Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: July 25, 2017

Time: 930-1030

Location: Bivens

Date of Next Meeting: August 22, 2017

Attendance: Cameron Calaverne, Norman Grachis, Evelitza Soto, Mary Simmons, Carlos Aguirre, Joy Brown, Jessica Bechtold, Chelsea Tobias, Isaiah Harmon, Joy Steiner, Corey Collins, Leesha London

Absent:

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Submit all fiscal forms by end of June.

Discussion: Staff submitted all mileage and reimbursements by end of FY.

Outcome, Actions, Timeframe: Completed

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: Family Action Counseling position (Levy County) filled

Discussion: A big welcome to Norman Grachis, Family Action Counselor/ Case manager in Levy County. Norman has completed all initial training and is now taking participants. Norman has also met many staff members within Williston schools and is awaiting the new school year in order to provide additional services in Levy County.

Outcome, Actions, Timeframe:	Welcome to the team, Norman!!!

2. Sub-topic: New SNAP supervisor

Discussion: Welcomed Evelitza Soto as new SNAP Supervisor. Jess and Evelitza completed training in Administration and Jess and Evelitza scheduled hotel and submitted periderms and incidentals for upcoming SNAP training in Orlando from 7/31 to 8/4/17. Subsequent to the training, Corey Collins will complete training in operations in SNAP. Evelitza,

Please remember to change/update your voicemail. Jess submitted updated SNAP brochures and referral forms to Tracey for review.

Outcome, Actions, Timeframe:	We are so happy to welcome Evelitza to the team!

3. Sub-topic: Goodbye potluck

Discussion: Jess discussed Cameron’s last day scheduled a pot luck goodbye and birthday acknowledgment for the month of July.

Outcome, Actions, Timeframe:	Scheduled for 7/28/17 at 12pm.

4. Sub-topic: Training/ New fiscal year

Discussion: Reminded staff they are responsible for their own training, discussed yearly training requirements and processes (paper chart, one drive log, CARF, FL Network).

Outcome, Actions, Timeframe:	Ongoing

5. Sub-topic: Training schedule

Discussion: Reminded staff of training on 7/25/17 after staff meeting.

Outcome, Actions, Timeframe:	Completed.

6. Sub-topic: Intake reminders

Discussion: Reminded staff to obtain a minimum of six intakes a month in order to obtain the contracted 69 per year.

Outcome, Actions, Timeframe:	Ongoing

E.	Annual Budget Planning and Process

1.	Sub-topic:	SNAP Facilitator in Training

Discussion: Budget/ hourly pay discussion for facilitators in training with Mr. Pearce and Randy.

Outcome, Actions, Timeframe: Completed

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Monthly Drill

Discussion: Joy completed drill for the month of July

Outcome, Actions, Timeframe:	Completed

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: No Discussion

Discussion:

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

Sub-topic: Supervisor signatures, PAT reports, Individual plans and incompletes (Plan improvement)

Discussion: Reminded staff of the need for supervisor approval for all “Family Voluntarily withdrew” selections and reminded staff of the need to submit charts for supervisor signature shortly after intake, plan signing and discharge. Jess discussed individual plans and the need to apply additional person centered approaches to the creation of the plan. Jess emphasized the need to write goals that are ones that can be completed within 12 weeks. Occasional incompletes will certainly happen but if the sum of the goal is incomplete in multiple charts and there are no extenuating circumstances that can be explained, then something is wrong with the plan itself (i.e. the plan might be too complicated for the individual or for the 12 weeks of services). Jess asked staff to consider the following topics when writing the individual plans. Are these goals achievable according to the participants’ capabilities, needs and circumstances within the allotted time? Keep in mind that we are planting seeds. Small measurable goals are ok as are broad goals that can encompass a great deal. Small gains are just as successful. Please maintain awareness of the aforementioned suggestions and document all successes no matter how small they may seem.

Jess discussed the increased challenges regarding the printing out of PAT reports. These challenges have been brought to the attention of IT; however it is important for counselors to remember the ones that have yet to be printed and placed in the chart. This is a requirement.

Outcome, Actions, Timeframe: Please keep track of PAT reports in need of printing, tailor Individual plans according to needs and capability of families and participants, and please submit charts for supervisor signature in a timely manner.

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

Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: We discussed updating the budget to better reflect actual costs.

Outcome, Actions, Timeframe: Tracey and Laura will work on revised budget.

B.	Marketing and Business Development

1.	Sub-topic: Summer Enrichment Program Updates

Discussion: IYP-C reported success with parent groups and reported on some of the favorite outings as reported by the participants. All regions are using 5-6 week schedule rotations of events.

Outcome, Actions, Timeframe:	All regions report success thus far with the enhanced programming.

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

Discussion: Jessica and Cassandra have met and there are plans to engage families for nonresidential services while the youth is still at Interface.

Outcome, Actions, Timeframe: Cassandra and Jessica will work on a brief referral form to be given to parents at residential intake.

3. Sub-topic: Respite Expansion to Non-residential services.

Discussion: We have received information from the Florida Network that respite services are being expanded to include non-residential services.

Outcome, Actions, Timeframe: More information to come.

C.	Regulatory Issues

1.	Sub-topic: Probation Respite Referrals Update

Discussion: Cassandra has made minor changes to the form after piloting it.

