Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date 4/26/18

Time: 930-1030

Location: Bivens

Date of Next Meeting: 5/24/18 at 9:30

Attendance: Mary Simmons, Carlos Aguirre (late), Jessica Bechtold, Isaiah Harmon, Evelitza Soto (late), Joy Brown, Michelle Esau (late), Joy Steiner

Absent: Corey Collins

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic: Outreach/productivity

Discussion: Jess discussed scheduling issues with staff and asked each counselor to bring schedules with them for the month of April and May. Jess had each counselor count scheduled intakes. Due to the low amount of intakes scheduled, counselors were asked to schedule additional intakes for the Month of May before scheduling out further.

Outcome, Actions, Timeframe: Update Joy Brown with intake dates for May, 2018.

2. Sub-topic: Newsletter and Future contact letter

Discussion: Discussed the need for success stories for newsletter and discussed possible Future contact letter/ consent. Jess Submitted FA –C newsletter on April 20th, 2018.

Outcome, Actions, Timeframe: Pending

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 well as an updated training on drugs. Jess spoke to Gwen Love about possible upcoming training.

Outcome, Actions, Timeframe: Pending

2. Sub-topic: Vehicles Use and Safety

Discussion: Distributed and reviewed P1013 on Vehicle Use and Safety Inspection and Quality Improvement Standard 1.06 regarding client transportation.

Outcome, Actions, Timeframe: Completed

3 Sub-topic: Updated Forms

Discussion: Provided Staff with a list of updated forms currently on the intranet

Outcome, Actions, Timeframe: Completed

4 Sub-topics: Administrative Professionals

Discussion: Jess Bechtold and Staff celebrated and thanked Joy Brown, Medical Records Technician, for her dedication and hard work over the years.

Outcome, Actions, Timeframe: Completed

E.	Annual Budget Planning and Process

1.	Sub-topic:	SNAP Budget

Discussion: Discussed with Evelitza Soto the need to spend SNAP budget and discussed options for the participant’s graduation.

Outcome, Actions, Timeframe: Pending

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Monthly Drill

Discussion: Joy Brown completed a Natural Disaster drill for the month of April.

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: Peer Reviews

Discussion: Peer reviews will be completed on May 24th, 2018 for the next quarter.

Outcome, Actions, Timeframe: Completed

2. Sub-topic: CARF Report

Discussion: Jess gave staff CARF accreditation report to review.

Outcome, Actions, Timeframe: Completed

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

Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic: Capital Campaign/Land Update

Discussion: Jim reported that we are close to securing land through DCF. The next step is to get a land survey completed. Phil Kabler is completing the application for the use of state owned lands and reviewing the lease for us.

Outcome, Actions, Timeframe: CDS must get a survey of the 10 acres to proceed.

2. Sub-topic: Legislative Update

Discussion: Jim reported that the Parkland School shooting significantly changed the landscape of the session. Most of the member projects were diverted to the 500 million funding for school safety.

Outcome, Actions, Timeframe: CDS received zero funding for our shelter project.

3. Sub-topic: Safeplace

Discussion: Discussed Safeplace procedures reminded staff that youth should in most cases be transported back to the shelter and the case management should occur there verses at the Safeplace site.

Outcome, Actions, Timeframe: We will distribute the guidelines that East prepared.

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Managing Aggressive Behavior Training

Discussion: We reviewed needs based on region. Tracey discussed the desire to eventually have a trainer from each region.

Outcome, Actions, Timeframe:	Each region should coordinate your needs with Corey. IYP NW has a training on April 25-26th.

2. Sub-topic: DCF Background Screening Changes

Discussion: Tracey and Jim will begin reviewing results of 911 calls, Civil Checks and Abuse Registry Checks by Region with Supervisors.

Outcome, Actions, Timeframe: We will contact Supervisors to schedule dates and times for the reviews.

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:

Outcome, Actions, Timeframe:	Remember to turn in quarter 3 Reviews 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.

2. Sub-topic: IYPNW QI Review Results

Discussion: Pam reported that overall the review went well. Client transportation was rated as limited based on suggested practice not the indicator. We will consider appealing it.

Outcome, Actions, Timeframe: All indicators except 1.06 Client Transportation were rated Satisfactory

3. Sub-topic: Client Transportation

Discussion: We reviewed the policy and forms in light of the QI review and discussed changes to meet the intent of the indicator.

Outcome, Actions, Timeframe: Cassandra will revise the Travel Log/Van form to allow staff to list participant’s names. The participant’s names being transported should also be documented in the logbook.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

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: 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: The group reviewed and discussed the data packet.

Outcome, Actions, Timeframe: Laura will check on the residential days for accuracy. On page 4, Jessica noted that the Admissions and Assessments should be the same number. On page 3 of 5, Woodward is listed as IYPC instead of East. Cassandra suggested that screenings do not need to be broken out by names but rather just by program. Trends-it was noted that physical fights and runaway incidents we high in March. Staff noted that the school sprig breaks fell within this month. The ES invoices need to be sent to shelter supervisors monthly to confirm accuracy.

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:

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

Risk Management

A.	Risk Management Plan (exposure to loss)

1. Sub-topic: Risk Management Report

Discussion: Distributed Risk Management report and discussed the need to close charts over 12 weeks. Jessica and Staff also discussed scheduling and inquired as to ways in which counselors can schedule intakes more efficiently in order to increase productivity and decrease wait time. Staff discussed the need to account for no shows as well during the scheduling process. Each counselor provided additional dates to Joy Brown.

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 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 11th week and most recently attended their week 10 Police Visit. Each group is operating at 100% participation at this time. Due to scheduling conflicts and life changes, SNAP is also looking to hire a minimum of two new facilitators for the upcoming cycles. We currently have received a fair amount of interest and will continue to look at possible candidates over the next few weeks.

In related news, SNAP in schools is serving 38 students in two 3rd grade classrooms as well as serving 5-10 1st grade students during lunch.

Outcome, Actions, Timeframe: Pending

2.	Sub-topic: Case Staffing

Discussion: No Case staffing’s for April 2018. Next Case Staffing scheduled for May 2nd, 2018 at 9am. We will be reviewing two cases.

Outcome, Actions, Timeframe:

3. Sub-topic: SARB

Discussion: SARB met on April 24th, 2018 in the large conference room.

Outcome, Actions, Timeframe: Completed

4. Sub-topic: Truancy Court

Discussion: Truancy Court was held on Tuesday, April 24th, 2018. Joy Steiner served as the representative for Family Action Central.

Outcome, Actions, Timeframe: Completed.

5. Sub-topic: Potluck

Discussion: Family Action will have a pot luck on June 7th, 2018

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

Respectfully submitted by:

Jessica Bechtold	April 24th, 2018