Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: April 25th, 2019

Time: 930-1030

Location: Bivens

Date of Next Meeting: May 23rd, 2019

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

Absent:

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: Outreach

Discussion: Liz Pratt attended an outreach event with Health Street in order to increase awareness about our services.

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic: Peer Review

Discussion; Completed on 4/25/19

Outcome, Actions, Timeframe: Complete

2. Sub-topic: SNAP QI

Discussion: Although we have not received formalized documentation regarding the review, according to Evelitza Soto, feedback has been positive indicating a successful review.

3.	Sub-topic:	JJIS Entry

Discussion: According to Fl. Network, DJJ will only pay for youth who are entered into the JJIS System. The following items must be entered accurately and completely. JJIS ID, Intake and exit dates, release reason.

In addition, JJIS entry must identify actual risk factors identified during the intake and on the needs assessment. These selections must reflect the issues identified.

Outcome, Actions, Timeframe: It’s critical to enter Participants into JJIS in a timely manner, otherwise payment is withheld.

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:

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 April.

Outcome, Actions, Timeframe:	Completed

2. Sub-topic: Active shooter Plan

Discussion: Staff and Jess will review building plan for active shooter and workplace violence on 5/2/19.

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. Jess identified errors and delays.

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: SNAP Deliverables

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 cannot 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: Wrap Around Services

Discussion: Jessica Bechtold and Cassandra McCray have scheduled a meeting of the minds on May 14th with all residential and non-residential staff to enhance referral opportunities and increase wrap around services.

Outcome, Actions, Timeframe: Pending

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: We discussed progress to date and projections for our end of year deliverables.

Outcome, Actions, Timeframe:

3. Sub-topic:

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: Search Policy

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	/ Fl Network reports

Discussion:

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:

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 FYI

1.	Sub-topic: IT

Discussion: No Discussion

Outcome, Actions, Timeframe:

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: Family Action Central has maintained and exceeded productivity requirements thus far. To say the counselors have worked hard does not begin to properly describe their efforts. Up to this point, counselors have maintained not only their own caseloads but also produced enough to carry another vacant positions caseload. Currently, Elizabeth Pratt, Counselor/ Case Manager, is trained and will be taking on cases in May, 2019. She has already completed her yearly training and is successfully immersing herself into the community. SNAP clinical has officially completed its Cycle 3 and 4 SNAP Boys Groups, with a 100% graduation rate. For the Cycle 3 Graduation, SNAP had Board Member Louis Kalivoda and Mr. Thomas Ackerman, Director at Institute of Public Safety Santa Fe College attend and present to our SNAP Boys and Parents. SNAP clinical is currently in the process of completing screenings and scheduling intakes for the first Summer SNAP Girls Group. The SNAP Girls Group will begin on May 28th.

SNAP in Schools (SIS) is in full swing, providing groups to the entire Third grade suite. SNAP started groups on April 15th and is excited about the potential SNAP behaviors we will be seeing from these students. SNAP will finish up this second cycle in May with 78 group sessions and will be gearing up for one more cycle over the summer with 21st Century. SNAP has been running lunch bunch with 1st graders on SNAP Wednesdays to provide additional SNAP support, encouragement and any re-teaching they may need. SIS is slowly changing the way teachers and students are interacting with each other and it is amazing to witness.

Outcome: Ongoing

Sub-topic: SARB, Case Staffing and Truancy Court

Discussion: Cassandra Denham, Liz Pratt and Jessica Bechtold facilitated the April, 2019 Case Staffing where one case was reviewed. Case Staffing will reconvene on May 15th, 2019 where Jessica Bechtold and Elizabeth Pratt will be in attendance. Dr. Isaiah Harmon attended SARB which was held on this month and will reconvene on April 30th, 2019 at 9am. Joy Steiner represented CDS at Truancy Court which was held on April 23rd, 2019.

Outcome, Actions, Timeframe: Ongoing.

Respectfully submitted by:

Jessica Bechtold	May 1,2019