Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: 10/24/17

Time: 930-1030

Location: Bivens

Date of Next Meeting: November 14th 2017 at 930

Attendance: Evelitza Soto, Mary Simmons, Carlos Aguirre, Jessica Bechtold, Isaiah Harmon, Joy Steiner Joy Brown, Diana Jones

Absent: Corey Collins

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Budget/ SNAP/ Family Action

Discussion: Reminded Staff of training dollars and asked staff to keep an eye out for any desired training opportunities in the future.

Outcome, Actions, Timeframe: Ongoing

B.	Marketing and Business Development

1. Sub-topic: Outreach

Discussion: A huge thank you to all staff for joining together in outreach efforts. Family Action has had a busy month with outreach and has attended multiple events including “Screaming for Safety” and the annual deans (Shiselle, Joy S., Carlos and Evelitza) meeting in order to increase knowledge of services and increase productivity. Staff discussed decrease in referrals from Teen Court to a decrease in Teen Court cases. Jessica Bechtold discussed services at the most recent JJC meeting and both Jessica and Evelitza are meeting with Metcalfe and SOC on October 27th, 2017 in order to discuss and offer SNAP/Family Action services to youth in need.

Outcome, Actions, Timeframe: Ongoing

C.	Regulatory Issues

1.	Sub-topic:	See risk management

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Gainesville and Levy County Counselor/Case Managers

Discussion: Diana Jones, our new Gainesville Family Action Counselor/Case Manager is already well into her training and impressively began taking on intakes within two weeks of her start date. Along with other staff, she plans on being very active in the process of Truancy Court, Case Staffing’s and SARB and has proven to be an invaluable asset to Family Action within the short time she has been with us.

Jessica Bechtold and Mary Simmons met with Levy County School guidance in order to discuss needs and facilitate services in an effective way during the administrative shift. Mary Simmons has agreed to provide services to Levy County until we are able to fill the Counselor/ Case Manager position. Interviews are currently underway.

Outcome, Actions, Timeframe:	Will meet with Levy County Staff again once the position is filled to discuss expectations and operations.

2. Sub-topic: Florida Network Domestic Violence Virtual Office

Discussion: Reminder: Training was rescheduled to 10/24/17 at 1pm. Please plan to attend. Jessica distributed information on the ways in which to log in.

Outcome, Actions, Timeframe:	Pending

3. Sub-topic: Training schedule/JJIS

Discussion: Jess is awaiting a response/ update from Susan Stormant regarding the rescheduled JJIS and PAT training.

Outcome, Actions, Timeframe:	Jess sent a reminder email and registration information on 10/10 and 10/13/17 to Susan Stormant for Diana (MI, JJIS, PAT) and Evelitza (JJIS and PAT).

4. 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. Jess encouraged staff to reach for additional intakes in order to meet contract requirements and make up for any deficits in numbers.

Outcome, Actions, Timeframe:	Ongoing

5. Sub-topic: Driving Safe

Discussion: Jess forwarded driving safe training and reminded staff that the training is due on Oct 31, 2017. As with all training, please maintain awareness of due dates maintain training files and one drives and hand in appropriate trainings (HIPAA, Deaf and Hard of Hearing.)

Outcome, Actions, Timeframe:	Pending. Once posted, this training is due by Oct. 31st.

6. Sub-topic: Updated Informed Consent

Discussion: Reviewed in CINS/FINS and awaiting revision

Outcome, Actions, Timeframe: Pending

E.	Annual Budget Planning and Process

1.	Sub-topic:

Discussion: No discussion (See above under training)

Outcome, Actions, Timeframe:

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Monthly Drill

Discussion: Joy completed drill for the month of October

Outcome, Actions, Timeframe:	Completed

2. Sub-topic: Safety plan

Discussion: Jess and staff discussed the importance of safety especially when working later into the evening. Jess recommended staff discussing schedules to ensure that no one is left in the building alone or at the very least having staff lock the front door until they are ready to leave at night.

. Outcome, Actions, Timeframe: Immediate

3. Sub-topic: Fire Inspection

Discussion: Roy coordinated a fire inspection for FA on 10/18/17 after having new exit lights installed.

. Outcome, Actions, Timeframe: Passed and 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: Case Management

Discussion: Jess redistributed sample case management goals and discussed the importance of using the 30, 60, 90 day reviews to review and modify individual plans (If necessary) according to changes and family needs. Jess noted that she has seen many deleted and incomplete goals which can be easily remedies by simplifying plans and using those review dates to modify with the family while the case is still open.

