Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: March 21, 2014

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: April 18, 2014

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

Absent: Rhonda, Cindy

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: East is making progress, N.W. and Central are struggling

Outcome, Actions, Timeframe:	Please remain focused.

B.	Marketing and Business Development

1. Sub-topic: Electronic communications (Pending)

Discussion:

Outcome, Actions, Timeframe: It was agreed that we would do a three month pilot at Central and see what we learn. Sam will look at the forms we will need to adjust.

2. Sub-topic: Strategies related to anticipated outcome measures for next year

Discussion: Ideas generated: 1.Start 30 and 60 day follow up now, consider having counselors do the 30 and administrative staff do the 60, but ultimately work it in your region as it fits best. 2. Meet with staff to discuss barriers to shelter entry 3.Clearly establish that we plan to serve youth for 35 days during the intake process 4. Meet with new social workers in the school districts that have them 5. Revise shift leader assignments to include practice scenarios 6. Target a particular school and ask to work with youth through Interface in lieu of suspension 7. Run a 1 week summer empowerment camp for girls in East and N.W. targeting at risk youth. Could target youth on free and reduced lunch programs in advertising.

Outcome, Actions, Timeframe:	We need a script for follow up. Sam will contact the Network to see if the 30/60 follow-up will ask the same questions as the 180. Pam will get with Tashikka to do research on Empowerment for Girls and draft a 1 week schedule of activities. Sam and Peggy will review paperwork involved in transferring a residential case to non-residential with the eye to eliminate duplication. Managers discuss the Summer camp idea with key staff and include everyone on an e-mail trail as ideas develop.

3. Sub-topic: National Runaway and Safeline Materials

Discussion:

Outcome, Actions, Timeframe:	Please complete order form provided by 3/28/14 and provide to Sam and he will place the order

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic:

Discussion:

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

Outcome, Actions, Timeframe:

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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: Our codes for reporting have changed.

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1.	Sub-topic: ES file order and Mother Sheet

Discussion: Those present reviewed changes.

Outcome, Actions, Timeframe: Sam will put on the Intranet

2. Sub-topic: Q.I. Goals Tracking Training

Discussion:

Outcome, Actions, Timeframe:

3. Sub-topic: Peer reviews

Discussion:

Outcome, Actions, Timeframe: If you have not done so, please complete by 3/28/14 and forward 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: Intake Assessment NETMIS

Discussion: Reviewed suggested changes

Outcome, Actions, Timeframe: Sam will put on the Intranet

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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:

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: Staff and Participant Safety

Discussion: Per our discussion at CINS/FINS on Friday and based on several recent events, it is a good time to review with staff the importance of maintaining professional boundaries with participants for the safety of all concerned. Remembering participants come to us with a multitude of layered and complex issues he/she may not interpret a gesture of kindness, a touch, a relaxation of the rules or a special privilege as it is intended. It is important that we all be respectful, balanced, consistent and fair to all of our participants and clearly help them learn about the appropriateness of boundaries. In no way does this imply that staff cannot be friendly, concerned and caring professionals. Staff can help participants learn to do this by role modeling this behavior with other staff, guests and participants. Participants are watching staff all of the time. If staff have to break the normal routine for any reason or get an uneasy feeling from an interaction with a participant they should document the occurrence and discuss it with a supervisor as soon as possible. In this way we can all be better prepared for whatever comes next or plan an appropriate intervention to mitigate further issues.

It would probably be good to ask staff about awkward situations that they have encountered in the past (everybody has had them) and how they handled it, wished they’d handled it or wished they had known. Another good question might be, what blew up in your face that was completely unexpected and why do you think it happened?

Outcome, Actions, Timeframe:	Sam will e-mail relevant policies to aid in staff discussions

V.	Information Technology

A.	Technology Plan

1.	Sub-topic: Telephone System

Discussion:

Outcome, Actions, Timeframe:	It was agreed that the shelter phones should be set on 6 rings, before the number is transferred to an answering system

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

Name	Date