Outcome, Actions, Timeframe:	Cassandra will introduce it to DJJ Circuit 8 for input.

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Managing Aggressive Behavior Training Update

Discussion: We discussed the need for Coordinators to communicate with other regions to better manage the training requirements.

Outcome, Actions, Timeframe:	MAB trainings should be scheduled by Coordinators.

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

E.	Annual Budget Planning and Process

1.	Sub-topic: End of Year Travel, Receipts, Reimbursable Expenses

Discussion:

Outcome, Actions, Timeframe: They must be submitted to fiscal by July 7th.

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:

Outcome, Actions, Timeframe:

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

1.	Sub-topic: Off-Site Medical Transport vs. Youth Injury

Discussion: Tracey distributed the DJJ policy for review and comparison of the identified reportable events.

Outcome, Actions, Timeframe:	Off-site Medical Transport is now a CCC reportable incident.

III.	Quality Improvement

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

1. Sub-topic: Behavior Management System/Trauma Sensitive Approach-Managers

Discussion:

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

2. Sub-topic: QI Reviews NW & East

Discussion: Cindy and Pam reported on their respective QI reviews.

Outcome, Actions, Timeframe: We will revise policies as needed upon receipt of the 17/18 QI Standards.

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:

Outcome, Actions, Timeframe:

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: Reviewed the data for May. We discussed the method for bed allotment and if it still made sense. We also looked at the summary report. It was noted that runaway incidents were up a little this month. Coordinators reported that all were returned.

Outcome, Actions, Timeframe:	Tracey and Laura will review bed allocations with Sam for historical view. Laura will add a column to reflect screening and assessments from carry over cases for checks and balances. Laura will check the admissions and assessments on the monthly summary as it does not look accurate.

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:

VII.	Other Business:

1.	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: 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/ Outreach/ Continuity of Care

Discussion: Discussed current productivity and outreach measures. At the beginning of the month, Jess met with Ms. Pena (JPO) and provided outreach materials and information on programs at CDS. In addition, Jess extended a big thank you to Joy S. for engaging in outreach with GPD. We received 8 new referrals as a result of this singular outreach event alone. Jess discussed the importance of building relationships with community partners. Jess asked about this month’s outreach and noted that she would like each counselor to pick a school to not only provide outreach to but also contact and/ or visit on a regular basis throughout the year. Jess reminded Staff of August 1st outreach with Majestic Oaks and encouraged attendance.

On 7/3/17 Jess sent continuity of care form in email to Tracey and Cassandra for review in order to facilitate fluid transitions from shelter services into non-residential. Jess and Mr. Pearce discussed the template further and will review in CINS/FINS.

Outcome, Actions, Timeframe: Thank you to all staff for your continued efforts with outreach! Submit selected school mid to late August.

B.	Employee Concerns or Complaints

1.	Sub-topic:

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: Needed assistance/repairs

Discussion: Discussed with Zach need for computer and possible cell phone for Evelitza. Discussed challenges with CC machine.

Outcome, Actions, Timeframe: Zach provided Evelitza temporary computer and will provide her with a permanent computer in the near future. Joy B. unable to get into Fl. Network. Jess notified Laura and Zach on 7/25/17 . Pending.

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: data entry

Discussion: Jess Reminded staff to make every attempt to obtain all data information. 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.

Continue completing 30/60 follow-ups in a timely manner.

Outcome, Actions, Timeframe: Ongoing

Sub-topic: Individual plan Signatures

Discussion: If you review an individual plan on phone 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: SNAP Check in: SNAP in Schools partnered with the 21st Century enrichment program summer camp at Rawlings elementary school and completed 12 groups/sessions for the remainder of June. In July, the SNAP team continues preparing summer camp students for the upcoming school year for SNAP in Schools. SNAP groups ended its fourth and final cycle for fiscal year 2016-2017 on June 7, 2017. Six families graduated and SNAP completed all contractual obligations to the Florida Network. Mr. Collins & Mr. Aguirre attended the SNAP Lead training in June, 2017 in St. Augustine. Mr. Collins also attended the SNAP Train the trainer refresher training in June as well. Corey Collins completed four SNAP in Schools groups with a total of 16 sessions this summer with thanks to Ms. McKay and the 21st Century Community Learning Centers (21CCLC) summer enrichment program at Rawlings Elementary School. SNAP is looking to start the year with a girls group with a tentative start month of August or September.

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

2. Sub-topic: Case Staffing

Discussion: Reviewed one case on 7/19/17.

Outcome, Actions, Timeframe: There will be no review for the month of August. Jess will send committee reminders at the beginning of August.

3. Sub-topic: SNAP Facilitator Contact List

Discussion: Jess updated the contact list for facilitators and communicated personnel documentation needs of facilitators.

Outcome, Actions, Timeframe: Ongoing .

4. 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: 8/24 and 8/25/17 from 9-4.

5. Sub-topic: DCF referrals

Discussion: Jess discussed recent DCF referrals and CINS/FINS criteria as a result of a recent increase of referrals with open cases.

Outcome, Actions, Timeframe: Maintain awareness of criteria for entry.

Respectfully submitted by:

Jessica Bechtold	7/25/17