Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: CINS/FINS

Date: August 21, 2015

Time: 9:30 a.m.

Location: Bivens

Date of Next Meeting: September 18, 2015

Attendance: Sam, Peggy, Zeke, Cindy, Pam, Cassandra, Tracey

Absent: Jim, Rhonda

I.	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:

Discussion

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic: QIC Update

Discussion: Tracey discussed the new Human Trafficking Assessment Tool being introduced

by DJJ. (We do not currently need to complete.) She reviewed manual and QI updates

Outcome, Actions, Timeframe:	Sam will review Manual and QI updates for procedural implications. Sam will also get a listing of the active DJJ Boards and Councils in our service area; provide grievance submission boxes for Central and N.W. and review DJJ transport Policy.

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Open Positions

Discussion: We will transfer Jason to FAC and be hiring a new Residential Counselor in IYPC. NWFA position has a candidate but fingerprints need to be redone. IYPE has several candidates for the Life Skills position

Outcome, Actions, Timeframe:	Tracey will check on fingerprints.

2. Sub-topic: Training Opportunity Introduction to Collaborative Problem Solving

Discussion:

Outcome, Actions, Timeframe:	Cindy will attend this training. Sam will contact John at the Network and let him know.

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:

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: The training that Sam was to provide at all 3 shelters has been completed. Sam asked if managers had received adjustments that Rhonda had made to IYPC materials.

Outcome, Actions, Timeframe: Sam shared the This Is What I Think draft handout and Cassandra passed out a new FACE BOOK for IYC. Both items will be discussed in detail at the next meeting.

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic:

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: F-PR-1271 Discharge Summary/Transition Plan

Discussion: Sam discussed recommended changes and requested feedback.

Outcome, Actions, Timeframe: Sam will get on the Intranet and review the Residential

version of this form for the need for similar changes

2. Sub-topic: Contagious Illness Policy Draft

Discussion: Sam requested feedback on this draft policy sent by Bill Krizner.

Outcome, Actions, Timeframe: Sam will work on a draft.

3. Sub-topic: Transport Policy

Discussion:

Outcome, Actions, Timeframe:	Pending

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:

Outcome, Actions, Timeframe:

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: Those present reviewed the Packet

Outcome, Actions, Timeframe: P.2 Laura please contact Kirk regrading discrepancies in bed days and non- residential intakes P. 4 Laura please review Ashley’s intakes are showing under Joy, Radha’s outreach also appears to be low. Laura please review Pages 6 & 8 for consistency; check Mary and Ashley intakes P. 10 Laura please review IYPC appears to be missing 3 screening P.12 Laura please replace the word Psychosocial with Needs on the report header P14-16 Laura please review methodology for counting with Kirk and include all information in the report i.e. Late, early and current p-17 Laura please clarify with Kirk whether lag time is calculated in days or hours P.20 Peggy please check for exit status P. 27 Cassandra please check RHY status P.28 Sam and Laura discuss a report that shows % of youth over x days in the program quarterly. No trends were noted in the Incident Reports

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: Nurses

Discussion: Sam reiterated the need to find nurses.

Outcome, Actions, Timeframe:

2. Sub-topic: Medication Carts

Discussion: We are still pending operationalizing Medication Carts pending nurses.

Outcome, Actions, Timeframe:	We need to review this position next month

3. Sub-topic: Board Codes

Discussion: Based on the discussion, we will add two Board Codes 1.Self-harm/cutters 2. Sleep Participant Separately

Outcome, Actions, Timeframe:	Sam will add to the Intranet. Cassandra will draft a tracking form for youth slept separately.

4. Sub-topic: Dignity UWEAR

Discussion: Sam shared an opportunity to get participants clothes who need them.

Outcome, Actions, Timeframe:	Sam will send information to each manager so they can set up accounts.

B.	Counseling and Programming Issues

1. Sub-topic: Cell Phones

Discussion: Sam passed out new cell phones and asked that managers activate theirs first and become familiar with them prior to passing to staff. We do not want to exacerbate a problem with staff using phones for personal business when they are supposed to be providing participant supervision.

Outcome, Actions, Timeframe:	For assistance contact AT&T Customer Care 1-866-288-7629

VII.	Other Business:

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

Respectfully submitted by:

Sam Clark	August 25, 2015