Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: June 13, 2017

Time: 930-1030

Location: Bivens

Date of Next Meeting: July 11th, 2017

Attendance: Cameron Calaverne Mary Simmons, Carlos Aguirre, Joy Brown, Jessica Bechtold, Chelsea Tobias, Isaiah Harmon, Joy Steiner

Absent: Corey Collins (Training)

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion: No discussion/ see below for training budget.

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic: See risk management

Discussion: Continue outreach efforts.

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic:	See risk management

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Personnel Files

Discussion: Corey and Jess met on 6/8/17 to discuss overdue SNAP personnel documents. Corey submitted approximately ¾ of the materials and agreed to submit the additional pending documents no later than 6/30/17. Jess and Corey discussed ways in which they will divvy training responsibilities for the upcoming new hire.

Outcome, Actions, Timeframe:	Due 6/30/17

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

Discussion: Family Action has begun advertising for the counselor/ case manager vacancy in Williston as well as the SNAP Supervisor position. We are currently in the receiving and interview stage for both positions. It is with a heavy heart that we announce Cameron’s resignation. Cameron’s last day is on July 28th and we can’t thank him enough for all of his hard work and contributions to the agency. We wish him nothing but the best of luck in the future.

Outcome, Actions, Timeframe:	Ongoing. Please coordinate any charts that need to be transitioned and close all appropriate cases.

3	Sub-topic:	Family Action Counselor Case Manager

Discussion:	Jess and staff welcomed new Counselor/ Case manager Joy Steiner to Family Action. We are very lucky to have such a wonderful addition to the team.

Jess discussed Joy’s completed training and training needs and asked each counselor to allow for shadowing/practice opportunities. Please allow Joy to complete documentation and partake in intake and sessions (per participant/parent consent).

Outcome, Actions, Timeframe: Ongoing

E.	Annual Budget Planning and Process

1.	Sub-topic:	Training dollars FY 2016-2017

Discussion: Jess purchased training materials addressing Suicide & Homicide Treatment Planning, Oppositional, Defiant & Disruptive Children and Adolescents and mindfulness techniques for teens and adolescents.

Outcome, Actions, Timeframe:	Will notify Laura of any budget shifts that have to be made before end of fiscal year.

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Monthly Drill/ Disaster/Strategic plans

Discussion: Joy to complete drill for the month of June. Jess and Joy discussed the need to verify that each office has flashlights and reviewed differing selections of flashlights. Currently we have flash lights in high traffic areas and joy has agreed to order one for each office at Bivens.

Jess reviewed past strategic plans, cultural diversity, humility and reviewed disaster plans 1-4 with staff. Discussed emergency (copies given).

Outcome, Actions, Timeframe:	Joy to Order selected flashlights. Please complete by 6/23/17.

Review and submit recommendations if applicable. Ongoing.

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

1.	Sub-topic: Fire Extinguishers and Recycle Bins

Discussion:	Fire extinguishers inspected on 5/252/17. No concerns to report. Jess and Roy discussed challenges with recycling. Jess discussed options and requested the order of blue recycling bins for each section of the building.

Outcome, Actions, Timeframe:	Inspection complete. Pending recycling bins.

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 Reviews

Discussion: Completed Peer reviews for fourth quarter

Outcome, Actions, Timeframe: Completed 6/13/17. Submitted to Laura.

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic:

Discussion: No 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.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: Overtime was down on the last pay period.

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

B.	Marketing and Business Development

1.	Sub-topic: Summer Camp

Discussion: Managers are working on schedules including guest speakers for June and July. Flyers have been created and are being distributed in all areas. IYP-C is considering piloting parent groups this summer and teaching the FACE system used in the shelter to mimic at home.

Outcome, Actions, Timeframe:	Regions should distribute flyers in schools before the end of the school year.

2. Sub-topic: Process for Shelter Referrals to Family Action

Discussion: Discussed ways to increase successful referrals from residential to non- residential services. We explored having more Family Action presence in Central shelter and a better linkage between programs.

Outcome, Actions, Timeframe: Explore ways to incorporate Family Action Counselors into shelter summer programs.

C.	Regulatory Issues

1.	Sub-topic: Probation Respite Referrals

Discussion: We discussed the need to inform staff of probation respite referrals as we have stepped up efforts with DJJ to inform them of respite services. Cassandra distributed a draft referral form for DV and Probation Respite programs. Staff suggested we add Family Action on the form as well to have one form for all referrals from DJJ.

Outcome, Actions, Timeframe:	Cassandra will revise the form as suggested and introduce it to DJJ Circuit 8 for input.

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Florida Network Annual Meeting

Discussion: Jim reported on the event and how well it was done. There were nice tributes to Board Member Richard Mankin and our own Cassandra Evans McCray.

Outcome, Actions, Timeframe:	We will nominate more staff next year.

2. Sub-topic:

Discussion:

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.	External Inspections

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

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:

Discussion:	No 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: Cassandra reiterated that her Calm Room was working very well. Tracey reported that NW has identified a space for their room and is has been painted.

