Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: June 14, 2016

Time: 10:30-12:00

Location: Bivens

Date of Next Meeting: 7/12/16 @ 9:30 am.

Attendance: Isaiah Harmon, Jessica Bechtold, Peggy Vickers, Sam Clark, Corey Collins, Joy Brown, Mary Simmons, Michael Chandler

Absent: Lane Devereau: Lane please review minutes and documentation in your box.

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Review with Jessica and Corey.

Discussion: Coordinator’s Budget Report FY 15-16 SNAP and Family Action Budget.

Outcome, Actions, Timeframe: Reminder to turn in all fiscal documents: travel, PO, Reimbursement before the end of fiscal year 6/30/16). Track expenditures carefully next year. Review budget with Jess and Corey (a copy was given to each).

2.	Sub-topic: End of the fiscal year

Discussion: Turn in all mileage, fiscal purchase orders, reimbursement, training, requests…etc.

Outcome, Actions, Timeframe: Due by June 30th, 2016.

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:	Reviewed and discussed recommendations on Q.I. reviews: Utilizing training tracking system in an effective way, ensuring first aid and CPR is up to date.

Outcome, Actions, Timeframe:	Jess suggested logging the expiration date on training tracking system. Joy please check staff training files to verify the date of CPR and First Aid and report findings on all active staff by next staff meeting on 7/12/16. In addition, please copy all HIPAA and Deaf and Hard of Hearing certifications so that I can get them to Liz.

Follow-up Item: Jess will cover changes to progress note documentation during the 7/12/16 staff meeting. Corey, please complete required CINS/ FINS training on the intranet and Florida Network by September. Please meet with me to discuss and create a plan.

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: No discussion

Discussion:

Outcome, Actions, Timeframe:

E.	Annual Budget Planning and Process

1.	Sub-topic:	See above

Discussion:	No discussion

Outcome, Actions, Timeframe:

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Complete appropriate drill for the month of June.

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: Fire door

Discussion: Incident report submitted by Peggy identifying the ste. 1 exit door cannot be opened from the inside

Outcome, Actions, Timeframe: Roy is following up

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: Q.I. review of all three regions

Discussion: Peggy handed out and reviewed the copy of the three Q.I. Reports with the main focus being on the shelters and training issues for Family Action.

Outcome, Actions, Timeframe:

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic: Low productivity this year.

Discussion: FA is at 83% as of 5/16 report. Family Action Central is at 101 %. Good job!

Outcome, Actions, Timeframe: All counselors/case managers are expected to provide a minimum of 3 in June. We are continuing to address the volume of referrals in May.

C.	Accreditation and Regulatory Requirements

1. Sub-topic: No Discussion

Discussion:

Outcome, Actions, Timeframe:

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

1. Sub-topic: Significant Proposals for the shelters

Discussion: FYI

Outcome, Actions, Timeframe:

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

1.	Sub-topic: No Discussion

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)

1. Sub-topic: Performance and Risk Management Reports

Discussion: No Discussion

Outcome, Actions, Timeframe:

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:	Completed on 6/15/16.

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: JJIS

Discussion: If any new problems occur contact JJIS, Jess and Jordan.

Outcome, Actions, Timeframe: Now able to print PAT pdf’s.

VI.	Clinical/Program FYI

A.	Medical and Medication Issues

1. Sub-topic: No Discussion

Discussion:

Outcome, Actions, Timeframe:

2.

B.	Counseling and Programming Issues

1. Sub-topic: Regional Coordinator

Discussion: Position has been filled by Jessica Bechtold

Outcome, Actions, Timeframe:

2.	Sub-topic: Family Action Counselor/Case Manager and SNAP Case Manager positions are vacant

Discussion: Interviews are scheduled for this week

Outcome, Actions, Timeframe:

3.	Sub-topic:	July 4th Holiday

Discussion:	7/4.

Outcome, Actions, Timeframe: Joy, we need a sign for the front door

VII.	Other Business:

1.	Sub-topic: Benefits: Sign up online

Discussion: All staff should receive an email with a link.

Outcome, Actions, Timeframe:	Please complete by June 22nd, 2016. If you have any questions, please contact Liz ate ext. 3812.

2.	Sub-topic: SNAP Update

Discussion: Corey discussed train the trainer and SNAP girl’s group training in July with intern Michael. The current SNAP group is in their 11th week and the final SNAP group will occur on Wednesday June 29th, 2016. Corey informed staff that an individual is coming from UF with prior SNAP experience and might be considered for the SNAP Case Manager position. In addition, Corey discussed outreach presentations to the Child Alliance and Parent Academy

Outcome, Actions, Timeframe:

1.	Sub-topic:	Closing inactive SNAP cases

Discussion:	Training with Lauren through teleconference regarding procedures to close group 1.

Outcome, Actions, Timeframe: Corey, Please complete by July 1st

Respectfully submitted by:

Jessica Bechtold and Peggy Vickers	6/15/16