Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: June 27, 2014

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: July 11, 2014

Attendance: Jim, Sam, Laura, Peggy, Zeke, Tracey, Cindy, Cassandra

Absent: Rhonda, Pam

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: Provided six year history of youth care worker budget and reviewed. 13/14 has been our most difficult year, primarily due to lack of mail staff. In 13/14 we were $21,078 over budget and in 12/13 we were $11,411 under budget. Sam also noted that for comparison purposes that the financial goals for 10/11 back were different.

Outcome, Actions, Timeframe:	This data should be used as part of the strategic plan discussion.

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: Summer Camp Planning Update

Discussion: The first session of Summer Camp begins July 6th in East

Outcome, Actions, Timeframe:	Good Luck!

3. Sub-topic: Domestic Violence and Probation Respite Contract

Discussion: Sam provided everyone a copy of this contract by e-mail. I

Outcome, Actions, Timeframe:	If we can improve our CINS/FINS utilization this could not only be a good service, but also a good revenue source.

4. Sub-topic: CINS/FINS Contract

Discussion: Sam noted some highlights in the new contract and shared a series of questions he had sent to Terry for the conference call. Some of the key issues from our discussion and the call with Terry are as follows:

Outcome, Actions, Timeframe: Contractual required bed nights have been increased by 120, basically allowing us to earn the same amount as last year. Non licensed Non-residential counselors will not be required to comply with the suicide supervision training with a licensed professional this year. CPR & First Aid training are no longer required in Non-Residential. Non-Residential cases have been reduced by 64 in our contract to mitigate not being able to transfer current caseloads into the new year for the count. A bed for youth out of shelter may be held for 48 hours and still be billed. NETMIS and JJIS entry must occur within 72 hours. 30 and 60 day follow up replaces 180 day follow up. Arrests from shelter will be counted using CCC data. The standard is 97%. We must do the PAT and a Needs Assessment. These cannot be the same document. FA Central will be looking at where we can combine documents at their staff meeting on the 8th and this information will be evaluated at our meeting on the 11th.

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Update on Open Positions

Discussion: East has filled their positions; N.W. has 2 in the works and still looking for an IL counselor. Peggy has two vacancies.

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: Q.I. Goals Tracking Training

Discussion:

Outcome, Actions, Timeframe: Update Pending

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: Contingency Contract Forms

Discussion: F-PR-1200

Outcome, Actions, Timeframe: Update Pending

2. Sub-topic: CINS/FINS Policy and Procedure Manual

Discussion:

Outcome, Actions, Timeframe: Sam will get the updated Manual on the Intranet when it is available.

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 The following are issues that should be addressed in this year’s Program Retreats

Discussion:	Shelter & Non-Residential Utilization

Outcome, Actions, Timeframe: Those present looked at shelter admissions and length of stay data for the last four years. The averages are very consistent as are high and low months. We need to develop strategies to target the low months as well as strategies to increase the length of stay based on the needs of the youth and sound programming to address those needs.

Discussion:	Communication

Outcome, Actions, Timeframe:	Sam reviewed a communications exercise that could be used in Retreats to encourage discussion related to that topic.

Discussion:	Hiring and Retention of Qualified Staff

Outcome, Actions, Timeframe: We need to consider ideas for additional recruitment methods and low cost retention of staff builders. Please seek input from staff.

Discussion:	Programming: Can it be more effective?

Outcome, Actions, Timeframe:	We need input about are programming. Is it effective? Is it fun? Is participant buy in really there? How could also of this be enhanced?

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:

Discussion:

Outcome, Actions, Timeframe:

V.	Information Technology

A.	Technology Plan

1.	Sub-topic: Telephone System and Computers

Discussion: Sam asked for input about issues.

Outcome, Actions, Timeframe:	Problems seem centered around Bivens and 6th street Please try to let Laura/Ryan know about problems as quickly as you can once they occur.

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:

July 3, 2014

Sam Clark

Name	Date