) Measure: Total number of Peer Support Services FTE offering peer support services in
mental health and/or substance use treatment settings funded by STEP-VA allocations.
(b) Benchmark: Year 1 will allow for monitoring and benchmarking.
(2) Peer FTEs (Total)
(a) Measure: Total number of Peer Support Services FTE offering peer support services
in CSB/BHA from all funding sources.
(b) Benchmark: Year 1 will allow for monitoring and benchmarking
(3) Peer Certification and Registration
(a) Measure: Peer Supporters will obtain certification within 15 months of hire and be
registered within 18 months of hire (from the Board of Counseling)
(b) Benchmark: There is not a benchmark at this time as FY24 is the first year collecting this
information. We will revisit setting a benchmark next year.
D. DLA-20 Measure: 6-month change in DLA-20 scores for youth (ages 6-17) and adults (age 18 or over)
receiving outpatient services in substance use disorder program areas.
Benchmark: At least 35% of individuals receiving 310 Outpatient Services in Program Areas 300
scoring below a 4.0 on a DLA-20 assessment will demonstrate at least 0.5 growth within two fiscal
quarters.
DocuSign Envelope ID: 5CA034FD-CDC9-4903-BCF7-91B92CC9E9BA
146
Amendment 1
Exhibit E: FY2024 AND FY2025 Performance Contract Schedule and Process
Contract No. P1636. [CSB Code ].1
DUE
DATE
DESCRIPTION
Page 1 of 8 Rev. 02.25.2022
5-20-24 1. The Office of Fiscal and Grants Management (OFGM) distributes the Letters of Notification to
CSBs with of state and federal block grant funds.
NOTE: This is contingent on the implementation of the fiscal year budget as passed by the General
Assembly and signed into law by the Governor. The Code of Virginia allows the Governor to make
certain adjustments to the Budget. Changes in Federal legislation, inclement weather and uncertain
revenue collections, are just a few examples of events that may require adjustments to the budget in
order to maintain the balanced budget as required by Virginia's constitution.
2. The Department distributes the current fiscal year performance contract software through the
Community Automated Reporting System (CARS) to CSBs. CSBs must only provide allocations
of state and federal funds or amounts subsequently revised by or negotiated and approved by the
Department and have actual appropriated amounts of local matching funds.
06-26-24 1. Exhibit A: CSB must complete Table 2 Board Management and Salary Cost and Integrated
Behavioral and Primary Health Care Questions through the CARS application.
2. Payments 1 and 2 for July are prepared during June and July, the OFGM prepares the electronic
data interchange transfers for the first two semi- monthly payments of state and federal for the
CSBs. With the exception of programmatically determined upfront payments, all federal funds
disbursements must be invoiced by the CSBs pursuant to the community services performance
contract.
07-01-24 1. The current fiscal year performance contract, revisions, or Exhibits D that may be due at this time
should be signed and submitted electronically by the CSBs.
2. Local Match: If the CSB has not met or maintained the minimum 10 percent local matching
funds requirement at the end of the previous fiscal year, it must submit a written request for a
waiver, pursuant to § 37.2-509 of the Code and State Board Policy 4010 and the Minimum Ten
Percent Matching Funds Waiver Request Guidelines sent to the OMS
performancecontractsupport@dbhds.virginia.gov email address.
3. Payments 3 and 4 for August are prepared for transfers during July and August. If the CSB’s
CARS report data is not complete the payment(s) may not be released until the complete report is
received. Once received the payments will be processed and disbursed with the next scheduled
payment.
07-15-24 The Department distributes the end of the fiscal year performance contract report through CARS.
07-28-24 Community Consumer Submission (CCS) extract files for June is due from CSBs.
08-19-24 1. CCS extract files for total (annual) CCS service unit data is CSBs submit their complete. The
Department will not accept any other corrections to the end of year CCS report after this date.
2. Payments 5 and 6 for September are prepared for transfer during August and September.
09-02-24
3. CSBs send complete end of the fiscal year report through the CARS application.
4. The OMS reviews program services sections of the reports for any discrepancies and works with
the CSBs to resolves deficiencies.
5. OFGM reviews financial portions of reports for any discrepancies and works with CSBs to
resolve deficiencies.
DocuSign Envelope ID: 5CA034FD-CDC9-4903-BCF7-91B92CC9E9BA
147
Amendment 1
Exhibit E: FY2024 AND FY2025 Performance Contract Schedule and Process
Contract No. P1636. [CSB Code ].1
DUE
DATE
DESCRIPTION
Page 2 of 8 Rev. 02.25.2022
9-18-2024 1. CSBs must resubmit approved revised program and financial reports through the CARS
application no later than 09-18-2023. This is the final closeout date. The Department will
not accept CARS report corrections after this date.
2. CSBs submits their July CCS monthly extract files for July. This is the initial FY 2024 CCS
monthly extract files.
3. Payments 7 and 8 for October are prepared for transfer in September and October (October
payments). Payments may not be released without receipt of a CSB final end of the fiscal year
CCS data.
09-30-24
1. All CSB signed performance contracts and applicable Exhibits D are due to the Department for
final signature by the Commissioner pursuant to § 37.2-508 of the Code.
2. Federal Balance Reports are sent out to CSBs.
3. Inaccurate or no submission of reports from 9-18-2024 and/or unsigned performance
contracts will be out of compliance and may result in a one- time, one percent reduction not
to exceed $15,000 of state funds apportioned for CSB administrative expenses.
4. CSBs submit their CCS monthly extract files for August.
10-03-24 1. After the Commissioner signs the contracts, a fully executed copy of the performance contract
and applicable Exhibits D will be sent to the CSBs electronically by OMS.
2. Payments 9 and 10 during for November are prepared in October and November.
10-16-24 CSBs submit Federal Balance Reports to the OFGM.
10-31-24 1. CSBs submit CCS monthly extract files for September.
2. Payments 11 and 12 for December are prepared for transfer during November and December
(December payments). Payments may not be released without receipt of September CCS
submissions and final Federal Balance Reports.
11-30-24 CSBs submit their CCS monthly extract files for October.
12-02-24 1. CSBs that are not local government departments or included in local government audits send one
copy of their Certified Public Accountant (CPA) audit reports for the previous fiscal year on all
CSB operated programs to the Department's Office of Budget and Financial Reporting (OBFR).
2. CSBs submit a copy of CPA audit reports for all contract programs for their last full fiscal year,
ending on June 30th, to the OBFR. For programs with different fiscal years, reports are due three
months after the end of the year.
3. The CSBs shall have a management letter and plan of correction for identified material
deficiencies which must be sent with these reports.
4. Audit reports for CSBs that are local government departments or are included in local
government audits are submitted to the Auditor of Public Accounts (APA) by the local
DocuSign Envelope ID: 5CA034FD-CDC9-4903-BCF7-91B92CC9E9BA
148
Amendment 1
Exhibit E: FY2024 AND FY2025 Performance Contract Schedule and Process
Contract No. P1636. [CSB Code ].1
DUE
DATE
DESCRIPTION
Page 3 of 8 Rev. 02.25.2022
government.
12-29-24 1. Payment 13 through 16 for January and February are prepares for transfers during
December.
2. CSBs end of the fiscal year performance contract reports not accurate, incomplete, and/or CCS
monthly extracts for October that have not been received, payments may not be released.
3. CCS monthly extract files for November is due from CSB.
01-06-25 The release of the mid-year performance contract report CARS software.
01-31-25 CCS monthly extract files for December is due from CSB.
02-18-25 1. CSBs send complete mid-year performance contract reports and a revised Table 1: Board of
Directors Membership Characteristics through the CARS application.
2. Payment 17 and 18 for March are prepared for transfer in February. CSBs whose monthly CCS
extract for December and CARS reports not received by the end of January, payments may not
be released.
02-29-25 CSBs submit their CCS extract files for January. CSBs whose monthly CCS extract files for January
were not received by the end of the month, payments may not be released.
03-28-25 1. CSBs submit their CCS extract files for February.
2. Payments 19 and 20 for April are prepared for transfer during March. CSBs whose complete
mid-year performance contract reports, payments may not be released.
3. CSB must submit their final, complete and accurate mid-year performance contract reports
through CARS.
04-30-25 1. CSBs submit their CCS monthly extract files for March by this date.
2. Payments 21 and 22 for May are prepared for transfer during April. CSBs whose mid-year
performance contract reports have not been verified as accurate and internally consistent and the
monthly CCS3 extract files for February were not received by the end of the month. Payments
may not be released.
05-31-25 1. CSBs submit their CCS monthly extract files for April for CSBs whose monthly CCS extract
files for April were received by the end of May.
2. If April CCS extract files are not received by May 31st, this may delay or even eliminate
payment 24 due to time restrictions on when the Department can send transfers to the
Department of Accounts for payment 24.
3. Payment 23 and 24 for June are prepared for transfer during May. CSBs whose monthly CCS
extract files for March were not received by the end of April, payments may not be released.
06-28-25 CSBs submit their CCS monthly extract files for May.
DocuSign Envelope ID: 5CA034FD-CDC9-4903-BCF7-91B92CC9E9BA
149
Amendment 1
Exhibit E: FY2024 AND FY2025 Performance Contract Schedule and Process
Page 4 of 8 Rev. 02.25.2022
07-01-24 3. The current fiscal year performance contract, revisions, or Exhibits D that may be due at this time
should be signed and submitted electronically by the CSBs.
4. Local Match: If the CSB has not met or maintained the minimum 10 percent local matching
funds requirement at the end of the previous fiscal year, it must submit a written request for a
waiver, pursuant to § 37.2-509 of the Code and State Board Policy 4010 and the Minimum Ten
Percent Matching Funds Waiver Request Guidelines sent to the OMS
performancecontractsupport@dbhds.virginia.gov email address.
4. Payments 3 and 4 for August are prepared for transfers during July and August. If the CSB’s
CARS report data is not complete the payment(s) may not be released until the complete report is
received. Once received the payments will be processed and disbursed with the next scheduled
payment.
07-15-24 The Department distributes the end of the fiscal year performance contract report through CARS.
07-28-24 Community Consumer Submission (CCS) extract files for June is due from CSBs.
08-19-24 3. CCS extract files for total (annual) CCS service unit data is CSBs submit their complete. The
Department will not accept any other corrections to the end of year CCS report after this date.
4. Payments 5 and 6 for September are prepared for transfer during August and September.
08-31-24
6. CSBs send complete end of the fiscal year report through the CARS application.
7. The OMS reviews program services sections of the reports for any discrepancies and works with
the CSBs to resolves deficiencies.
8. OFGM reviews financial portions of reports for any discrepancies and works with CSBs to
resolve deficiencies.
9-18-2024 3. CSBs must resubmit approved revised program and financial reports through the CARS
application no later than 09-18-2023. This is the final closeout date. The Department will
not accept CARS report corrections after this date.
4. CSBs submits their July CCS monthly extract files for July. This is the initial FY 2024 CCS
monthly extract files.
4. Payments 7 and 8 for October are prepared for transfer in September and October (October
payments). Payments may not be released without receipt of a CSB final end of the fiscal year
CCS data.
09-29-24
5. All CSB signed performance contracts and applicable Exhibits D are due to the Department for
final signature by the Commissioner pursuant to § 37.2-508 of the Code.
6.
7. Inaccurate or no submission of reports from 9-18-2023 and/or unsigned performance
contracts will be out of compliance and may result in a one- time, one percent reduction not
to exceed $15,000 of state funds apportioned for CSB administrative expenses.
8. CSBs submit their CCS monthly extract files for August.
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10-03-24 3. After the Commissioner signs the contracts, a fully executed copy of the performance contract
and applicable Exhibits D will be sent to the CSBs electronically by OMS.
4. Payments 9 and 10 during for November are prepared in October and November.
10-13-24 CSBs submit Federal Balance Reports to the OFGM.
10-31-24 3. CSBs submit CCS monthly extract files for September.
4. Payments 11 and 12 for December are prepared for transfer during November and December
(December payments). Payments may not be released without receipt of September CCS
submissions and final Federal Balance Reports.
11-30-24 CSBs submit their CCS monthly extract files for October.
12-02-24 5. CSBs that are not local government departments or included in local government audits send one
copy of their Certified Public Accountant (CPA) audit reports for the previous fiscal year on all
CSB operated programs to the Department's Office of Budget and Financial Reporting (OBFR).
6. CSBs submit a copy of CPA audit reports for all contract programs for their last full fiscal year,
ending on June 30th, to the OBFR. For programs with different fiscal years, reports are due three
months after the end of the year.
7. The CSBs shall have a management letter and plan of correction for identified material
deficiencies which must be sent with these reports.
8. Audit reports for CSBs that are local government departments or are included in local
government audits are submitted to the Auditor of Public Accounts (APA) by the local
government.
9.
12-29-24 4. Payment 13 through 16 for January and February are prepares for transfers during
December.
5. CSBs end of the fiscal year performance contract reports not accurate, incomplete, and/or CCS
monthly extracts for October that have not been received, payments may not be released.
6. CCS monthly extract files for November is due from CSB.
01-05-25 The release of the mid-year performance contract report CARS software.
01-31-25 CCS monthly extract files for December is due from CSB.
02-16-25 3. CSBs send complete mid-year performance contract reports and a revised Table 1: Board of
Directors Membership Characteristics through the CARS application.
4. Payment 17 and 18 for March are prepared for transfer in February. CSBs whose monthly CCS
extract for December and CARS reports not received by the end of January, payments may not
be released.
02-29-25 CSBs submit their CCS extract files for January. CSBs whose monthly CCS extract files for January
were not received by the end of the month, payments may not be released.
03-29-25 4. CSBs submit their CCS extract files for February.
5. Payments 19 and 20 for April are prepared for transfer during March. CSBs whose complete
mid-year performance contract reports, payments may not be released.
6. CSB must submit their final, complete and accurate mid-year performance contract reports
through CARS.
04-30-25 3. CSBs submit their CCS monthly extract files for March by this date.
4. Payments 21 and 22 for May are prepared for transfer during April. CSBs whose mid-year
performance contract reports have not been verified as accurate and internally consistent and the
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monthly CCS3 extract files for February were not received by the end of the month. Payments
may not be released.
05-31-25 4. CSBs submit their CCS monthly extract files for April for CSBs whose monthly CCS extract
files for April were received by the end of May.
5. If April CCS extract files are not received by May 31st, this may delay or even eliminate
payment 24 due to time restrictions on when the Department can send transfers to the
Department of Accounts for payment 24.
6. Payment 23 and 24 for June are prepared for transfer during May. CSBs whose monthly CCS
extract files for March were not received by the end of April, payments may not be released.
06-28-25 CSBs submit their CCS monthly extract files for May.
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I. Administrative Performance Requirements
The CSB shall meet these administrative performance requirements in submitting its performance contract,
contract revisions, and mid-year and end-of-the-fiscal year performance contract reports in the CARS
application, and monthly CCS extracts to the Department.
A. The performance contract and any revisions submitted by the CSB shall be:
1. complete all required information is displayed in the correct places and all required Exhibits,
including applicable signature pages, are included;
2. consistent with Letter of Notification allocations or figures subsequently revised by or
negotiated with the Department;
3. prepared in accordance with instructions by the Department-
4. received by the due dates listed in this Exhibit E
B. If the CSB does not meet these performance contract requirements, the Department may delay
future payments of state and federal funds until satisfactory performance is achieved.
C. Mid-year and end-of-the-fiscal year performance contract reports submitted by the CSB shall be:
1. complete, all required information is displayed in the correct places, all required data are
included in the CARS application reports, and any other required information not included in
CARS are submitted;
2. consistent with the state and federal grant funds allocations in the Letter of Notification or
figures subsequently revised by or negotiated with the Department;
3. prepared in accordance with instructions provided by the Department;
4. (i) all related funding, expense, and cost data are consistent, and correct within a report, and (ii)
errors identified are corrected; and
5. received by the due dates listed in this Exhibit
D. If the CSB does not meet these requirements for its mid-year and end-of-the-fiscal year CARS
reports, the Department may delay future payments until satisfactory performance is achieved. The
Department may impose one-time reductions of state funds apportioned for CSB administrative
expenses on a CSB for its failure to meet the requirements in its end-of-the-fiscal year CARS report
may have a one percent reduction not to exceed $15,000 unless an extension has been granted by the
Department.
E. The CSB shall submit monthly extra files by the end of the month following the month for which the
data is extracted in accordance with the CCS Extract Specifications, including the current business
rules.
F. If the CSB fails to meet the extract submission requirements in this Exhibit, the Department may
delay payments until satisfactory performance is achieved. If the Department has not provided the
CCS extract application to the CSB in time for it to transmit its monthly submissions this
requirement does not apply.
G. If the Department negotiates a corrective action plan with a CSB because of unacceptable data
quality, and the CSB fails to satisfy the requirements by the end of the contract term, the
Department may impose a one-time one percent reduction not to exceed a total of $15,000 of
state funds apportioned for CSB administrative expenses..
H. The CSB shall not allocate or transfer a one-time reduction of state funds apportioned
for administrative expenses to direct service or program costs.
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Process for Obtaining an Extension of the End-of-the-Fiscal Year CARS Report Due Date
1. Extension Request: The Department will grant an extension only in very exceptional situations
such as a catastrophic information system failure, a key staff person’s unanticipated illness or
accident, or a local emergency or disaster situation that makes it impossible to meet the due
date.
a. It is the responsibility of the CSB to obtain and confirm the Department’s approval of an
extension of the due date within the time frames specified below. Failure of the CSB to
fulfill this responsibility constitutes prima facie acceptance by the CSB of any resulting
one-time reduction in state funds apportioned for administrative expenses.
b. As soon as CSB staff becomes aware that it cannot submit the end-of-the-fiscal year CARS
report by the due date to the Department, the executive director must inform the Office of
Management Services (OMS) through the performancecontractsupport@dbhds.virginia.gov
email mailbox that it is requesting an extension of this due date. This request should be
submitted as soon as possible and describe completely the reason(s) and need for the
extension, and state the date on which the report will be received by the Department.
c. The request for an extension must be received in the OMS no later than 5:00 p.m. on the
fourth business day before the due date through the
performancecontractsupport@dbhds.virginia.gov email mailbox. Telephone extension
requests are not acceptable and will not be processed.
d. The OMS will act on all requests for due date extensions that are received in accordance
with this process and will notify the requesting CSBs of the status of their requests within 2
business of receipt.
I. Exhibit A Revision Instructions:
1. Revisions of Exhibit A can only be submitted through the CARS application
2. The CSB may revise Exhibit A of its signed contract only in the following circumstances:
a. A new, previously unavailable category or subcategory of services is implemented;
b. An existing category or subcategory of services is totally eliminated;
c. A new program offering an existing category or subcategory of services is implemented;
d. A program offering an existing category or subcategory of services is eliminated;
e. New restricted state or federal funds are received to expand an existing service or establish a
new one;
f. State or federal block grant funds are moved among program (mental health, developmental,
or substance use disorder) areas or emergency or ancillary services (an exceptional situation);
g. Allocations of state, federal, or local funds change; or
h. A major error is discovered in the original contract.
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FY24-25 Exhibit F: Federal Grant Compliance Requirements
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Table of Contents
I. Background ................................................................................................................................................. 2
II. Defined Terms............................................................................................................................................. 2
III. Federal Grant Requirements for DBHDS as the Pass-through Entity ........................................................ 4
IV. General Federal Grant Requirements for the Department and CSBs .......................................................... 6
V. Federal Grant Specific Requirements ....................................................................................................... 24
VI. List of Federal Grants ............................................................................................................................... 39
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I. Background
State agencies often administer federal awards received as pass-through funds to other non-federal
entities. These non-federal recipient entities are called Subrecipients and they assist in carrying out
various federally-funded programs. Subrecipients are typically units of local government (i.e. city
and county agencies) but also include other entities such as Native American tribes, other state
agencies, and institutions of higher education, special districts and non-profits. The nature of these
relationships are governed by federal statute, regulations, and policies in addition to state laws and
regulations. The source of the funding determines the regulations and policies that govern the
provision of the funds. The Substance Abuse and Mental Health Services Administration
(SAMHSA) is the primary source of federal funds awarded to DBHDS. DBHDS also receives
funds from the U.S. Department of Justice, U.S. Department of Education, and other federal
entities.
As a primary recipient of federal funds, state agencies serve a pass-through role in which funds are
subawarded to Subrecipients. Federal regulations require that pass-through entities provide
monitoring of their Subrecipient which is outlined in Sections 200.300 through 200.346 in 2 C.F.R.
Part 200 and Sections 75.300 through 75.391 in 45 C.F.R. Part 75 for SAMHSA awards. Further,
audit requirements contained in 2 C.F.R. Part 200, Subpart F and 45 C.F.R. Part 75, Subpart F for
SAMHSA awards, require that pass-through entities monitor the activities of their Subrecipient, as
necessary, to ensure that federal awards are used appropriately and that performance goals are
achieved.
In order to further the provision of necessary goods and services to the community, DBHDS may
enter into federally-funded subrecipient relationships with Community Service Boards (CSBs).
This exhibit provides certain compliance requirements and other specific and general grant
information for the federal grant funds that DBHDS passes-through to the CSBs.
II. Defined Terms
Administrative Proceeding – A non-judicial process that is adjudicatory in nature in order to make
a determination of fault or liability (e.g., Securities and Exchange Commission Administrative
proceedings, Civilian Board of Contract Appeals proceedings, and Armed Services Board of
Contract Appeals proceedings). This includes proceedings at the Federal and State level but only in
connection with performance of a federal contract or grant. It does not include audits, site visits,
corrective plans, or inspection of deliverables.
Conference – A meeting, retreat, seminar, symposium, workshop or event whose primary purpose
is the dissemination of technical information beyond the non-Federal entity and is necessary and
reasonable for successful performance under the Federal award.
Conviction – For purposes of this award term and condition, a judgment or conviction of a criminal
offense by any court of competent jurisdiction, whether entered upon a verdict or a plea, and
includes a conviction entered upon a plea of nolo contendere.
Drug-Free Workplace – A site for the performance of work done in connection with a specific
award to a Subrecipient, the employees of whom are prohibited from engaging in the unlawful
manufacture, sale, distribution, dispensation, possession or use of any controlled substance or
marijuana during the performance of the federally funded project.
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Employee - An individual employed by the subrecipient who is engaged in the performance of the
project or program under this award; or another person engaged in the performance of the project or
program under this award and not compensated by the subrecipient including, but not limited to, a
volunteer or individual whose services are contributed by a third party as an in-kind contribution
toward cost sharing or matching requirements.
Entity – Any of the following, as defined in 2 CFR Part 25: a Governmental organization, which is
a State, local government, or Indian tribe; a foreign public entity; a domestic or foreign nonprofit
organization; a domestic or foreign for-profit organization; a Federal agency, but only as a
subrecipient under an award or sub-award to a non-Federal entity.
Equipment – Tangible personal property (including information technology systems) having a
useful life of more than one year and a per-unit acquisition cost which equals or exceeds the lesser
of the capitalization level established by the non-Federal entity for financial statement purposes, or
$5,000.
Executive – Officers, managing partners, or any other employees in management positions.
Forced labor - Labor obtained by any of the following methods: the recruitment, harboring,
transportation, provision, or obtaining of a person for labor or services, through the use of force,
fraud, or coercion for the purpose of subjection to involuntary servitude, peonage, debt bondage, or
slavery.
Funding Opportunity Announcement (FOA) – The document that all federal agencies utilize to
announce the availability of grant funds to the public.
Intangible Property – Intangible property means property having no physical existence, such as
trademarks, copyrights, patents and patent applications and property, such as loans, notes and other
debt instruments, lease agreements, stock and other instruments of property ownership (whether the
property is tangible or intangible).
Major Medical Equipment – An item intended for a medical use that has a cost of more than
$5,000 per unit.
Minor Renovation, Remodeling, Expansion, and Repair of Housing – Improvements or
renovations to existing facilities or buildings that do not total more than $5,000.
Notice of Award (NOA) – The official award document issued by the federal granting agency that
notifies the primary recipient of their award amount.
Obligation – Orders placed for property and services, contracts and subawards made, and similar
transactions during the Period of Performance.
Pass-Through Entity - Pass-through entity means a non-Federal entity that provides a subaward to
a subrecipient to carry out part of a federal program.
Period of Performance – The timeframe in which the Subrecipient may incur obligations on
funding received as a result of an agreement between DBHDS and the CSB which is funded with
federal grant money.
Recipient – The non-federal entity that receives a grant award from a federal entity. The recipient
may be the end user of the funds or may serve as a pass-through to subrecipient entities.
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Subaward – A legal instrument to provide support for the performance of any portion of the
substantive project or program for which the Recipient received the Federal award and that the
recipient awards to an eligible subrecipient.
Subrecipient – A non-Federal entity that receives a subaward from the recipient (or Pass-Through
Entity) under this award to carry out part of a Federal award, including a portion of the scope of
work or objectives, and is accountable to the Pass-Through Entity for the use of the Federal funds
provided by the subaward. Grant recipients are responsible for ensuring that all sub-recipients
comply with the terms and conditions of the award, per 45 CFR §75.101.
Supplant – To replace funding of a recipient’s existing program with funds from a federal grant.
System of Award Management (SAM) – The Federal repository into which an entity must
provide information required for the conduct of business as a recipient. Additional information
about registration procedures may be found at the SAM Internet site (currently at:
http://www.sam.gov).
Total compensation – The cash and noncash dollar value earned by the executive during the
recipient's or subrecipient's preceding fiscal year and includes the following (for more information
see 17 CFR 229.402(c)(2)): salary and bonus; awards of stock, stock options, and stock
appreciation rights (use the dollar amount recognized for financial statement reporting purposes
with respect to the fiscal year in accordance with the Statement of Financial Accounting Standards
No. 123 (Revised 2004) (FAS 123R), Shared Based Payments); earnings for services under non-
equity incentive plans (this does not include group life, health, hospitalization or medical
reimbursement plans that do not discriminate in favor of executives, and are available generally to
all salaried employees); change in pension value (this is the change in present value of defined
benefit and actuarial pension plans); above-market earnings on deferred compensation which is not
tax-qualified and; other compensation, if the aggregate value of all such other compensation (e.g.
severance, termination payments, value of life insurance paid on behalf of the employee, perquisites
or property) for the executive exceeds $10,000. [75 FR 55669, Sept. 14, 2010, as amended at 79 FR
75879, Dec. 19, 2014]
Total value of currently active grants, cooperative agreements, and procurement contracts –
Only the Federal share of the funding under any Federal award with a recipient cost share or match;
and the value of all expected funding increments under a Federal award and options, even if not yet
exercised [81 FR 3019, Jan. 20, 2016].
Unique Entity Identifier (UEI) – The identifier required for SAM registration to uniquely identify
business entities.
Unliquidated Obligations – An invoice for which the Subrecipient has already been allocated
funding to pay by the pass-through entity that falls within the timeframe for expending unliquidated
obligations provided in Section III of this Exhibit. Unliquidated Obligations cannot include
personnel costs and are limited to goods or services that were purchased or contracted for prior to
the end of the Period of Performance but were not yet expensed as the goods or services were not
yet received or the Subrecipient had not yet received an invoice.
III. Federal Grant Requirements for DBHDS as the Pass-through Entity
As the pass-through entity for federal grant funds, DBHDS must comply and provide guidance to
the subrecipient in accordance with U.S. C.F.R. 2 § 200.332 and CFR 45 § 75.352 (for SAMHSA
awards). DBHDS shall:
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A. Ensure every subaward is clearly identified to the subrecipient as a subaward and includes the
following information at the time of the subaward. If any of these data elements change,
DBHDS will include the changes in subsequent subaward modification. When some of this
information is not available, the pass-through entity must provide the best information available
to describe the Federal award and subaward. This information includes:
1. Subrecipient name (which must match the name associated with its unique entity
identifier);
2. Subrecipient's unique entity identifier;
3. Federal Award Identification Number (FAIN);
4. Federal Award Date (see § 200.1 and § 75.2 Federal award date) of award to the recipient
by the awarding agency;
5. Subaward Period of Performance Start and End Date (Dates within which DBHDS may
expend funds);
6. Subaward Budget Period Start and End Date (Dates within which the subrecipient may
expend funds from a subaward);
7. Amount of Federal Funds Obligated by this action by the pass-through entity to the
subrecipient;
8. Total Amount of Federal Funds Obligated to the subrecipient by the pass-through entity
including the current obligation;
9. Total Amount of the Federal Award committed to the subrecipient by the pass-through
entity;
10. Federal award project description, as required to be responsive to the Federal Funding
Accountability and Transparency Act (FFATA);
11. Name of Federal awarding agency, pass-through entity, and contract information for
awarding official of the pass-through entity;
12. CFDA Number and Name; the pass-through entity must identify the dollar amount made
available under each Federal award and the CFDA number at time of disbursement;
13. Identification of whether the award is R&D; and
14. Indirect cost rate for the Federal award (including if the de minimis rate is charged per §
200.414 and § 75.414).
B. Comply with all Federal statutes, regulations and the terms and conditions of the Federal award.
C. Negotiate with the subrecipient an approved federally recognized indirect cost rate negotiated
between the subrecipient and the Federal Government or, if no such rate exists, either a rate
negotiated between the pass-through entity and the subrecipient or a de minimis indirect cost
rate as defined in § 200.414(f) and § 75.414(f).
D. Be responsible for monitoring the activities of the subrecipient as necessary to ensure that the
subaward is used for authorized purposes, in compliance with Federal statutes, regulations, and
the terms and conditions of the subaward; and that subaward performance goals are achieved.
Pass-through entity monitoring of the subrecipient must include, but is not limited to the
following:
1. Reviewing financial and performance reports required by the pass-through entity.
2. Following-up and ensuring that the subrecipient takes timely and appropriate action on all
deficiencies pertaining to the Federal award provided to the subrecipient from the pass-
through entity detected through audits, on-site reviews, and other means.
3. Issuing a management decision for audit findings pertaining to the Federal award provided
to the subrecipient from the pass-through entity as required by § 200.521 and § 75.521.
4. The Department shall evaluate each subrecipient's risk of noncompliance with Federal
statutes, regulations, and the terms and conditions of the subaward for purposes of
determining the appropriate subrecipient monitoring.
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5. The Department shall verify that every subrecipient is audited as required by subpart F
when it is expected that the subrecipient's Federal awards expended during the respective
fiscal year equaled or exceeded the threshold set forth in §200.501 and §75.501.
6. The Department shall consider whether the results of the subrecipient's audits, on-site
reviews, or other monitoring indicate conditions that necessitate adjustments to the pass-
through entity's own records.
IV. General Federal Grant Requirements for the Department and CSBs
The federal grants listed in Section IV of this Exhibit have requirements that are general to the
federal agency that issues the funds. Included below are the general grant terms and conditions for
each of the federal agencies for which DBHDS is the pass-through entity to the CSBs.
A. SAMHSA GRANTS
1. Grant Oversight: The CSBs and the Department are legally and financially responsible for
all aspects of this award including funds provided to sub-recipients, in accordance with 2
CFR 200.331 - 200.333 and 45 CFR 75.351 – 75.353, Sub-recipient monitoring and
management.
2. Acceptance of the Terms of an Award: By drawing or otherwise obtaining funds from
DBHDS that resulted from funds obtained from the Health and Human Services (HHS)
Payment Management System), the subrecipient acknowledges acceptance of the terms and
conditions of the award and is obligated to perform in accordance with the requirements of
the award. If the subrecipient cannot accept the terms, the subrecipient should notify the
Program contact at DBHDS prior to the execution of its Exhibit D or Notice of Award.
Once the Exhibit D or Notice of Award is executed by the subrecipient, the contents of the
Exhibit D or Notice of Award are binding on the subrecipient until modified and signed by
both parties.
Certification Statement: By invoicing DBHDS for funds, the subrecipient certifies that
proper financial management controls and accounting systems, to include personnel policies
and procedures, have been established to adequately administer Federal awards and
drawdown funds. Recipients of Department of Health and Human Services’(DHHS) grants
or cooperative agreement awards, and their Subrecipient, must comply with all terms and
conditions of their awards, including: (a) terms and conditions included in the HHS Grants
Policy Statement in effect at the time of a new, non-competing continuation, or renewal
award (https://www.hhs.gov/sites/default/files/grants/grants/policies-
regulations/hhsgps107.pdf), including the requirements of HHS grants administration
regulations; (b) requirements of the authorizing statutes and implementing regulations for
the program under which the award is funded; (c) applicable requirements or limitations in
appropriations acts; and (d) any requirements specific to the particular award specified in
program policy and guidance, the FOA, or the NOA.
3. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
HHS Awards: The NOA issued is subject to the administrative requirements, cost
principles, and audit requirements that govern Federal monies associated with this award,
as applicable, in the Uniform Guidance 2 CFR Part 200 as codified by HHS at 45 CFR Part
75.
4. Award Expectations: The eligibility and program requirements originally outlined in the
FOA must continue to be adhered to as the funded project is implemented. Recipients must
comply with the performance goals, milestones, outcomes, and performance data collection
as reflected in the FOA and related policy and guidance. Additional terms and/or conditions
may be applied to this award if outstanding financial or programmatic compliance issues
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are identified by Substance Abuse and Mental Health Services Administration (SAMHSA).
Subrecipient must comply with the Scope of Services of their award.
5. Flow down of requirements to sub-recipients: The grantee, as the awardee organization,
is legally and financially responsible for all aspects of this award including funds provided
to sub-recipients, in accordance with 45 CFR 75.351 – 75.353, Subrecipient monitoring and
management.
