Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: 1/25/19

Time:

Location: Bivens

Date of Next Meeting: February 28th, 2019

Attendance: Mary Simmons, Jessica Bechtold, Isaiah Harmon, Joy Steiner, Corey Collins, Evelitza Soto, Carlos Aguirre, Cassandra Denham, Katie Magee, Joy Brown

Absent:

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Overtime

Discussion:	Reminded staff to obtain supervisor permission for overtime

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Fiscal

Discussion:	Jessica Bechtold reminded staff to submit timesheets and schedules early due to Holiday. Please submit appropriate timesheets in the appropriate and legible form.

Outcome, Actions, Timeframe: Pending

B.	Marketing and Business Development

1. Sub-topic: Productivity and outreach

Discussion: Jess and staff discussed recent outreach measures and encouraged the continuation of such outreach measures particularly with regards to school based outreach.

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic Youth Build

Discussion: Jess met with Youth Build Academic Instructor, Shay Bellamy to discuss services and the ways in which CDS and youth build can assist one another. Jess distributed applications and flyers to Staff during staff meeting.

Outcome, Actions, Timeframe

C.	Regulatory Issues

1.	Sub-topic: Vacation Hours

Discussion: Discussed the need to keep track of vacation hours and Jess stressed that the responsibility is now being placed on each employee to maintain an awareness of hours.

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Direct Deposit

Discussion: All staff signed up for direct deposit. Discussed any concerns and clarified the process.

Outcome, Actions, Timeframe:	Complete

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Evaluations Completed

Discussion: Evaluations completed for Isaiah Harmon and Evelitza Soto.

Outcome, Actions, Timeframe:	Carlos Aguirre Evaluation due by February 2nd.

2. Sub-topic:	Counselor/Case Manager

Discussion: We are now advertising for the Counselor/ Case Manager position and will begin interviews next week.

Outcome, Actions, Timeframe: Pending

3. Sub-topic: Destiny Love; Volunteer

Discussion: Destiny will begin volunteering for the front office on Wednesday, January 30th. In order to assist with front office responsibilities.

Outcome, Actions, Timeframe: Thank you and welcome Destiny.

E.	Annual Budget Planning and Process

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Monthly Drill

Discussion: Joy Brown completed a drill for the month of January.

Outcome, Actions, Timeframe:	Completed

B.	Self-Inspections (Reports, analysis, and recommendations)

1.	Sub-topic:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

C.	Incident Reports (Reports, analysis of trends, recommendations)

1.	Sub-topic: No Discussion

Discussion:

Outcome, Actions, Timeframe:

III.	Quality Improvement

A.	File Audits and Case Record Review (reports and recommendations)

1. Sub-topic: QI Review Report

Discussion: Jess had staff review the QI review summation.

Outcome, Actions, Timeframe:	Thank you for a job well done.

2. Sub-topic: Peer Reviewers

Discussion: Cassi Denham and Mary Simmons expressed interest

Outcome, Actions, Timeframe: Pending

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: See Risk Management

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1. Sub-topic: Arnette House shadowing

Discussion: Cassi and Joy attended the Arnette House shadowing on January 10th.

Outcome, Actions, Timeframe:	A big thank you to the Arnette House for affording us this opportunity.

2. Sub-topic: Peer Reviews

Discussion: Third quarter completed.

Outcome, Actions, Timeframe: Complete

D.	Policy and Procedure Updates and/or Review for Your Information from CINS/FINS Meeting: Review/Recap from last CINS/FINS

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget/Overtime

Outcome, Actions, Timeframe: Ongoing

B.	Marketing and Business Development

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic: Bed Checks

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic: Peer Reviewers Needed

Discussion: Tracey asked for more suggestions on who should be peer trained in each region. We have a great opportunity to get staff trained in Gainesville at the next QIC meeting.

Outcome, Actions, Timeframe: Peer Review training will be in Gainesville in April at the next QIC meeting.

3. Sub-topic: Board Codes

Discussion:

Outcome, Actions, Timeframe:

4. Sub-topic: Possible change in retirement plan

Discussion:

Outcome, Actions, Timeframe:

5. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Managing Aggressive Behavior Training

Discussion:

Outcome, Actions, Timeframe:	Send Names to Tracey

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

3. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

E.	Annual Budget Planning and Process

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

II.	Health and Safety: Program/Regional Coordinators

A.	External Inspections

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

B.	Self-Inspections (Reports, analysis, and recommendations)

1.	Sub-topic: Program Safety Issues

Discussion: Discussed recent situation and related safety issues and opportunities to increase safety practices.

