Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action CINS/FINS

Date: January 23, 2013/ February 26, 2013

February 21, 2013 (canceled notes that would have been covered are included)

Time: 12:00 pm.

Location: Bivens

Date of Next Meeting: Wednesday 3/13/13 @ noon.

Attendance: Sam, Peggy, Kim, Isaiah, Joy, Jenn

Absent:

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic: Signs for front door for Suites 5 and 6

Discussion: Please type a sign in case of emergency please contact Roy for the other two suites. Give Roy the sign and he will post it.

Outcome, Actions, Timeframe:	Joy please do this on Friday 3/1/13.

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Pass word for Florida Network

Discussion: To date Joy, Kim and I have pass word to access Florida Network Training.

Outcome, Actions, Timeframe: Continuing to work with Kirk re: as of 2/25/13 Jenn has received her pass word. Isaiah do you have a pass word to access Florida Network training?

2.	Sub-topic: Open Family Action Position in North West.

Discussion: Ron Wise resigned from his position in Bradford/Union.

Outcome, Actions, Timeframe: Tracey Ousley is hiring for the vacant position and it will be moved to Columbia County.

3. Sub-topic: New Intern

Discussion: Jessica Bechtold will begin her Mental Health Counseling Field training on 3/4/13. Jessica’s e-mail address is. Jessica.bechtold@waldenu.edu. She will be attending a two hour orientation with Sam on Monday morning and then the three of us will meet with her.

Outcome, Actions, Timeframe:	Please make Jessica feel welcome.

4.	Sub-topic: Open Substance Abuse Prevention Position at Horizon Center

Discussion: Linda James submitted her resignation her last day was 2/22/13. She is leaving on a grand adventure back to Africa to work in a position that is more in alignment with her degree and her personal goals. The person taking her position will be hired as a temporary employee until July 1. Next year operating budget will not support five prevention programs, only four.

Outcome, Actions, Timeframe:	Gwen is hiring for the vacant position.

E.	Annual Budget Planning and Process

1.	Sub-topic: See above and update on budget issues.

Discussion:	The nurse’s positions are still in the Department of Juvenile Justice budget, but not in the governor’s budget. Sam, I and others as needed. We will be working on Federal Grants. The two areas CDS is interested in are Transitional Living and Street Outreach. The grant proposals usually occur in the spring of each year. This year is uncertain given the Fiscal Budget situation. Additionally Lutheran Services (ME) will begin their bidding process soon.

Outcome, Actions, Timeframe:	State and Federal budget cycle.

II.	Health and Safety:

A.	External Inspections

1. Sub-topic: Fire Marshall visited Howard Bishop on 2/22/2013

Discussion: FYI

Outcome, Actions, Timeframe:	Gwen will be looking for an updated Fire inspection.

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

1.	Sub-topic: Risk Management -FYI electric appliances.

Discussion: FYI check the voltage of any thing you might be plugging in, so as not to burn out the plug. Last week lights were blown out in Suite 2 because a heater was plugged in that was higher than the outlet that it was plugged into.

Outcome, Actions, Timeframe: On going.

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

1.	Sub-topic: DCF Abuse Report

Discussion: One report for February.

Outcome, Actions, Timeframe:	Acted upon in a timely manner.

III.	Quality Improvement

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

1.	Sub-topic: Non-residential file order was presented to the CINS/FINS committee on 1/25/13.

Discussion: Discussed needed changes.

Outcome, Actions, Timeframe:	Attached is the new chart format approved by the CINS/FINS committee it is available on the intranet. Please begin using.

2. Sub-topic: Peer Reviews

Discussion: Kim completed two peer reviews during this quarter.

Outcome, Actions, Timeframe: Peer reviews are due in January, covering the second

quarter, October – December. Isaiah and Jenn will you each review two peer files during January-March Quarter?

3. Sub-topic: Review list of 9 and under served

Discussion: Peggy will provide the results of our review to Sam during the 2/19/13 EMT meeting for IH. I do not have a list for Kim or Jenn. I think I remember giving to Kim and I believe she thought the 9 year old and under were correct. Kim please let me know.

Outcome, Actions, Timeframe:	Validated Isaiah’s list with NETMIS and gave feedback to Sam.

4.	Sub-topic: New or Revised Family Action Forms.

Discussion: Consent to Exchange Information and examples were provided, Consent for Informed Consent forms, feedback form were handed out and discussed. All forms are now on the intranet.

Outcome, Actions, Timeframe:	Consent for UA Screen has been updated to include the corrections recommended during Clinical Supervision. However the newest one is not on the intranet. It includes the statement that the last two urine screens must be clean to complete the program.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: Copies of the pages needing corrective action were handed out and put in your box.

Discussion:	Review your documents. All charts open more than 12 weeks must be closed or reviewed with me and include a written justification in the progress notes indicating a reason for keeping the case open. I will review the justification and sign approval or decline it.

Outcome, Actions, Timeframe: Please submit your cases over 12 weeks either closed or a justification to keep them open by Tuesday 3/5/13.

C.	Accreditation and Regulatory Requirements

1. Sub-topic: CARF

Discussion: Sam and I will be working on the CARF documents beginning Friday 3/1/13. Information to follow.

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: Form Reviews and Changes

Discussion: All forms are on the intranet.

Outcome, Actions, Timeframe:	Be sure to check the intranet for updated forms.

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:

Discussion:

Outcome, Actions, Timeframe:

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: Lutheran Services will be doing their on-site surveys soon.

Discussion: We do not know yet if it will just cover DFC or new Prevention Programs.

Outcome, Actions, Timeframe:	Joy FYI as soon as we have a date and more information I will let you know.

2.	Sub-topic: Substance Abuse Licensure visit

Discussion: Bill St Amour will be coming sometime in March to review our new prevention program. We are requesting a license for Family Action Program State Attorney as a level 2 Prevention program. They will also be focused on the 5 new prevention programs as well as our existing prevention programs in Williston.

Outcome, Actions, Timeframe: Joy FYI as soon as we have a date I will let you know.

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:

Discussion:

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic:

Discussion:

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Respectfully submitted by:

Peggy Vickers, Regional Coordinator	February 26, 2013

Name	Date