6. Risk Assessment: SAMHSA’s Office of Financial Advisory Services (OFAS) may
perform an administrative review of the subrecipient organization’s financial management
system. If the review discloses material weaknesses or other financial management
concerns, grant funding may be restricted in accordance with 45 CFR 75 and 2 CFR 200, as
applicable. DBHDS reviews and determines the risk associated with its Subrecipient. As
part of the risk assessment process, DBHDS may perform an administrative review of the
subrecipient’s financial management system.
7. Improper Payments: Any expenditure by the Subrecipient which is found by auditors,
investigators, and other authorized representatives of DBHDS, the Commonwealth of
Virginia, the U.S. Department of Health and Human Services, the U.S. Government
Accountability Office or the Comptroller General of the United States to be improper,
unallowable, in violation of federal or state law or the terms of the NOA, FOA, or this
Exhibit, or involving any fraudulent, deceptive, or misleading representations or activities
of the Subrecipient, shall become Subrecipient’s liability, to be paid by Subrecipient from
funds other than those provided by DBHDS for the given program or any other funding
agreements between DBHDS and the Subrecipient. This provision shall survive the
expiration or termination of the applicable Performance Contract.
8. Treatment of Property and Equipment: If the Program permits the Subrecipient or
entities that receive funding from the Subrecipient to purchase real property or equipment
with grant funds, the Program retains a residual financial interest, enabling the Program to
recover the assets or determine final disposition. This will be accomplished on a case-by-
case basis, according to the federal grant guidelines applicable to the grant that is funding
the service(s) in accordance with 2 CFR 200.33 and 45 CFR 75.2. Equipment is defined in
the defined terms section of this Exhibit.
9. Program Income: Program income accrued under this grant award must be reported to the
Recipient and must be used to further the objectives of the grant project and only for
allowable costs.
10. Financial Management: The Subrecipient shall maintain a financial management system
and financial records and shall administer funds received in accordance with all applicable
federal and state requirements, including without limitation:
1) the Uniform Guidance, 2 C.F.R. Part 200 and 45 C.F.R. Part 75;
2) the NOA; and
3) FOA.
The Subrecipient shall adopt such additional financial management procedures as may from
time to time be prescribed by DBHDS if required by applicable laws, regulations or
guidelines from its federal and state government funding sources. Subrecipient shall
maintain detailed, itemized documentation and records of all income received and
expenses incurred pursuant to this Exhibit.
11. Audit of Financial Records: The Subrecipient shall comply with the audit and reporting
requirements defined by the Federal Office of Management and Budget (OMB) 2 CFR 200
(Audits of States, Local, Governments and Non-Profit organizations) and 45 CFR 75.500 –
75.521 as applicable. The Subrecipient will, if total Federal funds expended are $750,000
or more a year, have a single or program specific financial statement audit conducted for
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the annual period in compliance with the General Accounting Office audit standards (45
CFR 75-501(a)).
If total federal funds expended are less than $750,000 for a year the Subrecipient is exempt
from federal audit requirements (45 CFR 75-501(d)), but the Subrecipient’s records must
be available to the Pass-Through Agency and appropriate officials of HHS, SAMHSA, the
U.S. Government Accountability Office and the Comptroller General of the United States,
and it must still have a financial audit performed for that year by an independent Certified
Public Accountant. Further, the subrecipient shall complete the certification letter included
in Exhibit F (B) disclosing that they are not subject to the single audit requirement.
Should an audit by authorized state or federal official result in disallowance of amounts
previously paid to the Subrecipient, the Subrecipient shall reimburse the Pass-Through
Agency upon demand.
Pursuant to 2 CFR 200.334 and 45 CFR 75.361, the Subrecipient shall retain all books,
records, and other relevant documents for three (3) years from the end of the calendar year
in which the grant period terminates. In the event that any litigation, claim, or audit is
initiated prior to the expiration of the 3-year period, all records must be retained until all
litigation, claims, or audit findings involving the records have been resolved and final
action taken. DBHDS, its authorized agents, and/or federal or state auditors shall have full
access to and the right to examine any of said materials during said period.
12. Accounting Records and Disclosures: The Subrecipient must maintain records which
adequately identify the source and application of funds provided for financially assisted
activities, including awards and authorizations, obligations, unobligated balances, assets,
liabilities, outlays or expenditures, and income. The Subrecipient should expect that the
Recipient and SAMHSA may conduct a financial compliance audit and on-site program
review of this project as outlined in paragraph (11).
13. Standards for Documentation of Personnel Expenses: The Subrecipient shall comply
with 2 CFR 200.430 and 45 CFR 75.430 Compensation-Personal Services and 2 CFR
200.431 and 45 CFR 75.431 Compensation-Fringe Benefits as required by the Federal
Office of Management and Budget (OMB) Circular 2 CFR 200 (Cost Principles for State,
Local and Indian Tribal Government). Per Standards for Documentation of Personnel
Expenses 45 CFR 75.430(x)(3) in accordance with Department of Labor regulations
implementing the Fair Labor Standards Act (FLSA) (29 CFR Part 516), charges for the
salaries and wages of nonexempt employees, in addition to the supporting documentation
described in this section (45 CFR 75.430), must also be supported by the appropriate
records.
14. Non-Supplant: Federal award funds must supplement, not replace (supplant) nonfederal
funds. Applicants or award recipients and Subrecipient may be required to demonstrate and
document that a reduction in non-federal resources occurred for reasons other than the
receipt of expected receipt of federal funds.
15. Unallowable Costs: All costs incurred prior to the award issue date and costs not
consistent with the FOA, 45 CFR Part 75, and the HHS Grants Policy Statement, are not
allowable.
16. Executive Pay: The Consolidated Appropriations Act, 2021 (Public Law 116-260), signed
into law on December 27, 2020 restricts the amount of direct salary to Executive Level II of
the Federal Executive Pay scale. Effective January 2, 2022, the salary limitation for
Executive Level II is $203,700.
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17. Intent to Utilize Funding to Enter into a Procurement/Contractual Relationship: If the
Subrecipient utilizes any of these funds to contract for any goods or services, the
Subrecipient must ensure that the resultant contract complies with the terms of Appendix II,
45 C.F.R. 75 which governs the contractual provisions for non-federal entity contracts
under federal awards issued by the Department of Health and Human Services.
18. Ad Hoc Submissions: Throughout the project period, SAMHSA or DBHDS may require
submission of additional information beyond the standard deliverables. This information
may include, but is not limited to the following:
Payroll
Purchase Orders
Contract documentation
Proof of Project implementation
19. Conflicts of Interest Policy: Subrecipient must establish written policies and procedures to
prevent employees, consultants, and others (including family, business, or other ties)
involved in grant-supported activities, from involvement in actual or perceived conflicts of
interest. The policies and procedures must:
Address conditions under which outside activities, relationships, or financial interest
are proper or improper;
Provide for advance disclosure of outside activities, relationships, or financial interest
to a responsible organizational official;
Include a process for notification and review by the responsible official of potential or
actual violations of the standards; and
Specify the nature of penalties that may be imposed for violations.
20. Administrative and National Policy Requirements: Public policy requirements are
requirements with a broader national purpose than that of the Federal sponsoring program
or award that an applicant/recipient/subrecipient must adhere to as a prerequisite to and/or
condition of an award. Public policy requirements are established by statute, regulation, or
Executive order. In some cases they relate to general activities, such as preservation of the
environment, while, in other cases they are integral to the purposes of the award-supported
activities. An application funded with the release of federal funds through a grant award
does not constitute or imply compliance with federal statute and regulations. Funded
organizations are responsible for ensuring that their activities comply with all applicable
federal regulations.
21. Marijuana Restriction: Grant funds may not be used, directly or indirectly, to purchase,
prescribe, or provide marijuana or treatment using marijuana. Treatment in this context
includes the treatment of opioid use disorder. Grant funds also cannot be provided to any
individual who or organization that provides or permits marijuana use for the purposes of
treating substance use or mental disorders. See, e.g., 45 C.F.R. 75.300(a) (requiring HHS to
“ensure that Federal funding is expended in full accordance with U.S. statutory
requirements.”); 21 U.S.C. § 812(c) (10) and 841 (prohibiting the possession, manufacture,
sale, purchase or distribution of marijuana). This prohibition does not apply to those
providing such treatment in the context of clinical research permitted by the Drug
Enforcement Agency and under an FDA-approved investigational new drug application
where the article being evaluated is marijuana or a constituent thereof that is otherwise a
banned controlled substance under federal law.
22. Confidentiality of Alcohol and Drug Abuse Patient Records: The regulations (42 CFR
2) are applicable to any information about alcohol and other drug abuse patients obtained
by a "program" (42 CFR 2.11), if the program is federally assisted in any manner (42 CFR
2.12b). Accordingly, all project patient records are confidential and may be disclosed and
used only in accordance with 42 CFR Part 2. The recipient and/or subrecipient is
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responsible for assuring compliance with these regulations and principles, including
responsibility for assuring the security and confidentiality of all electronically transmitted
patient material.
23. Drug-Free Workplace: The Subrecipient agrees to 1) provide a drug-free workplace for
the Subrecipient’s employees; 2) post in conspicuous places, available to employees and
applicants for employment, a statement notifying employees that the unlawful manufacture,
sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is
prohibited in the Subrecipient’s workplace and specifying the actions that will be taken
against employees for violations of such prohibition; 3) state in all solicitations or
advertisements for employees placed by or on behalf of the Suprecipient that the
Subrecipient maintains a drug-free workplace; and 4) include the provisions of the
foregoing clauses in every subcontract or purchase order of over $10,000, so that the
provisions will be binding upon each subcontractor or vendor.
24. Promotional Items: Pursuant to 2 CFR 200.421 and 45 CFR 75.421, SAMHSA grant
funds may not be used for Promotional Items. Promotional items include but are not limited
to clothing and commemorative items such as pens, mugs/cups, folders/folios, lanyards,
and conference bags. HHS Policy on the Use of Appropriated Funds for
Promotional Items: https://www.hhs.gov/grants/contracts/contract-policies-
regulations/spending-on-promotionalitems/index.html
1. SAM and DUNS Requirements: This award is subject to requirements as set forth in
2 CFR 25.300 - Requirement for recipients to ensure subrecipients have a unique entity
identifier. This requires the subrecipient to obtain a Unique Entity Identifier (UEI) in
order to be eligible to receive subrecipient awards.
25. Acknowledgement of Federal Funding in Communications and Contracting: As
required by HHS appropriations acts, all HHS recipients and Subrecipient must
acknowledge Federal funding when issuing statements, press releases, requests for
proposals, bid invitations, and other documents describing projects or programs funded in
whole or in part with Federal funds. Recipients and Subrecipient are required to state: (1)
the percentage and dollar amounts of the total program or project costs financed with
Federal funds; and (2) the percentage and dollar amount of the total costs financed by
nongovernmental sources.
26. Acknowledgement of Federal Funding at Conferences and Meetings: Allowable
conference costs paid by the non-Federal entity as a sponsor or host of the conference may
include rental of facilities, speakers' fees, costs of meals and refreshments, local
transportation, and other items incidental to such conferences unless further restricted by
the terms and conditions of the Federal award. As needed, the costs of identifying, but not
providing, locally available dependent-care resources are allowable. Conference
hosts/sponsors must exercise discretion and judgment in ensuring that conference costs are
appropriate, necessary and managed in a manner that minimizes costs to the Federal award.
The HHS awarding agency may authorize exceptions where appropriate for programs
including Indian tribes, children, and the elderly. See also 45 CFR 75.438, 75.456, 75.474,
and 75.475.
When a conference is funded by a grant or cooperative agreement, the recipient and/or
subrecipient must include the following statement on all conference materials (including
promotional materials, agenda, and Internet sites):
Funding for this conference was made possible (in part) by (insert grant or cooperative
agreement award number) from SAMHSA. The views expressed in written conference
materials or publications and by speakers and moderators do not necessarily reflect the
official policies of the Department of Health and Human Services; nor does mention of
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trade names, commercial practices, or organizations imply endorsement by the U.S.
Government.
Conference materials and other publications must include language that conveys the
following:
a. The publication, event or conference was funded [in part or in whole] by SAMHSA
Grant (Enter Grant Number from the appropriate federal NOA that was sent out to your
CSB);
b. The views expressed in written materials or by conference speakers and moderators do
not necessarily reflect the official policies of the U.S. Department of Health and
Human Services or the Executive Branch of the Commonwealth of Virginia;
c. Mention of trade names, commercial practices or organizations does not imply
endorsement by the U.S. Government or the Commonwealth of Virginia.
27. Mandatory Disclosures: Consistent with 2 CFR 200.113 and 45 CFR 75.113, the
Subrecipient must disclose in a timely manner, in writing to the HHS Office of Inspector
General (OIG), all information related to violations, or suspected violations, of Federal
criminal law involving fraud, bribery, waste, abuse, or gratuity violations potentially
affecting the Federal award. Subrecipient must disclose, in a timely manner, in writing to
the prime recipient (pass through entity) and the HHS OIG, all information related to
violations, or suspected violations, of Federal criminal law involving fraud, bribery, or
gratuity violations potentially affecting the Federal award. Disclosures must be sent in
writing to the awarding agency and to the HHS OIG at the following addresses:
U.S. Department of Health and Human Services
Office of Inspector General ATTN: Mandatory Grant Disclosures, Intake Coordinator
330 Independence Avenue, SW, Cohen Building Room 5527
Washington, DC 20201
Fax: (202) 205-0604
(Include “Mandatory Grant Disclosures” in subject line) or email:
MandatoryGranteeDisclosures@oig.hhs.gov
Failure to make required disclosures can result in any of the remedies described in 45 CFR
75.371 remedies for noncompliance, including suspension or debarment (see 2 CFR parts
180 & 376 and 31U.S.C. 3321).
The Subrecipient will notify DBHDS when violations are reported to HHS Office of
Inspector General within three business days.
28. Lobbying Restrictions: Pursuant to 2 CFR 200.450 and 45 CFR 75.450, no portion of
these funds may be used to engage in activities that are intended to support or defeat the
enactment of legislation before the Congress or Virginia General Assembly, or any local
legislative body, or to support or defeat any proposed or pending regulation, administrative
action, or order issued by the executive branch of any federal, state or local government,
except in presentation to the executive branch of any State or local government itself. No
portion of these funds can be used to support any personnel engaged in these activities.
These prohibitions include any activity to advocate or promote any proposed, pending or
future Federal, State or local tax increase, or any proposed, pending or future requirement
or restriction on any legal consumer product, including its sale or marketing, including but
not limited to the advocacy or promotion of gun control.
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29. Trafficking Victims Protection Act of 2000 (22 U.S.C. 7104(G)), amended by 2 C.F.R.
Part 175: The Trafficking Victims Protection Act of 2000 authorizes termination of
financial assistance provided to a private entity, without penalty to the Federal government,
if the recipient or subrecipient engages in certain activities related to trafficking in persons.
SAMHSA may unilaterally terminate this award, without penalty, if a private entity
recipient, or a private entity subrecipient, or their employees:
a) Engage in severe forms of trafficking in persons during the period of time that the
award is in effect;
b) Procure a commercial sex act during the period of time that the award is in effect; or,
c) Use forced labor in the performance of the award or subawards under the award. The
text of the full award term is available at 2 C.F.R. 175.15(b). See
http://www.gpo.gov/fdsys/pkg/CFR-2012-title2-vol1/pdf/CFR-2012-title2-vol1-
sec175-15.pdf
30. Accessibility Provisions: Recipients and Subrecipient of Federal Financial Assistance
(FFA) from HHS must administer their programs in compliance with Federal civil rights
law. This means that recipients and Subrecipient of HHS funds must ensure equal access to
their programs without regard to a person’s race, color, national origin, disability, age, and
in some circumstances, sex and religion. This includes ensuring your programs are
accessible to persons with limited English proficiency.
The HHS Office for Civil Rights also provides guidance on complying with civil rights
laws enforced by HHS. Please see:
http://www.hhs.gov/ocr/civilrights/understanding/section1557/index.html
Recipients and Subrecipient of FFA also have specific legal obligations for serving
qualified individuals with disabilities. Please see-
http://www.hhs.gov/ocr/civilrights/understanding/disability/index.html
Please contact the HHS Office for Civil Rights for more information about obligations and
prohibitions under Federal civil rights laws at https://www.hhs.gov/civil- rights/index.html
or call 1-800-368-1019 or TDD 1-800- 537-7697.
Also note that it is an HHS Departmental goal to ensure access to quality, culturally
competent care, including long-term services and supports, for vulnerable populations. For
further guidance on providing culturally and linguistically appropriate services, recipients
and Subrecipient should review the National Standards for Culturally and Linguistically
Appropriate Services in Health and Health Care at
https://minorityhealth.hhs.gov/omh/browse.aspx?lvl=1&lvlid=6.
31. Executive Order 13410: Promoting Quality and Efficient Health Care: This Executive
Order promotes efficient delivery of quality health care through the use of health
information technology, transparency regarding health care quality and price, and
incentives to promote the widespread adoption of health information technology and
quality of care. Accordingly, all recipients and Subrecipient that electronically exchange
patient level health information to external entities where national standards exist must:
a) Use recognized health information interoperability standards at the time of any HIT
system
update, acquisition, or implementation, in all relevant information technology systems
supported, in whole or in part, through their federally funded agreement/contract with
DBHDS. Please consult www.healthit.gov for more information, and
b) Use Electronic Health Record systems (EHRs) that are certified by agencies authorized
by the
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Office of the National Coordinator for Health Information Technology (ONC), or that
will be certified during the life of the grant. For additional information contact: Jim
Kretz, at 240-276-1755 or Jim.Kretz@samhsa.hhs.gov.
32. Travel: Funds used to attend meetings, conferences or implement the activities of this
grant must not exceed the lodging rates and per diem for Federal travel and Meal/Incidental
expenses provided by the General Services Administration. These rates vary by
jurisdiction.
33. English Language: All communication between the Pass-Through Agency and the
Subrecipient must be in the English language and must utilize the terms of U.S. dollars.
Information may be translated into other languages. Where there is inconsistency in
meaning between the English language and other languages, the English language meaning
shall prevail.
34. Intangible Property Rights: Pursuant to 2 CFR 200.315 and 45 CFR 75.322:
A. Title to intangible property (as defined in the Definitions Section of this Exhibit)
acquired under a Federal award vests upon acquisition in the non-Federal entity. The non-
Federal entity must use that property for the originally authorized purpose, and must not
encumber the property without approval of the Federal awarding agency (SAMHSA).
When no longer needed for the originally authorized purpose, disposition of the intangible
property must occur in accordance with the provisions in 2 CFR 200.313(e) and 45 CFR
75.320(e).
B. The non-Federal entity may copyright any work that is subject to copyright and was
developed, or for which ownership was acquired, under a Federal award. The awarding
agency reserves a royalty-free, nonexclusive and irrevocable right to reproduce, publish, or
otherwise use the work for Federal purposes and to authorize others to do so.
C. The non-Federal entity is subject to applicable regulations governing patents and
inventions, including government-wide regulations issued by the Department of Commerce
at 37 CFR Part 401.
D. The Federal Government has the right to: 1) Obtain, reproduce, publish, or otherwise
use the data produced under a Federal Award; and 2) Authorize others to receive,
reproduce, publish, or otherwise use such data for Federal purposes.
E. Freedom of Information Act:
1) In response to a Freedom of Information Act (FOIA) request for research data
relating to published research findings produced under a Federal award that were used
by the Federal Government in developing an agency action that has the force and effect
of law, the HHS awarding agency must request, and the non-Federal entity must
provide, within a reasonable time, the research data so that they can be made available
to the public through the procedures established under the FOIA. If the HHS awarding
agency obtains the research data solely in response to a FOIA request, the HHS
awarding agency may charge the requester a reasonable fee equaling the full
incremental cost of obtaining the research data. This fee should reflect costs incurred
by the Federal agency and the non-Federal entity. This fee is in addition to any fees
the HHS awarding agency may assess under the FOIA (5 U.S.C. 552(a)(4)(A)).
2) Published research findings means when:
(i) Research findings are published in a peer-reviewed scientific or technical journal; or
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(ii) A Federal agency publicly and officially cites the research findings in support of an
agency action that has the force and effect of law. “Used by the Federal Government in
developing an agency action that has the force and effect of law” is defined as when an
agency publicly and officially cites the research findings in support of an agency action
that has the force and effect of law.
3) Research data means the recorded factual material commonly accepted in the scientific
community as necessary to validate research findings, but not any of the following:
Preliminary analyses, drafts of scientific papers, plans for future research, peer reviews, or
communications with colleagues. This “recorded” material excludes physical objects
(e.g., laboratory samples). Research data also do not include:
(i) Trade secrets, commercial information, materials necessary to be held confidential by a
researcher until they are published, or similar information which is protected under law;
and
(ii) Personnel and medical information and similar information the disclosure of which
would constitute a clearly unwarranted invasion of personal privacy, such as information
that could be used to identify a particular person in a research study.
F. The requirements set forth in paragraph (E)(1) of this part do not apply to commercial
organizations.
The Pass-Through Agency reserves the irrevocable right to utilize any Intangible Property
described above, royalty-free, for the completion of the terms of this Grant and any
associated agreement.
35. National Historical Preservation Act and Executive Order 13287, Preserve America:
The Subrecipient must comply with this federal legislation and executive order.
36. Welfare-to-Work: The Subrecipient is encouraged to hire welfare recipients and to
provide additional needed training and mentoring as needed.
37. Applicable Laws and Courts: Awards of federal funds from DBHDS shall be governed in
all respects by the laws of the Commonwealth of Virginia and any litigation with respect
thereto shall be brought in the courts of the Commonwealth. The Subrecipient shall
comply with all applicable federal, state and local laws, rules and regulations.
38. Immigration Reform and Control Act of 1986: The Subrecipient certifies that the
Subrecipient does not, and shall not knowingly employ an unauthorized alien as defined in
the federal Immigration Reform and Control Act of 1986.
39. Construction Purchases: SAMHSA grant funds may not be used for the purchase or
construction of any building or structure to house any part of the program (Applicants may
request up to $5,000 for renovations and alterations of existing facilities, if necessary and
appropriate to the project).
40. Residential or Outpatient Treatment: SAMHSA grant funds may not be used to provide
residential or outpatient treatment services when the facility has not yet been acquired,
sited, approved, and met all requirements for human habitation and services provision.
(Expansion or enhancement of existing residential services is permissible).
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41. Inpatient Services: SAMHSA grant funds may not be used to provide inpatient treatment
or hospital-based detoxification services. Residential services are not considered to be
inpatient or hospital-based services.
42. Direct Payments to Individuals: SAMHSA grant funds may not be used to make direct
payments to individuals to enter treatment or continue to participate in prevention or
treatment services. Note: A recipient or treatment or prevention provider may provide up
to $30 in non-cash incentives to individuals to participate in required data collection
follow-up and other treatment or prevention services.
43. Meals: Meals are allowable so long as they are part of conferences or allowable non-local
travel and do not exceed the per diem reimbursement rate allowed for the jurisdiction by
the General Services Administration. Grant funds may be used for light snacks, not to
exceed $3.00 per person per day.
44. Sterile Needles or Syringes: Funds may not be used to provide sterile needles or syringes
for the hypodermic injection of any illegal drug. Provided, that such limitation does not
apply to the use of funds for elements of a program other than making such purchases if the
relevant State or local health department, in consultation with the Centers for Disease
Control and Prevention, determines that the State or local jurisdiction, as applicable, is
experiencing, or is at risk for, a significant increase in hepatitis infections or an HIV
outbreak due to injection drug use, and such program is operating in accordance with state
and local law.
45. Compliance with Federal Regulations/Statute/Policy: The Subrecipient agrees to
enforce, administer, and comply with any applicable federal regulations, statutes, or
policies that are not otherwise mentioned including 2 C.F.R. § 200, 45 C.F.R. § 75, the
Health and Human Services Grants Policy Statement, or any other source.
B. Treasury Grants
1. Grant Oversight: The CSBs and the Department are legally and financially responsible
for all aspects of this award including funds provided to sub-recipients, in accordance
with 2 CFR 200.331 - 200.333, Sub-recipient monitoring and management.
2. Acceptance of the Terms of an Award: By drawing or otherwise obtaining funds, the
Subrecipient acknowledges acceptance of the terms and conditions of the award and is
obligated to perform in accordance with the requirements of the award. If the
Subrecipient cannot accept the terms, the Subrecipient should notify the Program
contact at DBHDS prior to the agreement. Once the agreement is signed by the
Subrecipient, the contents are binding on the Subrecipient unless and until modified by
a revised agreement signed by DBHDS.
3. Certification Statement: By invoicing DBHDS for funds, the Subrecipient certifies that
proper financial management controls and accounting systems, to include personnel
policies and procedures, have been established to adequately administer Federal awards
and drawdown funds. Recipients of Coronavirus State and Local Recovery Funds, and
their subrecipients, must comply with all terms and conditions of their awards,
including: (a) requirements of the authorizing statutes and implementing regulations for
the program under which the award is funded; (b) applicable requirements or
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limitations in appropriations acts; and (c) any requirements specific to the particular
award specified in program policy and guidance.
4. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards: The agreement issued is subject to the administrative requirements,
cost principles, and audit requirements that govern Federal monies associated with this
award, as applicable, in the Uniform Guidance 2 CFR Part 200.
5. Award Expectations: The eligibility and program requirements originally outlined in
the Federal Guidance issued as a result of the American Rescue Plan Act 2021 must
continue to be adhered to as the funded project is implemented. Recipients must
comply with the performance goals, milestones, outcomes, and performance data
collection as determined by DBHDS. Additional terms and/or conditions may be
applied to this award if outstanding financial or programmatic compliance issues are
identified by or amended guidance is provided by the US Department of Treasury
and/or Commonwealth of Virginia Department of Planning & Budget. Subrecipients
must comply with the Scope of Services of this agreement as outlined in the
Performance Contract.
6. Flow down of requirements to sub-recipients: The grantee, as the awardee organization,
is legally and financially responsible for all aspects of this award including funds
provided to sub-recipients, in accordance with 2 CFR 200.331-332 - Subrecipient
monitoring and management.
7. Risk Assessment: The responsible federal agency may perform an administrative
review of the Subrecipient organization’s financial management system. If the review
discloses material weaknesses or other financial management concerns, grant funding
may be restricted in accordance with 2 CFR 200.206, as applicable. DBHDS reviews
and determines the risk associated with its subrecipients. As part of the risk assessment
process, DBHDS may perform an administrative review of the Subrecipient’s financial
management system.
8. Improper Payments: Any expenditure by the Subrecipient under the terms of this
Agreement which is found by auditors, investigators, and other authorized
representatives of DBHDS, the Commonwealth of Virginia, the U.S. Government
Accountability Office or the Comptroller General of the United States, or any other
federal agency to be improper, unallowable, in violation of federal or state law or the
terms of the this Agreement, or involving any fraudulent, deceptive, or misleading
representations or activities of the Subrecipient, shall become Subrecipient’s liability,
to be paid by Subrecipient from funds other than those provided by DBHDS under this
Agreement or any other agreements between DBHDS and the Subrecipient. This
provision shall survive the expiration or termination of this Agreement.
9. Limitations on Expenditures: Subrecipient shall not be reimbursed or otherwise
compensated for any expenditures incurred or services provided prior to the Effective
Date of this agreement, or following the end of the Period of Performance. DBHDS
shall only reimburse or otherwise compensate the Subrecipient for documented
expenditures incurred during this period that are:
1) Reasonable and necessary to carry out the agreed upon Scope of Services in Section
III and Attachment C of this Agreement,
2) Documented by contracts or other evidence of liability consistent with established
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DBHDS and Subrecipient procedures; and
3) Incurred in accordance with all applicable requirements for the expenditure of funds
payable under this agreement.
10. Treatment of Property and Equipment: If the Program permits the Subrecipient or
entities that receive funding from the Subrecipient to purchase real property or
equipment with grant funds, the Program retains a residual financial interest, enabling
the Program to recover the assets or determine final disposition. This will be
accomplished on a case-by-case basis, according to the federal guidelines in accordance
with 2 CFR 200.313.
11. Program Income: Program income accrued under this grant award must be reported to
the Recipient and must be used to further the objectives of the grant project and only
for allowable costs.
12. Financial Management: The Subrecipient shall maintain a financial management
system and financial records and shall administer funds received pursuant to this
agreement in accordance with all applicable federal and state requirements, including
without limitation:
a) the Uniform Guidance, 2 C.F.R. Part 200;
b) State and Local Fiscal Recovery Funds – Compliance and Reporting Guidance Ver
1.1 dated June 24, 2021
c) The Subrecipient shall adopt such additional financial management procedures as
may from time to time be prescribed by DBHDS if required by applicable laws,
regulations or guidelines from its federal and state government funding sources.
Subrecipient shall maintain detailed, itemized documentation and records of all
income received and expenses incurred pursuant to this Agreement.
13. Audit of Financial Records: The Subrecipient shall comply with the audit and reporting
requirements defined by the Federal Office of Management and Budget (OMB) 2 CFR
200 (Audits of States, Local, Governments and Non-Profit organizations) as applicable.
The Subrecipient will, if total Federal funds expended are $750,000 or more a year,
have a single or program specific financial statement audit conducted for the annual
period in compliance with the General Accounting Office audit standards (2 CFR 200
Subpart F – Audit Requirements).
If total federal funds expended are less than $750,000 for a year the Subrecipient is
exempt from federal audit requirements (45 CFR 75-501(d)), but the Subrecipient’s
records must be available to the Pass-Through Agency and appropriate officials of
HHS, SAMHSA, the U.S. Government Accountability Office and the Comptroller
General of the United States, and it must still have a financial audit performed for that
year by an independent Certified Public Accountant. Further, the subrecipient shall
complete the certification letter included in Exhibit F (B) disclosing that they are not
subject to the single audit requirement.
Should an audit by authorized state or federal official result in disallowance of amounts
previously paid to the Subrecipient, the Subrecipient shall reimburse the Pass-Through
Agency upon demand.
Pursuant to 2 CFR 200.334 and 45 CFR 75.361, the Subrecipient shall retain all books,
records, and other relevant documents for three (3) years from the end of the calendar
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year in which the grant period terminates. In the event that any litigation, claim, or
audit is initiated prior to the expiration of the 3-year period, all records must be retained
until all litigation, claims, or audit findings involving the records have been resolved
and final action taken. DBHDS, its authorized agents, and/or federal or state auditors
shall have full access to and the right to examine any of said materials during said
period.
14. Accounting Records and Disclosures: The Subrecipient must maintain records which
adequately identify the source and application of funds provided for financially assisted
activities, including awards and authorizations, obligations, unobligated balances,
assets, liabilities, outlays or expenditures, and income. The Subrecipient should expect
that the Primary Recipient or responsible federal agency may conduct a financial
compliance audit and on-site program review of this project as outlined in paragraph
(11).
15. Standards for Documentation of Personnel Expenses: The Subrecipient shall comply
with 2 CFR 200.430 Compensation-Personal Services and 2 CFR 200.431
Compensation-Fringe Benefits as required by the Federal Office of Management and
Budget (OMB) Circular 2 CFR 200 (Cost Principles for State, Local and Indian Tribal
Government). Per Standards for Documentation of Personnel Expenses 2 CFR
200.430(i) in accordance with Department of Labor regulations implementing the Fair
Labor Standards Act (FLSA) (29 CFR Part 516), charges for the salaries and wages of
nonexempt employees, in addition to the supporting documentation described in this
section (2 CFR 200.430(i)(3)), must also be supported by records
16. Non-Supplant: Federal award funds must supplement, not replace (supplant) nonfederal
funds. Applicants or award recipients and subrecipients may be required to demonstrate
and document that a reduction in non-federal resources occurred for reasons other than
the receipt of expected receipt of federal funds.
17. Unallowable Costs: All costs incurred prior to the award issue date and costs not
consistent with the allowable activities under the guidance for the Coronavirus State
and Local Fiscal Recovery Funds, 31 CFR 35, and 2 CFR 200 Subpart E – Cost
Principles, are not allowable under this award.
18. Executive Pay: The Consolidated Appropriations Act, 2021 (Public Law 116-260),
signed into law on December 27, 2020 restricts the amount of direct salary to Executive
Level II of the Federal Executive Pay scale. Effective January 2, 2022, the salary
limitation for Executive Level II is $203,700.
19. Intent to Utilize Funding to Enter into a Procurement/Contractual Relationship:
If the Subrecipient utilizes any of these funds to contract for any goods or services, the
Subrecipient must ensure that the resultant contract complies with the terms of
Appendix II, 2 CFR 200 which governs the contractual provisions for non-federal
entity contracts under federal awards issued by the US Department of Treasury.
20. Ad Hoc Submissions: Throughout the project period, the responsible federal agency or
DBHDS may determine that a grant or Subrecipient Funding Agreement requires
submission of additional information beyond the standard deliverables. This
information may include, but is not limited to the following:
Payroll
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Purchase Orders
Contract documentation
Proof of Project implementation
21. Conflicts of Interest Policy: Subrecipients must establish written policies and
procedures to prevent employees, consultants, and others (including family, business,
or other ties) involved in grant-supported activities, from involvement in actual or
perceived conflicts of interest. The policies and procedures must:
• Address conditions under which outside activities, relationships, or financial interest
are proper or improper;
• Provide for advance disclosure of outside activities, relationships, or financial interest
to a responsible organizational official;
• Include a process for notification and review by the responsible official of potential or
actual violations of the standards; and
• Specify the nature of penalties that may be imposed for violations.
22. Administrative and National Policy Requirements: Public policy requirements are
requirements with a broader national purpose than that of the Federal sponsoring
program or award that an applicant/recipient/subrecipient must adhere to as a
prerequisite to and/or condition of an award. Public policy requirements are established
by statute, regulation, or Executive order. In some cases they relate to general
activities, such as preservation of the environment, while, in other cases they are
integral to the purposes of the award-supported activities. An application funded with
the release of federal funds through a grant award does not constitute or imply
compliance with federal statute and regulations. Funded organizations are responsible
for ensuring that their activities comply with all applicable federal regulations.
