Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: September 21 2012

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: October 19, 2012

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

Absent: Jim, Cassandra

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: Noted slight increases from last time based on a Holiday weekend and training new staff.

Outcome, Actions, Timeframe:

2. Sub-topic: Domestic Violence ITN

Discussion:

Outcome, Actions, Timeframe:	The Network plans to apply.

B.	Marketing and Business Development

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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:

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: Florida Network QI Standards

Discussion: Tracey reviewed the standards and raised the following issues. 3.02 We need to add Suicide Prevention to the our Check Sheet and Participant Handbooks; 3.04 we need some wordsmithing on the log book for shift supervisor reviews; 3.05 schedules need to reflect that one hour of physical activity is provided daily. Our schedules speak of large muscle activity, but we should be alright on this one. 3.06 #4 Staff must have training in theory & practice of rewards; 3.08 Two staff are required on the overnight shift, which is consistent with our practice.

Outcome, Actions, Timeframe:	Sam will pursue 3.02. Tracey will pursue 3.04 with Cassandra on the form, Sam will look at the Policy. 3.06 We will work on devising a training

2. Sub-topic: Peer Review

Discussion: Peggy is looking for two files per counselor.

Outcome, Actions, Timeframe:	Forms are due to Peggy October 31, 2012.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1. Sub-topic: Statute Revisions to 984

Discussion: There were a number of suggestions made regarding 984 at a meeting Jim recently attended. The one of greatest concern was removing the prohibition regarding serving adjudicated youth.

Outcome, Actions, Timeframe:	The areas that were determined as the ones to move forward for additional scrutiny were truancy, enhancing services and expansion.

D.	Policy and Procedure Updates and/or Review

1.	Sub-topic: Bed Time Supervision & Bed Checks Follow Up

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic: Florida Network Policy & Procedure Manual

Discussion: Sam distributed copies.

Outcome, Actions, Timeframe:	Please replace in our manuals

3. Sub-topic: 2012 Florida Network Steps for Hurricane Preparedness

Discussion:

Outcome, Actions, Timeframe:	The Network is broadening the Pre/Post requirements to include if the event disrupts the program.

4. Sub-topic: Zip Codes

Discussion: The Network is in discussion with DJJ about putting more emphasis on the domains rather than zip codes

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: Performance & Risk Management Packet

Discussion: Those present reviewed the packet. P.7 Assessments are low

Outcome, Actions, Timeframe: P. 9 Ryan please remove David, Zeke & Radha from the list. P. 11 Please split Naomi and Shileatha at 16.5% Non Res & Remove Angie Jennings from the list. P. 13 Cassandra, please review Basic Center Grant counseling and numbers served for accuracy P. 21 Ryan how are we accounting for interns now? P. 23 Tracey please review discharge on Ron’s case. P. 29 & 30 Cassandra/Zeke please review Itty case. No trends were noted on the Incident Summary Report.

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: Medication Record Log

Discussion:

Outcome, Actions, Timeframe:	The Network is planning to add a field in NETMIS for youth on medications

B.	Counseling and Programming Issues

1. Sub-topic: FACE System

Discussion: Discussed ways to change the Unusual Event report to make it more effective.

Outcome, Actions, Timeframe: Managers will ask staff for ideas to connect it to the Behavior management system. Sam will get with Cassandra on several outstanding forms

VII.	Other Business:

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

Respectfully submitted by:

Sam Clark	September 28, 2012

Name	Date