Outcome, Actions, Timeframe: Continue to update other sites on progress in this area.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

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

1.	Sub-topic: Nurse Review Process

Discussion: No discussion

Outcome, Actions, Timeframe:	Pending

2. 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:	We reviewed the current strategic plan for updates and items to carry over or address in the next Strategic Plan.

Outcome, Actions, Timeframe:	Tracey and Sam will incorporate feedback into the plan.

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: Per the Network, we are able to correct the follow ups shown as early due to the NetMis programming error. Our ES numbers are down significantly this year. Tracey noted that medication errors are down noticeably.

Outcome, Actions, Timeframe:	Tracey will talk with PFSF Placement Supervisor regarding ES placements. Laura and Tracey will take a closer look at CINS utilization formulas.

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:

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: See Health and Safety: Program/Regional Coordinators	for review of materials

Outcome, Actions, Timeframe:

2.	Sub-topic:	Accessibility Plan

Discussion:	No discussion

Outcome, Actions, Timeframe:

3.	Sub-topic:	Cultural Competence Plan

Discussion:	See Health and Safety: Program/Regional Coordinators	for review of materials

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: CINS Performance Packet

Discussion: Low productivity. Jess reviewed packet with counselors and asked them to identify any corrections needed to be made. Aside from known inconsistencies, counselors also noted that outreach numbers are not accurate.

Jess discussed the residential summer program with staff members in order to promote wrap-around services. On 6/7/17, Jess and staff met with Cassandra McCray and residential counselors and agreed that residential staff will notify nonresidential counselors of possible intakes in advance and nonresidential will travel to the shelter to fulfill those needs.

Jess reminded staff that outreach is a part of the job and since it is inevitably slow during the summer, it is important to reach out to the community in order to start building relationships. Jess identified past outreach success as being less about handing out flyers but rather the forming of meaningful relationships with community partners. Jess requested that each counselor mark open days for outreach during the staff meeting, select one facility to present to, and eventually select at least one school to join with when school begins. Mary and Cameron both noted that they have been in contact with Johnathan Lewis regarding his summer program for potential referrals (Pending).

Jess invited counselors to the JJC meeting for community relationship building.

Outcome, Actions, Timeframe: Jess notified Laura and Tulasi about outreach data. Outreach ongoing. Continue to notify families about upcoming sessions in in order to prevent possible no shows.

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: Flags/ data entry

Discussion: Jess discussed the importance of asking for all data entry options during the screening and intake process (including but not limited to, SSN). If counselors are unable to obtain the information, please document as unobtainable. Please Flag all supervisor signatures with red flags in order to differentiate between data changes and signature needs.

Please flag all data updates and submit to Joy.

Jess informed Joy Brown that 30/60 follow-up challenges (day 19 issue) were corrected and she can resume normal submissions.

Outcome, Actions, Timeframe: Ongoing

Sub-topic: Front Coverage

Discussion: Jess and staff discussed possible coverage for the front desk for when Joy is out of town (6-20-17 to 6-26-17). During this time, Manessa will be covering the front desk; however there have been identified gaps in coverage. As such, Jess, Joy S. and Leesha volunteered to cover those gaps. Jess asked counselors to pay attention to appointment times and participant arrival.

Outcome, Actions, Timeframe: Thank you Manessa, Joy S. and Leesha for your dedication and support. We appreciate you.

Sub-topic: Individual plan

Discussion: If you review an individual plan please ensure the guardian signs shortly after. If they do not come to the session, ensure that you obtain signature the next face to face session.

Outcome, Actions, Timeframe: Ongoing

VII.	Other Business:

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

Discussion:

Outcome, Actions, Timeframe: Will begin in August, 2017.

2. Sub-topic: Case Staffing

Discussion: To meet on June, 21 2017.

Outcome, Actions, Timeframe: June 21, 2017, the Case Staffing Committee will be reviewing five cases in total.

3. Sub-topic: Staff Retention/ Esprit de Corps/Employee Navigator

Discussion: Jess handed out the last staff retention gift cards for the year during staff meeting. The retention cards were based on the highest number of intakes, yearly contract numbers and outreach. In addition, Jess and staff congratulated Chelsea Tobias and Carlos Aguirre for being awarded the 2017 Esprit de Corps during the annual benefits meeting on 6/7/14. Jess also reminded staff to complete the Employee Navigator registration (due June 14th) in order to complete the benefits process.

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

4. Sub-topic: June birthday/goodbye potluck with counseling documentary

Discussion: Lunch time on 6/29/17

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: Updated training date and time: 9am to 4pm on June 22 and June 23rd in the SNAP room.

6. Sub-topic: Annual meeting

Discussion: Scheduled for November 3rd, 2017 at the Sweetwater Branch Inn. Jess notified staff and sent calendar updates.

Outcome, Actions, Timeframe: Please plan to attend.

Respectfully submitted by:

Jessica Bechtold	6/15/17