23. Marijuana Restriction: Grant funds may not be used, directly or indirectly, to purchase,
prescribe, or provide marijuana or treatment using marijuana. Treatment in this context
includes the treatment of opioid use disorder. Grant funds also cannot be provided to
any individual who or organization that provides or permits marijuana use for the
purposes of treating substance use or mental disorders. See, e.g., 2 C.F.R. 200.300(a)
(requiring HHS to “ensure that Federal funding is expended in full accordance with
U.S. statutory requirements.”); 21 U.S.C. § 812(c) (10) and 841 (prohibiting the
possession, manufacture, sale, purchase or distribution of marijuana). This prohibition
does not apply to those providing such treatment in the context of clinical research
permitted by the Drug Enforcement Agency and under an FDA-approved
investigational new drug application where the article being evaluated is marijuana or a
constituent thereof that is otherwise a banned controlled substance under federal law.
24. Confidentiality of Alcohol and Drug Abuse Patient Record: The regulations (42 CFR 2)
are applicable to any information about alcohol and other drug abuse patients obtained
by a "program" (42 CFR 2.11), if the program is federally assisted in any manner (42
CFR 2.12(b)). Accordingly, all project patient records are confidential and may be
disclosed and used only in accordance with 42 CFR Part 2. The recipient and/or
subrecipient is responsible for assuring compliance with these regulations and
principles, including responsibility for assuring the security and confidentiality of all
electronically transmitted patient material.
25. Drug-Free Workplace: During the performance of this agreement, the Subrecipient
agrees to 1) provide a drug-free workplace for the Subrecipient’s employees; 2) post in
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conspicuous places, available to employees and applicants for employment, a statement
notifying employees that the unlawful manufacture, sale, distribution, dispensation,
possession, or use of a controlled substance or marijuana is prohibited in the
Subrecipient’s workplace and specifying the actions that will be taken against
employees for violations of such prohibition; 3) state in all solicitations or
advertisements for employees placed by or on behalf of the Suprecipient that the
Subrecipient maintains a drug-free workplace; and 4) include the provisions of the
foregoing clauses in every subcontract or purchase order of over $10,000, so that the
provisions will be binding upon each subcontractor or vendor.
26. Promotional Items: Pursuant to 2 CFR 200.421(e), Federal funding awarded under
Coronavirus State and Local Recovery Funds may not be used for Promotional Items.
Promotional items include but are not limited to clothing and commemorative items
such as pens, mugs/cups, folders/folios, lanyards, and conference bags.
27. SAM and UEI Requirements: This award is subject to requirements as set forth in 2
CFR 25 - Universal Identifier And System For Award Management. This includes the
following:
A. Requirement for SAM: Unless exempted from this requirement under 2 CFR
25.110, the Subrecipient must maintain its information in SAM, until the final financial
report required under this agreement or receive the final payment, whichever is later.
The information must be reviewed and updated at least annually after the initial
registration, and more frequently if required by changes in the information or the
addition of another award term.
B. Requirement for Unique Entity Identifier (UEI) if you are authorized to make
subawards under this award, you: Must notify potential subrecipients that no
governmental organization, foreign public entity, domestic or foreign nonprofit
organization, or Federal agency serving as a subrecipient may receive a subaward
unless the entity has provided its unique entity identifier; and
28. May not make a subaward to a governmental organization, foreign public entity,
domestic or foreign nonprofit organization, or Federal agency serving as a subrecipient,
unless the entity has provided its unique entity identifier.
29. Mandatory Disclosures: Consistent with 2 CFR 200.113, the Subrecipient must disclose
in a timely manner, in writing to the US Department of Treasury and the primary
recipient, all information related to violations, or suspected violations, of Federal
criminal law involving fraud, bribery, waste, abuse, or gratuity violations potentially
affecting the Federal award. Subrecipients must disclose, in a timely manner, in writing
to the prime recipient (pass through entity) and the US Department of Treasury, all
information related to violations, or suspected violations, of Federal criminal law
involving fraud, bribery, or gratuity violations potentially affecting the Federal award.
Failure to make required disclosures can result in any of the remedies described in 45
CFR 200.339 -Remedies for Noncompliance, including suspension or debarment (see 2
CFR parts 180 & 376 and 31 U.S.C. 3321). The Subrecipient will notify DBHDS when
violations are reported to the federal government within three business days.
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30. Lobbying Restrictions: Pursuant to 2 CFR 200.450, no portion of these funds may be
used to engage in activities that are intended to support or defeat the enactment of
legislation before the Congress or Virginia General Assembly, or any local legislative
body, or to support or defeat any proposed or pending regulation, administrative action,
or order issued by the executive branch of any federal, state or local government,
except in presentation to the executive branch of any State or local government itself.
No portion of these funds can be used to support any personnel engaged in these
activities. These prohibitions include any activity to advocate or promote any
proposed, pending or future Federal, State or local tax increase, or any proposed,
pending or future requirement or restriction on any legal consumer product, including
its sale or marketing, including but not limited to the advocacy or promotion of gun
control.
31. Trafficking Victims Protection Act of 2000 (22 U.S.C. 7104(G)) amended by 2 C.F.R.
Part 175:
The Trafficking Victims Protection Act of 2000 authorizes termination of financial
assistance provided to a private entity, without penalty to the Federal government, if
the recipient or subrecipient engages in certain activities related to trafficking in
persons. SAMHSA may unilaterally terminate this award, without penalty, if a private
entity recipient, or a private entity subrecipient, or their employees:
a) Engage in severe forms of trafficking in persons during the period of time that
the award is in effect;
b) Procure a commercial sex act during the period of time that the award is in
effect; or,
c) Use forced labor in the performance of the award or subawards under the award.
d) The text of the full award term is available at 2 C.F.R. 175.15(b).
32. Accessibility Provisions: Recipients and subrecipients of Federal Financial Assistance
(FFA) from the Coronavirus State and Local Recovery Fund are required to administer
their programs in compliance with Federal civil rights law implemented by US
Department of Treasury as codified in 31 CFR part 22 and 31 CFR part 23.
These requirements include ensuring that entities receiving Federal financial assistance
from the Treasury do not deny benefits or services, or otherwise discriminate on the
basis of race, color, national origin (including limited English proficiency), disability,
age, or sex (including sexual orientation and gender identity), in accordance with the
following authorities: Title VI of the Civil Rights Act of 1964 (Title VI) Public Law
88-352, 42 U.S.C. 2000d-1 et seq., and the Department's implementing regulations, 31
CFR part 22; Section 504 of the Rehabilitation Act of 1973 (Section 504), Public Law
93-112, as amended by Public Law 93-516, 29 U.S.C. 794; Title IX of the Education
Amendments of 1972 (Title IX), 20 U.S.C. 1681 et seq., and the Department's
implementing regulations, 31 CFR part 28; Age Discrimination Act of 1975, Public
Law 94-135, 42 U.S.C. 6101 et seq., and the Department implementing regulations at
31 CFR part 23.
33. Executive Order 13410: Promoting Quality and Efficient Health Care: This Executive
Order promotes efficient delivery of quality health care through the use of health
information technology, transparency regarding health care quality and price, and
incentives to promote the widespread adoption of health information technology and
quality of care. Accordingly, all recipients and subrecipients that electronically
exchange patient level health information to external entities where national standards
exist must:
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a) Use recognized health information interoperability standards at the time of any HIT
system update, acquisition, or implementation, in all relevant information technology
systems supported, in whole or in part, through this agreement/contract. Please consult
www.healthit.gov for more information, and
b) Use Electronic Health Record systems (EHRs) that are certified by agencies
authorized by the Office of the National Coordinator for Health Information
Technology (ONC), or that will be certified during the life of the grant. For additional
information contact: Jim Kretz, at 240-276-1755 or Jim.Kretz@samhsa.hhs.gov.
34. Travel: Funds used to attend meetings, conferences or implement the activities of this
grant must not exceed the lodging rates and per diem for Federal travel and
Meal/Incidental expenses provided by the General Services Administration. These
rates vary by jurisdiction.
35. English Language: All communication between the Pass-Through Agency and the
Subrecipient must be in the English language and must utilize the terms of U.S.
dollars. Information may be translated into other languages. Where there is
inconsistency in meaning between the English language and other languages, the
English language meaning shall prevail.
36. Intangible Property Rights Pursuant to 2 CFR 200.315:
A. Title to intangible property (as defined in the Definitions Section of this Agreement)
acquired under a Federal award vests upon acquisition in the non-Federal entity. The
non-Federal entity must use that property for the originally authorized purpose, and
must not encumber the property without approval of the Federal awarding agency
(SAMHSA). When no longer needed for the originally authorized purpose, disposition
of the intangible property must occur in accordance with the provisions in 2 CFR
200.313(e).
B. The non-Federal entity may copyright any work that is subject to copyright and was
developed, or for which ownership was acquired, under a Federal award. The awarding
agency reserves a royalty-free, nonexclusive and irrevocable right to reproduce,
publish, or otherwise use the work for Federal purposes and to authorize others to do
so.
C. The non-Federal entity is subject to applicable regulations governing patents and
inventions, including government-wide regulations issued by the Department of
Commerce at 37 CFR Part 401.
D. The Federal Government has the right to: 1) Obtain, reproduce, publish, or
otherwise use the data produced under a Federal Award; and 2) Authorize others to
receive, reproduce, publish, or otherwise use such data for Federal purposes.
37. Freedom of Information Act:
1) In response to a Freedom of Information Act (FOIA) request for research data
relating to published research findings produced under a Federal award that were used
by the Federal Government in developing an agency action that has the force and effect
of law, the HHS awarding agency must request, and the non-Federal entity must
provide, within a reasonable time, the research data so that they can be made available
to the public through the procedures established under the FOIA. If the HHS awarding
agency obtains the research data solely in response to a FOIA request, the HHS
awarding agency may charge the requester a reasonable fee equaling the full
incremental cost of obtaining the research data. This fee should reflect costs incurred
by the Federal agency and the non-Federal entity. This fee is in addition to any fees the
HHS awarding agency may assess under the FOIA (5 U.S.C. 552(a)(4)(A)).
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2) Published research findings means when: (i) Research findings are published in a
peer-reviewed scientific or technical journal; or(ii) A Federal agency publicly and
officially cites the research findings in support of an agency action that has the force
and effect of law. “Used by the Federal Government in developing an agency action
that has the force and effect of law” is defined as when an agency publicly and
officially cites the research findings in support of an agency action that has the force
and effect of law.
3) Research data means the recorded factual material commonly accepted in the
scientific community as necessary to validate research findings, but not any of the
following: Preliminary analyses, drafts of scientific papers, plans for future research,
peer reviews, or communications with colleagues. This “recorded” material excludes
physical objects (e.g., laboratory samples). Research data also do not include:(i) Trade
secrets, commercial information, materials necessary to be held confidential by a
researcher until they are published, or similar information which is protected under
law; and(ii) Personnel and medical information and similar information the disclosure
of which would constitute a clearly unwarranted invasion of personal privacy, such as
information that could be used to identify a particular person in a research study.
The requirements set forth in paragraph (E)(1) of this part do not apply to commercial
organizations. The Pass-Through Agency reserves the irrevocable right to utilize any Intangible
Property described above, royalty-free, for the completion of the terms of this Grant and
Agreement.
38. National Historical Preservation Act and Executive Order 13287, Preserve America:
The Subrecipient must comply with this federal legislation and executive order.
39. Welfare-to-Work: The Subrecipient is encouraged to hire welfare recipients and to
provide additional needed training and mentoring as needed.
40. Applicable Laws and Courts: This agreement shall be governed in all respects by the
laws of the Commonwealth of Virginia and any litigation with respect thereto shall be
brought in the courts of the Commonwealth. The Subrecipient shall comply with all
applicable federal, state and local laws, rules and regulations.
41. Immigration Reform and Control Act of 1986: By entering into a written agreement
with the Commonwealth of Virginia, the Subrecipient certifies that the Subrecipient
does not, and shall not during the performance of the agreement for goods and/or
services in the Commonwealth, knowingly employ an unauthorized alien as defined in
the federal Immigration Reform and Control Act of 1986.
42. Construction Purchases: Coronavirus State and Local Recovery Funds may not be used
for the purchase or construction of any building or structure to house any part of the
program (Applicants may request up to $5,000 for renovations and alterations of
existing facilities, if necessary and appropriate to the project).
43. Meals: Meals are allowable so long as they are part of conferences or allowable non-
local travel and do not exceed the per diem reimbursement rate allowed for the
jurisdiction by the General Services Administration. Grant funds may be used for light
snacks, not to exceed $3.00 per person per day.
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44. Sterile Needles or Syringes: Funds may not be used to provide sterile needles or
syringes for the hypodermic injection of any illegal drug. Provided, that such limitation
does not apply to the use of funds for elements of a program other than making such
purchases if the relevant State or local health department, in consultation with the
Centers for Disease Control and Prevention, determines that the State or local
jurisdiction, as applicable, is experiencing, or is at risk for, a significant increase in
hepatitis infections or an HIV outbreak due to injection drug use, and such program is
operating in accordance with state and local law.
45. Compliance with Federal Regulations/Statute/Policy: The Subrecipient agrees to
enforce, administer, and comply with any applicable federal regulations, statutes, or
policies that are not otherwise mentioned in this agreement including 2 C.F.R. § 200, or
any other source.
V. Federal Grant Specific Requirements
There are additional requirements to the grants included in Section IV of this Exhibit that are not
universal to all grants that DBHDS administers. Included below, by grant name, is a list of the
grant specific requirements as required by federal statute, regulation, and policy.
A. SAMHSA GRANTS
1. State Opioid Response Grant (SUD Federal Opioid Response)
Pursuant to the Notice of Award received by DBHDS and the Funding Opportunity
Announcement (TI-22-005) associated with the State Opioid Response Grant, the following
are requirements of the funding distributed to the Subrecipient from this grant.
a. Restrictions on Expenditures: State Opioid Response Grant funds may not be used to:
i. Pay for services that can be supported through other accessible sources of
funding such as other federal discretionary and formula grant funds, e.g. HHS
(CDC, CMS, HRSA, and SAMHSA), DOJ (OJP/BJA) and non-federal funds,
3rd party insurance, and sliding scale self-pay among others.
ii. Pay for a grant or subaward to any agency which would deny any eligible
client, patient, or individual access to their program because of their use of
Food and Drug Administration (FDA)-approved medications for the treatment
of substance use disorders.
iii. Provide incentives to any health care professional for receipt of data waiver or
any type of professional training development.
iv. Procure DATA waiver training. This training is offered free of charge by
SAMHSA at pcssnow.org.
b. Expenditure Guidelines:
i. Grant funds:
a) For treatment and recovery support services grant funds shall only be utilized
to provide services to individuals with a diagnosis of an opioid use disorder
and/or a stimulant use disorder or to individuals with a demonstrated history of
opioid overdose problems.
b) Shall be used to fund services and practices that have a demonstrated evidence-
base, and that are appropriate for the population(s) of focus.
c) May only fund FDA approved products.
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c. Limitations on Reimbursements: Subrecipient shall not be reimbursed or otherwise
compensated for any expenditures incurred or services provided prior to or more than
40 days after the appropriate Award Period included in section IV.
DBHDS shall only reimburse or otherwise compensate the Subrecipient for
documented expenditures incurred during this period that are: 1) reasonable and
necessary to carry out the agreed upon scope of service outlined in Exhibit D, Exhibit
G, or Notice of Award 2) documented by contracts or other evidence of liability
consistent with established DBHDS and Subrecipient procedures; and 3) incurred in
accordance with all applicable requirements for the expenditure of funds payable under
any associated agreement.
d. Closeout: Final payment request(s) must be received by DBHDS no later than thirty
(30) days after the end of the Period of Performance referenced in the Exhibit D,
Exhibit G, or Notice of Award. No payment request will be accepted by DBHDS after
this date without authorization from DBHDS. The Subrecipient may continue to
expend retained funds until 40 days after the end of the Period of Performance to pay
for unliquidated obligations.
Any funds remaining unexpended and unobligated at the end of the Period of
Performance shall be returned to DBHDS within 30 days of the end of the Period of
Performance. Any funds distributed to the Subrecipient by the pass-through entity that
remain unexpended by 40 days after the end of the Period of Performance shall be
returned to DBHDS. The Subrecipient will send these funds to DBHDS by no later
than the end of the 75th day after the end of the Performance Period. Unexpended funds
should be returned in the form of a check made payable to the Treasurer of Virginia
and sent to:
DBHDS
PO Box 1797
Richmond, VA 23218-1797
C/O Eric Billings
Funds for this grant may also be returned via an electronic ACH payment to DBHDS’
Truist Bank account. The account information and DBHDS’ EIN is as follows:
Account Number: 201141795720002
Routing Number: 061000104
EIN: 546001731
Name and Address of Bank:
Truist Bank
214 North Tryon Street
Charlotte, NC 28202
If the ACH method is utilized, the Subrecipient shall provide email notification of their
intention to provide payment electronically to:
Eric.Billings@dbhds.virginia.gov
Dillon.Gannon@dbhds.virginia.gov
Christine.Kemp@dbhds.virginia.gov
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Failure to return unexpended funds in a prompt manner may result in a denial of future
federal Subrecipient awards from DBHDS.
The Subrecipient agrees that acceptance of final payment from DBHDS will constitute
an agreement by the Subrecipient to release and forever discharge DBHDS, its agents,
employees, representatives, affiliates, successors and assigns from any and all claims,
demands, damages, liabilities, actions, causes of action or suits of any nature
whatsoever, which Subrecipient has at the time of acceptance of final payment or may
thereafter have, arising out of or in any way relating to any and all injuries and
damages of any kind as a result of or in any way relating to a program funded by this
grant. Subrecipient’s obligations to DBHDS under this Exhibit shall not terminate until
all closeout requirements are completed to the satisfaction of DBHDS. Such
requirements shall include, without limitation, submitting final reports to DBHDS and
providing any closeout-related information requested by DBHDS by the deadlines
specified by DBHDS. This provision shall survive the expiration or termination of any
associated agreement.
2. Substance Abuse Prevention and Treatment Block Grant (SUD FBG)
Pursuant to the Substance Abuse Prevention and Treatment Block Grant (SAPTBG) Funding
Agreement and relevant federal statutes, the following are requirements of the funding
distributed to the Subrecipient.
a. Restrictions on Expenditures: No SAPTBG funds may not be used for any of the
following purposes:
i. To provide inpatient hospital services unless it has been determined, in accordance with
the guidelines issued by the Secretary of Health and Human Services, that such
treatment is a medical necessity for the individual involved and that the individual
cannot be effectively treated in a community-based, non-hospital, residential program
of treatment;
ii. To make cash payments to intended recipients of health services;
iii. To purchase or improve land, purchase, construct, or permanently improve (other than
minor remodeling with DBHDS, Federal Grants Manager approval) any building or
other facility, or purchase major medical equipment as defined in the Defined Terms
section of this Exhibit.
iv. To satisfy any requirement for the expenditure of non-federal funds as a condition for
the receipt of federal funds; or
v. To provide financial assistance to any entity other than a public or non-profit entity.
vi. To carry out any program that provides individuals with hypodermic needles or
syringes so that such individuals may use illegal drugs, unless the Surgeon General of
the Public Health Service determines that a demonstration needle exchange program
would be effective in reducing drug abuse and the risk that the public will become
infected with the etiologic agent for acquired immune deficiency syndrome. (42 US
Code § 300x-31(a))
b. Grant Guidelines:
i. In the case of an individual for whom grant funds are expended to provide inpatient
hospital services, as outlined above (A.a.), the Subrecipient shall not incur costs that
are in excess of the comparable daily rate provided for community-based, non-hospital,
residential programs of treatment for substance abuse (42 US Code § 300x-31(b)(2)).
ii. No entity receiving SAPTBG funding may participate in any form of discrimination on
the basis of age as defined under the Age Discrimination Act of 1975 (42 US Code §
6101), on the basis of handicap as defined under section 504 of the Rehabilitation Act
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of 1973 (29 US Code § 794), on the basis of sex as defined under Title IX of the
Education Amendments of 1972 (20 US Code § 1681) or on the basis of race, color, or
national origin as defined under Title VI of the Civil Rights Act of 1964 (42 US Code §
2000) (42 US Code § 300x-57(a)(1)).
iii. No person shall on the ground of sex, or on the ground of religion, be excluded from
participation in, be denied the benefits of, or be subject to discrimination under, any
program or activity funded in whole or in part with funds made available under section
300x or 300x-21 of title 42 US Code (42 US Code § 300x-57(a)(2)).
iv. The Subrecipient agrees to comply with the provisions of the Hatch Act (5 US Code §
1501-1508 and 7324-7328) which limits the political activities of employees whose
principal employment activities are funded in whole or in part with federal funds.
v. The Subrecipient will comply, as applicable with the provisions of the Davis-Bacon
Act (40 US Code § 276(a) – 276(a)-7), the Copeland Act (40 US Code § 276(c) and 18
US Code § 874), and the Contract Work Hours and Safety Standards Act (40 US Code
§ 327-333), regarding labor standards for federally assisted construction
subagreements.
vi. This funding source is designated to plan, implement, and evaluate activities that
prevent or treat substance use disorder, including to fund priority substance use
disorder treatment and support services for individuals without insurance or for whom
coverage is terminated for short periods of time. Further these funds can be utilized to
fund those priority treatment and support services that demonstrate success in
improving outcomes and/or supporting recovery that are not covered by Medicaid,
Medicare, or private insurance, fund primary prevention by providing universal,
selective, and indicated prevention activities and services for persons not identified as
needing treatment, and collecting performance and outcome data to determine the
ongoing effectiveness of behavioral health promotion, treatment, and recovery support
services. To the extent possible, other funding sources must be utilized first except
where prohibited by law or regulation. Substance Abuse Block Grant funding must,
however, be the payor of last resort when providing treatment services to pregnant
women, women with children, children, and individuals with Tuberculosis or HIV
pursuant to 45 CFR 96.124, 127, and 128.
vii. Target and priority populations are pregnant and parenting women and intravenous
(IV) drug users. In providing treatment services to these target and priority
populations, providers must offer treatment in order of population preference as
outlined in 45 CFR 96.131 (a) which is as follows:
a) Pregnant injecting drug users;
b) Pregnant substance abusers;
c) Injecting drug users;
d) All others
viii. Allowable SAPTBG services include: Healthcare Home/Physical Health (General and
specialized outpatient medical services, Acute Primary care, General Health Screens,
Tests and Immunizations, Comprehensive Care Management, Care coordination and
Health Promotion, Comprehensive Transitional Care, Individual and Family Support,
Referral to Community Services), Prevention and Promotion (Including Promotion,
such as Screening, Brief Intervention and Referral to Treatment, Brief Motivational
Interviews, Screening and Brief Intervention for Tobacco Cessation, Parent Training,
Facilitated Referrals, Relapse Prevention/Wellness Recovery Support, Warm Line);
Engagement Services (including Assessment, Specialized Evaluations (Psychological
and Neurological), Service Planning (including crisis planning), Consumer/Family
Education, Outreach); Outpatient Services (including Individual evidenced based
therapies, Group therapy, Family therapy, Multi-family therapy, Consultation to
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Caregivers); Medication Services (including Medication management,
Pharmacotherapy including MAT; Laboratory services); Community Rehabilitative
Support (including Parent/Caregiver Support, Skill building (social, daily living,
cognitive), Case management, Behavior management, Supported employment,
Permanent supported housing, Recovery housing, Therapeutic mentoring, Traditional
healing services); Recovery Supports (including Peer Support, Recovery Support
Coaching, Recovery Support Center Services, Supports for Self Directed Care); and
Other Habilitative Supports (including Respite; Supported Education; Transportation;
Assisted living services; Recreational services; Trained behavioral health interpreters;
Interactive communication technology devices); Intensive Support Services (including
Substance abuse intensive outpatient; Partial hospital; Assertive Community
Treatment; Intensive home based services; Multi-systemic therapy; Intensive Case
Management); Out of Home Residential Services (including Crisis
residential/stabilization, Clinically Managed 24 Hour Care (SA), Clinically Managed
Medium Intensity Care (SA), Adult Substance Abuse Residential, Adult Mental Health
Residential, Youth Substance Abuse Residential Services, Children's Residential
Mental Health Services, Therapeutic foster care); and Acute Intensive Services
(including Mobile crisis, Peer based crisis services, Urgent care, 23 hr. observation bed,
Medically Monitored Intensive Inpatient (SA), 24/7 crisis hotline services).
c. Limitations on Reimbursements: Subrecipient shall not be reimbursed or otherwise
compensated for any expenditures incurred or services provided prior to or more than 40
days after the appropriate Award Period included in its Exhibit D, Exhibit G, or Notice of
Award.
DBHDS shall only reimburse or otherwise compensate the Subrecipient for documented
expenditures incurred during this period that are: 1) reasonable and necessary to carry out
the agreed upon scope of service outlined in Exhibit D, Exhibit G, or Notice of Award, 2)
documented by contracts or other evidence of liability consistent with established DBHDS
and Subrecipient procedures; and 3) incurred in accordance with all applicable requirements
for the expenditure of funds payable under any associated agreement.
d. Closeout: Final payment request(s) must be received by DBHDS no later than thirty (30)
days after the end of the Period of Performance referenced in the Exhibit D, Exhibit G, or
Notice of Award. No payment request will be accepted by DBHDS after this date without
authorization from DBHDS. The Subrecipient may continue to expend retained funds until
40 days after the end of the Period of Performance to pay for unliquidated obligations.
DBHDS
PO Box 1797
Richmond, VA 23218-1797
C/O Eric Billings
Funds for this grant may also be returned via an electronic ACH payment to DBHDS’ Truist
Bank account. The account information and DBHDS’ EIN is as follows:
Account Number: 201141795720002
Routing Number: 061000104
EIN: 546001731
Name and Address of Bank:
Truist Bank
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214 North Tryon Street
Charlotte, NC 28202
If the ACH method is utilized, the Subrecipient shall provide email notification of their
intention to provide payment electronically to:
Eric.Billings@dbhds.virginia.gov
Ramona.Howell@dbhds.virginia.govDillon.Gannon@dbhds.virginia.gov
Christine.Kemp@dbhds.virginia.gov
Failure to return unexpended funds in a prompt manner may result in a denial of future
federal
Subrecipient awards from DBHDS.
The Subrecipient agrees that acceptance of final payment from DBHDS will constitute an
agreement by the Subrecipient to release and forever discharge DBHDS, its agents,
employees, representatives, affiliates, successors and assigns from any and all claims,
demands, damages, liabilities, actions, causes of action or suits of any nature whatsoever,
which Subrecipient has at the time of acceptance of final payment or may thereafter have,
arising out of or in any way relating to any and all injuries and damages of any kind as a
result of or in any way relating to a program funded by this grant. Subrecipient’s obligations
to DBHDS under this Exhibit shall not terminate until all closeout requirements are
completed to the satisfaction of DBHDS. Such requirements shall include, without
limitation, submitting final reports to DBHDS and providing any closeout-related
information requested by DBHDS by the deadlines specified by DBHDS. This provision
shall survive the expiration or termination of any associated agreement.
3. Community Mental Health Services Block Grant (MH FBG)
Pursuant to the Community Mental Health Services Block Grant (CMHSBG) Funding
Agreement and relevant federal statutes, the following are requirements of the funding
distributed to the Subrecipient.
a. Restrictions on Expenditures: CMHSBG funds may not be used for any of the following
purposes:
1. To provide inpatient services;
2. To make cash payments to intended recipients of health services;
3. To purchase or improve land, purchase, construct, or permanently improve (other
than minor remodeling with DBHDS, Federal Grants Manager approval) any
building or other facility, or purchase major medical equipment (as defined in the
Definitions section of this Exhibit);
4. To satisfy any requirement for the expenditure of non-federal funds as a condition
for the receipt of federal funds; or
5. To provide financial assistance to any entity other than a public or non-profit entity.
(42 US Code § 300x-5(a))
b. Grant Guidelines:
1. No entity receiving CMHSBG funding may participate in any form of
discrimination on the basis of age as defined under the Age Discrimination Act of
1975 (42 US Code § 6101), on the basis of handicap as defined under section 504 of
the Rehabilitation Act of 1973 (29 US Code § 794), on the basis of sex as defined
under Title IX of the Education Amendments of 1972 (20 US Code § 1681) or on
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the basis of race, color, or national origin as defined under Title VI of the Civil
Rights Act of 1964 (42 US Code § 2000) (42 US Code § 300x-57(a)(1)).
2. No person shall on the ground of sex, or on the ground of religion, be excluded from
participation in, be denied the benefits of, or be subject to discrimination under, any
program or activity funded in whole or in part with funds made available under
section 300x or 300x-21 of title 42 US Code (42 US Code § 300x-57(a)(2)).
3. The Subrecipient must provide the services through appropriate, qualified
community programs, which may include community mental health centers, child
mental-health programs, psychosocial rehabilitation programs, mental health peer-
support programs, and mental-health primary consumer-directed programs.
Services may be provided through community mental health centers only if the
centers provide: 1) Services principally to individuals residing in a defined
geographic area (hereafter referred to as a “service area”); 2) Outpatient services,
including specialized outpatient services for children with a Serious Emotional
Disturbance (SED), the elderly, individuals with a Serious Mental Illness (SMI), and
residents of the service areas of the center who have been discharged from inpatient
treatment at a mental health facility; 3) 24-hour-a-day emergency care services; 4)
Day treatment or other partial hospitalization services, or psychosocial rehabilitation
services; 5) Screening for patients being considered for admission to state mental
health facilities to determine the appropriateness of such admission; 6) Services
within the limits of the capacities of the centers, to any individual residing or
employed in the service area of the center regardless of ability to pay; and 7)
Services that are accessible promptly, as appropriate, and in a manner which
preserves human dignity and assures continuity of high quality care (42 US Code §
300x-2(c)).
4. The Subrecipient agrees to comply with the provisions of the Hatch Act (5 US Code
§ 1501-1508 and 7324-7328) which limits the political activities of employees
whose principal employment activities are funded in whole or in part with federal
funds.
5. The Subrecipient will comply, as applicable with the provisions of the Davis-Bacon
Act (40 US Code § 276(a) – 276(a)-7), the Copeland Act (40 US Code § 276(c) and
18 US Code § 874), and the Contract Work Hours and Safety Standards Act (40 US
Code § 327-333), regarding labor standards for federally assisted construction
subagreements.
6. Treatment and competency restoration services may be provided to individuals with
a serious mental illness or serious emotional disturbance who are involved with the
criminal justice system or during incarceration.
7. Medicaid and private insurance, if available, must be used first.
c. Limitations on Reimbursements: Subrecipient shall not be reimbursed or otherwise
compensated for any expenditures incurred or services provided prior to or more than 40
days after the appropriate Award Period included in section IV.
DBHDS shall only reimburse or otherwise compensate the Subrecipient for documented
expenditures incurred during this period that are: 1) reasonable and necessary to carry
out the agreed upon scope of service outlined in Exhibit D, Exhibit G, or Notice of
Award 2) documented by contracts or other evidence of liability consistent with
established DBHDS and Subrecipient procedures; and 3) incurred in accordance with all
applicable requirements for the expenditure of funds payable under any associated
agreement.
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d. Closeout: Final payment request(s) must be received by DBHDS no later than thirty
(30) days after the end of the Period of Performance referenced in the Exhibit D, Exhibit
G, or Notice of Award. No payment request will be accepted by DBHDS after this date
without authorization from DBHDS. The Subrecipient may continue to expend retained
funds until 40 days after the end of the Period of Performance to pay for unliquidated
obligations.
Any funds remaining unexpended and unobligated at the end of the Period of
Performance shall be returned to DBHDS within 30 days of the end of the Period of
Performance. Any funds distributed to the Subrecipient by the pass-through entity that
remain unexpended by 40 days after the end of the Period of Performance shall be
returned to DBHDS. The Subrecipient will send these funds to DBHDS by no later than
the end of the 75th day after the end of the Performance Period. Unexpended funds
should be returned in the form of a check made payable to the Treasurer of Virginia and
sent to:
DBHDS
PO Box 1797
Richmond, VA 23218-1797
C/O Eric Billings
Funds for this grant may also be returned via an electronic ACH payment to DBHDS’
Truist Bank account. The account information and DBHDS’ EIN is as follows:
Account Number: 201141795720002
Routing Number: 061000104
EIN: 546001731
Name and Address of Bank:
Truist Bank
214 North Tryon Street
Charlotte, NC 28202
If the ACH method is utilized, the Subrecipient shall provide email notification of their
intention to provide payment electronically to:
Eric.Billings@dbhds.virginia.gov
Dillon.Gannon@dbhds.virginia.gov
Christine.Kemp@dbhds.virginia.gov
Failure to return unexpended funds in a prompt manner may result in a denial of future
federal Subrecipient awards from DBHDS.
The Subrecipient agrees that acceptance of final payment from DBHDS will constitute
an agreement by the Subrecipient to release and forever discharge DBHDS, its agents,
employees, representatives, affiliates, successors and assigns from any and all claims,
demands, damages, liabilities, actions, causes of action or suits of any nature
whatsoever, which Subrecipient has at the time of acceptance of final payment or may
thereafter have, arising out of or in any way relating to any and all injuries and
damages of any kind as a result of or in any way relating to a program funded by this
grant. Subrecipient’s obligations to DBHDS under this Exhibit shall not terminate until
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all closeout requirements are completed to the satisfaction of DBHDS. Such
requirements shall include, without limitation, submitting final reports to DBHDS and
providing any closeout-related information requested by DBHDS by the deadlines
specified by DBHDS. This provision shall survive the expiration or termination of any
associated agreement.
