Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: October 19, 2012

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: November 16, 2012

Attendance: Jim, Sam, Peggy, Pam, Cassandra

Absent: Zeke, Cindy

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: There was a slight improvement from the last time.

Outcome, Actions, Timeframe:	Please stay focused on this.

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1.	Sub-topic: DJJ Topics

Discussion: There is a plan in process to eliminate DJJ County Boards and Councils and replace them with Circuit Boards. DJJ is also doing Town Hall meetings to introduce their new Road Map to System Excellence.

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: The Standard discussed at EMT earlier this week (2.08) related to making referrals for substance abuse counseling for youth showing indications of that need is no longer in the Standards.

Outcome, Actions, Timeframe:

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: Bed Time Supervision & Bed Checks Follow Up

Discussion:

Outcome, Actions, Timeframe:	Please stay focused on this.

2. Sub-topic: Form Changes

Discussion: Sam reviewed changes in the Orientation Checklist F-PR-1208 and the Participant Orientation Packet F-PR-1130. In both cases there is an added line encouraging youth to report to staff any suspicion or observation of harmful behavior including suicidal thoughts regarding any other youth in the shelter for everyone’s safety. Also reviewed were changes in the Universal Referral form used in Central F-PR-1288 eliminating Drug Free Communities and the FACE Point Sheet F-PR-1281.

Outcome, Actions, Timeframe:	All forms will be available on the Intranet soon.

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: Those present discussed the pros and cons of maintaining referrals from the State Attorney’s office under CINS/FINS once Drug Free Communities ends.

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.

Outcome, Actions, Timeframe: Sam check with Laura on the calculation formulas on Page 9, P.12 & 13 Cassandra please look at the Basic Center Grant numbers for accuracy. P. 19 & 20 Ryan nice pictures. P. 21 Programs should consider having parents complete the Risk Factor sheets for a more accurate account of what is going on with the child. P. 46-51 No trends were 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:	No discussion

Outcome, Actions, Timeframe:

VI.	Clinical/Program

A.	Medical and Medication Issues

1.	Sub-topic: Medication Fields in NETMIS

Discussion: There are two new fields. One asks if a youth is not admitted due to a medical condition and the other asks if the youth is on prescription medications.

Outcome, Actions, Timeframe:	Managers will discuss with staff responsible for data entry the best way to proceed to make sure this information is captured. The goal is to go back to October 1st.

B.	Counseling and Programming Issues

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

Respectfully submitted by:

Sam Clark	October 24, 2012

Name	Date