Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: May 9th, 2017

Time: 930-1030

Location: Bivens

Date of Next Meeting: June 13th, 2017 (Peer reviews after!)

Attendance: Cameron Calaverne Mary Simmons, Carlos Aguirre, Joy Brown, Jessica Bechtold

Absent: Chelsea Tobias (excused), Isaiah Harmon (unknown), Corey Collins (unknown)

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

Discussion: Continue outreach efforts.

Outcome, Actions, Timeframe: Thank you Mary Simmons for representing CDS at the 2nd Annual Birthday party at Tri County Community Resource Center on April 22.

C.	Regulatory Issues

1.	Sub-topic:	Low overall productivity in non-residential (84%)

Discussion:	Jess discussed the importance of increased effort and resourcefulness, with the intention of exceeding the 6 intake minimum when possible. Jess and staff discussed ways in which to decrease no shows. If no shows are an issue, Jess recommends scheduling more that you anticipate so that it is a less of a decline in numbers. Jess forwarded productivity email from the network and is expecting increased initiative.

Outcome, Actions, Timeframe: Increase amount of intakes scheduled per month, call intakes before session to remind them of appointment, ask other peers for successful techniques in meeting their numbers. Overall this will take hard work and initiative with regards to outreach, scheduling and number expectations. Immediate

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Training/Why try

Discussion: Jess and Mary discussed online Why Try curriculum/subscription. After much effort, Mary was able to reset account information and has shared this with others who may need access to the training.

Outcome, Actions, Timeframe:	Completed 5/9/17

2. Sub-topic: Personnel Files

Discussion: Recently, Jess and Corey discussed due items for personnel files. Corey noted that he is in the process of gathering items from pending list. To follow up on completed items on 5/10/17. Jess and Corey also agreed to complete annual evaluation on 5/10/17 and Jess to discuss with Corey training options and hiring specifications for new SNAP Supervisor.

Outcome, Actions, Timeframe:	Identify missing items on 5/10/17. Evaluation to be completed on 5/10/17 (awaiting self-evaluation) and training/ hiring discussion regarding SNAP Supervisor on 5/10/17.

3. Sub-topic:

Discussion: Jess requested training renewal dates from staff for CPR/ First Aid and HIV/ AIDS

Outcome, Actions, Timeframe:	Please submit no later than 5/31/17.

4. Sub-topic: New Counselor/ Case Manager Position and upcoming SNAP supervisor position

Discussion: Family Action has begun advertising for the counselor/ case manager vacancy and will be advertising for the SNAP Supervisor position within a week. We are awaiting background screening results for the counselor/ case manager candidate and project a decision by or a little after Mid May.

Outcome, Actions, Timeframe:	Ongoing. Jess and Liz to meet on 5/11/17 to discuss Job description and posting details.

5. Sub-topic: Volunteers/ Front office/ Intern

Discussion: Joy discussed new volunteers in the front office, discussed their tasks and current training. Manessa will be covering for Joy when she is on Vacation in June. Manessa is the newest addition to the front office and we are grateful for her help and support.

Leesha London B.A., FA Counselor/ Case Manager Intern has entered into her final semester for her Master’s in Social Work and will continue to see participants and complete tasks associated with this semester’s learning plan. Leesha’s final term ends in August, 2017.

Outcome, Actions, Timeframe: Welcome Manessa and Congratulations, Leesha.

E.	Annual Budget Planning and Process

1.	Sub-topic:	Training dollars

Discussion:	Jess discussed training budget dollars left for additional training opportunities. Jess asked staff to identify topics they would like to learn more about as it pertains to counseling. Topics due by 5/22/17

Outcome, Actions, Timeframe:	Pending

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Monthly Drill

Discussion: Joy to complete drill for the month of May.

Outcome, Actions, Timeframe:	Pending

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: Adjudicated Youth

Discussion: Last month during the EMT meeting, a participant was identified as adjudicated in NetMis. According to staff, this participant became adjudicated while in case staffing but was not adjudicated initially upon entering services.

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: Youth Care Worker Budget

Discussion:

Outcome, Actions, Timeframe: Thanks to the manager for focusing on overtime. Please remain diligent in this area.

Outcome, Actions, Timeframe:

2.	Sub-topic: Summer Camp

Discussion: Jess and Cassandra discussed IYPC program over the summer. According to Cassandra, services will remain the same; however will include additional activities. Jess sent staff flyers to distribute.

Outcome, Actions, Timeframe:	Continue outreach

3. Sub-topic: Probation Respite referrals

Discussion: Tracey and Cassandra to create draft form.

Outcome, Actions, Timeframe: Pending

4.	Sub-topic: Nurse Review Process

Discussion: No discussion

Outcome, Actions, Timeframe:	Pending

5. Sub-topic: Peer Review Form

Discussion: Updated.

Outcome, Actions, Timeframe: Awaiting posting on intranet.

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: Risk Management report

Discussion: See above

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

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 No discussion

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic: SNAP in Schools and SNAP for Boys

Discussion: In previous conversations this month, Corey Collins seems to be well on his way into facilitating groups for SNAP in Schools. According to Corey, he has already completed week two of groups and is laying solid foundations for next year with classroom groups. Currently, he is attempting to give every classroom a SNAP overview before the end of the year. In related news, SNAP for boys is closing out the fiscal year on a positive note. Cycle 4 is in week nine out of 13 with full participation. WAY TO GO!!!

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Case Staffing

Discussion: To meet on May 17th, 2017. Melanie Kretzman will serve as DJJ representative.

Outcome, Actions, Timeframe: May 17th, 2017, the Case Staffing Committee will be reviewing six cases in total.

3. Sub-topic: Staff Retention

Discussion: Jess handed out staff retention gift cards to Mary (7 intakes in April), Cameron (6 intakes for April), Joy for her continued dedication to attending Staff meetings and Carlos for his initiative and willingness to volunteer for additional tasks.

Outcome, Actions, Timeframe: Congratulations and thank you for your efforts!!!

4. Sub-topic: Counselor self-care potluck with counseling documentary

Discussion: 5/25/17 Pot luck scheduled

Outcome, Actions, Timeframe: Scheduled

5. Sub-topic: Qualified Supervisor Training

Discussion: Karen Smith will be holding board approved qualified supervisor training for licensed individuals whom are looking to become Qualified Supervisors in the future.

Outcome, Actions, Timeframe: 9am to 4pm on 5/25/17 and 5/26/17 in the SNAP room.

Respectfully submitted by:

Jessica Bechtold	5/10/17