Outcome, Actions, Timeframe: Immediate

2. Sub-topic: Case Management goals for other services

Discussion: Please continue to add case management and monitoring goals for truancy court, case staffing’s and SARB. Remember that beyond the new FY, there is an administrative discharge in Netmis.

Outcome, Actions, Timeframe: Immediate

Sub-topic: Supervisor Signatures

Discussion: Reminder: Please submit charts for signature within the first 1-2 weeks of intake for review. Please resubmit chart after plan review for supervisor review and signature. The purpose of the chart reviews are for fidelity purposes as well as for feedback that may enhance professional practice. If charts are submitted late, there is no opportunity for corrections, approvals or reviews.

Outcome, Actions, Timeframe: Ongoing

Sub-topic: Printing PAT

Discussion: If you are unable to print PAT report, contact Susan Stormant by email or phone until the issue is rectified. All charts are required to have the PAT PDF printed. If it is a computer issue, please let me know ASAP and I will contact Zach.

Outcome, Actions, Timeframe: Immediate

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:

Outcome, Actions, Timeframe: Pending

B.	Marketing and Business Development

1.	Sub-topic: DJJ Espose Miami Herald

Discussion:

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1. Sub-topic: National RHY Grant Training

Discussion: Cassandra elected to attend the training

Outcome, Actions, Timeframe:

2.	Sub-topic: Managing Aggressive Behavior Training Update

Discussion: Reviewed needs based on region.

Outcome, Actions, Timeframe:	Please send staff who need the training

3 Sub-topic: SkillPro

Discussion: Pending Susan Stormant feedback

Outcome, Actions, Timeframe:

E.	Annual Budget Planning and Process

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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:

Discussion:

Outcome, Actions, Timeframe:

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: Peer Reviewers

Discussion: Discussed the need to rotate peer reviews attendees.

Outcome, Actions, Timeframe:

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: Releases

Discussion: Discussed feedback on releases and chose two for possible revising.

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:

Outcome, Actions, Timeframe:	Pending

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: Intakes/ productivity

Discussion: See under Human Resource Issues (Staffing and Training)

Outcome, Actions, Timeframe:

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:

Discussion: No Discussion

Outcome, Actions, Timeframe:

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:

Discussion: No Discussion

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic: SNAP in Schools and SNAP for Boys and Girls Update

Discussion: SNAP in schools started at the beginning of October at Rawlings Elementary. Groups are currently underway in two 4th grade classrooms and one 3rd grade classroom. Snap in Schools is in week three and is serving 56 students across the three classrooms. The groups are projected to complete the first cycle during the week of January 22nd and the second cycle will be held from February to May and will serve second and third graders. The faculty, staff and students have warmly welcomed SNAP this year and Corey Collins continues to foster collaborative relationships within the community and at Rawlings Elementary. The SNAP Program has had an exciting and productive month and is entering into week eight. SNAP for Boys is currently maintaining six families with full participation and SNAP for girls continues to maintain eight families with full participation. Each group has received great reception from the community and participants.

Outcome, Actions, Timeframe: Pending

2. Sub-topic: Case Staffing

Discussion: Case Staffing Committee met on 10/18/17 and reviewed one case.

Outcome, Actions, Timeframe: As of now, there are no Case Staffing reviews until January 2018.

3. Sub-topic: SARB

Discussion: SARB will be meeting on October 31st in the large conference room. Jess updated calendar to reflect room needs.

Outcome, Actions, Timeframe: Ongoing.

4. Sub-topic: Truancy Court

Discussion: Truancy Court cancelled for the month of October and will meet again the forth Monday of November.

Outcome, Actions, Timeframe: Will continue to meet every fourth Monday of the month.

5. Sub-topic: Annual Meeting

Discussion: Reminder: Annual meeting is on November 3rd and will be held at the Sweetwater Branch.

Outcome, Actions, Timeframe: Please Submit RSVP to Shiselle as soon as you can.

6. Sub-topic: Peer Reviews

Discussion: On all Peer Review forms, please write the whole NETMIS number (including FLN and all numbers that follow.

Outcome, Actions, Timeframe: Ongoing

7. Sub-topic: Newspaper Articles/Media

Discussion: Any media requests must be submitted to Mr. Pearce. Please inform me of any requests you may receive and I will forward to Tracey and Mr. Pearce

Outcome, Actions, Timeframe: Ongoing

Respectfully submitted by:

Jessica Bechtold	10/24/17