Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: December 18, 2018

Time: 930-1030

Location: Bivens

Date of Next Meeting: January 24th, 2018 at 930am

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

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: Electronic Log books

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

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:

2. Sub-topic:	Counselor/Case Manager

Discussion: We are now advertising for the Counselor/ Case Manager position.

Outcome, Actions, Timeframe: Pending

3. Sub-topic: Katie Internship Evaluation

Discussion: Jess and Katie conferenced with University supervisor, Kathleen Durst at the beginning of December to complete Midterm evaluation.

Outcome, Actions, Timeframe: Complete

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 December. .

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 and case load reports. No errors on risk management report reported by staff

Outcome, Actions, Timeframe:	Completed

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

Sub-topic: Arnette House shadowing

Discussion: Jess discussed shadowing opportunities for staff at the Arnette house.

Outcome, Actions, Timeframe:	Cassi and Joy will be attending on January 10th 2018.

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

Discussion:

Outcome, Actions, Timeframe: Please continue to focus your efforts in this area.

B.	Marketing and Business Development

1. Sub-topic: Retention Bonus/Salary Supplement

Discussion:

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic:

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: December Meeting Date

Discussion:

Outcome, Actions, Timeframe:

4. Sub-topic:

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:

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:

Outcome, Actions, Timeframe:

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: Behavior Management System/Trauma Sensitive Approach-Managers

Discussion:

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

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

3. Sub-topic:

Discussion: Changes were distributed and reviewed and discussed.

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: Iphone/Galaxy S8

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: Risk Management Report

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: Met for training file review on 12/19/18 and Jess gave in-service training on Suicide in Teens.

Outcome, Actions, Timeframe: Pending

V.	Information Technology

A.	Technology Plan FYI

1.	Sub-topic: IT

Discussion: New phones are now being distributed. Dr. Harmon discussed concerns with his computer and not being able to successfully complete his training. Jess contacted Zach and he noted that he would replace Dr. Harmons computer. In the meantime, Jess suggested that Dr. Harmon log into another working computer in the Bivens building.

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 will be finishing up with Session nine before the winter break! There was a Santa sighting (Corey Collins) on the morning news and he is scheduled to be at Rawlings on Monday the 17th for pictures.

SNAP Clinical has successfully completed their first two groups for the fiscal year of 2018-2019. A total of six SNAP girls and six SNAP boys’ families graduated on December 4th and 5th. The next two cycles are will presumably begin at the end of January, 2019 starting the year off with two SNAP Boys Groups.

Outcome: Ongoing

Sub-topic: SARB, Case Staffing and Truancy Court

Discussion: Case Staffing continues to be held monthly although December brings with it two case staffing’s to close out the year. Similarly, SARB convened on December 11th at 9am and Truancy Court will break for the winter holiday but will reconvene mid-January of 2019. We are saddened by the news that Karly Bell Counselor/ Case Manager, has accepted a position with a local agency in the community. We are grateful for all of her hard work and she will be missed.

Outcome, Actions, Timeframe: Completed.

Respectfully submitted by:

Jessica Bechtold	Dember 18th, 2018