Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: June 10, 2016

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: July 8, 2016

Attendance: Sam, Zeke, Pam, Cassandra, Tracey, Rhonda, Peggy, Jessica

Absent: Jim, Cindy

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion:

Outcome, Actions, Timeframe: Pending

B.	Marketing and Business Development

1. Sub-topic: FL Network Special Funding

Discussion

Outcome, Actions, Timeframe:	Remember to mark the P.O.s FL Network funding

2. Sub-topic: A Glimpse at Next Fiscal Year

Discussion: Sam discussed the state of Family Action and that it will definitely be a year of rebuilding the program in Central and Northwest. In addition he discussed the associated expense with the change in the IL contract.

Outcome, Actions, Timeframe: Congratulations and Welcome to Jessica as the new Family Action Central Coordinator effective July 3, 2016. Sam emphasized the importance of shelter bed nights for next year to try and position ourselves better to absorb the anticipated lower productivity in Non-residential services.

3. Sub-topic: Federal Monitoring Visit July 12th and 13th

Discussion:

Outcome, Actions, Timeframe: We still have not received the review instrument. Sam will contact Pamela.

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Benefits Meeting

Discussion:

Outcome, Actions, Timeframe: Thank you to everyone for getting the RSVP’s done.

2. Sub-topic: Training Plans for the John at the Network

Discussion: Peggy and Cindy have staff working on a response to John

Outcome, Actions, Timeframe:	Please copy Sam

3. Sub-topic: Med Cart Training for Nurses and Super Users

Discussion: Do we want a supervisor to attend this training?

Outcome, Actions, Timeframe:	Cassandra graciously agreed to attend the training.

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: Florida Network QI Reviews (Pending further updates)

Discussion: Focused on several areas that we could improve based on the QI reviews: The Training Tracking system is not being fully utilized based on some parts not being user friendly and other parts not being fully understood. (Some issues printing reports; not being able to get in if someone else is in; can it be set up so each program has its own access? Naming the training in a consistent manner and perhaps listing alphabetically; is drop box the best way to access and share? Travel safety policy was also discussed related to single transports.

Outcome, Actions, Timeframe:	Sam will review this further with several key users. Regarding single transports, Cassandra will draft a form that will try to address these issues to be connected to the vehicle log form. She will distribute the draft for input.

Sam will also get with Laura to discuss the Gmail process to access FL Network training.

2. Sub-topic: QI Review Exceptions

Discussion: We reviewed in detail all of the exceptions for this past years review and discussed ways to improve.

Outcome, Actions, Timeframe: Sam will draft a Quality Improvement Plan based on the discussion.

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: Complaints and Grievances

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: Sam noted that he was stuck in moving forward the Behavior Management System on the Intranet.

Outcome, Actions, Timeframe: Please forward to Sam your shelters Behavior Management information for the Intranet by our next meeting.

B.	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: Policy/Form issues generated from the Nurses Meeting-Managers/Nurses

Discussion:

Outcome, Actions, Timeframe: Pending

2. Sub-topic: Florida Network 2016 Policies Changes

Discussion: Those present reviewed Florida Network updated/new policies 4.13 Video Surveillance System, 5.06 Medication Management and Distribution, 6.01 Quality Improvement and 6.04 Training

Outcome, Actions, Timeframe: Sam will update CDS policies consistent with the discussion and the new requirements.

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)

1. Sub-topic: Performance and Risk Management Reports

Discussion: Those present reviewed the abbreviated contract packet

Outcome, Actions, Timeframe: Cassandra thinks the Outcome: Served will complete services, looks low for Central; Laura please remove average length of stay for ES and DV.

2. Sub-topic: Participant 25 Day or Longer-Managers (Pending)

Discussion: Share ideas and practices currently in place to address longer lengths of stay. Consider setting modest targets for each shelter during the 4th quarter.

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:

Outcome, Actions, Timeframe:

V.	Information Technology

A.	Technology Plan

1.	Sub-topic: Van Cameras

Discussion:

Outcome, Actions, Timeframe:	Van cameras were not included in the Network Policy. We need to develop our own procedures.

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	June 16, 2016