Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: August 29, 2014

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: September 19, 2014

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

Absent: Tracey, Rhonda

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic: DJJ Florida Network Contract Reimbursement

Discussion: Jim noted at the EMT meeting of 8/19/14 that historically the Florida Networks payment for outcomes was based on state wide performance. So if some agencies were a slightly higher performer and others lower, it could all balance out state wide if the objectives were met. However, this year payment may be strictly based on an individual agency’s performance. We have arranged to receive a 3 month advance from the Network, however, after that if we have not earned our contractual obligation to date, we must pay the Network back. In July for NR Served we were 24 below target.24 times the unit rate of $1,229 = $29,496. For Res Days we were 42 days below target. 42 times the unit rate of $239.85 = $10,0730.70. That brings our total underperformance to $39,569.70. This means we would owe the Network that amount. Jim proposed we take the following approach to address these utilization issues. 1. All staff needs to be clear on where we are on the numbers needed at all times i.e. where do we stand on any given day and what do we need to accomplish the contractual goal? 2. Identify what has caused our utilization issues? 3. What challenges do we face to meet our objectives? 4. What is the Plan by Region to meet those objectives?

Outcome, Actions, Timeframe:	Brain storming session

When you see numbers repeated, it is my intent to match like items in sections and between sections.

All staff needs to be clear on where we are on the numbers needed at all times i.e. where do we stand on any given day and what do we need to accomplish the contractual goal?

1. Sam noted that for residential, the reality is we need all the participants we can get. However, if we could move our average length of stay from 19 days to 23 days we would exceed our contractual goals with similar participant numbers last year.

2. We should begin to market the idea of 35 day stays consistently.

Identify what causes our utilization issues:

1. We accommodate families vs. creating expectations. For example as an accommodation we might say, “What is a good time for you or can you make this time?” As opposed to creating an expectation by saying, “The first available appointment time is at 3:30 on Thursday.”

2. No shows are a problem impacting productivity and utilization.

3. We do not fully take advantage of the technology available to us. Are we willing to invest in better technology?

The residential program and non-residential programs are not well connected.

4. We may not be welcoming, by who answers the phone and what they may say.

Not very welcoming: We may say things to like, “Our services are voluntary, and so your son has to want to come participate in the program.”

More welcoming: “I believe we can help you, let me ask you a few questions to get things started.

4. Intake dates may not be readily accessible.

5. The residential length of service expectation varies between shelters.

5. Non-residential counseling expectations for length of service may be too long. For example, transition thinking of 10 weeks rather than 12.

6. It feels like we have become more restrictive overtime. More like how DJJ use to be and less like prevention.

7. Review the Behavior management system to see if it can be more effectively utilized.

8. We have an image of dealing with bad kids

9. Our marketing can be perceived as negative catering to truancy, runaway and ungovernable youth

How can we address the challenges faced to meet our objectives?

Have non-residential youth participate in the shelter program as part of their plan

1. Give shelter appointment times to set a tone of expectation for coming at this time.

1. Be more directive about making appointments

2. Make it an expectation for counselors to call participants prior to an appointment

2. Help families establish non-residential appointments prior to discharge from residential.

2. Put stronger efforts into ensuring a successful transition.

3. Seek input from some of our younger staff regarding the use of technology

3. Sam got input from several Family Action counselors about apps and Daniel is helping to explore some options

4. Develop a close the deal mentality/philosophy. Sell the services to parents

4. Move the script on the screening form to the front from the back to make it more prominent

4. Offer incentives for closing the deal.

4. Bring back quarterly structure to recognize staff

4. Approach physicians, dental practioners, health departments and family practices regarding services.

4. Create stronger connections with law enforcement regarding truancy sweeps

4. Do a group orientation for parents.

5. Make program expectations uniform and clear to all staff.

6. Sam noted that we are pursuing billboards for Putnam/Bradford with carryover funds from the Basic Center Grant.

7. Ashley and Jennifer would like to paint the lobby and maybe more at Bivens to make it more welcoming. Mary said she could make curtains

9. Start a Face Book page and monitor and update it regularly. We could put positive comments from parents/participants on the Page gleaned from follow up calls. Calls made by Jason at Central recently to parents were very positive. It was good feedback to hear. Let Youth Care Workers participate in Follow up calls as well to hear feedback. Change follow up calls from an exercise to a learning activity.

9. Put something on U-tube, and get on Pandora Radio

9. Discussed connecting more with the McKinney-Vento program. Try to connect with individual school liaisons and get information to their homeless population. Offer an incentive drawing to contact us. Need a new brochure for this population. Target McKinney-Vento kids for summer camp.

9. Add activities to impact school success: More tutoring and Mentors; Marketing, if a child is behind, we can help.

9. Advertise more around the notion of we help kids and our Mission: Strengthening Communities by Building Strong Families

9. Market to the home school and virtual school populations

9. Consider Face cards along with brochures; consider magnets with our information on them.

9. Modernize our handout materials; consult youth for assistance with this.

10. Discussed staff rewards/incentives for accomplishments as a team.

10. Look for more ways to recognize staff as individuals for accomplishments.

11. Add more activities into the schedule.

12. Enroll in Virtual School or E-school while in regular school

13. Look for more ways to recognize participants. Give them a certificate for completing services and send one to their home school for their permanent files.

Outcome, Actions, Timeframe: Cindy will discuss with Lindsey about starting a FACE Book Page for CDS. Cindy discuss with friend upgrading/modernizing some of our Outreach materials. Managers please ask staff what barriers do they see CDS putting up that hinders us from helping kids? Are there procedures or other things we could change/ eliminate/ improve that would truly forward our efforts to help kids? Discuss with youth care workers what they would find as a positive team reward. Think in terms of a value of $50.00 per team member per quarter as starting point for ideas.

Respectfully submitted by:

Sam Clark	September 2, 2014

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