Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: July 26th, 2018

Time: 930-1030

Location: Bivens

Date of Next Meeting August 23rd, 2018 at 930 am

Attendance: Mary Simmons, Carlos Aguirre, Jessica Bechtold, Isaiah Harmon, Evelitza Soto, Michelle Esau, Joy Steiner, Karly Bell

Absent: Corey Collins, Joy Brown (excused)

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 on Friday. Please submit appropriate timesheets in the appropriate and legible form.

Outcome, Actions, Timeframe: Pending

B.	Marketing and Business Development

1. Sub-topic: Strategic Planning Meeting

Discussion: On July 24th, 2018, Family Action held an annual Strategic Planning meeting in order to identify challenges and possible solutions for Family Action Programs. Jess and Cindy facilitated the meeting and provided ice breakers, Suicide Assessment training, lunch and finally, a Strategic Planning brain storming session with staff.

Outcome, Actions, Timeframe: Great work and please continue outreach efforts. Strategic Planning minutes submitted on 7/26/18. Thank you to all who participated in the event.

. Sub-topic: Outreach/productivity

Discussion: Discussed possible options for outreach. Discussed groups in schools and asked counselors to look for duplicates in paperwork so that we may reduce the intake packet and increase productivity. In addition, Jess and staff discussed the need to attend staff/teacher meetings as they relate to truancy. Jess asked each staff member to identify schools they plan to work with.

Outcome, Actions, Timeframe: Pending

C.	Regulatory Issues

1.	Sub-topic: Front Desk Coverage

Discussion: Jess and staff have provided administrative coverage for the front desk.

Outcome, Actions, Timeframe: A HUGE thank you to Mary Simmons for volunteering to cover the front desk and data entry responsibilities while Joy is gone. We appreciate you!!! Jess will continue to oversee monies and transactions and will assist in data entry the following week.

2. Sub-topic: Employee Handbook

Discussion: Jess Distributed updated handbooks, reviewed changed and had staff sign.

Outcome, Actions, Timeframe: Submitted to Maria Montenegro. Joy Brown Handbook acknowledgement form pending her return.

3. Sub-topic: Non-Residential Carry Over

Discussion: Jess asked staff to be mindful of upcoming discharges and reminded staff case carry over if they remain open on July 31st.

Outcome, Actions, Timeframe: Pending

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Car Insurance

Discussion: Please submit any updated insurance information.

Outcome, Actions, Timeframe: Ongoing

2 Sub-topic: Updated Forms

Discussion: Provided Staff with a list of updated forms currently on the intranet

Outcome, Actions, Timeframe: Completed

3. Sub-topic: New Outreach Coordinator

Discussion: Family Action is ecstatic to welcome Autumn Santos to the Bivens building. We are thrilled to have you as part of the CDS team/family and are here to support you during this transition!

Outcome, Actions, Timeframe: WELCOME, AUTUMN!!!

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 July.

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: Risk Management Report

Discussion: Jess had staff review risk management report. Many identified having concerns with the “missing SSN” noting that they have gathered many at intake. Jess asked Staff to review files and submit updated list. Jess also identified a case that was listed as having “no assessment” although assessments are conducted at every intake. This error was updated in NetMis

Outcome, Actions, Timeframe:	Review your charts in question and return missing information by 8/3/18.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: See Risk Management

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

Sub-topic: Training

Discussion:	Discussed required training and asked each staff member to look at training files and identify needed training (CPR, 1st Aid, HIV/AIDS etc.). Each member was reminded that training files are staffs responsibility. Karly Bell will be attending JJIS and PAT Training on July 30th in Alachua and August 16th, 2018 in Ocala.

Outcome, Actions, Timeframe:	Ongoing

D.	Policy and Procedure Updates and/or Review for Your Information from CINS/FINS Meeting: Discussed in Family Action July 2018 staff meeting

Business Operations:

A.	Monthly Budget (Revenue and Expenses)

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

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic: Nonresidential Carryover

Discussion: Nonresidential carry over from May 1st to June 30th and are still opened on July 31, 2018 will be carried over and counted in July’s numbers.

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Managing Aggressive Behavior Training

Discussion: We reviewed needs based on region. Tracey discussed the desire to eventually have a trainer from each region.

Outcome, Actions, Timeframe:

E.	Annual Budget Planning and Process

1.	Sub-topic:

Discussion: No 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:

Discussion: No discussion

Outcome, Actions, Timeframe:

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

1.	Sub-topic:	Runaways

Discussion: Discussed higher number of runaways and possible interventions. Staff should encourage youth to let them help the participant leave appropriately by contacting the guardian rather than run from the program.

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1. Sub-topic: Behavior Management System/Trauma Sensitive Approach-Managers

Discussion:

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

3. Sub-topic: Client Transportation

Discussion: Reviewed each regions process. Programs were encouraged to continue current practice until new QI indicators are distributed.

Outcome, Actions, Timeframe: We will modify Policy and Procedure if necessary after receiving the 2018-2019 QI Indicators.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: CINS Performance packet

Discussion: The group reviewed and discussed the data packet

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1.	Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic:

Discussion: No 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:

Outcome, Actions, Timeframe:	Planning results due by August 6th.

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:

Discussion: No discussion

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:

Discussion:	No 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: No 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: Risk Management Report

Discussion: Distributed Risk Management report.

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Agency Report Card

Discussion: Agency report card was distributed and reviewed.

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: No Discussion

Outcome, Actions, Timeframe:

V.	Information Technology

A.	Technology Plan FYI

1.	Sub-topic: IT challenges and contact

Discussion: Please contact Jess for any IT issues and she will update Chris Barry and Zach Toundas.

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: Both SNAP for Boys and Girls and SNAP in Schools have a busy few months’ ahead as they have hired their facilitators for 2018-2019. The Florida Network of Youth and Family Services will also held two other facilitator trainings on July 16th to the 20th in Pinellas Park, Florida and will hold a second facilitator training in Orlando, Florida on August 20th to the 24th.

SNAP for Boys and Girls continue to conduct short SNAP lessons at the Library Partnership Resource Center, SWAG Family Resource Center, and Cone Park Library as a part of the facilities summer programs.

In related news, SNAP in schools will be serving 67 students in the 21st Century summer program and will be focusing on 17 third graders. SNAP in Schools will finish their contractual obligations for the fiscal year on June 28th and will continue on with 21st Century for the duration of their summer program.

Hats off to Evelitza and Carlos for exceeding deliverables this year as well as HUGE congratulations to Corey Collins for being invited to attend the Child Development Institute’s advanced Train the Trainer training in Toronto Canada from July 30th to August 4th, 2018.

Outcome, Actions, Timeframe: Pending

2.	Sub-topic: Case Staffing

Discussion: One Case staffing was held July, 6th, 2018 at 9am. August’s Case Staffing will be held on August 3rd, 2018 at 9am.

Outcome, Actions, Timeframe: Pending

3. Sub-topic: SARB

Discussion: SARB will reconvene after the summer break.

Outcome, Actions, Timeframe: Completed

4. Sub-topic: Truancy Court

Discussion: Truancy Court will resume after brief summer break. Joy Steiner serves as the representative for Family Action Central.

Outcome, Actions, Timeframe: Completed.

Respectfully submitted by:

Jessica Bechtold	July 27th, 2018