Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action - Central

Date: October 14 & 28, 2014

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: November 11, 2014 from 9:00 -11:00 am

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

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: Contract Benchmarks and Performance Measures

Discussion: We are definitely starting to trend up, but as of the end of September, we would owe $123,000 overall and $31, 954 for Non-Residential.

Outcome, Actions, Timeframe:	CDS IYP-Residential Programs needs to focus on improving the length of stay. Non-Residential Programs need to focus on increasing intakes and reducing length of stay. Non-Residential programs are meeting 83.33 % of outcome. Keep up the good work and the team effort will result in a positive outcome for all.

2. Sub-topic: Invitations to the Annual Meeting 11/14/14 @ Trinity United Methodist Church.

Discussion: Radha shared information about the Annual Meeting. All staff is invited to participate. Radha handed out extra postcards and discussed the successes of our guest speaker.

Outcome, Actions, Timeframe:	Please share postcards with your referral sources.

3.	Sub-topic: Managers please ask staff what barriers they see CDS putting up that

hinders us from helping kids? Are there procedures or other things we could change/

eliminate/ improve that would truly forward our efforts to help kids?

Discussion:

Outcome, Actions, Timeframe: Continued for next meeting, November 11th.

4.	Sub-topic: United Way

Discussion: Radha showed staff the United Way movie and discussed how donations are used to help CDS families.

Outcome, Actions, Timeframe:	Campaign donations due to Liz by 10/31.

5.	Sub-topic: Spot Light on Youth Radha handed out packets to staff

Discussion: Radha discussed the Spot Light on Youth and encouraged participation by our participants or other appropriate high school students.

Outcome, Actions, Timeframe:	Goal for this year might be involve Levy County High School Art projects. Audition Packets are on website due in 12/19/14. Auditions set up for 1/27/15. Volunteers encouraged to participate in some part of the program.

6.	Sub-topic: Junior Woman’s League.

Discussion: Radha shared the upcoming Holiday shopping spree. Families with multiple children can have more than one invitation. Pay attention to the back for scheduled shopping time.

Outcome, Actions, Timeframe:	Contact Junior League of Gainesville prior to December 6, 2014. Please look on your caseload for appropriate families to refer.

C.	Regulatory Issues

1.	Sub-topic: CARF

Discussion: The check and application of intent went out on Friday.

Outcome, Actions, Timeframe:	Due 10/31/14

2.	Sub-topic: Annual Fiscal Audit

Discussion: No feedback for CINS/FINS at this time.

Outcome, Actions, Timeframe:	Still working on Independent Living.

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Training Document using Dropbox.

Discussion:	Training from 10:00 am to 11:30 am.

Outcome, Actions, Timeframe:	All training should be documented for July 1- current by 11/10. On 11/11/14 we will work on creating new fiscal year 14/15 Training files. Please bring your old training file and all documentation of new training as of 7/1/14.

2.	Sub-topic: Pending List

Discussion: overdue on Isaiah’s evaluations

Outcome, Actions, Timeframe:	Isaiah lets schedule an appointment this week or early next week.

3.	Sub-topic: Supervisor Evaluations

Discussion: It’s that time of year again to complete an evaluation on Peg. Supervisor evaluation is located on the Intranet under HR. Please feel free to submit them directly to Sam.

Outcome, Actions, Timeframe:	Please submit within the next two weeks.

4.	Sub-topic: Employee Handbook

Discussion: There are no changes to the Handbook this year but we do need to sign the new review page.

Outcome, Actions, Timeframe:	I will make copies and bring to next staff meeting on 11/11/14. If you will not be there please sign and put them in my box so I can monitor.

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: Disaster Drill will be completed at the end of the month

Discussion Joy will do it for Bevins.

Outcome, Actions, Timeframe:	10/31/14

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:

Discussion: Our codes for reporting have changed.

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1.	Sub-topic: Q.I. Goals Tracking Training (Drop Box)

Discussion: Liz provided training for staff and handed out useful tips for completing the Tracking form.

Outcome, Actions, Timeframe: Mary will not be able to sign into Drop Box in Bronson do to firewalls, therefore she will have to do it in Gainesville. Please sign up for Drop Box and have training current for this year on the grid by November 10th. Bring your printout to 11/11/12 Meeting. Joy still needs to be trained in the tracking system.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion:	No discussion

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: Contingency Contract Forms

Discussion: F-PR-1200

Outcome, Actions, Timeframe: Update Pending

2.	Sub-topic: Needs Assessment with PAT F-PR-1314

Discussion: This a revised version of our old Psychosocial that adds information not covered in the PAT and should be used in conjunction with the PAT

Outcome, Actions, Timeframe:	This form is on the Intranet. Those not yet trained in the PAT should continue to use the other Needs Assessment form. Remember participants in the program for more than 30 days require another PAT upon exit.

3.	Sub-topic: Peer Review for this Quarter are do.

Discussion: Please review at least two charts from someone other than yourself.

Outcome, Actions, Timeframe:	Due by 12/12/14.

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: Anger Management Training, Peggy will submit request to Sam for travel and registration fee. Ashley followed up with David Beasley on training Why Try Curriculum. There may be more advantage to sending someone to get certified in Why Try.

Outcome, Actions, Timeframe:	Isaiah will be attending the Anger Management Specialist I Certificate Training on 12/4-5/14 in Orlando.

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: Performance and Risk Management Reports

Discussion: See above.

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:

Discussion:

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: Letter Writing

Discussion:

Outcome, Actions, Timeframe: Please submit letters to me prior to sending them out to ensure the professional standard of the letter until you are comfortable that the staff are competent in this area.

2.	Sub-topic: Referral Form

Discussion: Reviewed and Discussed.

Outcome, Actions, Timeframe:	Positive feedback from staff on the revisions Peggy will communicate with Sam to added it on to the intranet under our forms..

VII.	Other Business:

1.	Sub-topic: 10/14/14

Discussion: Training on Spirituality in Counseling

Outcome, Actions, Timeframe:	Documented on Training Form.

Respectfully submitted by:

Peggy Vickers	October 28, 2014