4. Projects for Assistance in Transition from Homelessness (PATH)
Pursuant to the Notice of Award received by DBHDS, Funding Opportunity Announcement
(SM-21-F2), and relevant statutes associated with the Project for Assistance in Transition
from Homelessness (PATH) Grant, the following are requirements of the funding distributed
to the Subrecipient.
a. Restrictions on Expenditures: PATH funds may not be used for any of the following
purposes:
1. To support emergency shelters or construction of housing facilities;
2. For inpatient psychiatric treatment costs or inpatient substance use disorder
treatment costs; or
3. To make cash payments to intended recipients of mental health or substance use
disorder services (42 U.S. Code § 290cc-22(g)).
4. For lease arrangements in association with the proposed project utilizing PATH
funds beyond the project period nor may the portion of the space leased with PATH
funds be used for purposes not supported by the grant.
b. Grant Guidelines:
1. All funds shall be used for the purpose of providing the following:
a) Outreach services;
b) Screening and diagnostic treatment services;
c) Habilitation and rehabilitation services;
d) Community mental health services;
e) Alcohol or drug treatment services;
f) Staff training including the training of individuals who work in shelters, mental
health clinics, substance use disorder programs, and other sites where homeless
individuals require services;
g) Case management services including:
i. Preparing a plan for the provision of community mental health services to
the eligible homeless individual involved and reviewing such plan not less
than once every three months;
ii. Providing assistance in obtaining and coordinating social and maintenance
services for the eligible homeless individuals, including services relating to
daily living activities, personal financial planning, transportation services,
and habilitation and rehabilitation services, prevocational and vocational
services, and housing services;
iii. Providing assistance to the eligible homeless individual in obtaining income
support services, including housing assistance, supplemental nutrition
assistance program benefits, and supplemental security income benefits;
iv. Referring the eligible homeless individual for such other services as may be
appropriate; and
v. Providing representative payee services in accordance with section
1631(a)(2) of the Social Security Act (42 U.S. Code § 1383(a)(2)) if the
eligible homeless individual is receiving aid under Title XVI of such act (42
U.S. Code § 1381 et seq.) and if the applicant is designated by the Secretary
to provide such services;
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vi. Supportive and supervisory services in residential settings;
vii. Referrals for primary health services, job training, educational services, and
relevant housing services;
viii. Minor renovation, expansion, and repair of housing (as defined in the
Definitions section of this Exhibit);
ix. Planning of housing;
x. Technical assistance in applying for housing assistance;
xi. Improving the coordination of housing services;
xii. Security deposits;
xiii. The costs associated with matching eligible homeless individuals with
appropriate housing situations;
xiv. One-time rental payments to prevent eviction;
xv. Other appropriate services as determined by the Secretary of Health and
Human Services (42 U.S. Code § 290cc-22(b)).
2. All funds shall only be utilized for providing the services outlined above to
individuals who:
a) Are suffering from a serious mental illness; or
b) Are suffering from a serious mental illness and from a substance use disorder;
and
c) Are homeless or at imminent risk of becoming homeless (42 U.S. Code § 290cc-
22(a)).
3. Funding may not be allocated to an entity that:
a) Has a policy of excluding individuals from mental health services due to the
existence or suspicion of a substance use disorder; or
b) Has a policy of excluding individuals from substance use disorder services due
to the existence or suspicion of mental illness (42 U.S. Code § 290cc-22(e)).
4. Match amounts agreed to with DBHDS may be:
i. Cash;
ii. In-kind contributions, that are fairly evaluated, including plant, equipment, or
services.
iii. Amounts provided by the federal government or services assisted or subsidized
to any significant extent by the Federal Government, shall not be included in
determining the amount of match (42 U.S. Code § 290cc-23(b)).
5. Subrecipient may not discriminate on the basis of age under the Age Discrimination
Act of 1975 (42 U.S. Code § 6101 et seq.), on the basis of handicap under section
504 of the Rehabilitation Act of 1973 (29 U.S. Code § 794), on the basis of sex
under Title IX of the Education Amendments of 1972 (20 U.S. Code § 1681 et seq.),
or on the basis of race, color, or national origin under Title VI of the Civil Rights
Act of 1964 (42 U.S. Code § 2000d et seq.)(42 U.S. Code § 290cc-33(a)(1)).
6. The Subrecipient shall not exclude from participation in, deny benefits to, or
discriminate against any individuals that are otherwise eligible to participate in any
program or activity funded from the PATH grant (42 U.S. Code § 290cc-33(a)(2)).
c. Limitations on Reimbursements: Subrecipient shall not be reimbursed or otherwise
compensated for any expenditures incurred or services provided prior to or following
one year after the end of the appropriate Award Period provided in section IV.
DBHDS shall only reimburse or otherwise compensate the Subrecipient for documented
expenditures incurred during this period that are: 1) reasonable and necessary to carry
out the agreed upon scope of service outlined in Exhibit D, Exhibit G, or Notice of
Award 2) documented by contracts or other evidence of liability consistent with
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established DBHDS and Subrecipient procedures; and 3) incurred in accordance with all
applicable requirements for the expenditure of funds payable under any associated
agreement.
d. Closeout: Final payment request(s) must be received by DBHDS no later than thirty
(30) days after the end of the Period of Performance referenced in the Exhibit D, Exhibit
G, or Notice of Award. No payment request will be accepted by DBHDS after this date
without authorization from DBHDS. The Subrecipient may continue to expend retained
funds until 365 days after the end of the Period of Performance to pay for remaining
allowable costs.
Any funds remaining unexpended and unobligated at the end of the Period of
Performance shall be returned to DBHDS within 30 days of the end of the Period of
Performance. Any funds distributed to the Subrecipient by the pass-through entity that
remain unexpended by 365 days after the end of the Period of Performance shall be
returned to DBHDS. The Subrecipient will send these funds to DBHDS by no later than
the end of the 395th day after the end of the Performance Period. Unexpended funds
should be returned in the form of a check made payable to the Treasurer of Virginia and
sent to:
DBHDS
PO Box 1797
Richmond, VA 23218-1797
C/O Eric Billings
Funds for this grant may also be returned via an electronic ACH payment to DBHDS’
Truist Bank account. The account information and DBHDS’ EIN is as follows:
Account Number: 201141795720002
Routing Number: 061000104
EIN: 546001731
Name and Address of Bank:
Truist Bank
214 North Tryon Street
Charlotte, NC 28202
If the ACH method is utilized, the Subrecipient shall provide email notification of their
intention to provide payment electronically to:
Eric.Billings@dbhds.virginia.gov
Dillon.Gannon@dbhds.virginia.gov
Christine.Kemp@dbhds.virginia.gov
Failure to return unexpended funds in a prompt manner may result in a denial of future
federal Subrecipient awards from DBHDS.
The Subrecipient agrees that acceptance of final payment from DBHDS will constitute
an agreement by the Subrecipient to release and forever discharge DBHDS, its agents,
employees, representatives, affiliates, successors and assigns from any and all claims,
demands, damages, liabilities, actions, causes of action or suits of any nature
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whatsoever, which Subrecipient has at the time of acceptance of final payment or may
thereafter have, arising out of or in any way relating to any and all injuries and damages
of any kind as a result of or in any way relating to a program funded by this grant.
Subrecipient’s obligations to DBHDS under this Exhibit shall not terminate until all
closeout requirements are completed to the satisfaction of DBHDS. Such requirements
shall include, without limitation, submitting final reports to DBHDS and providing any
closeout-related information requested by DBHDS by the deadlines specified by
DBHDS. This provision shall survive the expiration or termination of any associated
agreement.
5. Screening Brief Intervention and Referral to Treatment Grant
Pursuant to the Notice of Award #1H79TI084066-01 (NOA) received by DBHDS and the
Funding Opportunity Announcement (FOA) (TI-21-008) associated with the FY 2021
Screening, Brief Intervention and Referral to Treatment Grant, the following are
requirements of the funding distributed to the Subrecipient as a result of this agreement.
a. Restrictions on Expenditures: Screening Brief Intervention and Referral to
Treatment Grant funds may not be used for any of the following purposes: None for
this grant.
b. Grant Guidelines:
1. Funds shall be used to fund services and practices that have a demonstrated
evidence-base, and that are appropriate for the population(s) of focus. An evidence-
based practice refers to approaches to prevention or treatment that are validated by
some form of documented research evidence.
2. All patients must be screened for substance use. Such screening will be conducted
by the Subrecipient or subcontractors of Subrecipient (“Subcontractors”). The
Subrecipient or Subcontractors are also encouraged to screen for risk of suicide as
well. If a patient screens positive for drug misuse, the Subrecipient or
Subcontractors’ staff will conduct a brief assessment to ascertain specific type(s) of
drug(s) used, consumption level, and impact on functions of daily living to best
determine level of severity and refer patients to specialty providers who can
determine which specific type of treatment is needed. Subrecipients and
Subcontractors with robust mental health services available must screen and assess
clients for the presence of co-occurring serious mental illness and SUD and use the
information obtained from the screening and assessment to develop appropriate
treatment approaches for the persons identified as having such co-occurring
disorders. In their interventions with children, Subrecipients or Subcontractors must
also incorporate education for parents about the dangers of use of, and methods of,
discouraging substance use.
3. Subrecipients or Subcontractors, as applicable, must utilize third party
reimbursements and other revenue realized from the provision of services to the
extent possible and use SAMHSA grant funds only for services to individuals who
are not covered by public or commercial health insurance programs, individuals for
whom coverage has been formally determined to be unaffordable, or for services
that are not sufficiently covered by an individual’s health insurance plan.
Subrecipients or Subcontractors, as applicable, are also expected to facilitate the
health insurance application and enrollment process for eligible uninsured clients.
Subrecipients or Subcontractors, as applicable, should also consider other systems
from which a potential service recipient may be eligible for services (for example,
the Veterans Health Administration or senior services), if appropriate for and
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desired by that individual to meet his/her needs. In addition, Subrecipients or
Subcontractors, as applicable, are required to implement policies and procedures
that ensure other sources of funding are utilized first when available for the
individual.
4. All SAMHSA recipients are required to collect and report certain data so that
SAMHSA can meet its obligations under the Government Performance and Results
(GPRA) Modernization Act of 2010. Recipients are required to submit data via
SAMHSA’s Performance Accountability and Reporting System (SPARS); and
access will be provided upon notification of award.
c. Limitations on Reimbursements: Subrecipient shall not be reimbursed or otherwise
compensated for any expenditures incurred or services provided prior to or following 40
days after the end of the Award Period included in section IV.
DBHDS shall only reimburse or otherwise compensate the Subrecipient for documented
expenditures incurred during this period that are: 1) reasonable and necessary to carry
out the agreed upon scope of service outlined in Exhibit D, Exhibit G, or Notice of
Award 2) documented by contracts or other evidence of liability consistent with
established DBHDS and Subrecipient procedures; and 3) incurred in accordance with all
applicable requirements for the expenditure of funds payable.
d. Closeout: Final payment request(s) must be received by DBHDS no later than thirty
(30) days after the end of the Period of Performance referenced in the Exhibit D, Exhibit
G, or Notice of Award. No payment request will be accepted by DBHDS after this date
without authorization from DBHDS. The Subrecipient may continue to expend retained
funds until 40 days after the end of the Period of Performance to pay for unliquidated
obligations.
Any funds remaining unexpended and unobligated at the end of the Period of
Performance shall be returned to DBHDS within 30 days of the end of the Period of
Performance. Any funds distributed to the Subrecipient by the pass-through entity that
remain unexpended by 40 days after the end of the Period of Performance shall be
returned to DBHDS. The Subrecipient will send these funds to DBHDS by no later than
the end of the 75th day after the end of the Performance Period. Unexpended funds
should be returned in the form of a check made payable to the Treasurer of Virginia and
sent to:
DBHDS
PO Box 1797
Richmond, VA 23218-1797
C/O Eric Billings
Funds for this grant may also be returned via an electronic ACH payment to DBHDS’
Truist Bank account. The account information and DBHDS’ EIN is as follows:
Account Number: 201141795720002
Routing Number: 061000104
EIN: 546001731
Name and Address of Bank:
Truist Bank
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FY24-25 Exhibit F: Federal Grant Compliance Requirements
Contract No. P1636. 1
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7.1.2
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214 North Tryon Street
Charlotte, NC 28202
If the ACH method is utilized, the Subrecipient shall provide email notification of their
intention to provide payment electronically to:
Eric.Billings@dbhds.virginia.gov
Dillon.Gannon@dbhds.virginia.gov
Christine.Kemp@dbhds.virginia.gov
Failure to return unexpended funds in a prompt manner may result in a denial of future
federal Subrecipient awards from DBHDS.
The Subrecipient agrees that acceptance of final payment from DBHDS will constitute
an agreement by the Subrecipient to release and forever discharge DBHDS, its agents,
employees, representatives, affiliates, successors and assigns from any and all claims,
demands, damages, liabilities, actions, causes of action or suits of any nature
whatsoever, which Subrecipient has at the time of acceptance of final payment or may
thereafter have, arising out of or in any way relating to any and all injuries and damages
of any kind as a result of or in any way relating to a program funded by this grant.
Subrecipient’s obligations to DBHDS under this Exhibit shall not terminate until all
closeout requirements are completed to the satisfaction of DBHDS. Such requirements
shall include, without limitation, submitting final reports to DBHDS and providing any
closeout-related information requested by DBHDS by the deadlines specified by
DBHDS. This provision shall survive the expiration or termination of any associated
agreement.
A. Treasury Grants
1. State and Local Fiscal Recover Fund Grant: Pursuant to the Interim Final Rule
issued by US Department of Treasury pertaining to Coronavirus State and Local
Recovery Funds, SLFRF Compliance and Reporting Guidance Ver 2.1 dated
November 15, 2021, and 31 CFR 35(A), the following are requirements of the funding
distributed to the Subrecipient:
a. Restrictions on Expenditures: State and Local Fiscal Recovery Fund Grant funds
may not be used to:
Pay Funds shall not be used to make a deposit to a pension fund. Treasury’s Interim Final Rule
defines a “deposit” as an extraordinary contribution to a pension fund for the purpose of
reducing an accrued, unfunded liability. While pension deposits are prohibited, recipients may
use funds for routine payroll contributions for employees whose wages and salaries are an
eligible use of funds.
Funds shall not be used towards funding debt service, legal settlements or
judgments, and / or deposits to rainy day funds or financial reserves.
b. Expenditure Guidelines:
Grant funds: Shall be used to pay for services and practices that have a
demonstrated evidence-base, which are inclusive of: mental health treatment,
substance misuse treatment, other behavioral health services, hotlines or warmlines,
crisis intervention, overdose prevention, infectious disease prevention, and services
or outreach to promote access to physical or behavioral health primary care and
preventative medicine.
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c. Limitations on Reimbursements: Subrecipient shall not be reimbursed or
otherwise compensated for any expenditures incurred or services provided prior to
or after the appropriate Award Period included in section IV.
DBHDS shall only reimburse or otherwise compensate the Subrecipient for
documented expenditures incurred during this period that are: 1) reasonable and
necessary to carry out the agreed upon scope of service outlined in Exhibit D,
Exhibit G, or Notice of Award 2) documented by contracts or other evidence of
liability consistent with established DBHDS and Subrecipient procedures; and 3)
incurred in accordance with all applicable requirements for the expenditure of
funds payable under this agreement.
d. Closeout: Final payment request(s) under any associated Agreement must be
received by DBHDS no later than thirty (30) days after the end of the Period of
Performance referenced in the Exhibit D, Exhibit G, or Notice of Award. No
payment request will be accepted by DBHDS after this date without authorization
from DBHDS. The Subrecipient may continue to expend retained funds until the
end of the Period of Performance to pay for remaining allowable costs.
Any funds remaining unexpended at the end of the Period of Performance shall be
returned to DBHDS within 30 days of the end of the Period of Performance.
Unexpended funds should be returned in the form of a check made payable to the
Treasurer of Virginia and sent to:
DBHDS
PO Box 1797
Richmond, VA 23218-1797
C/O Eric Billings
Funds for this grant may also be returned via an electronic ACH payment to
DBHDS’ Truist Bank account. The account information and DBHDS’ EIN is as
follows:
Account Number: 201141795720002
Routing Number: 061000104
EIN: 546001731
Name and Address of Bank:
Truist Bank
214 North Tryon Street
Charlotte, NC 28202
If the ACH method is utilized, the Subrecipient shall provide email notification of
their intention to provide payment electronically to:
Eric.Billings@dbhds.virginia.gov
Dillon.Gannon@dbhds.virginia.gov
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FY24-25 Exhibit F: Federal Grant Compliance Requirements
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Christine.Kemp@dbhds.virginia.gov
Failure to return unexpended funds in a prompt manner may result in a denial of
future federal Subrecipient awards from DBHDS.
The Subrecipient agrees that acceptance of final payment from DBHDS will
constitute an agreement by the Subrecipient to release and forever discharge
DBHDS, its agents, employees, representatives, affiliates, successors and assigns
from any and all claims, demands, damages, liabilities, actions, causes of action or
suits of any nature whatsoever, which Subrecipient has at the time of acceptance of
final payment or may thereafter have, arising out of or in any way relating to any
and all injuries and damages of any kind as a result of or in any way relating to a
program funded by this grant. Subrecipient’s obligations to DBHDS under this
Exhibit shall not terminate until all closeout requirements are completed to the
satisfaction of DBHDS. Such requirements shall include, without limitation,
submitting final reports to DBHDS and providing any closeout-related information
requested by DBHDS by the deadlines specified by DBHDS. This provision shall
survive the expiration or termination of any associated agreement.
VI. List of Federal Grants
The federal grants that DBHDS passes-through to the CSB and the required identifying information
that should be used to categorize and track these funds are found in the DBHDS grants management
system.
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AMENDMENT 1
FY24 –25 Community Services Performance Contract
Exhibit M: Department of Justice Settlement Agreement Requirements
Contract No. P1636. 1
P a g e 1 | 11
Ver. 7.1.2022
The CSB and the Department agrees to comply with the following requirements in the Settlement Agreement
for Civil Action No: 3:12cv00059-JAG between the U.S. Department of Justice (DOJ) and the
Commonwealth of Virginia, entered in the U. S. District Court for the Eastern District of Virginia on August
23, 2012 [section IX.A, p. 36], and in compliance indicators agreed to by the parties and filed with the Court
on January 14, 2020.
Sections identified in text or brackets refer to sections in the agreement requirements that apply to the target
population defined in section III.B of the Agreement: individuals with developmental disabilities who
currently reside in training centers, (ii) meet criteria for the DD Waiver waiting list, including those currently
receiving DD Waiver services, or (iii) reside in a nursing home or an intermediate care facility (ICF).
1.) Case Managers or Support Coordinators shall provide anyone interested in accessing DD Waiver
Services with a DBHDS provided resource guide (i.e. the Individual and Family Support Program (IFSP)
First Steps Document) that contains information including but not limited to case management eligibility
and services, family supports- including the IFSP Funding Program, family and peer supports, and
information on the My Life, My Community Website, information on how to access REACH services,
and information on where to access general information. [section III.C.2. a-f, p. 1].
2.) Case management services, defined in section III.C.5.b, shall be provided to all individuals receiving
Medicaid Home and Community-Based Waiver services under the Agreement by case managers or
support coordinators who are not directly providing or supervising the provision of Waiver services to
those individuals [section III.C.5.c, p. 8].
3.) For individuals receiving case management services pursuant to the Agreement, the individual’s case
manager or support coordinator shall meet with the individual face-to-face on a regular basis and shall
conduct regular visits to the individual’s residence, as dictated by the individual’s needs [section V.F.1,
page 26].
a. At these face-to-face meetings, the case manager or support coordinator shall: observe the individual
and the individual’s environment to assess for previously unidentified risks, injuries, needs, or other
changes in status; assess the status of previously identified risks, injuries, needs, or other changes in
status; assess whether the individual’s individual support plan (ISP) is being implemented
appropriately and remains appropriate for the individual; and ascertain whether supports and services
are being implemented consistent with the individual’s strengths and preferences and in the most
integrated setting appropriate to the individual’s needs.
b. The case manager or support coordinator shall document in the ISP the performance of these
observations and assessments and any findings, including any changes in status or significant events
that have occurred since the last face-to-face meeting.
c. If any of these observations or assessments identifies an unidentified or inadequately addressed risk,
injury, need, or change in status, a deficiency in the individual’s support plan or its implementation,
or a discrepancy between the implementation of supports and services and the individual’s strengths
and preferences, then the case manager or support coordinator shall report and document the issue in
accordance with Department policies and regulations, convene the individual’s service planning team
to address it, and document its resolution.
4.) DBHDS shall develop and make available training for CSB case managers and leadership staff on
how to assess change in status and that ISPs are implemented appropriately. DBHDS shall provide a tool
with elements for the case managers to utilize during face-to-face visits to assure that changes in status as
well as ISP are implemented appropriately and documented.
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AMENDMENT 1
FY24 –25 Community Services Performance Contract
Exhibit M: Department of Justice Settlement Agreement Requirements
Contract No. P1636. 1
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Ver. 7.1.2022
a. CSB shall ensure that all case managers and case management leadership complete the training that
helps to explain how to identify change in status and that elements of the ISP are implemented
appropriately prior to using the On-Site Visit Tool. The CSB shall deliver the contents of the DBHDS
training through support coordinator supervisors or designated trainers to ensure case managers
understand the definitions of a change in status or needs and the elements of appropriately
implemented services, as well as how to apply and document observations and needed actions.
b. CSB shall ensure that all case managers use the DBHDS On-Site Visit Tool during one face-to-face
visit each quarter for individuals with Targeted Case Management and at one face-to-face visit per
month for individuals with Enhanced Case Management to assess at whether or not each person
receiving services under the waiver experienced a change in status and to assess whether or not the
ISP was implemented appropriately.
5.) Using the process developed jointly by the Department and Virginia Association of Community Services
Boards (VACSB) Data Management Committee (DMC), the CSB shall report the number, type, and
frequency of case manager or support coordinator contacts with individuals receiving case management
services [section V.F.4, p. 27].
6.) Key indicators - The CSB shall report key indicators, selected from relevant domains in section
V.D.3 on page 24, from the case manager’s or support coordinator’s face-to-face visits and observations
and assessments [section V.F.5, p 27]. Reporting in WaMS shall include the provision of data and actions
related to DBHDS defined elements regarding a change in status or needs and the elements of
appropriately implemented services in a format, frequency, and method determined by DBHDS [section
III.C.5.b.i.].
7.) Face-to-Face Visit - The individual’s case manager or support coordinator shall meet with the individual
face-to-face at
least every 30 days (including a 10 day grace period but no more than 40 days between visits), and at least
one such visit every two month must be in the individual’s place of residence, for any individuals who
[section V.F.3, pages 26 and 27]:
a. Receive services from providers having conditional or provisional licenses;
b. Have more intensive behavioral or medical needs as defined by the Supports Intensity Scale category
representing the highest level of risk to individuals
c. Have an interruption of service greater than 30 days;
d. Encounter the crisis system for a serious crisis or for multiple less serious crises within a three-month
period;
e. Have transitioned from a training center within the previous 12 months; or
f. Reside in congregate settings of five or more individuals. Refer to Enhanced Case Management
Criteria Instructions and Guidance issued by the Department.
8.) Case managers or support coordinators shall give individuals a choice of service providers from
which they may receive approved DD Waiver services, present all options of service providers
based on the preferences of the individuals, including CSB and non-CSB providers, and
document this using the Virginia Informed Choice Form in the waiver management system
(WaMS) application. [section III.C.5.c, p. 8]. The CSB SC will complete the Virginia Informed Choice
form to document provider and SC choice for Regional Support Team referrals, when changes in any
provider, service, or service setting occurs, a new service is requested, the individual is dissatisfied with a
service or provider, and no less than annually.
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AMENDMENT 1
FY24 –25 Community Services Performance Contract
Exhibit M: Department of Justice Settlement Agreement Requirements
Contract No. P1636. 1
P a g e 3 | 11
Ver. 7.1.2022
9.) Support Coordinator Quality Review - The CSB shall complete the Support Coordinator Quality
Review process for a statistically
significant sample size as outlined in the Support Coordinator Quality Review Process.
a. DBHDS shall annually pull a statistically significant stratified sample of individuals receiving HCBS
waiver and send this to the CSB to be utilized to complete the review.
b. Each quarter, the CSB shall complete the number of Support Coordinator Quality Reviews and
provide data to DBHDS as outlined by the process.
c. DBHDS shall analyze the data submitted to determine the following elements are met:
i. The CSB offered each person the choice of case manager/provider
ii. The case manager assesses risk, and risk mitigation plans are in place
iii. The case manager assesses whether the person’s status or needs for services and supports
have changed and the plan has been modified as needed.
iv. The case manager assists in developing the person’s ISP that addresses all of the individual’s
risks, identified needs and preferences.
v. The ISP includes specific and measurable outcomes, including evidence that employment
goals have been discussed and developed, when applicable.
vi. The ISP was developed with professionals and nonprofessionals who provide individualized
supports, as well as the individual being served and other persons important to the individual
being served.
vii. The ISP includes the necessary services and supports to achieve the outcomes such as
medical, social, education, transportation, housing, nutritional, therapeutic, behavioral,
psychiatric, nursing, personal care, respite, and other services necessary.
viii. Individuals have been offered choice of providers for each service.
ix. The case manager completes face-to-face assessments that the individual’s ISP is being
implemented appropriately and remains appropriate to the individual by meeting their health
and safety needs and integration preferences.
x. The CSB has in place and the case manager has utilized where necessary, established
strategies for solving conflict or disagreement within the process of developing or revising
ISPs, and addressing changes in the individual’s needs, including, but not limited to,
reconvening the planning team as necessary to meet the individuals’ needs.
d. DBHDS shall review the data submitted and complete a semi-annual report that includes a review of
data from the Support Coordinator Quality Reviews and provide this information to the CSB. To
assure consistency between reviewers, DBHDS shall complete an inter-rater reliability process.
e. If 2 or more records do not meet 86% compliance for two consecutive quarters, the CSB shall receive
technical assistance provided by DBHDS.
f. The CSB shall cooperate with DBHDS and facilitate its completion of on-site annual retrospective
reviews at the CSB to validate findings of the CSB Support Coordinator Quality Review to provide
technical assistance for any areas needing improvement.
10.) Education about Integrated Community Options - Case managers or support coordinators shall offer
education about integrated community options
to any individuals living outside of their own or their families’ homes and, if relevant, to their
authorized representatives or guardians [section III.D.7, p. 14]. Case managers shall offer this
education at least annually and at the following times:
a. At enrollment in a DD Waiver
b. When there is a request for a change in Waiver service provider(s)
c. When an individual is dissatisfied with a current Waiver service provider,
d. When a new service is requested
e. When an individual wants to move to a new location, or
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AMENDMENT 1
FY24 –25 Community Services Performance Contract
Exhibit M: Department of Justice Settlement Agreement Requirements
Contract No. P1636. 1
P a g e 4 | 11
Ver. 7.1.2022
f. When a regional support team referral is made as required by the Virginia Informed Choice Form
11.) Co-occurring Mental Health conditions or engaging in challenging behaviors For individuals
receiving case management services identified to have co-occurring mental
health conditions or engaging in challenging behaviors, the individual’s case manager or support
coordinator shall assure that effective community based behavioral health and/or behavioral supports and
services are identified and accessed where appropriate and available.
a. If the case manager or support coordinator incurs capacity issues related to accessing needed
behavioral support services in their designated Region, every attempt to secure supports should be
made to include adding the individual to several provider waitlists (e.g., based upon individualized
needs, this may be inclusive of psychotherapy, psychiatry, counseling, applied behavior
analysis/positive behavior support providers, etc.) and following up with these providers quarterly to
determine waitlist status. [SA. Provision: III.C.6.a.i-iii Filing reference: 7.14, 7.18]
b. DBHDS will provide the practice guidelines and a training program for case managers regarding the
minimum elements that constitute an adequately designed behavioral program, as provided under
Therapeutic Consultation waiver services, and what can be observed to determine whether the plan
is appropriately implemented. The CSB shall ensure that all case managers and case management
leadership complete the training such that case managers are aware of the practice guidelines for
behavior support plans and of key elements that can be observed to determine whether the plan is
appropriately implemented. [SA. Provision: III.C.6.a.i-iii Filing reference: 7.16, 7.20]
12.) The CSB shall identify children and adults who are at risk for crisis through the standardized
crisis screening tool or through the utilization of the elements contained in the tool at intake, and
if the individual is identified as at risk for crisis or hospitalization, shall refer the individual to
REACH. [SA. Provision: III.C.6.a.i-iii Filing reference: 7.2]
13.) Enhanced Case Management - For individuals that receive enhanced case management, the case
manager or support
coordinator shall utilize the standardized crisis screening tool during monthly visits; for individuals
that receive targeted case management, the case manager or support coordinator shall use the
standardized crisis screening tool during quarterly visits. Any individual that is identified as at risk
for crisis shall be referred to REACH. [S.A. Provision: III.C.6.a.i-iii Filing reference: 7.3]
14.) The CSB shall ensure that CSB Executive Directors, Developmental Disability Directors, case
management or support coordination supervisors, case managers or support coordinators, and intake
workers participate in training on how to identify children and adults who are at risk for going into crisis.
a. CSBs shall ensure that training on identifying risk of crisis for intake workers and case managers (or
support coordinators) shall occur within 6 months of hire. [S.A. Provision: III.C.6.a.i-iii Filing
reference: 7.5]
15.) The CSB shall provide data on implementation of the crisis screening tool as requested by DBHDS when
it is determined that an individual with a developmental disability has been hospitalized and has not been
referred to the REACH program.
a. The CSB shall provide to DBHDS upon request copies of the crisis risk assessment tool, or
documentation of utilization of the elements contained within the tool during a crisis screening, for
quality review purposes to ensure the tool is being implemented as designed and is appropriately
identifying people at risk of crisis. [S.A. Provision: III.C.6.a.i-iii Filing reference: 7.6]
b. DBHDS shall develop a training for the CSB to utilize when training staff on assessing an
individuals risk of crisis/hospitalization.
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AMENDMENT 1
FY24 –25 Community Services Performance Contract
Exhibit M: Department of Justice Settlement Agreement Requirements
Contract No. P1636. 1
P a g e 5 | 11
Ver. 7.1.2022
c. DBHDS shall initiate a quality review process to include requesting documentation for anyone
psychiatrically hospitalized who was not referred to the REACH program and either actively
receiving case management during the time frame or for whom an intake was completed prior to
hospitalization. The CSB shall promptly, but within no more than 5 business days, provide the
information requested.
d. DBHDS shall request information to verify presence of DD diagnosis for persons that are
psychiatrically hospitalized that are not known to the REACH program. The CSB shall promptly,
but within no more than 5 business days, provide the information requested. [S.A. Provision:
III.C.6.b.ii.A Filing references 8.6, 8.7]
16.) CSB Case manager shall work with the REACH program to identify a community residence
within 30 days of admission to the program including making a referral to RST when the system
has been challenged to find an appropriate provider within this timeframe.
a. If a waiver eligible individual is psychiatrically hospitalized, is a guest at a REACH CTH, or is
residing at an Adult Transition Home and requires a waiver to obtain a community residence, the
CSB shall submit an emergency waiver slot request. [S.A. Provision III.C.6.b.ii.A Filing reference
10.2]
17.) CSB emergency services shall be available 24 hours per day and seven days per week, staffed
with clinical professionals who shall be able to assess crises by phone, assist callers in identifying and
connecting with local services, and, where necessary, dispatch at least one mobile crisis team member
adequately trained to address the crisis for individuals with developmental disabilities [section
III.C.6.b.i.A, p. 9].
a. The mobile crisis team shall be dispatched from the Regional Education Assessment Crisis Services
Habilitation (REACH) program that is staffed 24 hours per day and seven days per week by
qualified persons able to assess and assist individuals and their families during crisis situations and
that has mobile crisis teams to address crisis situations and offer services and support on site to
individuals and their families within one hour in urban areas and two hours in rural areas as
measured by the average annual response time [section III.C.6.b.ii, pages 9 and 10].
b. All Emergency services staff and their supervisors shall complete the REACH training, created and
made available by DBHDS, that is part of the emergency services training curriculum.
c. DBHDS shall create and update a REACH training for emergency staff and make it available
through the agency training website.
d. CSB emergency services shall notify the REACH program of any individual suspected of having a
developmental disability who is experiencing a crisis and seeking emergency services as soon as
possible, preferably prior to the initiation of a preadmission screening evaluation in order to allow
REACH and emergency services to appropriately divert the individual from admission to psychiatric
inpatient services when possible.
e.
f. If the CSB has an individual receiving services in the REACH Crisis Therapeutic Home (CTH)
program with no plan for discharge to a community residence and a length of stay that shall soon
exceed 30 concurrent days, the CSB Executive Director or his or her designee shall provide a weekly
update describing efforts to achieve an appropriate discharge for the individual to the Director of
Community Support Services in the Department’s Division of Developmental Services or his/her
designee.
g. DBHDS shall notify the CSB Executive Director or designee when it is aware of a person at the
REACH CTH who is nearing a 30-day concurrent stay.
