Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: March 28th, 2019

Time: 930-1030

Location: Bivens

Date of Next Meeting: April 25th, 2019

Attendance: Liz Pratt, Jessica Bechtold, Isaiah Harmon, Joy Steiner, Joy Brown, Evelitza Soto, Cassandra Denham, Katie Magee, Corey Collins, Carlos Aguirre

Absent: Mary Simmons (Excused)

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Overtime

Discussion:	Reminded staff to obtain supervisor permission for overtime

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Timesheets

Discussion:	Reminded staff to review timesheets and calculations before submitting.

Outcome, Actions, Timeframe: Ongoing

B.	Marketing and Business Development

1. Sub-topic: Productivity and outreach

Discussion: Jess and staff discussed Florida Network Reports and Risk management reports. Jess and Staff enjoyed cookies and doughnuts for a job well done.

Outcome, Actions, Timeframe: A HUGE thank you to all of Family Action –Central for your undying dedication and hard work to making our program a success.

C.	Regulatory Issues

1.	Sub-topic: QIC

Discussion: Discussed upcoming QIC in Gainesville. Mary Simmons has volunteered to attend peer review training.

Outcome, Actions, Timeframe: Pending

2. Sub-topic: SNAP QI

Discussion: Files have been uploading, review in process

Outcome, Actions, Timeframe: Pending

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Car Insurance and Evaluations due

Discussion: Please submit any updated insurance information. Jess discussed evaluations due in the near future,

Outcome, Actions, Timeframe:

2. Sub-topic:	Counselor/Case Manager

Discussion: Jess and staff welcomed new counselor/case manager; Elizabeth Pratt during staff meeting. We are so excited to work with such a kind and competent professional! Liz is currently in training and will be attending intakes on the week of April 1st.

Outcome, Actions, Timeframe: Pending

3. Sub-topic:	Bridging the Gap

Discussion: Jess has volunteered to attend “Bridging the Gap” Training in Orlando from June 10th-12th.

Outcome, Actions, Timeframe: Pending

4. Sub-topic:	Florida Network Nominations

Discussion: Jess submitted Florida Network Nominations on 3/26/19.

Outcome, Actions, Timeframe: Pending

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 Brown completed the drill for the month of March.

Outcome, Actions, Timeframe:	Completed

2. Sub-topic: Active shooter and/or other safety related training

Discussion: Scheduled for 4/2/19 at 930 am at Gainesville Police Department.

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)

1. Sub-topic: Risk Management Report

Discussion: Jess had staff review risk management report and case load reports. No errors on risk management report reported by staff

Outcome, Actions, Timeframe:	Completed

Outcome, Actions, Timeframe: Pending

2. Sub-topic: Amazing Give

Discussion: Discussed Amazing Give outcomes .

Outcome, Actions, Timeframe: Completed

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: See Risk Management

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

Sub-topic:

Discussion: See Quality Improvement

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review for Your Information from CINS/FINS Meeting: Review/Recap from last CINS/FINS

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget/Overtime

Discussion:

Outcome, Actions, Timeframe: Please continue to focus your efforts in this area.

B.	Marketing and Business Development

1. Sub-topic: Generic Fiscal Email

Discussion:

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic: Travel

Discussion: James to assist with documentation for travel ventures/hotel process.

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Contacting off duty nurses

Discussion: Staff can not call nurses for advise when they are not on duty.

Outcome, Actions, Timeframe: Ongoing

3. Sub-topic: United Way proposal/ Site Visit

Discussion: Review team will visit IYP-C on April 8th at 1pm. The proposal is due March 27th.

Outcome, Actions, Timeframe: Pending

4. Sub-topic: DCF Shelter Re-Licensing

Discussion: We reviewed background screening policy and annual requirements.

Outcome, Actions, Timeframe: All background results must be received prior to hire.

5. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Managing Aggressive Behavior Training

Discussion:

Outcome, Actions, Timeframe:	Training week of March 25th. 2019.

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: Search Policy

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: Sexual Orientation, Gender Identity. Gender Expression

Discussion:

Outcome, Actions, Timeframe: Continue to update other sites on progress in this area.

2. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

3. Sub-topic: Peer Review

Discussion:

Outcome, Actions, Timeframe

.	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:

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/Role Plays

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	NetMis Extract

Discussion: The group reviewed and discussed the data packet.

Outcome, Actions, Timeframe:

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:

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 marketing and business development.

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

Risk Management

A.	Risk Management Plan (exposure to loss)

1. Sub-topic: Risk Management Report

Discussion: See above discussion

Outcome, Actions, Timeframe: Completed

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: Pending

V.	Information Technology

A.	Technology Plan FYI

1.	Sub-topic: IT

Discussion: No Discussion

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

Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

VII.	Other Business:

Sub-topic:	SNAP

Discussion: SNAP in Schools finished their first cycle with the first graders the week of March 12th with focuses on “cool thoughts” which encourages solution focused techniques along with ways to evaluate whether current thinking will make problems bigger or smaller. Third grade will be receiving SNAP lessons around the last week of March and teachers are enthusiastic about the prospects of self-control within the third grade classroom. SIS will also be joining our Rawlings drumming focus group on March 20th at the University of Florida and SNAP students will be performing at the symposium. CDS SNAP in Schools will be the only elementary school in Gainesville that has been invited to perform. The CDS and SNAP team are very proud of Cory Collins and the Rockets for their effort and hard work.

SNAP Clinical are moving into their ninth week and are looking forward to many upcoming visits. Autumn Santos and Evelitza Soto have both scheduled a CDS-SNAP Career Night on March 25th, 6pm to 7:30pm. In addition, SNAP for Boys scheduled a tour the Institute of Public Safety at Santa Fe College for their SNAP Boys (6-8) on March 26th. March 27th provides even more opportunities to utilize SNAP for Boys during a visit to the Alachua County Sheriff Department, during which time; Sheriff Sadie Darnell will be attending to answer any questions the Boys might have. SNAP is currently operating at 100% participation rate for both cycles. Participants and staff alike are looking forward to the graduation scheduled for on April 23rd and 24th. We would like to thank Mr. Louis Kalivoda for your guidance, effort and support in helping make these visits a success.

Outcome: Ongoing

Sub-topic: SARB, Case Staffing and Truancy Court

Discussion: Finally, Mary Simmons and Jessica Bechtold facilitated the March, 2019 Case Staffing March 13th, 2019 at 9am where one case was reviewed. Case Staffing will reconvene on April 10th where Jessica Bechtold and Cassandra Denham will be in attendance. Dr. Isaiah Harmon attended SARB which was held on February 12th and will reconvene on March 26th, 2019 at 9am and Joy Steiner represented CDS at Truancy Court which was held on March 20th , 2019.

Outcome, Actions, Timeframe: Pending.

Respectfully submitted by:

Jessica Bechtold	March 28th, 2019