Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date 2/13/18

Time: 930-1030

Location: Bivens

Date of Next Meeting: March 13th, 2018

Attendance: Mary Simmons, Carlos Aguirre, Jessica Bechtold, Isaiah Harmon, Corey Collins, Joy Brown, Michelle Esau

Absent: Joy Steiner, Evelitza Soto, Jonnathan Estrada

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic: Outreach/productivity

Discussion: Jess discussed the need to increase outreach efforts in order to increase productivity. Greg Pelham visited the group to discuss counseling needs in the area and Jess suggested that these target areas be a primary focus of outreach. Jess also asked each counselor to provide two outreach events a month.

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: Motivational Interviewing Training

Discussion: Scheduled for February 20th and 21st in Alachua. Michelle Esau and Jonnathan Estrada are scheduled to attend the training.

Outcome, Actions, Timeframe:	Pending

2. Sub-topic: Additional Training

Discussion: After Staff on February 13, 2018, Staff discussed and were given educational resources on Crisis intervention MH/ Substance abuse emergencies, Participant supervision, Welcoming policy, standards of conduct, burnout and secondary trauma and boundaries and self-care.

Outcome, Actions, Timeframe:	Completed

2 Sub-topic: Updated Forms

Discussion: Provided Staff with a list of updated forms currently on the intranet (police visit release).

Outcome, Actions, Timeframe: Completed

E.	Annual Budget Planning and Process

1.	Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Monthly Drill

Discussion: Joy will complete drill for the month of February

Outcome, Actions, Timeframe:	Pending

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)

Outcome, Actions, Timeframe: Sub-topic: Peer Review

Discussion: Completed after staff meeting on 2/13/18.

Outcome, Actions, Timeframe: Submitted to Laura Scott. Completed.

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic: Risk Management

Discussion: Discussed most recent Risk management report and distributed documentation. Counselors reviewed packet and Jess discussed the need to close cases at 12 weeks. Jess is asking all staff to close any participants who are over 12 weeks. In addition, Jess reviewed unusual closing categories that may reflect either a selection or data entry error and will have counselors look into the accuracy of these items.

Outcome, Actions, Timeframe: Ongoing

C.	Accreditation and Regulatory Requirements

1. Sub-topic: CARF Audit

Discussion: Jess reviewed CARF packet with staff and discussed needs for CARF . Reminded staff to wear name tags. Reviewed additional materials and/or expectations subsequent to the management meeting review

Outcome, Actions, Timeframe: Staff will continue to work together and address needs as they arise.

D.	Policy and Procedure Updates and/or Review for Your Information from CINS/FINS Meeting: 1/26/18

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic: Land Update

Discussion: Jim gave a status report to the group. We have the support of state and local DCF. Next we must get a land survey and submit a construction plan and then the Dept. of Environmental Protection must review the site. Finally the request goes to the Cabinet for final approval.

Outcome, Actions, Timeframe: CDS must get a land survey and DEP must come and walk the site.

2. Sub-topic: Legislative Update

Discussion: Jim reported that it is early in the process. At this time in regards to the proposed 10% increase for staff, the Senate has 5% in budget, House has 0%. For our member project, the Senate has $400,000 proposed while the House has $0. SNAP – for the 6 new SNAP programs, DJJ was asking for recurring funds for those, Senate has 3 to fund while House has 0.

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Managing Aggressive Behavior Training

Discussion: We reviewed needs based on region.

Outcome, Actions, Timeframe:	NW and East Regions will schedule training dates with Corey.

2. Sub-topic TrueColorsFund

Discussion: Tracey introduced a package of materials “True Inclusion Toolbox” aimed at creating welcoming environments for everyone including LGBTQ youth.

Outcome, Actions, Timeframe: IYP Central will explore the materials for possible trainings.

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: Safety and Maintenance Inspection Semi-Annual Residential Review

Discussion: January is a designated month to complete the inspection on each shift.

Outcome, Actions, Timeframe:	Complete in shelters by the end of the month and send copies to Tracey by February 1st.