18.) Comply with State Board Policy 1044 (SYS) 12-1 Employment First [section III.C.7.b, p. 11]. This
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AMENDMENT 1
FY24 –25 Community Services Performance Contract
Exhibit M: Department of Justice Settlement Agreement Requirements
Contract No. P1636. 1
P a g e 6 | 11
Ver. 7.1.2022
policy supports identifying community-based employment in integrated work settings as the first and
priority service option offered by case managers or support coordinators to individuals receiving day
support or employment services.
a. CSB case managers shall take the on-line case management training modules and review the case
management manual within 30 days of hire.
b. CSB case managers shall initiate meaningful employment conversations with individuals starting at
the age of 14 until the age of retirement (65).
c. CSB case managers shall discuss employment with all individuals, including those with intense
medical or behavioral support needs, as part of their ISP planning processes.
d. CSB case managers shall document goals for or toward employment for all individuals 18-64 or the
specific reasons that employment is not being pursued or considered.
e. DBHDS shall create training and tools for case managers regarding meaningful conversation about
employment, including for people with complex medical and behavioral support needs. The CSB
shall utilize this training, the SC Employment Module, with its staff and document its completion
within 30 days of hire.
19.) CSB case managers or support coordinators shall liaise with the Department’s regional community
resource consultants regarding responsibilities as detailed in the Performance Contract [section III.E.1, p.
14].
20.) Case managers or support coordinators shall participate in discharge planning with individuals’
personal support teams (PSTs) for individuals in training centers and children in ICF/IIDs for whom the
CSB is the case management CSB, pursuant to § 37.2-505 and § 37.2-837 of the Code that requires the
CSB to
develop discharge plans in collaboration with training centers [section IV.B.6, p. 16].
21.) In developing discharge plans, CSB case managers or support coordinators, in collaboration with
facility PSTs, shall provide to individuals and, where applicable, their authorized representatives,
specific options for types of community residences , services, and supports based on the discharge
plan and the opportunity to discuss and meaningfully consider these options [section IV.B.9, p. 17].
22.) CSB case managers or support coordinators and PSTs shall coordinate with specific types of
community providers identified in discharge to provide individuals, their families, and, where applicable,
their authorized representatives with opportunities to speak with those providers, visit community
residences (including, where feasible, for overnight visits) and programs, and facilitate conversations
and meetings with individuals currently living in the community and their families before being asked to
make choices regarding options [section IV.B.9.b, p. 17].
23.) CSB case managers or support coordinators and PSTs shall assist individuals and, where applicable,
their authorized representatives in choosing providers after providing the opportunities described in
subsection 13 above and ensure that providers are timely identified and engaged in preparing for
individuals’ transitions [section IV.B.9.c, p.17]. Case managers or support coordinators shall provide
information to the Department about barriers to discharge for aggregation and analysis by the
Department for ongoing quality improvement, discharge planning, and development of community-
based services [IV.B.14, p. 19].
24.) In coordination with the Department’s Post Move Monitor, the CSB shall conduct post- move
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AMENDMENT 1
FY24 –25 Community Services Performance Contract
Exhibit M: Department of Justice Settlement Agreement Requirements
Contract No. P1636. 1
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Ver. 7.1.2022
monitoring visits within 30, 60, and 90 days following an individual’s movement from a training center
to a community setting [section IV.C.3, p.19]. The CSB shall provide information obtained in these post
move monitoring visits to the Department within seven business days after the visit.
25.) If a CSB provides day support or residential services to individuals in the target population, the CSB
shall implement risk management and quality improvement processes, including establishment of
uniform risk triggers and thresholds that enable it to adequately address harms and risks of harms,
including any physical injury, whether caused by abuse, neglect, or accidental causes [section V.C.1, p.
22].
26.) Using the protocol and the real-time, web-based incident reporting system implemented by the
Department, the CSB shall report any suspected or alleged incidents of abuse or neglect as defined
in § 37.2-100 of the Code, serious injuries as defined in 12 VAC 35- 115-30 of the Rules and
Regulations to Assure the Rights of Individuals Receiving Services from Providers Licensed, Funded, or
Operated by the Department of Behavioral Health and Developmental Services or deaths to the
Department within 24 hours of becoming aware of them [section V.C.2, p. 22].
27.) CSBs shall participate with the Department to collect and analyze reliable data about individuals
receivingservices under this Agreement from each of the following areas:
a. safety and freedom from harm
b. physical, mental, and behavioral
c. avoiding crises
d. choice and self-determination
e. community inclusion, health and well-being
f. access to services
g. provider capacity
h. stability [section V.D.3, pgs. 24 & 25]
28.) CSBs shall participate in the regional quality council established by the Department that is responsible for
assessing relevant data, identifying trends, and recommending responsive actions in its region [section
V.D.5.a, p. 25].
29.) CSB's shall review and provide annual feedback on the Quality Review Team (QRT) End of Year Report.
30.) CSBs shall participate in DBHDS initiatives that ensure the reliability and validity of data submitted to the
Department. Participation may include reviews of sampled data, the comparison of data across DBHDS and
CSB systems, and the involvement of operational staff to include information technology. Meeting
frequency shall be semi-annually, but not more than monthly depending on the support needed.
31.) CSBs shall provide access to the Independent Reviewer to assess compliance with this Agreement. The
Independent Reviewer shall exercise his access in a manner that is reasonable and not unduly burdensome to
the operation of the CSB and that has minimal impact on programs or services to individuals receiving
services under the Agreement [section VI.H, p. 30 and 31]
32.) CSBs shall participate with the Department and any third party vendors in the implementation of the
National Core Indicators (NCI) Surveys and Quality Service Reviews (QSRs) for selected individuals
receiving services under the Agreement. This includes informing individuals and authorized representatives
about their selection for participation in the NCI individual surveys or QSRs; providing the access and
information requested by the vendor, including health records, in a timely manner; assisting with any
individual specific follow up activities; and completing NCI surveys [section V.I, p. 28].
a. During FY22 the QSR process will be accelerated and will require the CSB to fully participate in the
completion of QSR implementation twice during a nine-month period. This will ensure that the
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AMENDMENT 1
FY24 –25 Community Services Performance Contract
Exhibit M: Department of Justice Settlement Agreement Requirements
Contract No. P1636. 1
P a g e 8 | 11
Ver. 7.1.2022
Commonwealth can show a complete improvement cycle intended by the QSR process by June 30,
2022. The attached GANTT details the schedule for the QSR reviews of 100% of providers, including
support coordinators, for two review cycles.
33.) The CSB shall notify the community resource consultant (CRC) and regional support team (RST) in the
following circumstances using the RST referral form in the waiver management system (WaMS) application
to enable the RST to monitor, track, and trend community integration and challenges that require further
system development:
a. within five calendar days of an individual being presented with any of the following residential options:
an ICF, a nursing facility, a training center, or a group home/congregate setting with a licensed capacity
of five beds or more;
b. if the CSB is having difficulty finding services within 30 calendar days after the individual’s enrollment
in the waiver; or
c. immediately when an individual is displaced from his or her residential placement for a second time
[sections III.D.6 and III.E, p. 14].
34.) DBHDS shall provide data to CSBs on their compliance with the RST referral and implementation
process.
a. DBHDS shall provide information quarterly to the CSB on individuals who chose less integrated
options due to the absence of something more integrated at the time of the RST review and semi-
annually
b. DBHDS shall notify CSBs of new providers of more integrated services so that individuals who had to
choose less integrated options can be made aware of these new services and supports.
c. CSBs shall offer more integrated options when identified by the CSB or provided by DBHDS.
d. CSBs shall accept technical assistance from DBHDS if the CSB is not meeting expectations.
35.) Case managers or support coordinators shall collaborate with the CRC to ensure that person-centered
planning and placement in the most integrated setting appropriate to the individual’s needs and consistent
with his or her informed choice occur [section III.E.1- 3, p. 14].
a. CSBs shall collaborate with DBHDS CRCs to explore community integrated options including
working with providers to create innovative solutions for people.
b. The Department encourages the CSB to provide the Independent Reviewer with access to its services
and records and to individuals receiving services from the CSB; however, access shall be given at the
sole discretion of the CSB [section VI.G, p. 31].
36.) Developmental Case Management Services
a. Case managers or support coordinators employed or contracted by the CSB shall meet the knowledge,
skills, and abilities qualifications in the Case Management Licensing Regulations, 12 VAC 35-105-
1250. During its inspections, the Department’s Licensing Office may verify compliance as it reviews
personnel records.
b. Reviews of the individual support plan (ISP), including necessary assessment updates, shall be
conducted with the individual quarterly or every 90 days and include modifications in the ISP when the
individual’s status or needs and desires change.
c. During its inspections, the Department’s Licensing Office may verify this as it reviews the ISPs
including those from a sample identified by the CSB of individuals who discontinued case management
services.
d. The CSB shall ensure that all information about each individual, including the ISP and VIDES, is
imported from the CSB’s electronic health record (EHR) to the Department prior to the effective date of
the ISP through an electronic exchange mechanism mutually agreed upon by the CSB and the
Department into the electronic waiver management system (WaMS). CSBs must continue to provide
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AMENDMENT 1
FY24 –25 Community Services Performance Contract
Exhibit M: Department of Justice Settlement Agreement Requirements
Contract No. P1636. 1
P a g e 9 | 11
Ver. 7.1.2022
the information to provider agencies in a timely manner to prevent any interruption in an individual's
services.
e. If the CSB is unable to submit via the data exchange process, it shall enter this data directly through
WaMS, when the individual is entered the first time for services, or when his or her living situation
changes, her or his ISP is reviewed annually, or whenever changes occur, including the individual’s
Race and the following information:
i. full name
ii. social security number
iii. Medicaid number
iv. CSB unique identifier
v. current physical residence
address
viii. level of care information
ix. change in status
x. terminations
xi. transfers
xii. waiting list information
vi. living situation (e.g., group
home
xiii. bed capacity of the group home if that
is chosen
vii. family home, or own home) xiv. Current support coordinator’s name
f. Case managers or support coordinators and other CSB staff shall comply with the SIS® Administration
Process and any changes in the process within 30 calendar days of notification of the changes.
g. Case managers or support coordinators shall notify the Department’s service authorization staff that an
individual has been terminated from all DD waiver services within 10 business days of termination.
h. Case managers or support coordinators shall assist with initiating services within 30 calendar days of
waiver enrollment and shall submit Request to Retain Slot forms as required by the Department. All
written denial notifications to the individual, and family/caregiver, as appropriate, shall be accompanied
by the standard appeal rights (12VAC30-110).
i. Case managers or support coordinators shall complete the level of care tool for individuals requesting
DD Waiver services within 60 calendar days of application for individuals expected to present for
services within one year.
j. Case managers or support coordinators shall comply with the DD waitlist process and slot assignment
process and implement any changes in the processes within 30 calendar days of written notice from the
Department.
37.) Targeted Technical Assistance
a. The CSB shall participate in technical assistance as determined by the Case Management Steering
Committee. Technical assistance may be comprised of virtual or on-site meetings, trainings, and record
reviews related to underperformance in any of the following areas monitored by the committee: Regional
Support Team referrals, Support Coordination Quality Review results, Individual Support Plan entry
completion, and case management contact data.
b. DBHDS shall provide a written request that contains specific steps and timeframes necessary to
complete the targeted technical assistance process.
c. The CSB shall accommodate technical assistance when recommended within 45 days of the written
request.
d. CSB failure to participate in technical assistance as recommended or demonstrate improvement within
12 months may result in further actions under Exhibit I of this contract.
38.) CSB Quality Improvement Committees will review annually the DMAS-DBHDS Quality Review Team’s
End of Year report on the status of the performance measures included in the DD HCBS Waivers’ Quality
Improvement Strategy with accompanying recommendations to the DBHDS Quality Improvement Committee.
CSB documentation of these reviews and resultant CSB-specific quality improvement activities will be reported
to DBHDS within 30 days of receiving the report.
39.) Support Coordination Training Requirements
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AMENDMENT 1
FY24 –25 Community Services Performance Contract
Exhibit M: Department of Justice Settlement Agreement Requirements
Contract No. P1636. 1
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Ver. 7.1.2022
DD Support Coordination Training Requirements
Trainin
g
Location Timefr
ame
Supplemental Information
Genera
l
Orienta
tion
CSB per 12VAC35-105-450 w/in
15
days
of hire
https://law.lis.virginia.gov/admincode/title12/ag
ency35/chapter105/section440/
SC
Module
s 1-10
https://sccmtraining.partnership.vcu.e
du/sccmtrainingmodules/
w/in
30
days
of hire
https://dbhds.virginia.gov/case-
management/dd-manual/
SC
Employ
ment
Module
https://covlc.virginia.gov/ [keyword
search: Employment]
w/in
30
days
of hire
https://dbhds.virginia.gov/developmental-
services/employment/
Indepe
ndent
Housin
g
Curricul
um for
SCs
https://covlc.virginia.gov/ [keyword
search: Housing]
w/in
30
days
of hire
https://dbhds.virginia.gov/developmental-
services/housing/
KSA
related
training
s for
DD
TCM
only
CSB per 12VAC30-50-490 8
hours
annua
lly
https://law.lis.virginia.gov/admincode/title12/ag
ency30/chapter50/section490/
Behavi
oral
Trainin
g
https://covlc.virginia.gov/ [keyword
search: Behavioral]
w/in
180
days
of hire
https://dbhds.virginia.gov/developmental-
services/behavioral-services/
On-site
Visit
Tool
(OSVT)
Trainin
g
https://dbhds.virginia.gov/wp-
content/uploads/2022/03/osvt-
training-slides-understanding-change-
in-status-10.30.20-final-sm.pptx
Prior
to use
https://dbhds.virginia.gov/case-
management/dd-manual/
Crisis
Risk
Assess
ment
https://covlc.virginia.gov/ [keyword
search: Crisis]
Prior
to use
https://dbhds.virginia.gov/case-
management/dd-manual/
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AMENDMENT 1
FY24 –25 Community Services Performance Contract
Exhibit M: Department of Justice Settlement Agreement Requirements
Contract No. P1636. 1
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Ver. 7.1.2022
Tool
(CRAT)
Trainin
g
Risk
Awaren
ess
Tool
(RAT)
https://covlc.virginia.gov/ [keyword
search: Risk]
Prior
to use
https://dbhds.virginia.gov/case-
management/dd-manual/
Individ
ual
Suppor
t Plan
(ISP)
Module
s 1-3
https://covlc.virginia.gov/ [keyword
search: ISP]
w/in
30
days
of hire
https://dbhds.virginia.gov/developmental-
services/provider-network-supports/
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Amendment 1
FY 2024-2025 Community Services Performance Contract
Exhibit G: Community Services Boards Master Programs Services Requirements
Contract No. P1636.1
1
Table of Contents
1. Purpose .......................................................................................................................................................... 3
2. Notification of Award .................................................................................................................................... 3
3. Billing And Payment Terms and Conditions ................................................................................................. 3
4. Use of Funds .................................................................................................................................................. 3
5. Limitations on Reimbursements .................................................................................................................... 3
6. Performance Outcome Measures ................................................................................................................... 3
7. Reporting Requirements ................................................................................................................................ 3
8. Monitoring, Review, and Audit ..................................................................................................................... 3
9. Technical Assistance ..................................................................................................................................... 4
10. Other Terms and Conditions .......................................................................................................................... 4
11. Federal Funded Program Services ................................................................................................................. 4
11.1Children’s Mental Health Block Grant ....................................................................................................... 4
11.2.Assertive Community Treatment (ACT) Program Services ...................................................................... 5
11.3. Project Link Program ............................................................................................................................... 6
11.4. State Opioid Response Program Services (SOR) ................................................................................. 7
11.5. Regional Suicide Prevention Initiative ................................................................................................... 10
11.6.Supplemental Substance Abuse Block Grant Funded Program Services - (Prevention and Treatment) . 11
11.7.Substance Abuse Block Grant (SABG) Prevention Set Aside Services, CAA Supplemental ................ 11
12. State Funded Program Services ................................................................................................................... 14
12.1.Auxiliary Grant in Supportive Housing Program (AGSH) ..................................................................... 14
12.2.Children’s Mental Health Initiative (MHI) Funds ................................................................................... 15
12.3.Permanent Supportive Housing (PSH) .................................................................................................... 17
12.4.Forensic Services ..................................................................................................................................... 19
12.5.Gambling Prevention ............................................................................................................................... 20
12.6.Mental Health Services in Juvenile Detention Centers ........................................................................... 21
12.8 Housing Flexible Funding Program (State Rental Assistance Program) (790 Funds DD SRAP) ........ 23
13. Other Program Services ............................................................................................................................... 25
13.1.Mental Health Crisis Response and Child Psychiatry Funding –Regional Program Services Children’s
Residential Crisis Stabilization Units (CRCSU) ............................................................................................. 25
1. Children’s Residential Crisis Stabilization Unit ................................................................................. 26
2. Child Psychiatry and Children’s Crisis Response Funding ............................................................. 29
13.2.System Transformation of Excellence and Performance (STEP – VA) .................................................. 31
1. Outpatient Services .......................................................................................................................... 31
2. Primary Care Screening and Monitoring ......................................................................................... 32
3. Same Day Access (SDA) ................................................................................................................. 33
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Amendment 1
FY 2024-2025 Community Services Performance Contract
Exhibit G: Community Services Boards Master Programs Services Requirements
Contract No. P1636.1
2
4. Service Members, Veterans, and Families (SMVF) ........................................................................ 34
13.3. Case Management Services Training ..................................................................................................... 34
13.4.Developmental Case Management Services Organization ...................................................................... 34
13.5.Regional Programs .................................................................................................................................. 34
14. CSB Code Mandated Services ..................................................................................................................... 36
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Amendment 1
FY 2024-2025 Community Services Performance Contract
Exhibit G: Community Services Boards Master Programs Services Requirements
Contract No. P1636.1
3
1. Purpose
The Community Services Board or Behavioral Health Authority (the “CSB”) shall comply with certain
program service requirements for those community services it provides and the Department funds under this
Exhibit G (the “Exhibit”). All terms, provisions and agreements set forth in the most current version of the
Community Services Performance Contract remain in effect, except to the extent expressly modified herein. If
the terms set forth in this Exhibit are inconsistent with the most current version of the Community Services
Performance Contract, the terms set forth in this Exhibit shall apply.
2. Notification of Award
For program services under this Exhibit, the Department’s Fiscal Services and Grants Management Office (the
“FSGMO”) works with the program offices to provide notification of federal and state grant awards, and
baseline funding allocations to the CSB prior to funding disbursement. The notice will provide applicable
federal and state grant specific information such as: award amounts, period of performance, reconciliation and
close out.
3. Billing And Payment Terms and Conditions
CSB shall comply with Section 9 of the performance contract.
4. Use of Funds
Funds provided under this agreement shall not be used for any purpose other than as described herein and/or
outlined in Exhibit F: Federal Grant Requirements, and other federal and state laws or regulations.
CSB agrees that if it does not fully implement, maintain, or meet established terms and conditions as
established herein or as subsequently modified by agreement of the Parties, the Department shall be able to
recover part or all of the disbursed funds as allowable under the terms and conditions of the performance
contract.
5. Limitations on Reimbursements
CSB shall not be reimbursed or otherwise compensated for any expenditures incurred or services provided
following the end of the period of performance.
6. Performance Outcome Measures
CSB shall meet the standard performance outcome measures as set forth in collaboration with the Department.
7. Reporting Requirements
CSB shall comply with all standard and additional reporting requirements pursuant to, but not limited to the
Reporting and Data Quality Requirements of the performance contract, Exhibit E: Performance Contract
Schedule and Process, this Exhibit, and by the Department as required by its funding authorities.
8. Monitoring, Review, and Audit
The Department may monitor and review use of the funds, performance of the Program or Service, and
compliance with this agreement, which may include onsite visits to assess the CSB’s governance, management
and operations, and review relevant financial and other records and materials. In addition, the Department may
conduct audits, including onsite audits, at any time during the term of this agreement with advance notification
to the CSB.
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Amendment 1
FY 2024-2025 Community Services Performance Contract
Exhibit G: Community Services Boards Master Programs Services Requirements
Contract No. P1636.1
4
9. Technical Assistance
The CSB and the Department shall work in partnership to address technical assistance needs to provide the
program services herein.
10. Other Terms and Conditions
CSB shall comply with established Continuous Quality Improvement (CQI) Process and CSB Performance
Measures set forth in Exhibit B and any other requirements that may be established in an Exhibit D that may
be associated with the program services as described herein.
This exhibit may be amended pursuant to Section 5 of the performance contract.
11. Federal Funded Program Services
This section describes certain program services that have a primary funding source of federal funds but there
may also be other sources of funding provided by the Department for these services.
11.1 Children’s Mental Health Block Grant
Scope of Services and Deliverables
Children’s Mental Health Block Grant funds are to be used to reduce states’ reliance on hospitalization
and develop effective community-based mental health services for children with Serious Emotional
Disturbance (SED). Children with SED includes persons up to age 18 who have a diagnosable
behavioral, mental, or emotional issue (as defined by the DSM). The state MHBG allotments are used
to support community programs, expanded children’s services, home-based crisis intervention, school-
based support services, family and parenting support/education, and outreach to special populations
The purpose of these funds is to provide community-based services to youth (up to age 18), who have
serious emotional disturbance with the goal of keeping youth in the community and reducing reliance
on out-of-home placements. Services may include assessments and evaluations, outpatient or office-
based treatment, case management, community-based crisis services, intensive community-based
supports, community-based home services, and special populations of youth with SED such as juvenile
justice, child welfare, and/other under-served populations. Services cannot be used for residential or
inpatient care.
A. The CSB Responsibilities: The CSB agrees to comply with the following requirements.
1. The CSB shall use the funds Children’s Mental Health Block Grant funds to reduce states’
reliance on hospitalization and develop effective community-based mental health services for
children with Serious Emotional Disturbance (SED). Children with SED includes persons up
to age 18 who have a diagnosable behavioral, mental, or emotional issue (as defined by the
DSM). This condition results in a functional impairment that substantially interferes with, or
limits, a child’s role or functioning in family, school, or community activities.
2. The CSB shall comply with the additional uses or restrictions for this grant pursuant to Exhibit
F of the performance contract.
B. The Department Responsibilities: The Department agrees to comply with the following
requirements. The Department will periodically review case files through regional consultant
block grant reviews to ensure funds are being spent accordingly.
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Exhibit G: Community Services Boards Master Programs Services Requirements
Contract No. P1636.1
5
11.2. Assertive Community Treatment (ACT) Program Services
Scope of Services and Deliverables
Assertive Community Treatment (ACT) provides long term needed treatment, rehabilitation, and
support services to identified individuals with severe and persistent mental illness especially those who
have severe symptoms that are not effectively remedied by available treatments or who because of
reasons related to their mental illness resist or avoid involvement with mental health services in the
community. ACT services are offered to outpatients outside of clinic, hospital, or program office
settings for individuals who are best served in the community.
ACT is a highly coordinated set of services offered by group of medical, behavioral health, peer
recovery support providers and rehabilitation professionals in the community who work as a team to
meet the complex needs of individuals with severe and persistent mental illness. An individual who is
appropriate for ACT requires this comprehensive, coordinated approach as opposed to participating in
services across multiple, disconnected providers, to minimize risk of hospitalization, homelessness,
substance use, victimization, and incarceration. An ACT team provides person-centered services
addressing the breadth of individuals’ needs and is oriented around individuals’ personal goals. A
fundamental charge of ACT is to be the first-line (and generally sole provider) of all the services that
an individual receiving ACT needs. Being the single point of responsibility necessitates a higher
frequency and intensity of community-based contacts between the team and individual, and a very low
individual-to-staff ratio. ACT services are flexible; teams offer personalized levels of care for all
individuals participating in ACT, adjusting service levels to reflect needs as they change over time.
An ACT team assists individuals in advancing toward personal goals with a focus on enhancing
community integration and regaining valued roles (e.g. worker, daughter, resident, spouse, tenant, or
friend). Because an ACT team often works with individuals who may demonstrate passive or active
resistance to participation in services, an ACT team must carry out thoughtfully planned assertive
engagement techniques including rapport-building strategies, facilitating the individual in meeting
basic needs, and motivational interviewing interventions. The team uses these techniques to identify
and focus on individuals’ life goals and motivations to change. Likewise, it is the team’s responsibility
to monitor individuals’ mental status and provide needed supports in a manner consistent with their
level of need and functioning. The ACT team delivers all services according to a recovery-based
philosophy of care. Individuals receiving ACT should also be engaged in a shared decision-making
model, assistance with accessing medication, medication education, and assistance in medication to
support skills in taking medication with greater independence. The team promotes self-determination,
respects the person participating in ACT as an individual in their own right, and engages registered
peer recovery specialists to promote hope that recovery from mental illness and regaining meaningful
roles and relationships in the community are possible.
A. The CSB Responsibilities: The CSB agrees to comply with the following requirements.
1. The CSB shall design and implement its ACT program in accordance with requirements in the
Department’s Licensing Regulations for ACT in 12 VAC 35-105-1360 through 1410,
Department of Medical Assistance Services Regulations and Provider Manual Appendix E,
and in accordance with best practice as outlined in the Tool Measurement of Assertive
Community Treatment (TMACT).
2. The CSB shall reserve any restricted state mental health funds earmarked for ACT that remain
unspent only for ACT program services unless otherwise authorized by the Department in
writing.
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Exhibit G: Community Services Boards Master Programs Services Requirements
Contract No. P1636.1
6
3. The CSB shall prioritize admission to ACT for adults with serious mental illnesses who are
currently residing in state hospitals, have histories of frequent use of state or local psychiatric
inpatient services, or are homeless.
4. The CSB shall assist Department staff as requested with any case-level utilization review
activities, making records of individuals receiving ACT services available and providing
access to individuals receiving ACT services for interviews.
5. CSB ACT staff shall participate in ACT network meetings with other ACT teams as requested
by the Department.
6. ACT staff shall participate in technical assistance provided through the Department and shall
obtain individual team-level training and technical assistance at least quarterly for the first two
years of operation from recognized experts approved by the Department.
B. The Department Responsibilities: The Department agrees to comply with the following
requirements.
1. The Department shall monitor ACT implementation progress through monthly reports
submitted to the Department’s Office of Adult Community Behavioral Health by the CSB.
2. The Department shall monitor through ACT fidelity monitoring using the Tool for
Measurement of Assertive Community Treatment (TMACT).
3. The Department shall track adherence to the ACT model and determine annual ACT
performance outcomes from teams through their participation in the administration of the most
current ACT fidelity assessment.
4. The Department shall provide the data collection and additional reporting database,
submission due dates, and reporting protocols to the CSB.
C. Reporting Requirements: To provide a standardized mechanism for ACT teams to track each
individual’s outcomes, which can then guide their own performance initiatives; teams will be
required to regularly submit data through the current ACT Monitoring Application or subsequent
iterations approved and implemented by the Department.
11.3. Project Link Program
Scope of Services and Deliverables
Project LINK has proven to be an asset to the community it serves by connecting women with
substance use to targeted services and treatment, specific to women. Each Project LINK program is
responsible for advisory meetings with agencies in their catchment, to integrate and coordinate
additional service needs, and provide education to providers in the community around substance use
disorders and women. The program is a catapult to an array of service and providers that include, but
not limited to, behavioral health, physical health, medication assisted treatment and coordination of
treatment options for children.
A. The CSB Responsibilities: The CSB agrees to comply with the following
requirements.
1. The CSB shall work collaboratively with the DBHDS Office of Adult Community
Behavioral Health Services Women’s Services Coordinator to fulfill the Substance
Abuse Block Grant (SABG) set aside requirement.
2. Submit reports by established deadlines.
B. The Department Responsibilities: The Department agrees to comply with the
following requirements.
1. Provide oversight and monitor the Project LINK program to ensure the scope and
deliverables are met
2. Communicate in a timely manner about changes to the program and funding allocations
3. Quarterly meetings with each site and Women’s Services Coordinator(s)
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Exhibit G: Community Services Boards Master Programs Services Requirements
Contract No. P1636.1
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C. Reporting Requirements: Reporting will follow the current reporting mechanism and timeframe
of Project LINK as set forth in the Project LINK quarterly Survey Monkey reporting provided by
the Department.
Submission of a programmatic quarterly report are due by the following dates:
1st Report April 30th
2nd Report
3rd Report October 30th
4th Report
11.4. State Opioid Response Program Services (SOR)
SOR Prevention Program - The SOR grant was awarded to Virginia to combat the opioid epidemic
and build upon programs started with STR/OPT-R and SOR. SOR also supports evidence-based
prevention to address stimulant misuse. The SOR prevention grant awards support the implementation
of effective strategies identified by the Virginia Evidence-Based Outcomes Workgroup. The categories
of approved strategies include: coalition development, heightening community awareness/education,
supply reduction/environmental, tracking and monitoring, and community education as part of harm
reduction efforts. A portion of SOR Prevention funds are approved for the ACEs Project and
Behavioral Health Equity Mini Grants.
A. Adverse Childhood Experiences (ACEs) Project
Scope of Services and Deliverables
SOR Prevention grant funds for the Adverse Childhood Experiences (ACEs) Project must be used
to fund prevention strategies that have a demonstrated evidence-base, and that are appropriate for
the population(s) of focus.
1. The CSB Responsibilities: The CSB agrees to comply with the following requirements.
a. The CSB shall work collaboratively with the DBHDS Office of Behavioral Health
Wellness (OBHW) team and OMNI Institute technical assistance team to fulfill
requirements of the grant. This collaboration includes responding to information
requests in a timely fashion, entering data in the Performance Based Prevention
System (PBPS), submitting reports by established deadlines.
b. CSB understands that SOR prevention funds are restricted and shall be used only for
approved SOR prevention strategies (from the CSB’s approved SOR Logic Model).
c. CSB understands that changes to the budget (greater than a variance of 25 percent
among approved budget items) and/or requests for additional funding must be sent via
an email to the SOR Prevention Coordinator.
2. The Department Responsibilities: The Department agrees to comply with the following
requirements.
a. The Department shall adhere to SOR II grant guidelines established by the Substance
Abuse and Mental Health Services Administration (SAMHSA), including reporting on
statewide and CSB-specific data, accomplishments, and challenges.
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b. The Department’s Behavioral Health Wellness Consultant/ACEs Lead shall maintain
regular monthly communication with the CSB and monitor SOR ACEs Project
performance.
c. The Department, particularly the SOR Prevention Coordinator and ACEs Lead, will
respond to inquiries in a timely manner, fulfill requests for training and share regular
updates regarding the grant. Every effort will be made to provide at least two weeks
lead time prior to report deadlines.
d. The Department will provide a budget template for annual budget submission.
B. SOR Prevention Program - Behavioral Health Equity (BHE) Mini-Grant Project
Scope of Services and Deliverables
A portion of SOR Prevention funds were approved for the BHE Mini-Grant Project. BHE Mini-
Grants provide CSB an award of funds to perform equity-oriented activities and programing
throughout their agency and community. Funds can be used in innovative ways to meet the
professional development and community needs of the populations being served. Grants recognize
that minority communities may require interventions tailored to their unique needs. Grants should
explicitly work to address the needs of marginalized populations.
1. The CSB Responsibilities: The CSB agrees to comply with the following requirements.
a. The CSB shall use the SOR Prevention grant funds for the Behavioral Health Equity
(BHE) Mini-Grant Project to fund strategies that have a demonstrated evidence-base
and are appropriate for the population(s) of focus.
b. The CSB shall work collaboratively with the DBHDS Office of Behavioral Health
Wellness (OBHW) team and Behavioral Health Equity Consultant, to complete all
approved objectives from the BHE Mini-Grant application. This collaboration
includes participating in a mid-grant check-in, completing a final grant report.
2. The Department Responsibilities: The Department agrees to comply with the following
requirements.
a. The Department shall adhere to SOR grant guidelines established by the Substance
Abuse and Mental Health Services Administration (SAMHSA), including reporting on
statewide and CSB-specific data, accomplishments, and challenges.
b. The Department’s Behavioral Health Equity Consultant will perform a mid-grant
check-in and will provide the format and collect the final grant report.
C. SOR - Treatment and Recovery Services
Scope of Services and Deliverables
Develop and provide opioid misuse prevention, treatment, and recovery support services for the
purposes of addressing the opioid and stimulant misuse and overdose crisis. Implement service
delivery models that enable the full spectrum of treatment and recovery support services
facilitating positive treatment outcomes. Implement community recovery support services such
as peer supports, recovery coaches, and recovery housing. Grantees must ensure that recovery
housing is supported in an appropriate and legitimate facility. Implement prevention and
education services including; training of healthcare professionals on the assessment and
treatment of Opioid Use Disorder (OUD), peers and first responders on recognition of opioid
overdose and appropriate use of the opioid overdose antidote, naloxone, develop evidence-based
community prevention efforts including evidence-based strategic messaging on the consequence
of opioid misuse, purchase and distribute naloxone and train on its use. Provide assistance with
treatment costs and develop other strategies to eliminate or reduce treatment costs for uninsured
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or underinsured individuals. Provide treatment transition and coverage for individuals reentering
communities from criminal justice settings or other rehabilitative settings. Address barriers to
receiving medication assisted treatment (MAT) Support innovative telehealth strategies in rural
and underserved areas to increase the capacity of communities to support OUD prevention,
treatment, and recovery.
A. The CSB Responsibilities: The CSB agrees to comply with the following requirements.
1. The CSB shall comply with the Department’s approved budget plan for services.
2. The CSB may employ SA MAT treatment personnel and recovery personnel
3. The CSB may provide treatment and recovery services to include: drug/medical supplies,
drug screens, lab work, medical services, residential treatment, childcare services, client
transportation, contingency management, recruitment services and treatment materials,
employment resources, recovery wellness planning resources, harm reduction materials.
4. The CSB shall provide temporary housing supports in VARR certified houses, when
necessary
5. The CSB shall collect GPRA data for each person receiving services at intake, discharge,
and 6-month time points. This data must be submitted to OMNI Institute within five
business days of survey completion.
6. All of the aforementioned GPRA reporting must be submitted to OMNI Institute within
five business days of survey completion.
7. CSB receiving treatment or recovery funding under the SOR grant must complete a
treatment or recovery Quarterly Survey every quarter of the grant.
