Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Staff Meeting

Date: May 9, 2013

Time: 9:30 a.m. and 6:30 pm

Location: Interface East

Date of Next Meeting: May 9, 2013

Attendance: Cindy, Pam, Karen, Carrie, Melissa, Edward, Angela, Lytinia, Jarvis, Brenda, Bridgett, Karma, Christina, and Izel.

Absent:	Apryl, Pat, Evelitza

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

3. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Staff Changes and On-Call Status

Discussion: William McKinnon and Kevin Edwards resigned as YCW’s from our team. Cindy and Pam are in the process of completing background checks on two potential staff and are also planning another day of interviews. Please be advised that you should pay special attention to your scheduled week of on-call and do not plan on requesting vacation leave during that time.

Outcome, Actions, Timeframe: Hire additional staff. Pam handed out the On-Call schedule. All staff should plan accordingly.

2.	Sub-topic: Summer Training

Discussion: We will have a two-day training in June.

Outcome, Actions, Timeframe: The specific dates will be posted.

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:

Discussion

Outcome, Actions, Timeframe:

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

1.	Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

2.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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

1.	Sub-topic:

Discussion: No trends were noted.

Outcome, Actions, Timeframe:

III.	Quality Improvement

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

1.	Sub-topic: QI Review

Discussion: Our QI and Compliance Monitoring went very well. A special “thank you” to all staff who worked diligently to ensure we continue to maintain high standards.

Outcome, Actions, Timeframe:	Staff should improve in the area of ensuring all medications are counted and given within the required timeframes. Cindy will share the final outcome when our report is received.

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

1. Sub-topic: Outings Policy

Discussion: Please note that we cannot use volunteers to replace the functions of staff. For example a volunteer cannot substitute for staff to make up the mandated staff to child ratio.

Outcome, Actions, Timeframe:	All staff should read and know this updated policy.

2. Sub-topic: Memo- Sexual Assaults or Incidents

Discussion: The memo was read to all staff regarding procedures to follow in the event of a rape or sexual assault of a participant or if a participant is an alleged perpetrator whether on or off site while under our care.

Outcome, Actions, Timeframe:	All staff should immediately follow this DJJ memo in the event of a rape or sexual assault. Contact a supervisor for immediate assistance.

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:	No 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)

Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

B.	Employee Concerns or Complaints

1.	Sub-topic: Water cups and bowls/Participant Dress Code

Discussion: Please ensure that water is being put in participant coolers. Staff advised that we need new cups and bowls. Staff were reminded that px’s are not allowed to wear hats and also need to ensure that male px’s pull-up their pants.

Outcome, Actions, Timeframe:	Pam/Carrie will purchase shatterproof glasses and new bowls.

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:	No discussion

Outcome, Actions, Timeframe:

VI.	Clinical/Program

A.	Medical and Medication Issues

1.	Sub-topic: Medication Form Update

Discussion: Reason for medication has been added. Also pay close attention to your required non-controlled weekly counts.

Outcome, Actions, Timeframe:	Count non-controlled medications once per week as required.

B.	Counseling and Programming Issues

1. Sub-topic: Summer Schedule

Discussion: Putnam County students’ last day of school is June 7th. We need to plan our summer outing/activities schedule.

Outcome, Actions, Timeframe: Please submit any ideas for summer activities to Cindy or Pam.

2. Sub-topic: Supervision

Discussion: Ensure that participants are being watched by staff on the way to and from the restrooms. Also staff should be sitting in kitchen or boy’s dayroom doorway during shower time.

Outcome, Actions, Timeframe:

3.	Sub-topic: Intake/Disposition

Discussion: Please be sure to complete all information and blanks (N/A if applicable). If you make an error, please strike through once and write “error” and sign full name.

Outcomes, Actions, Timeframe: Please check records/forms BEFORE a parent/px leaves the shelter to ensure all signatures and blanks are completed.

4.	Sub-topic: Point Sheets

Discussion: Follow-up: point sheets are now being completed but errors are being made. Make sure you check if privileges are earned or not. Please fill-out sheets correctly. Total up time must be completed with the participants, make sure to check the correct day of daily the participant is on.

Outcomes, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

Respectfully submitted by:

Cindy Starling	May 13, 2013

Name	Date