Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action –Central CINS/FINS

Date: June 24, 2014

Time: 9:00 a.m.

Location: Bivens

Date of Next Meeting: July 8, 2014 9:30-12:30 in the FA Conference Room

Attendance: Jess, Barbara, Neva, Isaiah, Peggy

Absent: Ashley, Joy

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

Sub-topic: Holiday July 4, 2014 our office will be closed for the holiday.

Discussion: Please submit request for leave before or after the holiday.

Outcome, Actions, Timeframe: Joy will be off the 3rd and the 4th. Peggy will be off 7/7/14.

2. Sub-topic: Summer Camp Planning

Discussion: 33 youth have expressed interest so far for the IYP East camp.

Outcome, Actions, Timeframe:	This is an exciting departure for our shelter.

C.	Regulatory Issues

1.	Sub-topic: PAT Implementation and JJIS Access.

Discussion: Reviewed the attachment labled Prevention Assessment Tool Information. Hopefully we will learn more during our CINS/FINS Meeting and contract review.

Outcome, Actions, Timeframe:	As of 7/1/14 we are required to complete the PAT. Barbara please complete the second form for JJIS form as soon as possible.

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Neva’s position is advertised

Discussion: very few applicants

Outcome, Actions, Timeframe: Fill position as soon as possible.

2. Sub-topic: Neva’s last day will be 6/30/14.

Discussion: We discussed her plans for the future and wish her well.

Outcome, Actions, Timeframe:	Rescheduled meeting with Neva for 6/30/14. Meet at Bronson High School at 3:30 and then travel to Chiefland High School. Neva will provide Levy County contact information, provide keys to all offices, cell phone, charger, lap top and charger, two remaining open cases are to be closed, any stamps confidential information etc….

Sub-topic:	Ashley Change in Time Sheet.

Discussion:	FYI

Outcome, Actions, Timeframe:	See Peggy re: changes.

E.	Annual Budget Planning and Process

1.	Sub-topic: Changes in the Florida Network Contract will be impacting billables for July billables.

Discussion:	Planned intakes for July

Outcome, Actions, Timeframe:	So far scheduled: Jess has 9, Ashley 8-9 and Barbara has 2 and 6 referrals.

II.	Health and Safety: Program/Regional Coordinators

A.	External Inspections

1. Sub-topic: Fire Inspection

Discussion

Outcome, Actions, Timeframe:	Due in July Roy please check all Emergency Lights.

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

1.	Sub-topic: During Severe Weather and or Natural Disaster

Discussion: During the times the lights were turned off the Emergency Lights by Joy’s office did not come on.

Outcome, Actions, Timeframe: Request Roy to change the bulbs.

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

1.	Sub-topic: Child Abuse Reports

Discussion: Ashley has been successful in reporting them on line.

Outcome, Actions, Timeframe:	On-going

III.	Quality Improvement

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

1.	Sub-topic: Peer Review Forms

Discussion: Staff did an excellent job 6/10 completing peer reviews on discharged charts.

Outcome, Actions, Timeframe: Peggy completed supervisory peer reviews on all of Barbara’s and Neva’s charts and the remainder of the discharged charts. Joy is also reviewing charts and going back to look for blanks, missing signatures. Please work with her when she finds things. We are focusing on things identified during our QI. Due Quarterly next one due by 9/30/14.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1. Sub-topic: QI Review IYPC

Discussion: Reviewed Findings	; Discussed need to emphasize the importance of groups and documentation with Residential Counselors. Also noted the following applicable to all counselors

Outcome, Actions, Timeframe: Policy Change: Counselors should always have their file with them when they see participants and should have reviewed the Individual Plan prior to the session to help ensure that the session addresses issues germane to the Plan. The Individual Plan should be updated as the issues unfold or circumstances change. It is the road map.

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: New Draft of CINS/FINS Policy and Procedures and Contract. New PAT requirements.

Discussion: Peggy will send out by e-mail

Outcome, Actions, Timeframe: Update Pending

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: AC Leak in two offices.

Discussion:

Outcome, Actions, Timeframe: Repairs being made.

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: Telephone System

Discussion: Repairs being made today.

Outcome, Actions, Timeframe:	Cox will be here at 3:00 today.

VI.	Clinical/Program

A.	Medical and Medication Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

1. Sub-topic: 180 Day Follow up changing to 30/60 Day Follow up

Discussion: Sam asked for input regarding any procedural questions that need to be sent to the Fl. Network. Current thinking is that administrative assistants will generate the forms for all follow ups due that month at the beginning of the month. Rachel will generate a report weekly to monitor follow ups that are due and pass on information about any additional follow up forms administrative assistants need to pull.

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic: Arnett House Visit 06/30/14

Discussion:

Outcome, Actions, Timeframe:	Monday 6/30/14 get with Sam if interested.

Respectfully submitted by:

Peggy Vickers	7/3/2014

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