Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS Family Action -Central

Date: 08/12/14

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: August 26, 2014 @ 9:00 am

Attendance: Ashley, Isaiah, Jessica, Lane, Mary, Peggy

Absent: Joy

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic: CINS/FINS Contract

Discussion: Peggy handed out and reviewed the key points of the CINS/FINS Contract with staff. Identify key changes.

Outcome, Actions, Timeframe:	Further discussion is needed on how to implement the 72 hour data submission for Netmis.

3. Sub-topic: FYI Contract with Jayne Jones for Legislative Support

Discussion: FYI Sam discussed during Coordinators CINS/FINS meeting a list of items that Jayne Jones will be assisting with at the federal level to try and gain funding for a new central shelter and renovations to the existing central shelter for transitional living services.

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic: Florida Network 2014-2015 QI Standards/ Policy and Procedure Manual.

Discussion: Peggy provided copies of the current QI and Policy and Procedures Manual.

Outcome, Actions, Timeframe:	During the next two weeks please become familiar with these documents regarding non-residential services. Please document your time on a training form and turn it into me when you are done. Help me identify any changes in the manual that are not consistent with the forms we use or CDS policies and procedures.

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Evaluations due

Outcome, Actions, Timeframe:	Isaiah and Ashley’s evaluations are due. Ashley please complete your probation self-evaluation to me by the 19th. Isaiah and Ashley schedule a time with me when be can meet by Friday 8/22/14.

2.	Sub-topic:	Peggy will be out on leave on Thursday 8/28/14.

Discussion:	No discussion

Outcome, Actions, Timeframe:	You can reach me by phone 352-284-3252

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: Fire inspection

Discussion: no discussion

Outcome, Actions, Timeframe:	Joy can you check the date of our last fire inspection and follow up with Roy if it is due soon?

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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

1.	Sub-topic: Clean and Fresh Environment

Discussion: no discussion.

Outcome, Actions, Timeframe: Thank you Ashley for making the fruit fly traps. Since we do not have daily trash pick up I would like to encourage those of you who eat real food to take your trash out of the building on Friday. It will help to reduce the odors in the building and maybe the fruit flies. Lane is allergic to plug ins, sprays items in general that smell good. She can tolerate essential oils. So please be aware of this concern.

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

1.	Sub-topic: None to report for July.

Discussion:

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1.	Sub-topic: Q.I. Goals Tracking Training

Discussion:

Outcome, Actions, Timeframe: Pending

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1. Sub-topic: CARF

Discussion: Thank you Ashley and Jessica for doing Peer Reviews for July and August.

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: New Universal Referral Form.

Discussion: Discussed the minor change.

Outcome, Actions, Timeframe: Please share with referral sources when doing outreach.

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) to be discussed next staff meeting 8/22/14

1.	Sub-topic:	Strategic Plan

Discussion:	Shelter & Non-Residential Utilization

Outcome, Actions, Timeframe:

Discussion:	Communication

Outcome, Actions, Timeframe:

Discussion:	Hiring and Retention of Qualified Staff

Outcome, Actions, Timeframe:

Discussion:	Programming: Can it be more effective?

Outcome, Actions, Timeframe:	Sam noted that he would like written feedback thru Coordinators from staff regarding the topic areas above by September 30th. He also noted, that if not done already the Input responses we received from staff, business partners and stakeholders should be shared with staff and documented in meeting minutes.

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:

Discussion:

Outcome, Actions, Timeframe:

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 and Computers

Discussion: Ryan will be here Weds to give Mary her computer. We have ordered cartridge for Lane’s printer.

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: Needs Assessment & PAT

Discussion: We discussed the draft Needs Assessment and PAT.

Outcome, Actions, Timeframe: Sam made changes discussed in the Needs Assessment and get it out for use. We will reassess it in several weeks for any other changes needed. Jessica and Jason will continue to work on PAT access in JJIS. Thank you to Stephanie Jason and Jessica for their input and work on this project!!!

2. Sub-topic: 30/60 Day Follow up

Discussion: Sam reviewed information in the packet sent out previously by Laura via e-mail.

Outcome, Actions, Timeframe:	30 day and 60 day follow up need to be done in the window of 5 days before or 5 days after the respective 30 or 60 days

VII.	Other Business:

1.	Sub-topic: Welcome to our two new Counselors/Case Managers Mary and Lane

Discussion: introduced staff to each other and scheduled intake appointments.

Outcome, Actions, Timeframe:	Developed Staff Schedules for this week.

Respectfully submitted by:

Peggy Vickers	8/13/14

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