Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: December 12, 2014

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: January 23, 2015

Attendance: Sam, Cassandra, Zeke, Cindy, Pam, Tracey, Rhonda, Radha, Liz

Absent: Jim

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion:

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

B.	Marketing and Business Development

1. Sub-topic: Spotlight on Youth Sponsors

Discussion: Radha asked for assistance in generating sponsors.

Outcome, Actions, Timeframe:	Suggestions included: Safe Place sites, WW Gay, Publix,

Hitchcocks, Get vendor list from Fiscal, In-kind contributors, Sally Lawrence for

Medical Society contacts, Greek system at UF, Hotels If you have contact information

for any sponsorship you think would be good to pursue, please share it with Radha

2. Sub-topic: Holiday Schedule

Discussion:

Outcome, Actions, Timeframe:	Try and furlough youth for the holiday

3. Sub-topic: Challenge Grants

Discussion:

Outcome, Actions, Timeframe:	Our request for IYP NW was approved. The other Grant

application was not funded.

4. Sub-topic: Facebook

Discussion:

Outcome, Actions, Timeframe:	Send ideas and pictures to Lindsey Faber at IYP East. Pictures of people require a release.

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Probationary Non-residential Staff

Discussion: We need to seriously explore running appropriate non-residential groups. This needs to be discussed further with non-residential staff with their managers.

Outcome, Actions, Timeframe:	Staff who do not appear on task to meet the caseload expectations should have their probationary status continued for 90 days

2. Sub-topic: Holiday Supplement

Discussion:

Outcome, Actions, Timeframe:	Make sure employee hours are properly represented on Personnel Actions

3. Sub-topic: Labor Law Posters

Discussion: Liz distributed new Labor Law posters

Outcome, Actions, Timeframe:	Please post

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: Department of Financial Services Audit

Discussion We need the following information on the participant list; Screening Intake Needs Assessment, Service Plan

Outcome, Actions, Timeframe:	Due Wednesday morning December 17th to Laura

B.	Self-Inspections (Reports, analysis, and recommendations)

1.	Sub-topic: Peer Reviews

Discussion:

Outcome, Actions, Timeframe: Peer reviews are due from last quarter

C.	Incident Reports (Reports, analysis of trends, recommendations)

1.	Sub-topic: CCC Reports

Discussion:

Outcome, Actions, Timeframe:	CCC Reports are no longer required to be sent to the Florida Network, unless specifically requested. Sam will update our policy

III.	Quality Improvement

A.	File Audits and Case Record Review (reports and recommendations)

1.	Sub-topic: Q.I. Goals Tracking Training (Drop Box)

Discussion: Liz did a demonstration.

Outcome, Actions, Timeframe: Ryan needs to set up Drop box for those who cannot get in. We will give Ryan a list.

2. Sub-topic: QIC Meeting Social Media, Red Flag Training (Boundaries), Risk Factors, Cell Phones

Discussion: Cell phones: We need to limit staff access to personal cell phones at work, by either giving them a secure place to store them in the shelter or requesting that they lock them in their cars. There is no supervision benefit for staff to have personal cell phones while in the shelter. We will continue the discussion at the next meeting. Social Media Some Network agencies have had issues with staff having contact with former clients on social media. Sam will review our policy. Red Flag Training (Boundaries) this requirement includes looking at issues related to professionalism and trauma informed care as two examples. Other Notes: Some shelters are putting all the kids’ cloths in the dryer upon admission. We will discuss responding to bed bugs again at the next meeting. DV Respite: If a DV Respite admission is denied, the denial must be entered into NETMIS. Probation Respite: Youth must already be on Probation not at the Intake stage. Nurses: When we get nurses each shelter needs to implement a wellness program for participants PAT We should retain the overview report and the discharge report in the participant files.

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: Contingency Contract Forms

Discussion: F-PR-1200

Outcome, Actions, Timeframe: Update Pending

2. Sub-topic: PAT

Discussion: Amy Greenwald is the state contact person for PAT issues including training. [mailto:Amy.Greenwald@djj.state.fl.us]

Outcome, Actions, Timeframe:	Must be initiated and entered within 72 hours; 7 days to

complete

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: Those present reviewed the packet. P. 4 IYPC is doing very well to date; IYP E is struggling with bed nights. P. 13 & 14 Good job! No missing data. P.15 30 day follow up is looking good p.16 60 day follow up is improving P.18 lag time is improving P. 39 Incident Reports No trends noted.

Outcome, Actions, Timeframe: P.5 Sam noted how we have changed the utilization formulas to be more accurate and inclusive of the participant type.

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:

Discussion:

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1. Sub-topic: Risk Factor Form

Discussion:

Outcome, Actions, Timeframe: Please continue to use this form.

2. Sub-topic: Use of our lobbies for DCF/PFSF youth

Discussion:

Outcome, Actions, Timeframe:	If you refuse a request to use the lobby, see if it is possible

in one of our other shelters and inform other shelters of your position.

3. Sub-topic: Non-residential Groups

Discussion: Talked about how other non- residential programs are doing these for their participant.

Outcome, Actions, Timeframe:	Managers need to work toward implementation of this

idea in locations where it makes sense.

VII.	Other Business:

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

Respectfully submitted by:

Sam Clark	January 13, 2015