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: QI Review IYP-Central Results

Discussion: Cassandra and Jessica reported that the review went very smoothly and the review team was very pleasant. Cassandra stated that they asked for reports that were regularly run off the Pyxis machines.

Outcome, Actions, Timeframe: All QI indicators were scored as “Satisfactory”. Congratulations to the whole Central Region!

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1.	Sub-topic: CARF

Discussion: We are due for re-accreditation early next year.

Outcome, Actions, Timeframe:	The review is February 26-28th. Please make ensure that the required announcements are posted at your sites.

D.	Policy and Procedure Updates and/or Review

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic: Cell Phone Use

Discussion: Tracey distributed the Draft Changes to the Participant Supervision Policy for review. She also reported on the feedback from Arnette House and Youth Crisis Center regarding their handling of cell phones. Both program CEO’s reported that they require staff to place their cell phones in their cubby or locker upon arriving to work. Staff are permitted to check their phones at breaks or at times when they are not supervising participants. CDS Managers agreed to adopt those cell phone use guidelines.

Outcome, Actions, Timeframe: Changes to the Participant Supervision were approved. Tracey will draft a policy outlining cell phone use. Tracey will look into getting cell phone for each shelter to use during transports.

3. Sub-topic: Staff Meeting Minutes

Discussion

Outcome, Actions, Timeframes: Please send in all minutes to be posted on intranet.

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 Semi-Annual Performance Packet

Discussion: We reviewed the data from July-December 2017.

Outcome, Actions, Timeframe: Laura will check res days against FL Network report. Jonathan and Carlos need to be added to page 5 report. Noted an increase in DV cases and they are spread more evenly among shelters. Laura will compare intakes to caseload report intakes. On page 13 the wrong counselors are noted under the wrong shelter. On p. 17 Cassandra will check on the 2 youth with no assessments as with the input lag on p. 18 to see if these might be ES cases. On p. 21 Cindy will check on the Aftercare planned discharges. Jess will look into the cases open longer than 12 weeks. Cassandra will review the RHY status on p. 28. While reviewing incidents, it was noted that each shelter went 4 months with no medication errors! It was also noted that there were 8 runaways during December. Upon further review we were able to determine that those 8 runs were by 3 youth with multiple runs.

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: 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:

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:

Discussion: See under Marketing and Business

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: Technical Issues

Discussion: Sent Requests for name updates on Family Action phones on “IT ticket system.”

Outcome, Actions, Timeframe: Ongoing

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: Documentation/ submissions

Discussion: Jess discussed with staff policy regarding timeframes of documentation submission and discussed requirements for data submission.

Outcome, Actions, Timeframe: Please submit documentation within 24 hours (no later than 48 hours) and submit data within 72 hours of entry. Please submit charts to Joy Brown immediately upon completion to ensure entry requirements and to obtain supervisor signature within a timely manner. Ideally, it is recommended that the supervisor receives the chart shortly after data entry to ensure the chart is reviewed

VII.	Other Business:

Sub-topic:	SNAP

Discussion: SNAP for Boys cycle 3 and 4 groups are currently in their 3rd week and are working on effective directions and mitigating anger. Each group is operating 100% enrollment. On Monday, January 29th, SNAP for Boys and Girls successfully completed their first PMM chart review for the year 2018.

In related news, SNAP in Schools is currently serving 57 students within 1st, 3rd and 4th grade classrooms and an additional 6-10 for lunch bunch .Current groups will end at the end of February and new groups will start in March.

2.	Sub-topic: Case Staffing

Discussion: No case staffing’s for February 2018.

Outcome, Actions, Timeframe:

3. Sub-topic: SARB

Discussion: SARB will be meeting on March 6th, 2018 in the large conference room.	Outcome, Actions, Timeframe: Pending

4. Sub-topic: Truancy Court

Discussion: Truancy Court will meet again the forth Monday of February.

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

Respectfully submitted by:

Jessica Bechtold	2/13/18