Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: May 10, 2016

Time: 9:30 a.m.-6:30 pm

Location: Bivens

Date of Next Meeting: No meeting 5/24/16. Peggy is accepting a Children’s Mental Health Proclamation from Alachua County Commissioners for CDS during our staff meeting time. You are welcome to attend.

Attendance: Isaiah, Jason, Jessica, Lane and Mary

Absent: Joy, Corey, Naomie

Date of Next Meeting: June 14, 2016 @ 10:30 am. Health Fair @12:30 pm and Benefit Meeting @ 2:00 pm.

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: No discussion

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic: No discussion

Discussion:

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic:	QI visit on 5/11 &5/12.

Discussion:	Review and prepared open and closed charts four for each counselor. Case Staffing Notebooks, two case staffing files, 30/60 day follow up, Emergency procedures and monthly drills, staff training records, and drop box fixes, locked carriers, & outreach data and activities.

Outcome, Actions, Timeframe:	Jason will take everything for us tonight and Peggy will take the records.

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Lane Auto insurance card overdue.

Discussion: please submit to me.

Outcome, Actions, Timeframe: Due Monday 5/23.

2.	Sub-topic:	Evaluations

Discussion:	Lane and Mary your Regular CINS/FINS Counselor self-evaluations. Corey and Naomie your Probation self-evaluations are due. Corey SNAP Supervisor and Naomie SNAP case manager.

Outcome, Actions, Timeframe:	Lane and Mary yours are due Tuesday 5/3. Corey and Naomie yours are due 5/10/16. Self-evaluations are due under HR forms under your job title. I will send them out to you as well.-done

E.	Annual Budget Planning and Process

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

II.	Health and Safety: Program/Regional Coordinators

A.	External Inspections

1. Sub-topic: Drill due in May.

Discussion: Joy will be performing the drill this month.

Outcome, Actions, Timeframe:	Due this month.

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

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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: See above. Peggy copied the results of preliminary QI findings.

Discussion: Family Action did ok. Overall central received 4 limited scores so we will have a consequence. It may mean an evaluation again in 6 months.

Outcome, Actions, Timeframe:	We will receive a CAP and official notification from the Florida Network.

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic: Low productivity this year.

Discussion: FA is at 83% as of 4/16 report.

Outcome, Actions, Timeframe: All counselors/case managers are expected to provide 8 intakes in May and 3 in June. This should not be a problem for Gainesville office we are swamped with screenings. Last totaling 28 intakes planned for May.

C.	Accreditation and Regulatory Requirements

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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

1.	Sub-topic: Transgender Youth

Discussion:

Outcome, Actions, Timeframe:	Our goal is to allow for and accommodate differences as long as it does not interfere with our program.

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)

1. Sub-topic: Performance and Risk Management Reports

Discussion:

Outcome, Actions, Timeframe: Pending

2. Sub-topic: How much effort is too much effort and time to get parents engaged?

Discussion: Discussed cases where the child in a school sees and request counseling however parent fails to contact counselor after multiple attempts for up to months.

Outcome, Actions, Timeframe:	Protocol is to send a letter and make two phone calls at varying time to reach the family. We also staffed the issues related to support the child but meet our obligations to others not receiving services.

3.	Sub-topic:	Serving Spanish Family Cases

Discussion:	We have three referrals, one of which is a request from a recent discharge.

Outcome, Actions, Timeframe:	Peggy discussed with Liz who has agreed to screen two new referrals. Following up with the Spanish speaking family we spoke about in the last staff meeting. The recently discharged px wants to return for further services and the school is recommending they continue with counseling. The child does speak English. It is only the mother who has very limited English speaking ability. Liz stated that if they come to us we have to provide services to them even if we need to hire a translator to meet civil rights compliance. We will staff this case during next staff meeting. Lane may need to screen and do the intake but someone else may end up seeing the youth. We have done this before but it has not worked out as well as I would like.

4.	Sub-topic:	SNAP Satisfaction Survey’s

Discussion:	Follow up with Corey/Sam.

Outcome, Actions, Timeframe: Have we finalized the form? Where do they go? Will they be sent to data management? Is SNAP responsible for 30/60 day follow ups?

B.	Employee Concerns or Complaints

1.	Sub-topic:	Supervision Training

Discussion:	Corey to meet with Peggy to review hiring process for the Facilitator and personnel handbook.

Outcome, Actions, Timeframe:	Corey Schedule a time to meet with me.

C.	Potential regulatory audits and/or investigation of operations

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

V.	Information Technology

A.	Technology Plan FYI

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

VI.	Clinical/Program FYI

A.	Medical and Medication Issues

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

2.	Sub-topic: Family Action Counselor/Case Manager and Regional Coordinator vacancies

Discussion:	positions are being held open for internal candidates due to funding shifts.

Outcome, Actions, Timeframe:

3.	Sub-topic:	Memorial Day Holiday

Discussion:	5/30.

Outcome, Actions, Timeframe: sign is on the front door.

VII.	Other Business:

1.	Sub-topic: Peggy Vickers will be out of the office on the following days.

Discussion: 6/8

Outcome, Actions, Timeframe:	Jessica is in Charge.

2.	Sub-topic:	SARB/Truancy Court

Discussion:	Canceled SARB.

Outcome, Actions, Timeframe: Jess and Isaiah (if possible) to cover May’s Truancy Court. Jason and Isaiah to provide monthly report for current Truancy Cases.

1.	Sub-topic: Jason’s going away luncheon

Discussion:	Bring a dish to pass.

Outcome, Actions, Timeframe: Friday 5/13/16 at noon.

Respectfully submitted by:

Peggy Vickers	5/18/16