Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date 3/22/18

Time: 930-1030

Location: Bivens

Date of Next Meeting: 4/26/18 at 9:30

Attendance: Mary Simmons, Carlos Aguirre, Jessica Bechtold, Isaiah Harmon, Corey Collins, Joy Brown, Michelle Esau, Joy Steiner

Absent: Evelitza Soto

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Budget

Discussion:	Jess received budget and will review with Evelitza Soto when she returns.

Outcome, Actions, Timeframe: Pending

B.	Marketing and Business Development

1. Sub-topic: Outreach/productivity

Discussion: Discussed productivity requirements

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Amazing Give

Discussion: Discussed steps to donate

Outcome, Actions, Timeframe: completed

C.	Regulatory Issues

1.	Sub-topic:	See risk management

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Training

Discussion: Discussed the need for gang training as a result of an increase in gang activity in Alachua county. Michelle discussed possible training through meridian and discussed contacts.

Outcome, Actions, Timeframe:

2 Sub-topic: Updated Forms

Discussion: Provided Staff with a list of updated forms currently on the intranet (brochures, Directory of sites and personnel, table of org)

Outcome, Actions, Timeframe: Completed

3 Sub-topic: Dv Training

Discussion: Mary Simmons, Corey Collins and Joy Steiner attended Trauma Informed Care Training for DV on March 6th, 2018 and shared information on the training.

Outcome, Actions, Timeframe: Completed

E.	Annual Budget Planning and Process

1.	Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Monthly Drill

Discussion: Joy will completed monthly drill on 3/22/18.

Outcome, Actions, Timeframe:	Completed

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

1.	Sub-topic:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

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

1.	Sub-topic: No Discussion

Discussion:

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1.	Sub-topic: Chart Submissions

Discussion: Please continue to submit charts for signatures

Outcome, Actions, Timeframe:	Ongoing

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: No Discussion

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1. Sub-topic: CARF Audit

Discussion: Jess thanked staff for all of their hard work and invited them earlier in the week to a luncheon on 3/20/18

Outcome, Actions, Timeframe: Completed

D.	Policy and Procedure Updates and/or Review for Your Information from CINS/FINS Meeting:

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:	Budgets

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

2. Sub-topic: Legislative Update

Discussion: Discussed legislative updates regarding increases

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic:	Group Home Tool Assessment

Discussion:

Outcome, Actions, Timeframe:	DCF is working with the Florida Institute for Child Welfare to create a tool for assessment

2. Sub-topic:	LPN Use in Shelters

Discussion: The network contract with DJJ has been amended to allow agencies to hire LPN’s with RN supervision.

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Managing Aggressive Behavior Training

Discussion: We reviewed needs based on region.

Outcome, Actions, Timeframe:

2. Sub-topic DJJ Attorney Update

Discussion: DJJ attorney, Ed Wilton discussed Case Staffing and Petition Needs

Outcome, Actions, Timeframe:

3. Sub-topic DCF background Screening changes

Discussion: Tracey informed staff on the new background screening requirements from DCF for licensed facilities.

Outcome, Actions, Timeframe: CDS will be required to complete annual Child Abuse Registry, 911 call outs, Civil Law and Local law enforcement checks on all shelter staff

4. Sub-topic:	Managing Aggressive Behavior Training

Discussion: Reviewed needs based on region

Outcome, Actions, Timeframe:

E.	Annual Budget Planning and Process

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

II.	Health and Safety: Program/Regional Coordinators

A.	External Inspections

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

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

1.	Sub-topic: Peer Reviews

Discussion: Reviews should be done by the end of the month

Outcome, Actions, Timeframe:	Remember to complete this month for quarter 3 if you have not already done so.

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: Behavior Management System/Trauma Sensitive Approach-Managers

Discussion:

Outcome, Actions, Timeframe: Continue to update other sites on progress in this area.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1.	Sub-topic: CARF

Discussion:

Outcome, Actions, Timeframe:	Thank you to everyone for all their efforts in the recent review.

D.	Policy and Procedure Updates and/or Review

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic: Cell Phone Use Policy

Discussion:

Outcome, Actions, Timeframe: Pending

E.	Participant Complaint and Grievance (specific and quarterly review of trends)

1.	Sub-topic:

Discussion:	No 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:	No discussion

Outcome, Actions, Timeframe:

3.	Sub-topic:	Cultural Competence Plan

Discussion:	No discussion

Outcome, Actions, Timeframe:

4.	Sub-topic:	Input Plan

Discussion:	No 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)

1.	Sub-topic: CINS performance packet

Discussion:

Outcome, Actions, Timeframe: Pending

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:	No 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:	No discussion

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

E.	Participant Complaint and Grievance (specific and quarterly review of trends)

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

F.	Planning Documents (reports, status of goals and objectives, reformulation)

1.	Sub-topic:	Strategic Plan

Discussion: No Discussion

Outcome, Actions, Timeframe:

2.	Sub-topic:	Accessibility Plan

Discussion:	No 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)

1. Sub-topic:

Discussion: See under Marketing and Business

Outcome, Actions, Timeframe:

B.	Employee Concerns or Complaints

1.	Sub-topic:

Discussion:	Outcome, Actions, Timeframe:

C.	Potential regulatory audits and/or investigation of operations

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

V.	Information Technology

A.	Technology Plan FYI

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

VI.	Clinical/Program FYI

A.	Medical and Medication Issues

1. Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1.	Sub-topic:

Discussion: See under Marketing and Business

Outcome, Actions, Timeframe:

VII.	Other Business:

Sub-topic:	SNAP

Discussion: SNAP for Boys cycle 3 and 4 groups are currently in their 8th week and are working on effective consequencing and rewarding and complimenting oneself . Each group is operating at 100% participation.

In related news, SNAP in Schools recently completed three classrooms in February and is now in week two of this new cycle. As of now, Snap in Schools is serving a total of approximately 47 students during lunch and in two 3rd grade classrooms .

Outcome, Actions, Timeframe: Pending

2.	Sub-topic: Case Staffing

Discussion: No case staffing’s for March 2018.

Outcome, Actions, Timeframe:

3. Sub-topic: SARB

Discussion: SARB will be meeting on April 3, 2018 in the large conference room.	Outcome, Actions, Timeframe: Pending

4. Sub-topic: Truancy Court

Discussion: Truancy Court was held on Tuesday, March 20th for the month of March.

Outcome, Actions, Timeframe: Truancy court will meet again on April 24th at 3pm.

5. Sub-topic: Potluck

Discussion: Family Action will have a pot luck on March, 29th, 2018.

Outcome, Actions, Timeframe: Thank you for all of your hard work!

Respectfully submitted by:

Jessica Bechtold	March 2018