8. The aforementioned Quarterly Survey must be submitted to OMNI Institute within two
weeks of request by OMNI Institute.
B. The Department Responsibilities: The Department agrees to comply with the following
requirements.
1. The Department shall be responsible for submitting required reporting to SAMHSA in
accordance with the SOR Notice of Award.
2. The Department shall conduct physical and/or virtual site visits on an annual basis, or
more frequently, if necessary. Each site visit will be documented in a written report
submitted to the Director of Adult Community Behavioral Health.
3. The SOR team will provide quarterly reports to internal and external stakeholders.
C. Reporting Requirements: The CSB shall submit the Quarterly Treatment and Recovery
Reporting Surveys through the online survey link that will be provided by OMNI Institute
each quarter. All surveys must be submitted no later than the following dates:
Quarter 1 January 20
Quarter 2 April 15
Quarter 3 July 15
Quarter 4 October 14
The CSB shall collect GPRA data for each person receiving services at intake, discharge, and
6-month time points. This data must be submitted to OMNI Institute within five business
days of survey completion.
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11.5. Regional Suicide Prevention Initiative
Scope of Services and Deliverables
In an effort to increase capacity to address suicide prevention and promote mental health wellness,
the Department funding for regional suicide prevention plans that implement evidenced based
initiatives and strategies that promote a comprehensive approach to suicide prevention across the
lifespan in the
Commonwealth.
The regional or sub regional initiatives are intended to extend the reach and impact of suicide
prevention efforts, afford greater access to suicide prevention resources by affected communities,
and leverage and reduce costs for individual localities related to training or other suicide
prevention action strategies.
A. The CSB Responsibilities: The CSB agrees to comply with the following requirements.
1. The CSB shall provide an action plan that includes (but not limited to) the following
strategies and activities:
a. mental health wellness and suicide prevention trainings based on community need
and capacity to provide;
b. activities for September Suicide Prevention Awareness Month and May Mental
Health Awareness Month;
c. identification of anticipated measurable outcomes;
d. a logic model; and
e. a budget and budget narrative
2. These funds shall be used only for the implementation of the Regional Suicide Prevention
Initiative described in the Regional Suicide Prevention plan (and or supplement plan)
approved by the Department.
3. Any restricted state funds that remain unexpended or unencumbered at the end of the fiscal
year may be carried over to the following year to be used only for Regional Suicide
Prevention Initiative expenses authorized by the Department in consultation with the
participating regional CSB.
4. Any federal funds that remain unexpended or unencumbered by the end of the Performance
Period the CSB must contact the Department at least 30 days prior to the end of the
Performance Period to discuss permissible purposes to expend or encumber those funds.
B. The Department Responsibilities: The Department agrees to comply with the following
requirement.
1. The Department shall monitor Regional Suicide Prevention Initiative program implementation
progress through a semi-annual report and annual report submitted by the Regional Suicide
Prevention Initiative Lead CSB, other data gathering and analysis, periodic visits to the region
to meet with Regional Suicide Prevention Initiative partners, and other written and oral
communications with Regional Suicide Prevention Initiative team members.
2. The Department may adjust the CSB’s allocation of continued state funds for the Regional
Suicide Prevention Initiative based on the CSB’s compliance with its responsibilities,
including the requirements for maximizing resources from other sources.
3. The Department will provide guidelines for the annual plan and a template for the semi-annual
and annual report for the CSB to use.
C. Reporting Requirements:
1. Mental Health First Aid and Suicide Prevention activities shall be included in each CSB’s
Prevention data system.
2. The Regional Suicide Prevention Initiative CSB shall submit its semi-annual report to the
Department by April 15th and its annual report on September 30th.
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3. Each region shall provide semi-annual report and annual report submitted by the Regional
Suicide Prevention Initiative Lead CSB to the Suicide Prevention Coordinator.
11.6. Supplemental Substance Abuse Block Grant Funded Program Services - (Prevention and
Treatment)
Scope of Services and Deliverables
This allocation provides supplemental funding to support additional allowable uses of
Substance Abuse Prevention and Treatment (SAPT) Block Grant funding.
This funding source is designated to plan, implement, and evaluate activities that prevent or treat
substance use disorder, including to fund priority substance use disorder treatment and support
services for individuals without insurance or for whom coverage is terminated for short periods of
time, fund those priority treatment and support services that demonstrate success in improving
outcomes and/or supporting recovery that are not covered by Medicaid, Medicare, or private
insurance, fund primary prevention by providing universal, selective, and indicated prevention
activities and services for persons not identified as needing treatment, and collect performance and
outcome data to determine the ongoing effectiveness of behavioral health promotion, treatment, and
recovery support services. SABG funds are to be the funds of last resort. Medicaid and private
insurance, if available, must be used first. Target and priority populations are pregnant and parenting
women and intravenous (IV) drug users. Any treatment services provided with SABG funds must
follow treatment preferences established in 45 CFR 96.131(a):
1. Pregnant injecting drug users
2. Pregnant substance abusers
3. Injecting drug users
4. All others
Complete details of allowable services can be found in Exhibit F of the performance contract.
A. The CSB Responsibilities: The CSB agrees to comply with the following requirements
1. The CSB shall prioritize SAPT priority populations including individuals who do not have
insurance, pregnant women and women with dependent children, and people who inject drugs
2. The CSB shall follow all other federal requirements pursuant to Exhibit F.
B. The Department Responsibilities: The CSB agrees to comply with the following requirements.
The Department shall monitor uses of these supplemental funds in the same manner it monitors
uses of SAPT treatment and recovery base funding, including SAMHSA measures and on-site or
virtual reviews. These funds will be monitored as part of existing review processes.
11.7. Substance Abuse Block Grant (SABG) Prevention Set Aside Services, CAA Supplemental
Scope of Services and Deliverables
The SABG Prevention Set Aside CAA Supplemental is intended to prevent Substance Use
Disorders (SUD) by implementing an array of strategies including information dissemination,
education, alternatives, problem ID and referral, community capacity building and
environmental approaches that target individuals, communities and the environment and
guided by the Strategic Prevention Framework (SPF) planning model.
Institute of Medicine (IOM) and Center for Substance Abuse Prevention (CSAP) Six (6)
Strategies. The CSB shall use the IOM model to identify target populations based on levels of
risk: universal, selective, and indicated. The CSB shall utilize the CSAPs evidenced- based
strategies: information dissemination, education and skill building, alternatives, problem
identification and referral, community-based process, and environmental approaches.
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Community-based process/coalitions and environmental approaches that impact the
population as a whole are keys to achieving successful outcomes and are Department
priorities.
The SABG Prevention Set Aside CAA Supplemental funds may be used to implement and
expand the CSB logic models which support both local and state priorities as identified below
and through the CSB approved logic model and already submitted plan.
Substance abuse prevention services may not be delivered to persons who have substance use
disorders in an effort to prevent continued substance use as mandated by the federal Substance
Abuse Block grant.
A. The CSB Responsibilities: The CSB agrees to comply with the following requirements.
1. General Capacity Requirements
a. Each CSB must complete an evaluation plan which is revised and approved annually and
includes:
i. A logic model which includes all of the required priority strategies all CSB must
implement and any discretionary strategies the CSB has elected to implement.
ii. A measurement plan documenting how all required metrics will be tracked and
reported.
b. All prevention programs, practices, and strategies must be evidence-based and approved
by the DBHDS OBHW team. Only strategies that align with the state-identified priorities
and/or the CSB’s logic model outcomes will be approved.
c. Each CSB must maintain a license for the Performance-Based Prevention System (PBPS)
and record all implemented strategies in the PBPS. The resources to support this have been
added to the CSB base allocation.
d. Each CSB must maintain a minimum of 1 FTE Prevention Lead position. This position
leads and ensures compliance and implementation of all Prevention priority strategies.
e. Prevention funding should be used for prevention staff to attend at least one national
prevention-related conference per year. Any national conferences outside of the NPN
Prevention Research Conference, NATCON, CADCA National or Mid-Year Conferences
must have prior DBHDS approval. Each CSB receives $3000 in their base allocation to
help support this capacity building effort.
f. Submit an annual budget for SABG Prevention Set Aside utilizing DBHDS’ template.
g. Within that budget, allocate specific resources for Marijuana prevention capacity building,
planning and implementation in the amount of $45,000.
2. Counter Tools
a. The CSB shall conduct store audits of and merchant education with 100 percent of
tobacco/nicotine retailers in its service area over a two-year period. Any retailer to be
found in violation in the previous year is to be given priority for merchant education.
b. The CSB also must maintain and update a list of tobacco/nicotine retailers in its catchment
area over the two-year period.
c. Data must be entered into the Counter Tools and PBPS systems.
d. The CSB base allocation includes $10,000 for these strategies.
e. Tobacco education programs for youth with the goal of reducing prevalence of use are not
to be identified as SYNAR activities.
3. ACEs Trainings
a. All CSBs should ensure there are at least 2 ACEs master trainers in their catchment area at
all times.
b. All CSBs must conduct at least 12 ACEs trainings annually.
c. All ACEs training data (including number of trainings held and number of people trained)
must be reported in PBPS.
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d. CSBs which are designated as Self-Healing Communities and are receiving additional
funding to address ACEs must complete all items noted above and the following:
i. Maintain an ACEs self-healing community advisory committee made up of a cross-
section of
community partners, meets at least quarterly, reviews the Self-Healing Communities
logic model and
provides ongoing feedback and recommendations on how to best achieve the logic
model goals. Create a logic model specific to the ACEs work that is planned and
implemented in the community.
ii. Submit a quarterly report on all ACEs strategies and measures.
iii. Engage in a local Trauma-Informed Community Network (TICN) or other trauma-
centered coalition
4. Community Coalition Development
a. The CSB shall be involved in a minimum of 6-10 coalition meetings a year.
b. The CSB should maintain membership in CADCA and/or CCoVA each year.
c. The CSB and its associated coalition should ensure youth engagement in the coalition
either as a sub-group of the coalition or a separate youth coalition.
d. The CSB should maintain a social media presence to publicize prevention activities and
messaging (Facebook page, Instagram, website, etc.) Websites should be updated monthly
at a minimum and social media bi-weekly to ensure information and resources remain
relevant and engages the community.
e. Every 2 years, each CSB must complete a coalition readiness assessment and an
assessment of representation in the coalition of the following 12 sectors: youth; parents;
businesses; media; school; youth-serving organizations; law enforcement;
religious/fraternal organizations; civic and volunteer organizations; healthcare
professionals; state, local and tribal governments; and other organizations involved in
reducing illicit substance use.
5. MH/Suicide Prevention Trainings
a. The CSB shall work with the regional MH/suicide prevention team to provide a regionally
developed suicide prevention plan using the Strategic Prevention Framework model.
b. The plan developed by the team shall identify suicide prevention policies and strategies.
Strategies should be determined using the most current data and there should be strategies
in the plan that are for the community as a whole as well as strategies that target
subpopulations with the highest rates of suicide. The plan should also identify the CSB’s
marketing plan to ensure community groups (schools, faith groups, businesses, etc.) and
community members are aware of the mental health and suicide prevention trainings the
CSB is providing.
c. Each MHFA trainer must provide a minimum of 3 Youth and/or Adult MHFA trainings
annually.
d. The CSB should ensure a minimum of 45 community participants are trained annually in
MHFA (across all MHFA trainers at the CSB; there is no minimum number of trainees for
each certified trainer).
e. In addition to the required MHFA trainings, a minimum of 3 suicide prevention trainings
per trainer must be provided annually. These 3 trainings may be a combination of any of
the approved trainings below:
i. ASIST
ii. safeTALK
iii. QPR
f. Every year, each CSB will be required to submit a mid-year (April) and end-of-year
(September) report which should contain details on trainings implemented, including the
number of different groups and community members participating in the trainings.
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6. Lock & Talk
a. CSBs participating in the Lock and Talk Initiative shall develop an implementation plan
that best meets the needs of their respective communities (including strategies to address
target populations.)
b. At a minimum the CSB is expected to implement components 1 & 2 below, and strongly
encouraged to implement the Gun Shop Project and/or partner with their medical
community (pharmacies, medical practices) if the Gun Shop Project is not an appropriate
fit for their community.
c. Lock and Talk Components:
i. Media Campaign Materials (bus ads, posters, billboards, PSA, etc.)
ii. Medication Lock Box/Cable Lock/Trigger Lock Distribution at Events 3) “Gun
Shop Project”
B. The Department Responsibilities: The Department agrees to comply with the following
requirements.
1. The Department shall adhere to SABG Prevention Set Aside, grant guidelines established by
the Substance Abuse and Mental Health Services Administration (SAMHSA), including
reporting on statewide and CSB-specific data, accomplishments and challenges.
2. The Department’s SABG Prevention Set Aside Behavioral Health Wellness Consultants shall
maintain regular communication with the CSB, monitor performance through reporting, and
provide technical assistance to the CSB upon request.
3. The Department will work with the CSB to mutually agree on annual site visit dates.
4. The Department, particularly the SABG Prevention Set Aside Behavioral Health Wellness
Consultants will respond to inquiries in a timely fashion, fulfill requests for training and share
regular updates regarding the grant.
5. Every effort will be made to provide at least two weeks lead time prior to report deadlines by
DBHDS in partnership with OMNI Institute federal reporting contractor.
6. The Department will provide a budget template for annual budget submission
C. Reporting Requirements: All data is reported into the Prevention data system and must be
submitted within 2 weeks of service delivery.
12. State Funded Program Services
This section describes certain program services with a primary funding source of state general funds but there
may also be other sources of funding provided by the Department for the services provided.
12.1. Auxiliary Grant in Supportive Housing Program (AGSH)
Scope of Services and Deliverables
Section 37.2-421.1 of the Code of Virginia provides that DBHDS may enter into an agreement for the
provision of supportive housing for individuals receiving auxiliary grants pursuant to §51.5-160 with
any provider licensed to provide mental health community support services, intensive community
treatment, programs of assertive community treatment, supportive in-home services, or supervised
living residential services. The Auxiliary Grant (AG) funds shall not be disbursed directly to the CSB
or DBHDS. The Department for Aging and Rehabilitative Services (DARS) shall maintain
administrative oversight of the Auxiliary Grant program, including the payment of AG funds from
DSS to individuals in the program.
A. The CSB Responsibilities: The CSB shall comply with the following requirements pursuant.
1. For each individual served by the provider under this agreement, the provider shall ensure the
following basic services:
a. the development of an individualized supportive housing service plan (“ISP”);
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b. access to skills training;
c. assistance with accessing available community-based services and supports;
d. initial identification and ongoing review of the level of care needs; and
e. ongoing monitoring of services described in the individual’s ISP.
2. Assist AGSH recipients with securing and maintaining lease-based rental housing. This
residential setting shall be the least restrictive and most integrated setting practicable for the
individual that:
a. complies with federal habitability standards;
b. provides cooking and bathroom facilities in each unit;
c. affords dignity and privacy to the individual; and
d. includes rights of tenancy pursuant to the Virginia Residential Landlord and Tenant Act
(§55-248.2 et seq.).
e. provides rental levels that leave sufficient funds for other necessary living expenses, and
f. the provider shall not admit or retain recipients who require ongoing, onsite, 24-hour
supervision and care or recipients who have any of the conditions or care needs described
in subsection D of §63.2-1805.
3. Maintain an AGSH census of at least 45 individuals. The provider is expected to be full
census within 12 months of operation and to maintain census of no less than 90% thereafter.
4. Request approval, in writing, of DBHDS for an AGSH recipient to live with a roommate
freely chosen by the individual.
5. Adhere to all components of the AGSH Provider Operating Guidance.
6. Licensing/Certification Requirements:
a. The CSB shall maintain all relevant DBHDS licenses in good standing. Provide
documentation of licensure status for relevant services to the Department for Aging and
Rehabilitative Services (DARS) at initial certification and annually thereafter.
b. The CBS shall maintain annual certification with DARS in accordance with §51.5-160
Section D.
B. The Department Responsibilities:
1. DBHDS or its designee shall conduct annual inspections to determine whether the provider is
in compliance with the requirements of this agreement. DBHDS will provide 30 days written
notice for routine annual inspections. DBHDS may also conduct inspections at any time
without notice.
2. DBHDS will work with the Provider to develop and implement AGSH data reporting
requirements including data elements, formats, timelines and reporting deadlines.
3. Pursuant to §37.2-421.1 Section C., DBHDS may revoke this agreement if it determines that
the provider has violated the terms of the agreement or any federal or state law or regulation.
C. Reporting Requirements: The CSB shall collect and report recipient level identifying
information and outcome data at least quarterly no later than the 10th day following the end of the
month (i.e., October 15th, January 15th, April 15th, and July 15th) and provide to DBHDS as
requested.
12.2. Children’s Mental Health Initiative (MHI) Funds
Scope of Services and Deliverables
The Mental Health Initiative (MHI) Fund was established by the General Assembly in FY 2000 to
create a dedicated source of funding for mental health and substance abuse services for children and
adolescents with serious emotional disturbances, at risk for serious emotional disturbance, and/or with
co-occurring disorders with priority placed on those children who, absent services, are at-risk for
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removal from the home due to placement by a local department of social services, admission to a
congregate care facility or acute care psychiatric hospital or crisis stabilization facility, commitment to
the Department of Juvenile Justice, or parental custody relinquishment.
These services have the purpose of keeping children in their homes and communities and preserving
families whenever possible.
A. The CSB Responsibilities: The CSB agrees to comply with the following requirements.
1. MHI funds must be used exclusively to serve currently unserved children and adolescents or
provide additional services to underserved children and adolescents with serious emotional
disturbances, at risk for serious emotional disturbance, and/or with co-occurring disorders with
priority placed on those children who, absent services, are at-risk for removal from the home
due to placement by a local department of social services, admission to a congregate care
facility or acute care psychiatric hospital or crisis stabilization facility, commitment to the
Department of Juvenile Justice, or parental custody relinquishment. These funds shall be used
exclusively for children and adolescents, not mandated for services under the Children's
Services Act. Underserved refers to populations which are disadvantaged because of their
ability to pay, ability to access care, or other disparities for reasons of race, religion, language
group, sexual orientation or social status.
2. Children and adolescents must be under 18 years of age at the time services are initiated. MHI
funds can be used to bridge the gap between the child and adolescent and adult service
systems, if the service was initiated before the adolescent’s 18th birthday. Services used to
bridge the gap can only be used for up to one (1) year. MHI funds cannot be used to initiate
new services once an adolescent turns 18 years of age.
3. MHI funds must be used to purchase services which will be used to keep the child or
adolescent in the least restrictive environment and living in the community.
4. CSBs may use MHI funds to support personnel used to provide services to children and
families. Each service provided shall should be linked to an individualized service plan for an
individual child and reported through the CCC3 by using Consumer Designation Code 915
code.
5. MHI funds should not be used when another payer source is available.
6. Services must be based on the individual needs of the child or adolescent and must be included
in an individualized services plan. Services must be child-centered, family focused, and
community-based. The participation of families is integral in the planning of these services.
7. CSBs must develop policies and procedures for accessing MHI funds for appropriate children
and adolescents
8. The CSBs shall develop a Mental Health Initiative funding plan in collaboration with the local
Family and Assessment Planning Teams and/or Community Policy and Management Team.
The funding plan shall be approved by the Community Policy and Management Teams of the
localities. The CSB should seek input and guidance in the formulation of the protocol from
other FAPT and CPMT member agencies. A copy of the plan shall be kept on file at the CSB.
a. The MHI Fund Protocol shall at minimum:
i. Clearly articulate the target population to be served within the serious emotional
disturbance, at risk for serious emotional disturbance, and/or with co-occurring
disorders, non-CSA mandated population;
ii. Establish defined protocols and procedures for accessing services, ensuring that all
key stakeholder agencies have a method to link into services;
iii. Clearly articulate the kinds or types of services to be provided; and
iv. Provide for a mechanism for regular review and reporting of MHI expenditures.
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9. CSBs must follow the DBHDS Core Services Taxonomy categories and subcategories in
providing, contracting for, and reporting these services.
a. Types of services that these funds may be used for include, but are not limited to: crisis
intervention and stabilization, outpatient, intensive in-home, intensive care coordination,
case management, Family Support Partners, evidence-based practices, therapeutic day
treatment, alternative day support (including specialized after school and summer camp,
behavior aide, or other wrap-around services), and, supervised family support services.
b. All expenditures shall be linked to an individualized service plan for an individual child.
Expenditures may be for something that is needed by more than one child, providing it
can be linked to the individualized service plan of each child.
c. CSBs may use MHI funds to support personnel used to provide services to children and
families. For example, the funds may be used to create a position dedicated to serving the
non-CSA mandated population of children in the community; however, as stated above,
each service provided should be linked to an individualized service plan for an individual
child.
d. CSBs may use up to 10% of the total MHI fund allocation for administrative costs
associated with the overall MHI fund management and administration. Administrative
costs include non-direct service personnel and supplies.
e. MHI funds may not be used for residential care services, partial or full hospitalizations,
or for CSA sum sufficient populations. MHI funding may not be used to purchase
vehicles, furniture, computers, or to provide training.
B. The Department Responsibilities: The Department agrees to comply with the following
requirements.
The Department shall establish a mechanism for regular review and reporting of MHI Fund
expenditures including monitoring unspent balances.
C. Reporting Requirements:
1. All expenditures shall be linked to an individualized service plan for an individual child and
reported through the CCC3 by using Consumer Designation Code 915 code. Expenditures may
be for something that is needed by more than one child, providing it can be linked to the
individualized service plan of each child.
2. The CSB shall provide data reports as required in CCS 3 and finance reports on the funds
provided by the Department. This information will be reported through the CCS3 by using
Consumer Designation Code 915 code.
3. The CSB may carry-forward a balance in the MHI fund during the biennium in which the
funds were distributed. If the CSB has a balance of 10% or greater, of the current allocation, at
the end of the biennium, the CSB shall work with the OCFS to develop a plan to spend the end
of the biennium balance. If the CSB is unable to spend the carry-forward balance within an
agreed upon timeframe and, continues to have a carry-forward balance greater than 10%,
DBHDS may pause payments of the current allocation.
12.3. Permanent Supportive Housing (PSH)
Scope of Services and Deliverables
A. The CSB Responsibilities: If the CSB receives state mental health funds for PSH for adults with
serious mental illness, it shall fulfill these requirements:
1. Comply with requirements in the Virginia Department of Behavioral Health and Developmental
Services Permanent Supportive Housing Program Operating Manual and any subsequent
additions or revisions to the requirements agreed to by the participating parties. If the
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implementation of the program is not meeting its projected implementation schedule, the CSB
shall provide a written explanation to and seek technical assistance from the Office of
Community Housing in the Department.
2. Ensure that individuals receiving PSH have access to an array of clinical and
rehabilitative services and supports based on the individual’s choice, needs, and
preferences and that these services and supports are closely coordinated with the
housing-related resources and services funded through the PSH initiative.
3. Assist Department staff as requested with any case-level utilization review activities, making
records of individuals receiving PSH available and providing access to individuals receiving
PSH for interviews.
4. Comply with requirements related to the implementation of the Virginia Low-Income Housing
Tax Credit (LIHTC) Qualified Allocation Plan First Leasing Preference including, but not
limited to, the activities listed below:
5. Work with DBHDS to ensure a process is in place to assist the selected applicants to submit
approvable applications to the management agent
6. Consider applicants to be referred based on DBHDS defined eligibility and local prioritization
7. Assist approved individuals to apply for units as they become available, ensuring that the
DBHDS Target Population Verification Letter is provided to the property
8. Secure appropriate release(s) of information from the prospective tenant allowing exchange of
necessary information regarding the applicant
9. With the permission of the individual, discuss issues related to securing and maintaining tenancy
with the management agent (specific clinical information is not to be shared) and any third party
tenancy support provider
10. Work with tenants and owners to support tenant long term stability in PSH units and resolve
issues as they arise
11. Where applicable, provide eligible client assistance and rental assistance as outlined in the
DBHDS Program Operating Manual – Ensure all aspects of rental assistance administration are
delivered – Execute a Landlord Agreement as described in the Virginia Department of
Behavioral Health and Developmental Services Permanent Supportive Housing Program
Operating Manual.
12. Where applicable, assist individual with applying for project-based subsidy
13. Provide regular updates to the OCH to ensure tracking is up-to-date
14. Participate in meetings, when convened by the OCH, with the management agent that allows
sharing up-to-date contact information for all staff and the most recent roster of tenants under
leasing preference residing in the applicable property
15. Reserve any current restricted state mental health funds for PSH that remain unspent at the end
of the fiscal year to be used only for PSH activities in subsequent fiscal years as authorized by
the Department.
16. Participate in PSH training and technical assistance in coordination with the Community
Housing and any designated training and technical assistance providers.
17. Ensure twelve-month housing stability of PSH tenants of no less than 85%
B. Reporting Requirements: Track and report the expenditure of restricted state mental health PSH
funds separately in the implementation status reports required in subsection f below. Based on these
reports, the Department may adjust the amount of state funds on a quarterly basis up to the amount
of the total allocation to the CSB. The CSB shall include applicable information about individuals
receiving PSH services and the services they receive in its information system and CCS Extract
monthly extracts.
Submit implementation status reports for PSH within 45 days after the end of the quarter for the first
three quarters and within 60 days of the end of the fiscal year to the Department. Submit data about
individuals following guidance provided by the Office of Community Housing and using the tools,
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platforms, and data transmission requirements provided by the Department.
Establish mechanisms to ensure the timely and accurate collection and transmission of data. The
Department shall provide the data collection and reporting database, submission due dates, and
reporting protocols to the CSB in sufficient time to allow it to comply with them.
12.4. Forensic Services
Scope Services and Deliverables
A. The CSB Responsibilities: the CSB shall comply with the following requirements.
1. The CSB shall designate appropriate staff to the roles of Forensic Admissions Coordinator, Adult
Outpatient Restoration Coordinator, and NGRI Coordinator to collaborate with the local courts,
the forensic staff of state facilities, and the Department. The CSB shall notify the Department’s
Office of Forensic Services of the name, title, and contact information of these designees and shall
inform the Director of any changes in these designations. The CSB shall ensure that designated
staff completes all recommended training identified by the Department.
2. Forensic evaluations and treatment shall be performed on an outpatient basis unless the results of
an outpatient evaluation indicate that hospitalization is necessary. The CSB shall consult with their
local courts and the Forensic Coordinator at the designated DBHDS hospital as needed in
placement decisions for individuals with a forensic status, based upon evaluation of the
individual’s clinical condition, need for a secure environment, and other relevant factors.
3. Upon receipt of a court order for forensic evaluation, the CSB shall provide or arrange for the
provision of forensic evaluations required by local courts in the community in accordance with
State Board Policy 1041.
4. Upon receipt of a court order pursuant to § 16.1-356 of the Code of Virginia, the CSB shall
provide or arrange for the provision of a juvenile competency evaluation.
5. Upon receipt of a court order pursuant to § 16.1-357, the CSB shall provide or arrange for the
provision of services to restore a juvenile to competency to stand trial through the Department’s
statewide contract.
6. Upon receipt of a court order for the provision of adult outpatient competency restoration services
pursuant to § 19.2-169.2 of the Code of Virginia, the CSB shall provide or arrange for the
provision of services to restore the individual to competency to stand trial. These services shall be
delivered in the local or regional jail, juvenile detention center (when a juvenile is being tried as an
adult), other location in the community where the individual is currently located, or in another
location suitable for the delivery of the restoration services when determined to be
appropriate. These services shall include treatment and restoration services, emergency services,
assessment services, the provision of medications and medication management services, and other
services that may be needed by the individual in order to restore him to competency and to prevent
his admission to a state hospital for these services.
7. Upon written notification from a DBHDS facility that an individual has been hospitalized pursuant
to § 19.2-169.1 (competency evaluation), § 19.2-169.2 (competency restoration), § 19.2-169.3
(unrestorably incompetent), § 19.2-169.5 & 168.1 (mental status at the time of the offense
evaluation), or § 19.2-169.6 (emergency treatment from jail), the CSB shall provide discharge
planning in accordance with the provisions of the Collaborative Discharge Requirements for
Community Services Boards and State Hospitals: Adult & Geriatric, and to the greatest extent
possible provide or arrange for the provision of services to the individual after discharge, to
prevent his readmission to a state hospital for these services.
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8. The CSB shall provide discharge planning for persons found not guilty by reason of insanity who
are being treated in DBHDS facilities pursuant to § 19.2-182.2 through § 19.2 -182.7, and § 19.2-
182.11 of the Code of Virginia, and in accordance with the provisions of the Collaborative
Discharge Requirements for Community Services Boards and State Hospitals: Adult & Geriatric.
9. The CSB will implement and monitor compliance with court-ordered Conditional Release Plans
(CRPs) for persons found not guilty by reason of insanity and released with conditions pursuant to
§ 19.2-182.2 through § 19.2 -182.7, and § 19.2-182.11 of the Code of Virginia. This includes
submission of written reports to the court on the person’s progress and adjustment in the
community, to be submitted no less frequently than every six months from the date of release to a
locality served by the CSB. The CSB will also provide to the Department’s Office of Forensic
Services written monthly reports on the person’s progress and adjustment in the community for
their first 12 continuous months in the community. The CSB is responsible for providing the
Office of Forensic Services copies of any written correspondence and court orders issued for
NGRI acquittees in the community.
B. Reporting Requirements: The CSB shall supply information to the Department’s Forensics
Information Management System for individuals adjudicated not guilty by reason of insanity (NGRI),
as required under § 37.2-508 or § 37.2-608 of the Code and as permitted under 45 CFR §§ 164.506 (c)
(1) and (3), 164.512 (d), and 164.512 (k) (6) (ii).
12.5. Gambling Prevention
Scope of Service and Deliverable
The Problem Gambling and Support Fund (9039) via the Office of Behavioral Health Wellness,
Problem Gambling Prevention Program intends to prevent and minimize harm from the expansion of
legalized gambling by implementing the Strategic (SPF) planning model. CSB’s will continue to
utilize data collected and research to identify and implement strategies to prevent problem gambling.
Making data driven decisions to determine and revise priorities and select evidence-based strategies
based upon the priorities identified.
In an effort to increase capacity to address problem gambling prevention the Department also provides
funding for CSB level problem gambling prevention data collection, capacity building, and strategy
implementation.
A. The CSB Responsibilities: The CSB agrees to comply with the following requirements.
1. The CSB shall provide a proposed budget.
2. These funds shall be used only for the implementation of the Problem Gambling Prevention
Services described herein. Funding may be used to hire or maintain staff working on problem
gambling prevention (PGP), provide stipends, travel related to PGP services, incentives for data
collection, promotion/awareness items, and membership and attendance to organizations whose
mission includes the mitigation of gambling problems.
3. Participate in surveys by coordinating collection of data your CSB catchment area on gambling
and gaming behaviors.
4. Each CSB that receives problem gambling prevention funding will participate in conducting the
Young Adult Survey and will ensure a minimum of two (2) different strategies to prevent problem
gambling will be included in your CSB logic model. This may include:
a. Information dissemination;
b. Education;
c. Alternative strategies;
d. Environmental
e. Community-Based Process; and/or
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f. Problem Identification and Referral
5. The CSB shall continue to build capacity in their CSB by assigning at least one person to oversee
the problem gambling prevention work and share information about problem gambling with their
communities. This includes attending and participating in all OBHW sponsored problem
gambling trainings and webinars
6. The CSB may either hire or maintain a current at least a part time staff person, add hours on to a
current part time position in the organization, or adjust a current employees workload to allow for
time to lead and ensure compliance and implementation of all problem gambling prevention
activities.
7. Any restricted state Problem Gambling and Support funds that remain unexpended or
unencumbered at the end of the fiscal year may be carried over to the following year to be used
only for Problem Gambling Prevention strategy expenses authorized by the Department.
8. If you have a casino or racino in your catchment area, continue to build relationships with those
businesses and coordinate prevention and responsible gambling services for those facilities.
B. The Department Responsibilities: The Department agrees to comply with the following
requirements.
1. The Department shall monitor Problem Gambling Prevention Services program implementation
progress through a quarterly report submitted by the CSB Problem Gambling Prevention Services
Lead, other data gathering and analysis, periodic on-site or virtual visits to meet with the CSB
Problem Gambling Prevention Services staff, and other written and oral communications with
CSB Problem Gambling Prevention Services team members.
2. The Department may adjust the CSB’s allocation of continued state funds for the Problem
Gambling Prevention Services based on the CSB’s compliance with its responsibilities, including
the requirements for maximizing resources from other sources
3. The Department will respond to inquiries in a timely fashion, fulfill requests for training and share
regular updates regarding the grant.
4. Every effort will be made to provide at least two weeks lead time prior to report deadlines by
DBHDS in partnership with OMNI Institute federal reporting contractor.
5. The Department will provide a template for the plan and quarterly report for the CSB to use.
C. Reporting Requirements: The CSB shall track and account for its state Problem Gambling and
Support Fund as restricted problem gambling prevention State funds, reporting expenditures of those
funds separately in its quarterly reports.
Submit a quarterly report on problem gambling prevention activities to the DBHDS/OBHW Problem
Gambling Prevention Coordinator (due by the 15th of October, January, April, and July.
12.6. Mental Health Services in Juvenile Detention Centers
Scope of Services and Deliverables
The Mental Health in Juvenile Detention Fund was established to create a dedicated source of funding
for mental health services for youth detained in juvenile detention centers.
A CSB’s primary role in a juvenile detention center is providing short-term mental health and
substance use disorder services to youth detained in the center with mental illnesses or mental illnesses
and co-occurring substance use disorders. As part of this role, a CSB also consults with juvenile
detention center staff on the needs and treatment of youth. This may include case consultation with
detention center staff. Since the youth have been court ordered to the center, they are under the
jurisdiction of the center for care. A CSB provides consultation and behavioral health services in
support of the centers care of youth and should establish and maintain positive, open, and professional
communication with center staff in the interest of providing the best care to the youth.
