Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: October 16, 2015

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: November 13, 2015

Attendance: Sam, Cassandra, Rhonda, Tracey, Cindy, Pam

Absent: Jim, Zeke

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: Sam indicated that he has not sent out the YCW budget until yesterday, since there were errors. What was sent out yesterday has double time in the total which still needs to be removed.

Outcome, Actions, Timeframe:	Sam will work with Fiscal to get the report corrected.

B.	Marketing and Business Development

1. Sub-topic: Challenge Grants

Discussion The Alachua and Suwannee County Coalitions will each be awarded $140,000

Sam asked managers regarding their priority projects

Outcome, Actions, Timeframe:	Anticipated awards begin in November.

2. Sub-topic: FACEBOOK

Discussion:

Outcome, Actions, Timeframe: Please send information for FACEBOOK to Melissa Woodworth at IYPE melissa_woodworth@cdsfl.org

C.	Regulatory Issues

1.	Sub-topic: Florida Network QI Review Schedule

Discussion:

Outcome, Actions, Timeframe:	Please let Sam know whether these dates will work by Wednesday of next week and Sam will confirm with the Keith.

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: 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

Discussion: Cassandra shared current materials in use at IYPC

Outcome, Actions, Timeframe: Rhonda will pass on to Cindy and Pam what N.W. is currently doing for Behavior Management. Sam would like to finalize this for all shelters soon.

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: F-PR-1149 Disposition Summary/Aftercare Plan

Discussion:

Outcome, Actions, Timeframe: Pending Sam’s review

2. Sub-topic: P-1013 Vehicle Use and Safety Inspection Draft

Discussion:

Outcome, Actions, Timeframe:	Pending

3. Sub-topic: CINS/FINS Intake Form

Discussion: Sam shared the form that was recently put on the Networks website.

Outcome, Actions, Timeframe: Sam contacted John to get more information about this form. It is nothing we need to worry about.

4. Sub-topic: P-1120 Medication Provision, Storage, Access, Inventory, and

Disposal Draft

Discussion:

Outcome, Actions, Timeframe: Pending

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 and Risk Management Reports

Discussion: The Partial packet was reviewed

Outcome, Actions, Timeframe: Sam will get with Laura to make adjustments noted.

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:

Outcome, Actions, Timeframe:

VI.	Clinical/Program

A.	Medical and Medication Issues

1.	Sub-topic: Nurses

Discussion:

Outcome, Actions, Timeframe:	IYPC still needs a nurse

2. Sub-topic: Medication Carts

Discussion: There is information on the Fl. Network website documents section that provides specific instructions for use of aspects of the Med carts. Sam forwarded to managers this morning.

Outcome, Actions, Timeframe:	Sign up for Florida Network E-lerts

3. Sub-topic: Youth Slept Separately

Discussion: Cassandra presented recommended changes to F-PR-1042 INTAKE

ASSESSMENT/NETMIS Residential Program regarding room assignment section room

to better track youth slept outside of the bedrooms

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

4. Sub-topic: Travel Logs

Discussion: Cassandra presented recommendations for a Travel Log for Vans and a Travel Log for Vehicles

Outcome, Actions, Timeframe:	Based on input receive Cassandra will update and Sam will get on the Intranet. We are targeting a November 1, start for using these forms

5. Sub-topic: Program Log Book

Discussion: Cassandra presented recommendations for the Program Log Book associated to tracking 2 adults on travel with participants

Outcome, Actions, Timeframe:	Cassandra will complete based on feedback and distribute electronic version to managers

B.	Counseling and Programming Issues

1. Sub-topic: Cell Phones

Discussion:

Outcome, Actions, Timeframe:	For assistance contact AT&T Customer Care 1-866-288-7629

VII.	Other Business:

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

Respectfully submitted by:

Sam Clark	November 4, 2015