Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS FA Central

Date: June 13, 2013

Time: 1:00 pm

Location: Bivens

Date of Next Meeting: Tuesday, June 25th @ 1:00 pm

Attendance: Peggy, Joy, Isaiah, Jessica

Absent: Ashley, Kim

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: New money for rural CINS/FINS positions

Discussion: For planning purposes, CDS’s proposed annual allocation was made using both DOE school discipline data and at-risk population data for each of your assigned counties. Florida Network has not yet received their statewide amendment but I know the Department is shooting for July 1 start date. Florida Network will forward an amendment to your contract once theirs is executed.

Outcome, Actions, Timeframe:	New Non-Residential positions are being advertised now. New positions are being assigned to FA-C one in Gainesville, two in Levy, FA-E one in Bradford, FA-NW one in Hamilton. One Residential position is vacant in the IYP-C. If you know someone who is interested encourage them to apply.

B.	Fiscal

1.	Sub-topic: End of Fiscal Year

Discussion: Please turn in all requests for mileage, medical spending, or other reimbursable to fiscal as soon as possible. Time Sheets due 6/21/13. Last time sheet for this fiscal year is on the intranet. Sam is working to add next year’s time sheets.

Outcome, Actions, Timeframe: Turn in any fiscal request for the month of June by 06/28/2013.

C.	Regulatory Issues

1.	Sub-topic: Disaster Plan- June 1st is the beginning of the Hurricane Season.

Discussion: Handed out Emergency/Disaster Call down List. Reminded folks to stay in touch if there is a Hurricane to see if the program is open for business. Personal safety comes first. Should a Hurricane hit one of our other areas of operations, Bevin’s is listed as a central communication point.

Outcome, Actions, Timeframe:	Please make sure your emergency card at the front desk is current. Please sign and date the card that it has been checked. Joy can you help facilitate this. Ashley please fill out a card and give it back to Joy.

D.	Human Resource Issues (Staffing and Training)

Sub-topic: QPR (Question, Persuade, Refer) Gatekeeper Training and Suicide Prevention for LGBT Youth

When: Wednesday, June 26, 2013

Where: Hilton University of Florida Conference Center, 1714 SW 34th St, Gainesville, FL 32607

Discussion: Staff encouraged participating in FADAA training. Information handed out at the meeting and e-mailed to staff.

Outcome, Actions, Timeframe: June 26, 2013 Kim, Peggy and Ashley have signed up already, all staff encouraged to participate. Go to the FADAA website to register.

2. Sub-topic: Tom Popadak Training – Florida Network.

Discussion: Tom offered the following training dates July 23, 24 and 25 July 30, 31 and 8/1

August 6, 7, 8

Outcome, Actions, Timeframe: Waiting to hear from other managers re: topics and dates of training.

3. Sub-topic: Insurance Benefits

Discussion: LaVonya reviewed the basic parameters of the benefits proposed for this year.

Outcome, Actions, Timeframe: Please turn in your benefit package no latter than Monday, 6/17/2013 by the cob. Kim please turn in your packet to LaVonya upon your return from vacation on Weds.

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:

Discussion:

Outcome, Actions, Timeframe:

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

1.	Sub-topic: Tropical Storm Drill

Discussion: On Friday, June 15, 2013 we experienced a tropical storm and prepared for it in the Bevin’s location. Joy handed out flashlights to everyone present and monitored the weather. Thank you Joy.

Outcome, Actions, Timeframe: Joy can you please write up the drill for Friday? Thank you.

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

1.	Sub-topic: FA-C Incidents Reviewed.

Discussion Discussed the three events reported this month and a new case of emotional abuse. Discussed what to do if a youth should drink hand sanitizer or appear to be under the influence of alcohol.

Outcome, Actions, Timeframe:	Breathalyzer found and alcohol swabs are available for checking alcohol levels. Jessica to discuss emotional abuse with clinical supervisor and develop a plan based on feedback from staff and keep her supervisor informed of outcome.

2.	Sub-topic: Hearing impaired participant/parent

Discussion: Screening with a deaf parent was completed with the assistance of a TDD operator. Should you have similar situations, get as much information as possible including the operator’s number.

Outcome, Actions, Timeframe:	A monthly report is required to be submitted with a copy to LaVonya. If in doubt contact LaVonya, she is our point of contact and will advise us on what to do.

III.	Quality Improvement

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

1.	Sub-topic: Florida Networks report for Central

Discussion: Notes about the findings from the QI site visit are up front in Joy’s area if you are interested. Please note some of the comments.

Outcome, Actions, Timeframe:	Written report should be received soon.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: Review Cases open longer than 12 weeks to either close or request an extension from me.

Discussion:	No discussion

Outcome, Actions, Timeframe: Place files in Peggy’s box when closed or needing extensions.

C.	Accreditation and Regulatory Requirements

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: Individual Plan Revised handed out during staff meeting.

Discussion: Change from 30, 60, 90 days to every 30 days.

Outcome, Actions, Timeframe:	Updated and is on the Intranet. Please start using it now.

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

1.	Sub-topic:

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:

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)

Sub-topic: Performance and Risk Management Reports FYI from CINS/FINS Meeting

Discussion: P 9 ES has picked up again this month. P42 runaways were up this month.

Outcome, Actions, Timeframe: P10 Peggy noted that the State Attorney will now be referring all youth to TEEN Court for further assessment and referral. Youth referred from TEEN Court should go to Bivens. Naomi should try to follow appropriate referrals from the shelter into Non- Residential. P.13 Ryan please move this page to the last page of the packet. P 19 & 20 Ryan We were all touched. P 33 Peggy review discharge status P 30 Trend Based on changing our approach to missed appointments with the State Attorney referrals, cases over 12 weeks should continue to diminish.

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:

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:

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic: Purchase Academic Calendar

Discussion: Joy can you price how much Academic Calendars are that run from Jul-June? They should be weekly with vertical time slots.

Outcome, Actions, Timeframe:	Joy please provide a cost of ordering 4 calendars beginning in July.

Respectfully submitted by:

Peggy Vickers	June 17, 2013

Name	Date