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A. The CSB Responsibilities: The CSB agrees to comply with the following requirements.
1. The CSB shall provide mental health and substance use services to youth detained in the juvenile
detention center, this may include youth who are pre-adjudicated, youth who are post-adjudicated,
youth who are post-dispositional, and youth who are in a community placement program. Since
most youth have short lengths of stay, clinical services in juvenile detention should be designed to
provide short term mental health and substance use services. At times, a youth may have a long
length of stay and the CSB should be prepared to provide services as needed. Below are examples
of core services a CSB typically provides with this funding to most of the youth it serves in
juvenile detention centers:
a. Case management,
b. Consumer Monitoring,
c. Assessment and Evaluation,
d. Crisis Services
e. Medical Services, or
f. Individual or group therapy when appropriate (coded as outpatient services)
2. The CSB shall provide discharge planning for community based services for youth with identified
behavioral health and/or substance use issues who return to the community.
3. The CSB shall document provided mental health and substance use services while a youth is in
detention in the CSBs electronic health record (EHR).
4. The CSB shall have a Memorandum of Understanding (MOU), a Memorandum of Agreement
(MOA), or contract with the juvenile detention center in which the CSB provides services. The
MOU, MOA, or contract shall outline the roles and responsibilities of each entity, outline a plan
for continued services if there is a vacancy, a dispute resolution process as well as outline a plan
for regular communication between the CSB and Juvenile Detention Center. MOU/MOA and
contracts shall be reviewed bi-annually.
5. The CSB shall notify the Office of Child and Family Services of any significant staffing changes
or vacancies that cannot be filled within 90 days.
B. The Department Responsibilities: The Department agrees to comply with the following
requirements.
The Department shall establish a mechanism for regular review of reporting Mental Health in
Juvenile Detention fund expenditures, data, and MOUs/MOAs or contracts to include a process by the
Office of Child and Family Services.
C. Reporting Requirements:
1. The CSB shall account for and report the receipt and expenditure of these restricted funds
separately.
2. The CSB shall adhere to the current Core Services Taxonomy descriptions and classifications of
services. This information will be reported through the CCS by using Consumer Designation Code
916 code assigned each youth receiving services. When the youth is no longer receiving services
in the juvenile detention center, the 916 Consumer Designation Code will be closed out.
3. The CSB biennially, shall provide a copy of a signed MOU/MOA or contract to the Department.
12.7 State Regional Discharge Assistance Program (RDAP)
Scope of Services and Deliverables
The Department and the CSB agree to implement the following requirements for management and
utilization of all current state regional discharge assistance program (RDAP) funds to enhance
monitoring of and financial accountability for RDAP funding, decrease the number of individuals on
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state hospital extraordinary barriers to discharge lists (EBLs), and return the greatest number of
individuals with long lengths of state hospital stays to their communities.
A. The CSB Responsibilities:
1. The CSB shall comply with the current Discharge Assistance Program Manual issued by the
Department.
2. The CSB, through the RMG and RUMCT on which it participates, shall ensure that other funds
such as Medicaid payments are used to offset the costs of approved IDAPPs to the greatest extent
possible so that state RDAP funds can be used to implement additional IDAPPs to reduce EBLs.
3. All state RDAP funds allocated within the region shall be managed by the regional management
group (RMG) and the regional utilization management and consultation team (RUMCT) on which
the CSB participates in accordance with Services Taxonomy.
4. On behalf of the CSBs in the region, the regional manager funded by the Department and
employed by a participating CSB shall submit mid-year and end of the fiscal year reports to the
Department in a format developed by the Department in consultation with regional managers that
separately displays the total actual year-to-date expenditures of state RDAP funds for ongoing
IDAPPs and for one-time IDAPPs and the amounts of obligated but unspent state RDAP funds.
5. If CSBs in the region cannot obligate at least 95 percent and expend at least 90 percent of the total
annual ongoing state RDAP fund allocations on a regional basis by the end of the fiscal year, the
Department may work with the RMG and participating CSBs to transfer state RDAP funds to
other regions to reduce EBLs to the greatest extent possible, unless the CSBs through the regional
manager provide acceptable explanations for greater amounts of unexpended or unobligated state
RDAP funds. This does not include one-time allocations to support ongoing DAP plans for
multiple years.
B. The Department Responsibilities:
1. The Department shall work with the VACSB, representative CSBs, and regional managers to
develop clear and consistent criteria for identification of individuals who would be eligible for
individualized discharge assistance program plans (IDAPPs) and acceptable uses of state RDAP
funds and standard terminology that all CSBs and regions shall use for collecting and reporting
data about individuals, services, funds, expenditures, and costs.
2. The Department may conduct utilization reviews of the CSB or region at any time to confirm the
effective utilization of state RDAP funds and the implementation of all approved ongoing and one-
time IDAPPs.
C. Reporting Requirements: On behalf of the CSBs in a region, the regional manager shall continue
submitting the quarterly summary of IDAPPs to the Department in a format developed by the
Department in consultation with regional managers that displays year-to-date information about
ongoing and one-time IDAPPs, including data about each individual receiving DAP services, the
amounts of state RDAP funds approved for each IDAPP, the total number of IDAPPs that have been
implemented, and the projected total net state RDAP funds obligated for these IDAPPs.
12.8 Housing Flexible Funding Program (State Rental Assistance Program) (790 Funds DD SRAP)
Scope of Services and Deliverable
Individuals with developmental disabilities face numerous financial barriers to making the initial
transition to integrated, independent housing and to maintaining this housing. The vast majority of
adults with developmental disabilities have incomes below 30% of the area median income. Those
who have Medicaid or Supplemental Security Income must meet strict asset limits that prevent them
from saving enough to cover one-time, upfront expenses to rent housing or to cover expenses that, if
not paid, could jeopardize their housing stability.
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The Flexible Funding Program enables adults with developmental disabilities to overcome financial
barriers to making initial transitions to integrated, independent housing and to maintaining housing
stability. Six Community Services Boards administer the Program in their respective DBHDS regions.
Program operations include:
1. making Flexible Funding applications and program materials available to support coordinators
in the region
2. providing technical assistance to support coordinators on the program requirements and
application process
3. reviewing and adjudicating Flexible Funding applications in accordance with the Flexible
Funding 2.0 Guidelines (“the Guidelines”)
4. authorizing and processing payment or reimbursement for approved goods and services in
accordance with the Flexible Funding 2.0 Guidelines (“the Guidelines”)
5. tracking and reporting per person and aggregated program expenditures in the Flexible
Funding workbook provided by DBHDS in accordance with the Flexible Funding 2.0
Guidelines (“the Guidelines”).
A. The CSB Responsibilities: The CSB agrees to comply with the following requirements.
1. The CSB shall designate a Flexible Funding program administrator and a fiscal administrator who
are responsible for program implementation. The program administrator and fiscal administrator
may be the same staff person or different staff people. The CSB shall provide contact information
for each administrator (including name, title, address, email and phone number) to the DBHDS
Office of Community Housing.
2. The CSB shall ensure it can access the DBHDS cloud-based electronic file sharing system which
contains program materials required to administer the Program.
3. The CSB shall implement strategies to pay time-sensitive expenses such as, but not limited to
holding fees, security deposits and moving company charges as soon as possible. Strategies may
include issuing promissory notes, notifying vendors that applicants’ Flexible Funding requests
have been approved, or identifying third parties that can front payment of expenditures
immediately and request reimbursement from Flexible Funding.
4. The CSB shall submit programmatic and financial reports in accordance with the Guidelines using
the Flexible Funding workbook provided by DBHDS.
5. The CSB shall maintain program and financial records in accordance with the Guidelines.
6. The CSB shall direct all communication regarding Flexible Funding applications and decisions to
the support coordinator identified on the application. If the CSB denies an application in whole or
in part, the program administrator must inform the support coordinator in writing and must offer
appeal rights in accordance with the Guidelines. Support coordinators are responsible for
informing applicants about the status of their applications.
7. The CSB shall review and adjudicate requests for reasonable accommodations within the program
in accordance with the Guidelines.
8. The CSB has the option to delegate the review and adjudication of Flexible Funding applications
to a single point of contact within each local CSB within the region. The CSB can approve and
issue reimbursements to local CSBs that approve their own applications and make payments in
accordance with the Guidelines.
9. The CSB shall provide periodic trainings for support coordinators in the region regarding the
Guidelines and the application process.
10. The CSB shall designate up to 10% of each one-time Flexible Funding allocation it receives from
DBHDS to offset the administrative costs associated with serving as the Flexible Funding
Administrator. The CSB must abide by the DBHDS Regional Administrative Fees policy dated
October 1, 2021. Administrative costs include, but are not limited to, Flexible Funding program
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personnel salaries and benefits, rent, utilities, telephone/Internet service, equipment, supplies, and
travel.
B. The Department Responsibilities: The Department agrees to comply with the following
requirements.
1. The Department shall develop and issue Guidelines for administering the Program to the CSB.
2. The Department shall issue Program Memoranda to the CSB to clarify the guidelines as needed. If
there is a conflict between the Guidelines and a Program Memorandum, the Program
Memorandum shall prevail.
3. The Department shall provide the CSB access to its cloud-based file sharing system, which shall
contain program materials required to administer the Program.
4. The Department shall provide the CSB training and technical assistance with completing program
reports, reviewing applications, and interpreting program guidelines.
5. The Department shall process appeal requests from applicants or their designated representatives
in accordance with the Guidelines.
6. The Department shall monitor the CSB in accordance with Section J of this Agreement.
7. The Department shall distribute additional funding allocations for the Program to the CSB.
C. Performance Outcome Measures:
1. 90% of all Flexible Funding applications submitted within the fiscal year are reviewed and
adjudicated within 10 days of receiving completed applications.
2. 90% of all Flexible Funding applications submitted within the fiscal year are approved in
accordance with the maximum funding caps identified in the Guidelines.
D. Reporting Requirements:
1. The CSB will provide the following reports to DBHDS OCH:
a. A quarterly expense report that summarizes the balance at the beginning of the quarter,
expenditures for the reporting quarter and the year to date, and the balance at the end of the
quarter. The report will reflect this information for each line item, including but not limited to
program expenditures and administrative expenditures. This report will also identify the
number of discrete persons served each quarter.
b. A completed program status report that details information about approved applications
disbursed during the current reporting quarter and previous quarters/fiscal years.
c. The CSB will submit quarterly expense and program status reports in a DBHDS-provided
Excel workbook that is hosted on a DBHDS-approved, cloud-based storage system by the 30th
of the month following the end of the 1st, 2nd and 3rd quarter. The CSB may submit the
quarterly expense and program status report for the 4th quarter (e.g., the end of the fiscal year)
within 45 days of the end of the quarter.
13. Other Program Services
This section includes certain program services initiatives CSB may engage in with the Department such as, but
not limited to regional programs, pilot and other projects,
13.1. Mental Health Crisis Response and Child Psychiatry Funding –Regional Program Services
Children’s Residential Crisis Stabilization Units (CRCSU)
Scope of Services and Deliverables
Children's Residential Crisis Stabilization Units (CRCSU) are a crucial part of the community-based
continuum of care in Virginia. The expectations outlined in this document support the strategic vision
of DBHDS to provide access to quality, person-centered services and supports in the least restrictive
setting, and that exemplify clinical and management best practices for CRCSUs. CRCSUs should
demonstrate consistent utilization, evidence-based clinical programming, and efficient operations.
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CRCSUs provide treatment for individuals requiring less restrictive environments than inpatient care
for managing their behavioral health crises.
1. Children’s Residential Crisis Stabilization Unit
a. Staffing:
1. The CRCSU staffing plan will be reviewed by the CSB clinical director at least quarterly
to determine staffing needs and to ensure that staffing patterns meet the needs of the
individuals served.
2. Reviews are to ensure that staffing plans maximize the unit's ability to take admissions 24
hours a day seven (7) days a week. The CRCSU will follow the Service Description and
Staffing as defined in Article 1 of Part IV in Chapter 105 Rules and Regulations for
Licensing Providers by The Department of Behavioral Health and Developmental
Services.
3. The CRCSU will include family members, relatives and/or fictive kin in the therapeutic
process and/or family support partners, unless it is not deemed clinically appropriate.
4. The CRCSU will have a well-defined written plan for psychiatric coverage. The plan must
address contingency planning for vacations, illnesses, and other extended absences of the
primary psychiatric providers. Plans will be reviewed and updated as needed. Plans will be
consistent with licensing and DMAS regulations.
5. The CRCSU will have a well-defined written plan for nursing and/or clinical staff
coverage. The plan must address contingency planning for vacations, vacancies, illnesses,
and other extended staff absences. Plans will be reviewed and updated as needed. Plans
will be consistent with licensing and DMAS regulations.
6. The CRCSU will have a well-defined written plan for staffing all provider coverage during
weather related events and other natural and man-made disasters or public health
emergencies. Plans will be reviewed and updated as needed.
7. CRCSU will have access to a Licensed Mental Health Professional (LMHP) or Licensed
Mental Health Professional Eligible (LMHP-E) on-site during business hours and after
hours, as needed, for 24/7 assessments.
b. Admission and Discharge Process:
1. Individuals considered for admission should not have reached their 18th birthday prior to
admission.
2. The CRCSU shall review and streamline their current admission process to allow for
admissions 24 hours a day seven (7) days a week. CSB admission process shall not require
a physician’s order or any signature during the referral/pre-admission process. Medical
screenings shall not be required and shall be conducted at the nursing assessment at time
of admission and ongoing as needed.The CRCSU shall develop well-defined written
policies and procedures for reviewing requests for admission. The CRCSU will maintain
written documentation of all requests and denials that include clinical information that
could be used for inclusion or exclusion criteria. Admission denials must be reviewed by
the LMHP or CSU Director within 72 hours of the denial decision.
3. The CSU shall agree to the following exclusionary criteria:
i. The individual’s psychiatric condition is of such severity that it can only be safely
treated in an inpatient setting due to violent aggression or other anticipated need
for physical restraint, seclusion or other involuntary control
a. This may include: Individuals demonstrating evidence of active suicidal
behavior. Individuals with current violent felony charges pending.
Individuals demonstrating evidence of current assaultive or violent
behavior that poses a risk to peers in the program or CRCSU staff.
Individuals demonstrating sexually inappropriate behavior, such as
sexually touching another child who is significantly older or younger that
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is not considered developmentally normal, within the last 12 months.
Individuals with repetitive fire starter within the last 12 months.
ii. The individual’s medical condition is such that it can only be safely treated in a
medical hospital as deemed by a physician which may include individuals deemed
to have medical needs that exceed the capacity of the program.
iii. The CSB shall limit medical denials to be consistent with the following resources:
Criteria for Medical Assessment Prior to Admission to a Psychiatric Hospital,
Inpatient Psychiatric or Crisis Stabilization Unit (EFFECTIVE NOVEMBER
5, 2018 (virginia.gov). The CSB shall follow the Exclusion Criteria listed on page
4 in this document. DMAS Appendix G language-The individual is not
appropriate for this service if there is a presence of any condition of sufficient
severity to require acute psychiatric inpatient, medical, or surgical care. The
individual does not voluntarily consent to admission with the exception of
temporary detention orders pursuant to §37.2-800 et. seq. and §16.1-335 et seq. of
the Code of Virginia
a. This may include individuals that are unable or unwilling to participate in the
programmatic requirements to ensure safety of staff and residents of the
program. Individuals unable or unwilling to participate with the goals set out
in individualized service plan (ISP). Individuals who demonstrate or report
inability to function in a group setting without causing significant disruption
to others and are not able to participate in alternative programming
iv. The individual can be safely maintained and effectively participate in a less
intensive level of care
a. This may include individuals whose needs can be better met through other
services such as; individuals with a primary diagnosis of substance use
disorder with current active use, individuals with ID/DD diagnosis better
served by REACH programming.
v. The request for service authorization is being pursued to address a primary issue
of housing need, including individuals who were in some form of housing
placement prior to admission to the RCSU and are not currently allowed to return
and do not meet medical necessity criteria
vi. Admission does not meet medical necessity criteria and is being used solely as an
alternative to incarceration.
vii. Individuals admitted to the CRCSU should be at risk of serious emotional
disturbance or seriously emotionally disturbed. The criteria for determining this is
included in the current taxonomy.
5. The CRCSU shall accept and admit at least 60% of referrals made.
6. The CRCSU shall develop well-defined written policies and procedures for accepting step-
downs from the Commonwealth Center for Children and Adolescents.
7. The CRCSU will follow discharge planning requirements as cited in the DBHDS licensing
regulations (12VAC35-105-693).
8. CRCSUs will assess the integrated care needs of individuals upon admission and establish
a plan for care coordination and discharge that addresses the individual's specialized care
needs consistent with licensing and DMAS medical necessity
9. The CSB shall admit and continue to serve youth regardless of Medicaid status or
Medicaid ability/willingness to pay if the admission and services provided are consistent
with your program description.
c. Programming
1. The CRCSU will have a well-defined written schedule of clinical programming that
covers at least eight (8) hours of services per day (exclusive of meals and breaks), seven
(7) days a week. Programming will be trauma informed, appropriate for individuals
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receiving crisis services, and whenever possible will incorporate evidence-based and best
practices.
2. Programming must be flexible in content and in mode of delivery in order to meet the
needs of individuals in the unit at any point in time.
3. The CRCSU will maintain appropriate program coverage at all times. The unit will have a
written transition staffing plan(s) for changes in capacity.
4. The CRCSU manager, director, or designee shall implement a review process to evaluate
both current and closed records for completeness, accuracy, and timeliness of entries.
(12VAC35-105- 920)
5. Programming will contain a mix of services to include but not limited to: clinical, psycho
educational, psychosocial, relaxation, and physical health.
6. Alternate programming must be available for individuals unable to participate in the
scheduled programming due to their emotional or behavioral dysregulation.
7. The CRCSU manager, director, or designee shall outline how each service offers a
structured program of individualized interventions and care designed to meet the
individuals' physical and emotional needs; provide protection, guidance and supervision;
and meets the objectives of any required individualized services plan. The CRCSU will
provide scheduled recreational to include but not limited to: art, music, pet therapy,
exercise, and yoga, acupuncture, etc.
d. Resources:
1. The CRCSU will develop a well-defined written process for building collaborative
relationships with private and state facilities, emergency services staff, CSB clinical staff,
schools, Family and Assessment Planning Teams (FAPT) and local emergency
departments in their catchment area. Ideally, these collaborative relationships will
facilitate the flow of referrals to the CRCSU for diversion and step down from a hospital
setting and to transition an individual from a CRCSU to a higher level of care. This
process will be documented in the CRCSUs policies and procedures.
2. The CRCSU will participate in meetings in collaboration with DBHDS and other CRCSUs
at least quarterly
A. The CSB Responsibilities: The CSB agrees to comply with the following requirements.
1. The CRCSU will comply with all DBHDS licensing requirements.
2. The CRCSU will provide data as per the provided DBHDS standardized spreadsheet
for the CRCSU on a quarterly basis until such time this request is discontinued upon
full operation of the retrieval of data from the Crisis Data Platform
3. The CRCSU will be responsible for the uploading of bed registry data metrics into the
Crisis Data Platform as per the DBHDS Bed Registry Standards.
4. CRCSUs shall be considered regional programs and is not specific to the physical
location of the program. The CSBs in the Region will revise the Memorandum of
Understanding (MOU) governing the Regional CRCSU and provide this to the
Department upon request.
5. The CRCSU will offer evidence based and best practices as part of their programming
and have an implementation/ongoing quality improvement for these in the context of
the applicable regulations. The CRCSU shall develop a written plan to maintain
utilization at 75% averaged over a year and submit to DBHDS annually, Crisis
Services Coordinator with ongoing revisions as needed.
6. The CRCSU will develop a written plan to ensure the CRCSUs remain open,
accessible, and available at all times as an integral part of DBHDSs community-based
crisis services.
7. The CRCSU will develop a written plan to accept individuals accepting step-downs
from Commonwealth Center for Children and Adolescents.
8. The CSB shall meet the reporting requirements required in Section 7. Reporting
Requirements and Data Quality of the FY 2022 and FY 2023 Community Services
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Performance Contract. This includes reporting requirements for both CARS and
CCS.
B. The Department Responsibilities: The Department agrees to comply with the following
requirements.
1. The Department shall provide Technical Assistance (TA), to include but not limited to:
networking meetings, training, and site visits to the CSB upon request or if the staff
determines based on yearly monitoring visits that the project is not accomplishing its mission
or meeting its goals as described above.
2. The Department will initiate Performance Improvement Plans (PIP) after Technical
Assistance has been provided and a CRCSU continues to not meet established benchmarks and
goals. The purpose of the QIP is to have a period of collaborative improvement.
3. The Department will initiate Corrective Action Plans (CAP) if benchmarks and goals continue
to not be met after TA and PIPs. There may be times where an issue is so severe that a CAP
would be necessary where there was not a PIP in place, but this would be under extenuating
circumstances.
4. The Department shall conduct annual monitoring reviews on the procedures outlined above.
5. The Department shall determine need for site visits based on monitoring that the CRCSU is
not accomplishing its mission or meeting its goals as described in this document. The CRCSU
will construct a corrective action plan for units not meeting their goals and collaborate with the
CRCSU to implement the plan.
6. The Department shall monitor data to ensure data submitted through reports meets the
expectations as outlined in this document and in the CRCSU written plans.
7. The Department shall schedule quarterly meetings with the CRCSU points of contact.
C. Reporting Requirements for Children’s Residential Crisis Stabilization Unit
1. Annually submit as part of the yearly programmatic monitoring a plan to DBHDS to
streamline the admission process to allow for 24 hours a day, 7 day a week admissions.
2. The CRCSU will document in EHR all required elements for service and CCS.
3. Monthly CRCSU will provide additional data points as requested to DBHDS Office of Child
and Family Services, no later than the 15th of the month following the reporting month.
4. Providing data, as per the provided DBHDS standardized spreadsheet, for the CRCSU on a
monthly basis until such time this request is discontinued upon full operation of the retrieval of
data from the Crisis Data Platform;
5. Uploading of bed registry data metrics into the Crisis Data Platform as per the DBHDS Bed
Registry Standards per Code of Virginia (Chapter 3, Article 1, 37.2-308.1)
2. Child Psychiatry and Children’s Crisis Response Funding
Scope of Services and Deliverables
The funds are provided to the CSB as the regional fiscal agent to fund other CSBs in the designated
region or regional programs to provide Child Psychiatry and Children’s Crisis Response services.
A. The CSB Responsibilities
1. Child Psychiatry and Crisis Response the regional fiscal agent shall require a Memorandum
of Understanding (MOU), a Memorandum of Agreement (MOA), or a contract with all CSBs
in their region if Child Psychiatry and Crisis Clinician Services are to be provided by
individual boards. The MOU or MOA shall outline the roles, responsibilities of the regional
fiscal agent and each board receiving funding, funding amounts, data and outcomes to be
shared with the regional fiscal agent, and how children can access child psychiatry and crisis
clinician services. The MOU, MOA, or contract shall be developed by the CSB providing the
services, reviewed by the regional fiscal agent, and executed once agreed upon.
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2. If the CSB fiscal agent is providing regional Child Psychiatry and Crisis Clinician Services,
then the regional fiscal agent shall develop the MOU, MOA, or contract to be reviewed by
each CSB in the region and executed once agreed upon. Each CSB shall have access to a
board-certified Child and Adolescent Psychiatrist who can provide assessment, diagnosis,
treatment and dispensing and monitoring of medications to youth and adolescents involved
with the community services board.
3. The CSB may hire a psychiatric nurse practitioner due to the workforce shortage of child and
adolescent psychiatrists or contract within the region to have access.
4. The psychiatrist’s role may also include consultation with other children's health care
providers in the health planning region such as general practitioners, pediatricians, nurse
practitioners, and community service boards’ staff, to increase their expertise in the
prevention, diagnosis, and treatment of children with mental health disorders.
5. CSBs must include, in the MOA/MOU, a description on how the CSB creates new or enhances
existing community-based crisis response services in their health planning region, including,
but not limited to mobile crisis response and community stabilization services, with the goal of
diverting children from inpatient psychiatric hospitalization to less restrictive services in or
near their communities.
6. Funds cannot be used to fund emergency services pre-screener positions if their role is to
function as an emergency services clinician.
B. The CSB Responsibilities: In order to implement the CSB Fiscal Agent agrees to comply with the
following requirements.
1. The Regional Fiscal Agent shall notify the department of any staffing issues for these services
such as a reduction in staffing or an extended vacancy.
2. The Regional Fiscal Agent shall consult with the Office of Child and Family Services about
any changes to the services allocation.
3. The CSB may charge an administrative cost in accordance with the role the CSB is serving for
the region. The amount of funding that may be retained by the Regional Fiscal Agent for
Administrative Costs is as follows:
a. If the Regional Fiscal Agent is only passing the funding through to another CSB or service
entity and is not entering into a contract or managing the program for which the funds are
intended, the Regional
b. Fiscal Agent may retain up to 2.5% of the allocation amount for Administrative Costs.
c. If the Regional Fiscal Agent is entering into a subcontract with another entity which will
allow the third party to administer the service or program, the Regional Fiscal Agent may
retain up to 5% of the allocation for Administrative Costs.
d. If the Regional Fiscal Agent is directly administering the program or service for which the
funds are intended, the Regional Fiscal Agent may retain up to 10% of the allocation for
Administrative Costs.
4. The Regional Fiscal Agent shall receive monthly Child Psychiatry reports from each CSB
which include: the hours of service provided by the child psychiatrist, the number of children
served, and consultation hours with other health providers. This shall occur when the
Regional Fiscal Agent is passing the funding to another CSB within the region to manage the
responsibility of providing psychiatric services.
5. The Regional Fiscal Agent shall provide the executed MOU, MOA, or contract with each CSB
to the Department’s Office of Child and Family Services for its review.
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C. The Department Responsibilities: The Department agrees to comply with the following
requirements.
1. The Department shall distribute the funds in the regular semi-monthly electronic funds
transfers, beginning with the July 1 payment of each state fiscal year.
2. The Department shall establish a mechanism for regular review of reporting Child Psychiatry
Services through the Child Psychiatry and Children’s Crisis Response Funding expenditures,
data, and MOUs/MOAs to include a process by the Office of Child and Family Services and
will regularly share this data with the CSB’s for proactive programming.
3. The Department will annually review Child Psychiatry and Children’s crisis response
spending.
4. The Department shall provide Technical Assistance (TA) as needed to the CSB’s.
D. Reporting Requirements: For Regional Fiscal Agent for Child Psychiatry and Crisis
Response Responsibilities.
1. The CSB shall account for and report the receipt and expenditure of these performance
contract restricted funds separately.
2. The CSB shall adhere to the current Core Services Taxonomy descriptions and classifications
of services.
3. The CSB shall provide a copy of a signed MOU/MOA to the Department.
4. The CSB should notify the department of staffing issues for these programs, such as a
reduction in staffing or an extended vacancy.
5. The CSB may carry-forward a balance in the Child Psychiatry and Children’s Crisis Response
Fund during the biennium in which the funds were distributed. If the CSB has a balance of
10% or greater, of the current allocation, at the end of the biennium, the CSB shall work with
the OCFS to develop a plan to spend the end of the biennium balance.
13.2. System Transformation of Excellence and Performance (STEP – VA)
STEP-VA is an initiative designed to improve the community behavioral health services available to all
Virginians. All CSB in Virginia are statutorily required to provide all STEP-VA services. These
services include: Same Day Access, Primary Care Screening, Outpatient Services, Crisis Services,
Peer and Family Support Services, Psychiatric Rehabilitation, Veterans Services, and Case
Management and Care Coordination. Over time, after full implementation of STEP-VA, the
Department anticipates fewer admissions to state and private hospitals, decreased emergency room
visits, and reduced involvement of individuals with behavioral health disorders in the criminal justice
system.
1. Outpatient Services
Scope of Services and Deliverables
Outpatient services are considered to be foundational services for any behavioral health system.
The Core Services Taxonomy 7.3 states that outpatient services may include diagnosis and
evaluation, screening and intake, counseling, psychotherapy, behavior management, psychiatry,
psychological testing and assessment, laboratory and ancillary services. As one of the required
services for STEP-VA, the purpose of the Outpatient Services step is to ensure the provision of
high quality, evidence-based, trauma-informed, culturally-competent, accessible behavioral health
services that addresses a broad range of diagnoses and considers an individual’s course of illness
across the lifespan from childhood to adulthood.
A. The CSB Responsibilities: The CSB agrees to comply with the following requirements.
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1. The CSB will offer evidence based and best practices as part of their programming and
implementation of Outpatient Services to the adults, children and families in the
community.
2. The CSB/BHA shall increase capacity and community access to Children’s Outpatient
services.
3. CSB shall provide an appointment to a high quality CSB outpatient provider or a referral
to a non-CSB outpatient behavioral health service within 10 business days of the
completed SDA intake assessment, if clinically indicated. The quality of outpatient
behavioral health services is the key component of this step.
4. All CSB will establish a quality management program and continuous quality
improvement plan to assess the access, quality, efficiency of resources, behavioral
healthcare provider training, and patient outcomes of those individuals receiving
outpatient services through the CSB. This may include improvement or expansion of
existing services, the development of new services, or enhanced coordination and referral
process to outpatient services not directly provided by the CSB.
5. CSB shall establish expertise in the treatment of trauma related conditions.
6. CSB should provide a minimum for outpatient behavioral healthcare providers of 8 hours
of trauma focused training in treatment modalities to serve adults, children/adolescents
and their families within the first year of employment and 4 hours in each subsequent
years or until 40 hours of trauma-focused treatment can be demonstrated.
7. The CSB shall complete and submit to the Department quarterly DLA-20 composite
scores through CCS as well as provide training data regarding required trauma training
yearly in July when completing federal Block Grant reporting.
B. The Department Responsibilities: The Department agrees to comply with the following
requirements.
1. Conduct in-person or virtual visits/check-ins at least 2 times a year with the CSB program
leadership to ensure compliance with the scope and requirements of the regional services;
and to review outcomes, which include challenges and successes of the programs.
2. Determine the need for site visits based on monitoring, particularly if the Programs are not
accomplishing its missions, and/or meeting its goals as described in this document.
2. Primary Care Screening and Monitoring
Scope of Services and Deliverables
Any child diagnosed with a serious emotional disturbance and receiving ongoing CSB behavioral
health service or any adult diagnosed with a serious mental illness and receiving ongoing CSB
behavioral health service will be provided or referred for a primary care screening on a yearly
basis.
A. For the implementation of “ongoing behavioral health service” is defined as “child with SED
receiving Mental Health Targeted Case Management or adult with SMI receiving Mental
Health Targeted Case Management”. These clients are required to be provided with a yearly
primary care screening to include, at minimum, height, weight, blood pressure, and BMI. This
screening may be done by the CSB or the individual may be referred to a primary care
provider to have this screening completed.
B. If the screening is done by a primary care provider, the CSB is responsible for the screening
results to be entered in the patient’s CSB electronic health record. The CSB will actively
support this connection and coordinate care with physical health care providers for all service
recipients.
C. CSB shall screen and monitor any individual over age 3 being prescribed an antipsychotic
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medication by a CSB prescriber for metabolic syndrome following the American Diabetes
Association guidelines.
D. Individuals with serious mental illness (SMI), a population primarily served by the CSB, are
known to be at higher risk for poor physical health outcomes largely due to unidentified
chronic conditions. Therefore, it is important for behavioral health staff to provide primary
care screening to identify and provide related care coordination to ensure access to needed
physical health care.
E. For the population includes all individuals over age 3 who receive psychiatric medical services
by the CSB. CSB must report the screen completion and monitoring completion in CCS
monthly submission.
3. Same Day Access (SDA)
Scope of Services and Deliverables
SDA means an individual may walk into or contact a CSB to request mental health or substance
use disorder services and receive a comprehensive clinical behavioral health assessment, not just a
screening, from a licensed or license-eligible clinician the same day. Based on the results of the
comprehensive assessment, if the individual is determined to need services, the goal of SDA is that
he or she receives an appointment for face-to-face or other direct services in the program clinical
circumstances.
a. SDA emphasizes engagement of the individual, uses concurrent EHR documentation during
the delivery of services, implements techniques to reduce appointment no shows, and uses
centralized scheduling. If it has received state mental health funds to implement SDA, the
CSB shall report SDA outcomes through the CCS Extract outcomes file. The CSB shall report
the date of each SDA comprehensive assessment, whether the assessment determined that the
individual needed services offered by the CSB, and the date of the first service offered at the
CSB for all individuals seeking mental health or substance use disorder services from the
CSB.
b. The Department shall measure SDA by comparing the date of the comprehensive assessment
that determined the individual needed services and the date of the first CSB face-to-face or
other direct service offered to the individual. SDA benchmarks can be found in Exhibit B of
the performance contract.
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4. Service Members, Veterans, and Families (SMVF)
a. As one of the nine required services for System Transformation Excellence and Performance
(STEP-VA), the purpose of the Service Members Veterans and Families (SMVF) step is to
ensure SMVF receive needed mental health, substance abuse, and supportive services in the
most efficient and effective manner available. Services shall be high quality, evidence-based,
trauma-informed, culturally-competent, and accessible. Per the Code of Virginia, CSB core
services, as of July 1, 2021 shall include mental health services for members of the armed
forces located 50 miles or more from a military treatment facility and veterans located 40
miles or more from a Veterans Health Administration medical facility.
b. All CSB shall ensure they have clinician(s) who specialize in treatment for post-traumatic
stress disorder and other forms of trauma including from military and/or combat service
including military sexual trauma and substance use disorders.
c. CSB shall ensure behavioral health services including but not limited to SMI, SUD, Co-
Occurring and Youth/Adolescents. Clinical services for this population shall align with federal
clinical guidelines from Veterans Affairs and Department of Defense can be found at
https://www.healthquality.va.gov.
d. CSB shall identify and refer SMVF seeking services to internal providers that have been
trained in military cultural competency (MCC); collaborate with Military Treatment Facilities
(MTFs), Veterans Health Administration (VHA) facilities, Virginia Department of Veterans
Services (DVS) programs and other external providers to determine SMVF eligibility for
services, and assist SMVF with services navigation.
e. The CSB shall submit information on SMVF receiving services in CCS monthly submission.