Outcome, Actions, Timeframe:	Regions will schedule safety training sessions with local law enforcement and request safety suggestions for service locations.

C.	Incident Reports (Reports, analysis of trends, recommendations)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

III.	Quality Improvement

A.	File Audits and Case Record Review (reports and recommendations)

1. Sub-topic: Sexual Orientation, Gender Identity/Expression

Discussion:

Outcome, Actions, Timeframe: Continue to update other sites on progress in this area.

2. Sub-topic: QIC Update

Discussion: Discussed recent QI review. NW review on February 6th and 7th.

Outcome, Actions, Timeframe:

3. Sub-topic: Cell Phone Usage

Discussion:

Outcome, Actions, Timeframe

.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

E.	Participant Complaint and Grievance (specific and quarterly review of trends)

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

F.	Planning Documents (reports, status of goals and objectives, reformulation)

1.	Sub-topic: Strategic Plan/Role Plays

Discussion:

Outcome, Actions, Timeframe:

2.	Sub-topic:	Accessibility Plan

Discussion:	No discussion

Outcome, Actions, Timeframe:

3.	Sub-topic:	Cultural Competence Plan

Discussion:	No discussion

Outcome, Actions, Timeframe:

4.	Sub-topic:	Input Plan

Discussion:	No discussion

Outcome, Actions, Timeframe:

5.	Sub-topic:	Community Relations plan

Discussion:	No discussion

Outcome, Actions, Timeframe:

IV.	Risk Management

A.	Risk Management Plan (exposure to loss)

1.	Sub-topic: CINS Performance Packet

Discussion: The group reviewed and discussed the data packet.

Outcome, Actions, Timeframe:

B.	Employee Concerns or Complaints

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

C.	Potential regulatory audits and/or investigation of operations

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

V.	Information Technology

A.	Technology Plan

1.	Sub-topic: Cell Phones

Discussion:

Outcome, Actions, Timeframe:

VI.	Clinical/Program

A.	Medical and Medication Issues

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

E.	Participant Complaint and Grievance (specific and quarterly review of trends)

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

F.	Planning Documents (reports, status of goals and objectives, reformulation)

1.	Sub-topic:	Strategic Plan

Discussion: See marketing and business development.

Outcome, Actions, Timeframe:

2.	Sub-topic:	Accessibility Plan

Discussion:	No Discussion

Outcome, Actions, Timeframe:

3.	Sub-topic:	Cultural Competence Plan

Discussion:	No Discussion

Outcome, Actions, Timeframe:

4.	Sub-topic:	Input Plan

Discussion:

Outcome, Actions, Timeframe:

5.	Sub-topic:	Community Relations plan

Discussion:	No Discussion	Outcome, Actions, Timeframe:

IV.	Risk Management

Risk Management

A.	Risk Management Plan (exposure to loss)

1. Sub-topic: CINS Performance Packet

Discussion: See above discussion

Outcome, Actions, Timeframe: Completed

B.	Employee Concerns or Complaints

1.	Sub-topic:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

C.	Potential regulatory audits and/or investigation of operations

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

V.	Information Technology

A.	Technology Plan FYI

1.	Sub-topic: IT

Discussion: New phones delay. Jess is in communication with Zach and Chris in order to mitigate current phone challenges.

Outcome, Actions, Timeframe: Ongoing

VI.	Clinical/Program FYI

A.	Medical and Medication Issues

1. Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

VII.	Other Business:

Sub-topic:	SNAP

Discussion: SNAP in schools is back in action for the new year. Currently, SNAP in schools will be looking forward to completing session eleven and is also working diligently with students who are going through restoration station. Both SNAP in Schools and SNAP clinical are in the process of assisting our NW site with new programs for SNAP in Schools and Clinical SNAP in the NW location.

SNAP Clinical had their first Open House/Meet and Greet on January 15th, 2019 for the young SNAP Boys group with a participation rate of 86% (6 out of 7 in attendance). On January 16th SNAP boys (9-11) also held their orientation with a participation rate of 72 % (5 out of 7 families) in attendance. SNAP clinical has received confirmation that the other families will be in attendance when groups commence on January 22nd and 23rd with a total of 14 families enrolled.

Outcome: Ongoing

2. Sub-topic: SARB, Case Staffing and Truancy Court

Discussion: Finally one cases staffing was held on January 9th where three cases were discussed. The next Case staffing will be held on February 6th, 2019 at 9am. Truancy court continues to be held monthly although dates vary. SARB was held on January 8th and is scheduled again for January 29th at 9am.

Outcome, Actions, Timeframe: Completed.

Respectfully submitted by:

Jessica Bechtold	January 25th, 2019