Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: March 23, 2017

Time: 930-1030

Location: Bivens

Date of Next Meeting: April 11th, 2017

Attendance: Isaiah Harmon (late), Jessica Bechtold, Valerie Malivuk, Joy Brown, Carlos Aguirre, Cameron Calaverne

Absent: Leesha London (School), Corey Collins (unknown), Chelsea Tobias (Vacation leave), Mary Simmons (Sick Leave)

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Training budget

Discussion: We have 378.55 left in the training budget, some of which will be used for any remaining CPR and First aid. Please think about what topics are of salient value.

Outcome, Actions, Timeframe: Please submit by email within the month of April. (No later than 4/28/17).

B.	Marketing and Business Development

1. Sub-topic: Outreach

Discussion: Both Valerie and Cameron continued outreach efforts at local schools and the Levy county Sherriff’s office for the month of March. Mary Simmons will be attending the Tri-County Transition Fair on Friday at the First Baptist Church in Bronson, FL from 9:30-1 pm

Outcome, Actions, Timeframe: A huge thank you to Valerie, Cameron and Mary for all of your hard work and effort.

C.	Regulatory Issues

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Training

Discussion: See above under Monthly budget

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.	Internal Inspections

1. Sub-topic: Monthly Drill

Discussion: Joy completed drill for the month of March. Jess distributed corresponding policy.

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)

Sub-topic: Peer Review

Discussion: 3rd quarter peer reviews completed on 3/23/17

Outcome, Actions, Timeframe: Completed

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic: See Outreach

Discussion: Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1. Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

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

1.	Sub-topic: P1105 (Complaint/Grievance Process for Participants or Companions with Disabilities and Table of Organization/ Board letter Head

Discussion: See update in email. Jess reminded staff to upload all new updated forms.

Outcome, Actions, Timeframe:	Ongoing. Will review Items from March CINS/ FINS next staff meeting.

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 above under outreach

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:

Discussion: No Discussion/ See peer reviews above under quality improvement.

Outcome, Actions, Timeframe:

V.	Information Technology

A.	Technology Plan FYI

1.	Sub-topic: Fax Challenges/ New fax

Discussion: The RICOH fax machine continues to have recurring jams. Service technicians came out on the morning of 3/23/17 in order to repair the machine.

Outcome, Actions, Timeframe: Completed

VI.	Clinical/Program FYI

A.	Medical and Medication Issues

1. Sub-topic: No Discussion

Discussion:

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1.	Sub-topic: Staff meetings

Discussion Discussed the need to move staff meetings back to the 2nd Tuesday of the month to ensure information from CINS/ FINS meeting information is getting back to staff in a timely manner.

Outcome, Actions, Timeframe: Staff meeting scheduled for 4/11/17 at 930.

2. Sub-topic: Chart submission times

Discussion: Discussed submission of charts for supervisor signatures. All agreed that submissions should not extend beyond two weeks unless there are extraneous circumstances that disallow for submission.

Outcome, Actions, Timeframe: Ongoing

3. Sub-topic: Translation and releases

Discussion: Discussed the importance of completing the DCF interpreter release every time counselor utilized translation services.

Outcome, Actions, Timeframe: Ongoing

4. Sub-topic: File documentation in appropriate chart order/ recycle blue folders

Discussion: Jess discussed with Joy the importance of distributing releases, PN and referral forms in appropriate chart sections rather than stapling in bulk. Please also remember tor recycle old chart folders for future use.

Outcome, Actions, Timeframe: Ongoing

5. Sub-topic: Intern

Discussion: Discussed the need for Leesha to sit in on as many sessions as possible. Counselors discussed challenges with schedules (when she comes in vs session availability).

Outcome, Actions, Timeframe: Jess and Leesha met on 3/24/17, created a plan according to counselor schedules and completed counseling theories and techniques consult.

VII.	Other Business:

1.	Sub-topic: SNAP Updates

Discussion: SNAP for Boys are in their 10th week with cycle three and have served and maintained all 8 families while cycle 4 is heading into week three with a full group of 7 families. Due to all of the hard work Corey, Carlos and the facilitators have put into the groups, we will meet our contractual obligations for the year.

Outcome, Actions, Timeframe: Congratulations and thank you, Carlos and Corey!!!

2. Sub-topic: Case Staffing

Discussion: Jess discussed increases in case staffing referrals. March case staffing brought with it 7 cases and each counselor is representing their own case. Jess had contacted Melanie Kretzman to obtain DJJ representative at each staffing.

Outcome, Actions, Timeframe: Pending

3. Sub-topic: Staff Retention

Discussion: Congratulations to Mary and Dr. Harmon for winning the random drawing for gift cards.

Outcome, Actions, Timeframe: Completed for the month of March.

4. Sub-topic: Spotlight

Discussion: Discussed dates and times of Spotlight on youth and noted that volunteers are needed.

Outcome, Actions, Timeframe: Pending

5. Sub-topic: Recycling

Discussion: Please remember to recycle. We have numerous recycling bins for use. Jess spoke with Roy about the possibility of getting colored bins to better identify recycling containers.

Outcome, Actions, Timeframe: Pending

6. Sub-topic: Front office coverage

Discussion: Joy has been out intermittently and will be out of the office again in June. We are working hard to obtain front office coverage via the volunteers. As a reminder, please remain aware of your appointment times. I will be available as well to intermittently cover the front.

Outcome, Actions, Timeframe: Ongoing

Respectfully submitted by:

Jessica Bechtold	3/23/17