13.3. Case Management Services Training
The CSB shall ensure that all direct and contract staff that provide case management services have completed
the case management curriculum developed by the Department and that all new staff complete it within 30
days of employment. The CSB shall ensure that developmental disability case managers or support
coordinators complete the ISP training modules developed by the Department within 60 days of their
availability on the Department’s web site or within 30 days of employment for new staff.
13.4. Developmental Case Management Services Organization
The CSB shall structure its developmental case management or support coordination services so that a case
manager or support coordinator does not provide a DD Waiver service other than services facilitation and a
case management or support coordination service to the same individual. This will ensure the independence
of services from case management or service coordination and avoid perceptions of undue case management
or support coordination influence on service choices by an individual.
Access to Substance Abuse Treatment for Opioid Use Disorder (OUD)
The CSB shall ensure that individuals requesting treatment for opioid use disorder drug abuse, including
prescription pain medications, regardless of the route of administration, receive rapid access to appropriate
treatment services, as defined in 45 CFR § 96.126, within 14 days of making the request for treatment or 120
days after making the request if the CSB has no capacity to admit the individual on the date of the request and
within 48 hours of the request it makes interim services, as defined in 45 CFR § 96.121, available until the
individual is admitted.
13.5. Regional Programs
The CSB shall manage or participate in the management of, account for, and report on regional programs in
accordance with the Regional Program Operating Principles and the Regional Program Procedures in the Core
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Services Taxonomy 7.3. The CSB agrees to participate in any utilization review or management activities
conducted by the Department involving services provided through a regional program.
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14. CSB CODE MANDATED SERVICES
Services Mandated
Description
Certification of
Preadmission
Screening
Clinicians
VA Code Mandated The CSB and Department prioritize having emergency
custody order or preadmission screening evaluations
performed pursuant to Article 16 of Chapter 11 of Title 16.1,
Chapters 11 and 11.1 of Title 19.2, and Chapter 8 of Title
37.2 in the Code provided by the most qualified,
knowledgeable, and experienced CSB staff.
Department of
Justice Settlement
Agreement (DOJ
SA)
Compliance with
DOJ SA
See Exhibit M of the performance contract.
Discharge Planning VA Code Mandated Section 37.2-500 of the Code of Virginia requires that CSB
must provide emergency services.
Emergency
Services
Availability
VA Code Mandated Section 32.2-500 of the code requires the CSB shall have at
least one local telephone number, and where appropriate one
toll-free number, for emergency services telephone calls that
is available to the public 24 hours per day and seven days per
week throughout its service area.
Preadmission
Screening
VA Code Mandated The CSB shall provide preadmission screening services
pursuant to § 37.2-505 or § 37.2-606, § 37.2-805, § 37.2-809
through § 37.2-813, § 37.2-814, and § 16.1-335 et seq. of the
Code and in accordance with the Continuity of Care
Procedures in Appendix A of the CSB Administrative
Requirements for any person who is located in the CSB’s
service area and may need admission for involuntary
psychiatric treatment. The CSB shall ensure that persons it
designates as preadmission screening clinicians meet the
qualifications established by the Department per section 4.h
and have received required training provided by the
Department.
Preadmission
Screening
Evaluations
VA Code Mandated 1.) The purpose of preadmission screening evaluations is to
determine whether the person meets the criteria for temporary
detention pursuant to Article 16 of Chapter 11 of Title 16.1,
Chapters 11 and 11.1 of Title 19.2, and Chapter 8 of Title
37.2 in the Code and to assess the need for hospitalization or
treatment. Preadmission screening reports required by § 37.2-
816 of the Code shall comply with requirements in that
section.
STEP-VA VA Code Mandated
and Appropriations
Act MM.1
Pursuant to 37.2-500 and 37.2-601 of the Code, all CSB shall
provide the following services as described in the Taxonomy
and report data through CCS 3 and CARS as required by the
Department.
Same Day Mental Health Assessment Services (SDA or Same
Day Access)
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Outpatient Primary Care Screening Services
Outpatient Behavioral Health and Substance Use Disorder
Services
Peer Support and Family Support Services
Mental Health Services for Military Service Members,
Veterans, and Families (SMVF)
Virginia
Psychiatric Bed
Registry
VA Code Mandated The CSB shall participate in and utilize the Virginia
Psychiatric Bed Registry required by § 37.2-308.1 of the
Code to access local or state hospital psychiatric beds or
residential crisis stabilization beds whenever necessary to
comply with requirements in § 37.2-809 of the Code that
govern the temporary detention process.
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7.j.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Grant Appropriations Approval (3); (VA Rules Summer
Camp Grant; DCJS Witness Protection Grant; J.T. Minnie
Maude Public Safety Grant)
Staff Contact(s): Kim VanDerHyde
Agenda Date: August 20, 2024 Item Number: 7.j.
Attachment(s): 1. Virginia Rules Summer Camp Grant Program
Grant # 009 VARules 24
2. Witness Protection Grant 527792 FY24 DCJS
Letter of Award Dated 18 June 2024
3. J.T. Minnie Maude-PS Grant
Reviewed By:
SUMMARY:
The County recently received award notifications for three (3) separate Grants
that need to be appropriated to the FY 2025 County Budget. These Grants
include a Virginia Rules Summer Camp Grant awarded by the Attorney
General's office in the amount $5,000, a Witness Protection Grant in the amount
of $25,000 awarded by the Department of Criminal Justice Services, and a
Public Safety Grant in the amount of $15,000 awarded by J.T. Minnie
Maude. For the Board's review and consideration, Information about these
Grants is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
There is no local match requirement for these Grants.
RECOMMENDATION:
County Staff recommends the Board approve and appropriate a total of
$45,000 to the Grants Fund.
MOTION:
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"I make a Motion approving and appropriating a total of $45,000 to the Grants
Fund as presented."
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COMMONWEALTH of VIRGINIA
Office of the Attorney General
Jason S. Miyares 202 North 9th Street Attorney General Richmond, Virginia 23219
804-786-2071 FAX 804-786-1991 Virginia Relay Services 800-828-1120 June 10, 2024 M.W Taylor
Sheriff Pittsylvania County Sheriff’s Office 21 N. Main St.
Chatham, VA 24531
RE: Virginia Rules Summer Camp Funding
Dear Sheriff Taylor:
Congratulations your organization has been selected to participate in the Office of the Attorney General Virginia Rules Summer Camp Grant Program. I am pleased to advise you that grant number 009-VARULES-24 has been approved in the amount of $5,000 in state general funds. The grant period runs from June 1, 2024, to September 30, 2024.
Enclosed you will find a Statement of Grant Award and General Grant Conditions. To indicate your acceptance of the award and conditions, please sign the Statement of Grant Award acceptance and return it to ceasefire@oag.state.va.us
This is a reimbursement grant. When we receive documentation showing that you have complied with the conditions, you will be eligible to request reimbursement of grant funds awarded under this grant. A formal invoice on department letterhead should be used and contain the following: name of department, point of contact and phone/email, federal tax number, description of item/service purchased, grant number, invoice number, invoice date, and invoice amount. We cannot process your request until we have received and approved all required information.
Please refer to the General Conditions and read this information carefully as it contains further details on submitting a progress report, as well as requesting reimbursement for the awarded funds. If you
have any questions about due dates or reporting requirements contact ceasefire@oag.state.va.us.
Sincerely,
Mark Fero
Director of Crime Reduction 244
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OAG – VA RULES 2024
GRANT AWARD TERMS AND CONDITIONS
Virginia Attorney General’s Office
Virginia Rules Summer Camp Grant Acceptance of this grant award by the recipient (“subgrantee”) constitutes its agreement that it assumes full responsibility for the management of all aspects of the grant and the activities funded
by the grant, including assuring proper fiscal management of and accounting for grant funds. By signing the Statement of Grant Award/Acceptance, the recipient agrees to:
• use the grant funds to carry out the activities described in the grant application, as modified by the terms and conditions attached to this award or by subsequent amendments approved
by the Office of the Attorney General (OAG).
• adhere to the approved budget contained in this award or submitted afterwards and amendments made to it in accord with these terms and conditions; and,
• comply with all terms, conditions and assurances either attached to this award or submitted with the grant application. 1. Use of Funds
a. Due to the scope of this grant program, funding for the following items will not be considered unless otherwise approved:
• Gift cards /gift certificates
Only expenses that are a necessary part of an incidental to an approved project may be paid for with grant funds (an approved project is one that meets all the eligibility and application requirements). Funds may only be used for project-related expenses that are directly camp-related and outlined in the submitted proposal.
The subgrantee agrees that grant funds will be used only for the purposes described in the
recipient’s application, unless OAG determines that any of these activities are out of scope or unallowable. The subgrantee must not undertake any work or activities that are not described in the recipient’s application, award documents, or approved budget, and must not use staff, equipment, or other goods or services paid for with grant funds for such work or activities, without
prior written approval, from OAG. 2. Period of Performance The period of performance for this award begins on June 1, 2024, and ends on December 31, 2024.
Recipients may use award funds to cover eligible costs incurred during this award period.
3. Reporting Requirements At camp completion, grant awardees will be required to submit a short narrative. report using an approved department letterhead. These reports should include the following:
• Number of youth attendees.
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OAG – VA RULES 2024
•Lesson plans utilized and outcome of post assessments if used.
•Successfulness of the camp based after completion and evaluation.
•Any additional anecdotal or data-driven information.
Failure to submit these reports in the proper format or in a timely manner may result in the OAG withholding reimbursement or deeming an awardee ineligible to apply for future funding. Further
details of this reporting requirement will be provided with grant award notification.
Please submit reports to ceasefire@oag.state.va.us.
4. Maintenance of and Access to Records
a.Records shall be maintained by the recipient for a period of five (3) years after all funds havebeen expended.
5. Conflicts of InterestRecipient understands and agrees it must maintain a conflict-of-interest policy.
6. False StatementsRecipient understands that making false statements or claims in connection with this award is aviolation of federal law and may result in criminal, civil, or administrative sanctions, including
fines, imprisonment, civil damages and penalties, debarment from participating in federal awards
or contracts, and/or any other remedy available by law.
7. PublicationsThe Office of the Attorney General is acknowledged as a sponsor in all camp materials andpromotional efforts.
8. Disclaimera. The Commonwealth expressly disclaims all responsibility or liability to recipient or thirdpersons for the actions of recipient or third persons resulting in death, bodily injury, property
damages, or any other losses resulting in any way from the performance of this award or any other
losses resulting in any way from the performance of this award or any contract, or subcontractunder this award.
b. The acceptance of this award by the recipient does not in any way establish an agencyrelationship between the Virginia Office of the Attorney General and the recipient.
9.Additional monitoring requirementsThe recipient understands that it may be subject to additional financial and programmatic on-sitemonitoring, which may be on short notice, and agrees that it will cooperate with any such
monitoring.
10.Contract AmendmentsContract amendments must be submitted for review to ceasefire@oag.state.va.us. These contract
amendments include, but are not limited to, the following:
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OAG – VA RULES 2024
•Budget Amendment – Revision
•Budget Amendment – In Line Adjustment
•Project Scope of Work Revision
•Reporting Extension
•Other
No amendment to the approved budget may be made without the prior approval of OAG. No more than two (2) budget amendments will be permitted during the grant period. Budget Revision – Amendment requests, along with accompanying narrative, are to be submitted to the OAG. The
submission deadline for budget amendments is 45 days prior to the end of the grant period.
11.Invoices and Payment
A.The OAG will reimburse the recipient within 30 days of receipt of a proper invoice. Invoices
for equipment shall be submitted by the recipient and shall identify the specific items being
paid for. Where applicable, copies of receipts, for goods and/or services shall be attached tothe invoice. Purchases must be reasonable charges and within the federal and stateguidelines against the funds and will be reimbursed at the agreed amount or the actual cost,whichever is lower.
B.The recipient shall submit the invoice(s) to the OAG. No invoice may include any costother than those identified in the purchase order referencing the Contract. Invoice(s)shallprovide at a minimum:i.Organization
ii.Authorized User point of contact and phone/email
iii.Description of the services provided
iv.Grant number
v.Invoice number
vi.Invoice date
vii.Invoice Amount
12.Availability of FundsIt is understood and agreed between the parties herein that the OAG shall be bound
hereunder only to the extent of the funds available, or which may hereafter become available for the purpose of this Agreement.
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STATEMENT OF GRANT AWARD (SOGA)
Virginia Attorney General’s Office 202 N. 9th Street Richmond, Virginia
Project Director Project Administrator Finance Officer
Joseph Martin Sergeant/SRO
Pittsylvania County Sheriff’s Office 21 N. Main St.
Chatham, VA 24531 434-250-4653Joseph.martin@pittgov.org
M.W TaylorSheriff
Pittsylvania County Sheriff’s Office21 N. Main St.
Chatham, VA 24531434-432-7800
mike.taylor@pittgov.org
Kim Vanderhyde Finance Director
Pittsylvania County Sheriff’s Office 1 Center St.
Chatham, VA 24531 434-432-7742Kim.Vanderhyde@pittgov.org
As the duly authorized representative, the undersigned, having received the Statement of Grant Awards (SOGA) and Special Conditions, I hereby accept this grant and agree to the conditions
and provisions of all other federal and state laws and rules and regulations that apply to this award.
Signature: ______________________________
Authorized Official (Project Administrator)
Title: ______________________________
Date: ______________________________
Virginia Rules Summer Camp Grant
Subgrantee: Pittsylvania County Sheriff’s Office OAG Grant Number: 009-VARULES-24 Grant End Date: 09/30/2024 Grant Start Date: 06/01/2024
Tax ID: 54-6001508
Federal Funds: $
State General Funds: $ 5,000
State Special Funds: $
Agency Match: $
Total Budget: $ 5,000
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June 18, 2024
Stuart Turille County Administrator 1 Center Street Chatham,Virginia 24531
RE: 527792-FY24 Witness Protection Grant Program Dear Stuart Turille:
Congratulations on being a recipient of the above referenced grant program! Your DCJS grant award number is 528610 and was approved for a total award of $25,000, funded through Award Number 2025-WPGP-GRANT. The project period is 04/15/2024 through 06/30/2025.
Included with this letter is a Statement of Grant Award/Acceptance (SOGA). Please note hard copies of the General Special Conditions, as well as the Reporting Requirements and Projected Due Dates, are now referred to as Conditions and Requirements and are posted online at https://www.dcjs.virginia.gov/grants/grant-requirements.
In addition to the general Special Conditions, there may be grant specific Special Conditions related to your Grant Award called Encumbrances. If there are any, you are required to adhere to these conditions via the On-line Grants Management System (OGMS) at https://ogms.dcjs.virginia.gov/. If you have not previously done so, you must register in order to use this web-based system. The instructions on Registering for a New Account and Submitting Action Item Encumbrances are posted
here https://www.dcjs.virginia.gov/grants/ogms-training-resources along with other resources and training videos. All registrants will be approved within 3 – 5 business days. We will be happy to assist you in any way we can to assure your project’s success. To indicate
your acceptance of the award and conditions, please sign the included SOGA and return it electronically within the next 60 days to grantsmgmt@dcjs.virginia.gov. If you have questions, contact your DCJS Grant Monitor Jordy Nolan at (804) 845-1156 or via email at jordy.nolan@dcjs.virginia.gov.
Sincerely, Jackson Miller
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2
STATEMENT OF GRANT AWARD (SOGA) Virginia Department of Criminal Justice Services 1100 Bank Street, 12th Floor Richmond, Virginia 23219
Project Director Project Administrator Finance Officer
Billy Chaney Grant Writer/Crime Analyst 21 North Main Street Chatham, Virginia 24531 434-432-7840 billy.chaney@pittgov.org
Stuart Turille County Administrator 1 Center Street Chatham, Virginia 24531 434-432-3054 stuart.turille@pittgov.org
Kim Vanderhyde Director of Finance 1 Center Street Chatham, Virginia 24531 434-432-7742 kim.vanderhyde@pittgov.org
*Please indicate your ICR in the space provided, if applicable. As the duly authorized representative, the undersigned, having received the Statement of Grant Awards (SOGA) and
reviewing the Special Conditions, hereby accepts this grant and agree to the conditions and
provisions of all other Federal and State laws and rules and regulations that apply to this award. Signature: ______________________________ Authorized Official (Project Administrator) Title: ______________________________
Date: ______________________________
527792-FY24 Witness Protection Grant Program
Subgrantee: Pittsylvania DCJS Grant Number: 528610 Grant Start Date: 04/15/2024
Grant End Date: 06/30/2025 Indirect Cost Rate: _____% *If applicable Federal Funds: State General Funds: $25,000 Total Budget: $25,000
250
251
7.k.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Appointment: Beautification Committee (Staunton River
District; Judy Simpson)
Staff Contact(s): Tim Dudley
Agenda Date: August 20, 2024 Item Number: 7.k.
Attachment(s): None
Reviewed By:
SUMMARY:
At its March 19, 2024, Business Meeting, the Board reinstated the County's
Beautification Committee ("BC"). Supervisor Dudley desires to appoint Judy
Simpson ("Simpson") as the BC's Staunton River District representative for a one
(1)-year term beginning on August 20, 2024, and ending on August 20, 2025.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board follow Supervisor Dudey's
recommendation and appoint Simpson as the BC's Staunton River District
representative for a one (1)-year term beginning on August 20, 2024, and
ending on August 20, 2025.
MOTION:
"I make a Motion appointing Simpson as the BC's Staunton River District
representative for a one (1)-year term beginning on August 20, 2024, and
ending on August 20, 2025."
252
7.l.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Appointment: Dan River ASAP Board (Full Board
Appointment); (Heidi Jones)
Staff Contact(s): Board of Supervisors
Agenda Date: August 20, 2024 Item Number: 7.l.
Attachment(s): 1. 08-13-2024 Heidi Jones - Dan River ASAP
Reviewed By:
SUMMARY:
There is currently a vacancy on the Dan River ASAP Board. Heidi Jones ("Jones")
is interested in serving, and her interest form is attached. This appointment is a
three (3)-year term, and this is an At-Large Appointment. Supervisor Tucker
desires to appoint Jones to the Dan River ASAP Board.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends appointing Jones to the Dan River ASAP Board.
MOTION:
"I make a Motion appointing Jones to the Dan River ASAP Board."
253
Serve on a Board or Commission
Submission Date: 08/13/2024
Full Name
Heidi Jones
Full Address
219 Whittle St
Chatham, Virginia 24531
Election District
Banister
Phone
(434) 548-1938
Email
jones.heidilynn22@gmail.com
Board, Committee, or Commission of Interest
Dan River ASAP
Education Background
Associates degree in business management from DCC
Occupation
Deput Clerk for Danville Circuit Court
Why do you want to serve on this Board?
To give back to my community.
What special skills/interests/qualifications would benefit you in this appointment?
I believe my years of experience in the court system working with cases that involved with VASAP can be
beneficial to this board.
Agree to complete all required filings and to adhere to the Code of Ethics/Model of Excellence
Yes
If appointed to serve on any Committee, Board, or Commission, I agree to the following: -Complete
the required Conflict of Interest Act (COIA) Annual Filings and adhere to the Code of Ethics/Model of
Excellence as included in the Pittsylvania County Board of Supervisors Bylaws -Using a County-issued
email for communications should one be provided to me -Complete all training as required by the
County/State
Agree to all the requirements above:
Yes
254
8.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: General Presentations (Board of Supervisors)
Staff Contact(s): Kaylyn McCluster
Agenda Date: August 20, 2024 Item Number: 8.a.
Attachment(s): None
Reviewed By:
The Board will present any Proclamations, Resolutions, and/or Certificates
approved/adopted on the August Consent Agenda or at previous Meetings.
255
10.a.1.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Rezoning Case
Agenda Title: Case R-24-013: Brett and Erin Tooley; Rezoning from R-1,
Residential Suburban Subdivision District, to A-1,
Agricultural District. (Supervisor Hite)
Staff Contact(s): Emily Ragsdale
Agenda Date: August 20, 2024 Item Number: 10.a.1.
Attachment(s): 1. R24-013 Tooley App
2. R-24-013 Tooley Map
Reviewed By:
SUMMARY:
In Case R-24-013, Brett and Erin Tooley (“Petitioners”) have petitioned to rezone
3.85 acres from R-1, Residential Suburban Subdivision District, to A-1, Agricultural
District, (to allow a private recreational facility (event space) to be operated on
the property). The subject property is located on State Road 992/Homestead
Trail, in the Dan River Election District, and shown on the Tax Maps as GPIN #s
2440-66-8572 and 2440-76-0545. Once the property is rezoned to A-1, all uses
listed under Pittsylvania County Code § 35-178 are permitted. On June 4, 2024,
the Planning Commission postponed this Rezoning Application to allow the
Petitioners time to draft Proffers to be offered with the Rezoning Application. The
Petitioners have offered Proffers that are included in the Agenda Packet. On
July 2, 2024, the Planning Commission recommended by a 6-0 vote, with
opposition, that the Petitioners' request be granted with the Proffers offered by
the Petitioners. For the Board’s review, the County Staff Summary is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends approval of Case R-24-013 as submitted with the
Proffers offered by the Petitioners. The subject property is adjacent to properties
currently zoned A-1, Agricultural District, and R-1, Residential Suburban
256
Subdivision District, and the rezoning would be consistent with the County's
Comprehensive Plan.
MOTION:
“In Case R-24-013, with the included Proffers, I make a Motion approving the
rezoning of 3.85 acres from R-1, Residential Suburban Subdivision District, to A-1,
Agricultural District, to allow a private recreational facility (event space) to be
operated on the property.”
257
258
259
260
261
262
263
264
265
266
10.b.1.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Public Hearing
Agenda Title: Public Hearing: FY 2024 County Budget Amendments
Staff Contact(s): Kim VanDerHyde
Agenda Date: August 20, 2024 Item Number: 10.b.1.
Attachment(s): 1. 2024 BUDGET YEAREND BUDGET ADJUSTMENTS
Reviewed By:
SUMMARY:
Annually, Departmental/Fund Budgets are reviewed to determine if sufficient
Budget amounts exist to cover expenses until year-end. Most of these items are
bookkeeping entries required by the County’s Auditors. The attached list shows
the amount needed/requested and the reason for the need/request. Said list
also contains suggested appropriations for year-end, as well as the categorical
changes requested by the School Board. This list has been circulated to all
Board members via the Friday Update and has been duly advertised in
The Chatham Star Tribune. Prior to approval of the attached FY 2024 County
Budget Amendments, per the Virginia Code, a Public Hearing is required to be
held.
FINANCIAL IMPACT AND FUNDING SOURCE:
See attached list.
RECOMMENDATION:
Following conducting the legally required Public Hearing, County Staff
recommends the Board approve the FY 2024 County Budget Amendments as
attached and presented. The transfers have no monetary effect on the County
Budget, since monies are simply being moved from one (1) line item to the next
to cover shortages. The Budget Appropriations included are utilizing 2024
actual revenues that have not been previously budgeted. These appropriations
will cover the various line items listed in detail on the attached list.
MOTION:
267
“I make a Motion approving the FY 2024 County Budget Amendments as
attached and presented.”
268
PUBLIC HEARING NOTICE
Pursuant to §15.2-2507, Code of Virginia, 1950, as amended, the Pittsylvania County Board of
Supervisors will hold a public hearing on Tuesday, August 20, 2024, at 7:00 p.m., in the Board
Meeting Room, 39 Bank Street, SE, Chatham, Virginia, 24531, to receive citizen input on the
proposed FY2024 Budget Amendments. Public hearing documents are available for public
inspection Monday-Friday, 8 am – 5 pm, in the Pittsylvania County Administration Building, 1
Center Street, Chatham, Virginia, 24531, and on the County’s website,
www.pittsylvaniacountyva.gov.
Proposed
Budget
Amendments
2023-2024
REVENUES
Current Budgeted Revenues $302,729,063.53
General Fund Revenues 88,599.63
General Fund Carryovers/Fund Balance 858,748.69
School Revenue-(Federal, State, Local) 3,065,199.07
School Carryovers/Fund Balance-Nutrition 685,125.70
School Cafeteria Receipts-Nutrition 760,278.66
School Bus Lease-Interest 35.20
Library Gifts Fund Revenues 6,069.77
Capital Improvements Transfer 85,363.08
Courthouse Maintenance Fees 7,493.56
Courthouse Security Fees 2,529.05
Tobacco Opportunities Grant 770,775.00
Solid Waste Enterprise Bond Fund-Interest 53,995.49
Rescue Billing Fees 29,956.52
Proposed Amended Revenues $309,143,232.95
EXPENDITURES
Current Budgeted Expenditures $302,729,063.53
General Fund Operating Budget 947,348.32
School Operating Budget 3,065,199.07
School Nutrition Budget 1,445,404.36
School Bus Lease 35.20
Library Gifts Fund Budget 6,069.77
Capital Improvements Projects 85,363.08
Courthouse Maintenance Projects 7,493.56
Courthouse Security Projects 2,529.05
Economic Development Incentives 770,775.00
Solid Waste Enterprise Fund-Bond Project 53,995.49
Rescue Billing Distribution 29,956.52
Proposed Amended Expenditures $309,143,232.95
269
Department
Line Items Providing
Funds Line Item Description
Amount of
Transfer/Appropriation
Reason for
Transfer/Appropriation 2023 Expense Line Item
Amount of
Transfer/Appropriation
YEAR-END TRANSFERS:
General Fund:TRANSFER
Year-End Bookkeeping
Budgetary Adjustments
Animal Control 100-4-035100-81052 Capital Outlay-Vehicle Lease (27,000.00)
Animal Control 100-4-035100-6008 Vehicle Fuels (4,000.00)
Animal Control 100-4-035100-6031 Svc Costs-Labor (4,000.00) 100-4-035110-58491 (Vet Expense)35,000.00
E911 100-4-035500-3320 Svc Contracts-Office Equipment (31,168.64) 100-4-035110-5849-60041 (Medical Exp)31,168.64
Community Contributions 100-4-081200-5703 Drug Court Contribution (52,762.13) 100-4-012515-5841 (Software Support Exp)52,762.13
Community Contributions 100-4-081200-5704 Summer Intern Program Contrib (85,363.08) 100-4-091200-9104 (Transfer to Capital)85,363.08
Non-Departmental 100-4-091200-8109 Grants Local Match/Contingency (9,249.77) 100-4-012210-3150 (Legal Services)6,336.20
100-4-095100-91684 (Panacea Building Loan)2,913.57
APPROPRIATION
Animal Control 100-3-000000-130102 Dangerous Dog Fee 245.00
A dangerous dog fee is required
by the state for all citizens who
own a dangerous dog. The
citizen pays this fee to the
County to pass on to the State.100-4-035100-5899 245.00
APPROPRIATION
Sheriff 100-3-000000-189903 Project Lifesaver-Donations 1,400.00
We receive donations for the
Project Lifesaver Program at the
Sheriff's office. We received
monies during the year that
need to be appropriated back to
the Project Lifesaver Expenditure
line item 100-4-031200-5882 1,400.00
Pittsylvania County
FY 2024 Year-End Budget Adjustments
270
Department
Line Items Providing
Funds Line Item Description
Amount of
Transfer/Appropriation
Reason for
Transfer/Appropriation 2023 Expense Line Item
Amount of
Transfer/Appropriation
Pittsylvania County
FY 2024 Year-End Budget Adjustments
APPROPRIATION
Registrar 100-3-000000-230600 Shared Expense-Regitrar 20,228.56
The Electoral Board/Registrar's
year-end budget was short by
$20,228.56. This shortage was
due because of the large number
of additional elections that were
held during FY2024. Fortunately,
we were able to recoup funds
for the presidential primary that
can be used to cover this
overage.100-4-013100-1301 20,228.56
APPROPRIATION
Comp Policy and Management
Team 100-3-000000-410501 Carryover (2023)858,748.69
A total of $858,748.69 of
appropriated CSA funds
remained at the end of 2024.
Because of the timing of
payments, prior year
expenditures were paid in
FY2024 causing an overage in
program funds.100-4-053500-7003 858,748.69
APPROPRIATION
Community Development 100-3-000000-189926 Expenditure Refunds-SOLAR 36,192.00
We are requiring solar farms to
pay the cost of inspections on
their projects. These invoices are
paid through the community
development budget.100-4-081400-3161 36,192.00
APPROPRIATION
Pittsylvania Soil Water
Conservation District 100-3-000000-240415 Pittsylvania Soil & Water 30,534.07
We are the fiscal agents for the
Pittsylvania County Soil & Water
District. The County is
reimbursed for the salaries of
PSWCD employees. An
additional amount needs to be
appropriated to account for
salary increases for the year.100-4-082400-1100 30,534.07
APPROPRIATION
271
Department
Line Items Providing
Funds Line Item Description
Amount of
Transfer/Appropriation
Reason for
Transfer/Appropriation 2023 Expense Line Item
Amount of
Transfer/Appropriation
Pittsylvania County
FY 2024 Year-End Budget Adjustments
Schools 205-3-000000-240202 School Funds - Regular 1,242,427.00
Additional State, Federal and
Local revenues were received for
PCS as referenced in the attched
letter. An appropriation is
needed for expenditures of
these funds 205-4-061000-1120 116,048.12
205-3-000000-240264 School Misc Receipts 1,272,962.00 205-4-062000-1800 (552,864.69)
205-3-000000-330213 National School Lunch Program 549,810.07 205-4-063000-3400 (303,640.77)
207-3-000000-410502 Carryovers/Fund Balance 685,125.70 205-4-064000-3300 1,644,557.84
207-3-000000-161204 School Cafeteria Receipts 760,278.66 205-4-065000-3179 603,852.09
205-4-066000-5600 1,945,715.60
205-4-067000-5700 (388,469.12)
207-4-065100-5700 1,445,404.36
APPROPRIATION
School Bus Lease 210-3-000000-150101 Interest 35.20
The School Bus Lease Loan
earned interest of $35.20 that
needs to be appropriated in
order to close this lease out. 210-4-069000-8105 35.20
APPROPRIATION
Library-Memorial Gifts Fund 265-3-000000-150212 Photocopes-Library 6,069.77
The Library has a Memorial Gifts
Fund where they deposit
donations as well as funds for
the use of equipment at the
Library. These funds are used to
make improvements to the
Library facility. At year-end the
allotted budgeted was overspent
by $6,069.77. There are
sufficient funds in this account
to cover the shortage.265-4-073320-6003 6,069.77
APPROPRIATION
272
Department
Line Items Providing
Funds Line Item Description
Amount of
Transfer/Appropriation
Reason for
Transfer/Appropriation 2023 Expense Line Item
Amount of
Transfer/Appropriation
Pittsylvania County
FY 2024 Year-End Budget Adjustments
Capital Improvements Fund 310-3-000000-410503 Transfer from other Funds 85,363.08
Unexpected Expenditures
occurred in the IM/IT
Departments during FY2024.
Funds were needed for new time
clocks to support the County's
transition to a new time and
attendance system. In addition
to this expense, IT was forced to
upgrade the County's end of life
server. Funds for these
expenditures can be covered
with unused budget funds from
Community Contributions line
item.310-4-094100-8121 85,363.08
APPROPRIATION
Courthouse Maintenance Fund 312-3-000000-160302 Courthouse Maintenance Fees 7,493.56
Fees are charged for Courthouse
Maintenance thru the Circuit
Court Clerk's Office. These funds
are used to maintain the
Courthouse and needs to be
appropriated for recent repairs
to the Courthouse.312-4-043200-3310 7,493.56
APPROPRIATION
Courthouse Security Fund 314-3-000000-160304 Courthouse Security Fees 2,529.05
Fees are charged for Courthouse
Security thru the Circuit Court
Clerk's Office. These funds are
used to cover costs associated
with Courthouse Security. These
funds need to be appropriated
for recent upgrades made to the
courthouse scanners.314-4-043201-8102 2,529.05
APPROPRIATION
Industrial Development Fund 330-3-000000-190211 Tobacco Opportunities Grant 770,775.00
Funds received from the
Tobacco Commission's
Opportunity Fund for Tyson
Farms 330-4-081500-8223 770,775.00
273
Department
Line Items Providing
Funds Line Item Description
Amount of
Transfer/Appropriation
Reason for
Transfer/Appropriation 2023 Expense Line Item
Amount of
Transfer/Appropriation
Pittsylvania County
FY 2024 Year-End Budget Adjustments
APPROPRIATION
Solid Waste Enterprise Fund-
Bond Proceeds 520-3-000000-150101 Interest on Investments 53,995.49
Interest earned on bond
proceeds for FY2023. These
funds need to appropriated to
the Landfill Bond Project Fund fo
cover future expenditures.520-4-094151-8133 50,453.78
520-4-094151-8212 3,541.71
APPROPRIATION
Rescue Billing 530-3-000000-160402 Rescue Billing-Cool Branch 29,956.52
Estimates for the Rescue Billing
Fund for FY2024 were
underestimated. Therefore, an
additional appropriation is
needed to balance the Rescue
Billing Fund for the year.530-4-035501-58992 29,956.52
TOTAL APPROPRIATION 6,414,169.42 6,414,169.42
274
275
276