Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: August 23rd, 2018

Time: 930-1030

Location: Bivens

Date of Next Meeting 9/27/18 at 930

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

Absent: Corey Collins

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: Productivity and outreach

Discussion: Jess and staff discussed low productivity and ways in which to increase public knowledge and accessibility to services. Jess had staff identify personal challenges solutions and then had staff create a personal productivity plan going forward. Jess and staff discussed the need to collaborate Residential while also attending staff/teacher meetings as they relate to truancy. Jess asked each staff member to identify schools they plan to work with.

Outcome, Actions, Timeframe: Send me your scheduled meeting specifics by September 6th, 2018. Thank you Joy Steiner for the prompt response and for sending your schedule.

.

C.	Regulatory Issues

1.	Sub-topic: Electronic Log books

Discussion: Jess discussed the ways in which this may impact Family Action in the future.

Outcome, Actions, Timeframe: Pending

3. Sub-topic: Non-Residential Carry Over

Discussion: Discussed carry over and instructed staff to be mindful of continuing a minimum of six intakes a month.

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 and reviewed updated 2018-2019 QI standards

Outcome, Actions, Timeframe: Completed

3. Sub-topic: Outreach Coordinator

Discussion: Jess and Autumn are working in collaboration on a new flyer for Family Action.

Outcome, Actions, Timeframe: Thank you Autumn for your insight and creativity. We appreciate you.

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 August.

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. Although there were some concerns regarding inaccurate tracking with screenings and completers; many of the data has since been corrected.

Outcome, Actions, Timeframe:	Completed

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.). In addition, Corey is currently looking for upcoming dates for MAB training and will be contacting both NW and Central next week to discuss.

Outcome, Actions, Timeframe:	Ongoing

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

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:

2. Sub-topic: Residential and Non-Residential

Discussion: Discussed collaboration between Residential and non-residential

Outcome, Actions, Timeframe:

3. Sub-topic: Electronic log books-IYP Central Update

Discussion: IYPC had a preview of the electronic logbook

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Managing Aggressive Behavior Training

Discussion: Fl Network will offer train the trainer opportunity this fiscal year.

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.

2. Sub-topic: Intake paperwork/ Family Action

Discussion: Discussed ways to streamline the non-res intake paperwork to reduce time.

Outcome, Actions, Timeframe:

3.	Sub-topic:2018-2019 QI Standards

Discussion: Changes were distributed and reviewed.

Outcome, Actions, Timeframe:

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:	Discussion:	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:

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 and discussed the CINS performance packet.

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 issues

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: During the summer, SNAP for boys and girls have participated in three different summer camps through SWAG, Cone Park, and Library Partnership Resource Center. Both Family Action and SNAP for Boys and Girls have collaborated with outreach efforts for Meet the Teacher meetings at Lincoln Middle School, A. Quinn Jones, Shell Elementary, Idyllwild, and Hawthorne middle/high school. SNAP is in the process of enrolling families for the fall of 2018 and cycle one and two will begin on August 28th (SNAP Girls Group) and 29th (SNAP Boys Group.) In addition, for the first time in SNAP Gainesville history, Evelitza Soto and staff will be holding a SNAP open house, meet and greet on August 21st and 22nd, 2018.

Outcome, Actions, Timeframe: Pending

2.	Sub-topic: Case Staffing

Discussion: One Case staffing was held August 3rd, 2018 at 9am. August’s Case Staffing will be held on September 14th 2018 at 9am.

Outcome, Actions, Timeframe: Pending

3. Sub-topic: SARB

Discussion: SARB will reconvene on September 25th, 2018 at 9am.

Outcome, Actions, Timeframe: Completed

4. Sub-topic: Truancy Court

Discussion: Truancy Court reconvened on August 15th, 2018 and September date is pending . Joy Steiner serves as the representative for Family Action Central.

Outcome, Actions, Timeframe: Completed.

Respectfully submitted by:

Jessica Bechtold	August 24th, 2018