Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: February 22, 2013

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: March 22, 2013

Attendance: Jim, Sam, Peggy, Cindy, Pam, Cassandra, Zeke, Tracey Rhonda

Absent:

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: This has crept back up.

Outcome, Actions, Timeframe:	Please do what you can to reduce this.

2. Sub-topic: Overtime adjustments

Discussion: Sam explained that he had conferred with our attorney about an appropriate way to build in overtime which might help employees as well as reap a cost savings. This only works if a person maintains a steady schedule.

Outcome, Actions, Timeframe: Please review the situation in your shelter and see if this would be of benefit

B.	Marketing and Business Development

1.	Sub-topic: Open Positions

Discussion: Sam confirmed that the House Manager position at IYPE should be taken off the Table of Organization. He also noted that we have 60 days to fill our non-residential position on N.W. based upon the exit date of the employee leaving the position.

Outcome, Actions, Timeframe:

2. Sub-topic: Outreach & Transitional Living Grants

Discussion: Sam asked that we brainstorm ideas for consideration for applying for these to grants. Outreach Ideas included targeting east Gainesville hang outs, libraries, and an opportunity to expand as an alternative to school suspension and for truancy sweeps. Also consider targeting truant youth at the elementary school level. Transitional Living, Sam explained the current grant application we have in for HUD

Outcome, Actions, Timeframe: If you have additional ideas, please let Sam and Peggy know.

3. Sub-topic: Domestic Violence Contract

Discussion: Sam reviewed the documents in the packet regarding this new contract. Relationships will be key to having this run smoothly.

Outcome, Actions, Timeframe: Sam will contact Terry regarding whether this would require a CCC on a runaway.

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Positive Youth Development Webinar

Discussion: Cassandra and Peggy will listen in.

Outcome, Actions, Timeframe: Sam will get Cassandra registration information. The call is on March 27, 2013 1:00 p.m. - 2:30 p.m.

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: Licensure Visit

Discussion: We will probably see hits for not doing local law enforcement checks on volunteers, first aid/cpr issues and evaluations issues.

Outcome, Actions, Timeframe: Cassandra noted that we need to make a change in the medication form which she will handle and get to Sam. We will expect a corrective action from Kendra.

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

1.	Sub-topic:

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: Non-residential & ES file order and Mother Sheet

Discussion:

Outcome, Actions, Timeframe:	The updated file order is on the Intranet. The ES file order and Mother Sheet are still under review.

2. Sub-topic: Peer Reviews

Discussion:

Outcome, Actions, Timeframe: Cassandra needs to get Peggy Peer Review from last quarter. 2nd Quarter Peer reviews are due no later than the April CINS/FINS meeting to Peggy.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion:	No 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: Failed Screenings

Discussion:

Outcome, Actions, Timeframe:	Screenings that due not result in a case, still get entered into NETMIS.

2. Sub-topic: NETMIS entry regarding Medications

Discussion: The Network is really trying to work the nurse’s issue during the session.

Outcome, Actions, Timeframe:	Please discuss with relevant staff the importance of entering these fields in NETMIS.

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

1.	Sub-topic:

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:

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

A.	Risk Management Plan (exposure to loss)

Sub-topic: Performance and Risk Management Reports

Discussion: Those present reviewed the packet. P 16 & 17 no missing data. Ryan’s congratulatory art work is missed. P. 33-34 IYPNW & East thanks for improving on noting runaways, throwaways and homeless youth accurately. No trends were noted in the Incident Summary Reports.

Outcome, Actions, Timeframe: P.9 Ryan please put all of the 33% under Naomi. Also check why there are no cases for her in December/January. P 19 Peggy please implement new risk factor protocol. P.25 Cassandra please check lag time on Naomi’s Family Action cases P.26 Ryan can we carry over the screenings from the prior month? P. 30 Managers check on cases over 12 weeks

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

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

VI.	Clinical/Program

A.	Medical and Medication Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

Respectfully submitted by:

Sam Clark	February 28, 2013

Name	Date