Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action Central

Date: January 14, 2014 and notes for the January 28th Meeting which was canceled due to two days of motivational training the week before.

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: February 11, 2014

Attendance: Barbara, Kim, Isaiah, Jessica and Peggy

Absent: Joy, Neva, and Ashley

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Not discussed

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic: Spot Light on Youth

Discussion: Staff were asked to share information with teachers in their High Schools. Volunteer opportunities to assist in making this years program is encouraged. Please assist Peggy in getting donations for the silent auction.

Outcome, Actions, Timeframe: Jessica will be working with Radha as a volunteer judge on the Gainesville auditions. Thanks Jess.

2. Sub-topic: Answering the phones

Discussion: We are still having calls come in on 3813. Staff should not call and leave messages on the 3813.

Outcome, Actions, Timeframe: Please remind people when answering the phone to state

their program, their name and may I help you or a facsimile. Peggy/Joy will get with Ryan regarding the 3813 ext.

3. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

4. Sub-topic: SNAP Stop Now And Plan

Discussion: Melanie came to the CINS/FINS meeting and explained that this is a new DJJ initiative to use an evidenced based Curriculum with youth under 12 who are not in the system, but are at risk. It is a partnership between DJJ, Alachua Schools, GPD and CDS. The participating school will be Rawlings Elementary. There will be two groups one for kids and one for their parents. The group will be made up of eight males selected by the school to participate for 13 weeks.

Outcome, Actions, Timeframe:	Isaiah Harmon FA Counselor will participate in a week long training 2/24-28 and be part of the implementation team.

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: HIPAA Training

Discussion: http://floridadcf.adobeconnect.com/hippa2013internetprod/

Outcome, Actions, Timeframe: Above is the new training site to be used. The training value is 30 minutes and the site will print a certificate. If not done yet Staff should complete by 2/24/14

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: QI Review for IYPE

Discussion FYI

Outcome, Actions, Timeframe:	This will occur 2/11/14 and 2/12/14

2. Sub-topic: QI Review for IYPNW

Discussion: FYI

Outcome, Actions, Timeframe: This will occur 2/4/14 and 2/5/14

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: Handed out for December and reviewed

Discussion: No errors were noted.

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1.	Sub-topic:	Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic: Q.I. Goals Tracking Training

Discussion: The Counselor and Youth Care Worker forms were shared for review.

Outcome, Actions, Timeframe: Sam placed the forms on the Intranet. New counselors should meet with Peggy to review.

3. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: Risk Management reports are up front for your review.

Discussion: We lag behind with intakes and cases over 12 weeks.

Outcome, Actions, Timeframe: Peggy will review January’s data with you, but in the meantime try for two intakes per week.

C.	Accreditation and Regulatory Requirements

1. Sub-topic: CARF will be here next year at this time.

Discussion:	FYI

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

3. Sub-topic: Screening and Referral Form

Discussion: Recommended changes were discussed

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

4. Sub-topic: NETMIS Program Log Intake /Exit Info Family Action

Discussion: Recommended changes were discussed

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

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: Please review the strategic plan, feedback is appreciated.

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

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 Packet

Discussion: P 2 Participant and Parent Satisfaction has improved in accuracy and surveys returned. P. 9 Tracking of Risk Factors has improved significantly P. 11 Managers check your staff’s Outreach efforts, we are not capturing all we should. P. 23 & 24 no missing data. Incident Reports no trends noted.

Outcome, Actions, Timeframe: Great job on data improvements!!! Sam wanted to thank everyone Neva your outreach hours look low, but match what was submitted. Please check to see if you have submitted everything.

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:

Discussion:

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1. Sub-topic: Required Motivational Training

Discussion: 1/22-23 in Ocala

Outcome, Actions, Timeframe: All counseling staff will participate. We will adjust Joy’s schedule to reflect 8:30 -5:00 for the those two days.

VII.	Other Business:

1.	Sub-topic: Self-Evaluations

Discussion: Just a reminder they are due.

Outcome, Actions, Timeframe:	Jessica, Barbara, and Joy’s are due per assignment.

2 Sub-topic: Five Year Re-Screen

Discussion: Kim’s screening is due.

Outcome, Actions, Timeframe:	Kim’s re-screening is due per assignment.

Respectfully submitted by:

Peggy Vickers	01/28/14

Name	Date