Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: February 19, 2016

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: March 18, 2016

Attendance: Jim, Sam, Peggy, Cassandra, Zeke, Peggy, Cindy, Pam, Rhonda

Absent: Tracey

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion: Reviewed YCW budget. Sam noted that the shelters are using some youth care workers for administrative purposes and the system was never designed in that manner. Also each shelter appears to be understaffed for youth care workers. Those two factors alone have a significant impact on the budget.

Outcome, Actions, Timeframe: Please reflect on your shelters situation and com prepared to discuss further at the next meeting.

B.	Marketing and Business Development

1. Sub-topic: Ignite Life Center

Discussion Sam shared a hand out regarding Ignite.

Outcome, Actions, Timeframe:	We are no longer accepting youth in the lobbies. Sam

asked to be notified if we get any day stay requests.

2. Sub-topic: Florida Network one time funds

Discussion: Sam distributed each shelters funding list.

Outcome, Actions, Timeframe: Our goal is to expend all funds by 5/31/16. Try to spend funds with the same vendor at one time for ease of tracking in Fiscal. Clearly mark P.O.’s as Florida Network One Time Funds

3. Sub-topic: Challenge Grant Funds

Discussion: These funds are also now available.

Outcome, Actions, Timeframe: Clearly mark P.O.’s as Challenge Grant Funds. Please make purchases by 5/31/16.

4. Sub-topic: Cultural Competency Training

Discussion:

Outcome, Actions, Timeframe: Sam will confirm training for March 30th for East from 4:00 p.m. to 8:00 p.m. and for Central for March 31st from 4:00 p.m. to 8:00 p.m.

5. Sub-topic: Other Network Training Opportunities

Discussion: Sam provided a Handout of other Network training opportunities

Outcome, Actions, Timeframe:	Please pursue as you deem appropriate.

C.	Regulatory Issues

1.	Sub-topic: Peer Review Schedule

Discussion: Peggy will check to make sure the correct form to use is on the Intranet.

Outcome, Actions, Timeframe:	Policy Statement: Peer reviews are due by the last day of each quarter to the Data Systems Department. A minimum of 2 open and 2 closed cases should be provided for each counselor.

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

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: Safety and Maintenance Inspection Semi-Annual Residential Review

Discussion: Sam asked if Managers set up a separate file for these reviews.

Outcome, Actions, Timeframe:	Sam will return IYPNW forms for their notebook.

Sub-topic: Quality Improvement Visit in IYPNW

2.	Discussion: Issues that were raised by the QI team; The Residential Counselor is supposed to document in the progress note how the youth is progressing. We discovered that we are not using the CDS Supervision forms and we are not doing Participant Satisfaction forms for non-residential because they are not being put in the new file folders.

Outcome, Actions, Timeframe:	Sam will look at ways to address these issues.

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: Complaints and Grievances

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

Discussion: We talked about how best to use the This is What I think Handout

Outcome, Actions, Timeframe: Sam is interested in ways to institutionalize this handout as an exercise in the system. Will move forward to the next meeting for further discussion. Sam will also send out a chart for further discussion on Trauma Sensitive Ideas to be considered by each site

2. Sub-topic: DV Respite Webinar

Discussion: Training was very basic for this audience.

Outcome, Actions, Timeframe:

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1. Sub-topic: Licensure Visits

Discussion: Sam ensured that everyone was clear on their assignments for Kendra’s visit.

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: F-PR-1149 Disposition Summary/Aftercare Plan

Discussion:

Outcome, Actions, Timeframe: Pending Sam’s review

2. Sub-topic: P-1120 Medication Provision, Storage, Access, Inventory, and

Disposal Draft

Discussion:

Outcome, Actions, Timeframe: Pending

3. Sub-topic: Policy Updates

Discussion: P-1124 Face Sub System

This Policy has been eliminated IYP NW is still using the FACE Sub System. Sam will discuss with Rhonda and Tracey regarding a course of action.

P-1128 Rule Violations

Added relevant guidelines for staff from P-1124

P-1123 Behavior Management System

Eliminated references to Sub System

P-1125 FACE (Facilitating Activity & Communication Effectively) System

Removed actions no longer required in Assessment, Daily and Achievement

P-1001 Cooperative Service Agreements

Updated Agreements are listed

P-1279 Probation Respite

New policy describing the process for accepting and working with a Probation Respite referral

P-1249 Staff Secure Shelter- Program Overview

Updated to include staff assignment requirements with staff secure youth

P-1248 Staff Secure Shelter Services

Removed references to the PAT which is no longer required

P-1267 Domestic Violence Respite

Updated to be consistent with Contractual, Florida Network Policies and QI requirements.

P-1264 Outings

The following language was added: The best practice to prevent situations of alleged impropriety

is to have a third party present in the vehicle while transporting a participant. The third party may

be an approved volunteer, intern, agency staff, or other participant.

Outings with one staff and one participant are not acceptable.

Outcome, Actions, Timeframe:	All updated Policies are on the Intranet

4. Sub-topic: Consent for Release of Participant Records Form

Discussion: Sam presented a draft for discussion.

Outcome, Actions, Timeframe:	Sam will get this form on the Intranet.

5. Sub-topic: Feelings Log

Discussion:

Outcome, Actions, Timeframe:	This form will not be added electronically to the Participant Packet. However this can be done manually.

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: Sam requested feedback regarding the draft document handed out at EMT.

Outcome, Actions, Timeframe: Sam will incorporate feedback.

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)

1. Sub-topic: Performance and Risk Management Reports

Discussion: Sam shared the numbers from the Network through 1/31/16. According to this information we are 99% of the bed day requirement as compared to the entire State being 97% and Non-Residential we are at 93% as compared to the State being 91% YTD. Those present reviewed the packet.

Outcome, Actions, Timeframe: Laura P. 13 please explain the last two columns on the page Is the psychosocial assessment really the Needs Assessment and the CINS Assessment the Intake? P.15 & P. 19 The Performance Measure target is not on the report. Laura and Sam will discuss this report for clarification on the process. P.22 Sam and Laura will discuss entry lag calculation. P.25, 26 & 27 Peggy please check Discharge Reason and Jason’s case with no hours recorded; Lanes cases over 12 weeks P.37 Cindy please check Angela’s cases. P. 42 Laura please check out Brothers on the report Zeke says they left the same day. Incident Summaries No trends noted.

2. Sub-topic: DV Respite Report

Discussion: Sam shared a DV Respite Report from the Network

Outcome, Actions, Timeframe:	YCC and YFA are the major users. We are slightly up from our use of beds from last year.

3. Sub-topic: Participant 25 Day or Longer

Discussion: Sam shared a report from Data Systems incorporating 2014/15 and the first 2 quarters of this Fiscal year

Outcome, Actions, Timeframe:	We will move this report forward to the next meeting so managers can share strategies.

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: Van Cameras

Discussion:

Outcome, Actions, Timeframe:	Sam requested that managers learn more about the operation of their cameras so we can develop appropriate policy. This item will move forward to next agenda

VI.	Clinical/Program

A.	Medical and Medication Issues

1.	Sub-topic: Nurses

Discussion: We would like to establish a meeting with the nurses collectively and then with the managers.

Outcome, Actions, Timeframe:	Sam will work on a date based on the Easts Nurse Sharell’s Spring Break schedule

2. Sub-topic: Medication Carts

Discussion:

Outcome, Actions, Timeframe:	Pending

3. Sub-topic: Over the Counter Medications

Discussion: Sam asked, What were the nurse recommendations for over the counter medications?

Outcome, Actions, Timeframe:	Pending

B.	Counseling and Programming Issues

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic: JJIS Entry

Discussion:

Outcome, Actions, Timeframe:	We need input from Laura. Pending

Respectfully submitted by:

Sam Clark	March 4, 2016