Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date 5/24/18

Time: 930-1030

Location: Bivens

Date of Next Meeting: June 26th, 2018 930am

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

Absent:

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Overtime

Discussion:	Reminded staff to get supervisor permission for overtime

Outcome, Actions, Timeframe: Ongoing

B.	Marketing and Business Development

1. Sub-topic: Outreach/productivity

Discussion: Jess and staff discussed recent and future outreach efforts. Mary Simmons attended the “Child Development Fair” on May 17th, 2018 while Joy Steiner provided outreach efforts at Fort Clarke and presented at GPD during their “Stepping up” event and both SNAPS presented to the sheriff’s office on May16th and the 23rd. Discussions about future outreach included: The Wellness Network: Yoga and Jazz 5K with Kareem Abdul-Jabbar.

Outcome, Actions, Timeframe: Great work and please continue outreach efforts.

C.	Regulatory Issues

1.	Sub-topic: Front desk and appointment time

Discussion:	Jess discussed issues with px wait time and challenges with front desk greetings. All staff created a plan to monitor front around time of appointment. Joy Brown Agreed to call counselors immediately after greeting. Jess discussed issue with Roy and asked that he look into a bell for the door.

Outcome, Actions, Timeframe: Ongoing and immediate

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: New Counselor/ Case Manager

Discussion: Jess noted that Karly Bell has been hired for the Counselor/ Case Manager Position in Gainesville, Florida.

Outcome, Actions, Timeframe: Completed

2 Sub-topic: Updated Forms

Discussion: Provided Staff with a list of updated forms currently on the intranet

Outcome, Actions, Timeframe: Completed

3. Sub-topic:

Discussion: Discussed resourced and possible future trainings. Mary Distributed Psychoeducation on “Marijuana’s Effects on the Brain” and passed around flyers advertising for “ABA Family Management Education” Training.

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 Brown completed a Fire drill for the month of May.

Outcome, Actions, Timeframe:	Completed

2. Sub-topic:	Hurricane Plan/Disaster Plan

Discussion Jess reviewed hurricane and disaster plan with staff and gave copies of P-1056 and P-1069.

Outcome, Actions, Timeframe: Completed

B.	Self-Inspections (Reports, analysis, and recommendations)

1.	Sub-topic: Florida Network Cumulative YTD Performance

Discussion:	Jess distributed Florida Network Cumulative YTD Performance and discussed numbers, implications and expectations.

Outcome, Actions, Timeframe:	Continue to make a minimum of 6 intakes a month or more.

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: PAT entries

Discussion: Jess Discussed PAT entries and missing items on the bar graph. Historically, there have been a few charts with missing PAT risk factors. Jess discussed CINS/FINS criteria (runaway, truant, ungovernable) and noted that these risk factors must be reflected on the PAT.

Outcome, Actions, Timeframe:	Ongoing

2. Sub-topic: NetMis data entries

Discussion: Jess discussed late NetMis discharge and discussed possible ways to rectify these challenges.

Outcome, Actions, Timeframe:	Ongoing

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: See Risk Management

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1. Sub-topic: Peer Reviews

Discussion: Peer reviews completed on May 24th, 2018 for the fourth quarter.

Outcome, Actions, Timeframe: Completed

D.	Policy and Procedure Updates and/or Review for Your Information from CINS/FINS Meeting: Discussed in staff meeting as well

Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Budget/Overtime

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic: SNAP Expansion Update

Discussion:

Outcome, Actions, Timeframe: CDS was awarded the circuit 3 SNAP Program

Sub-topic: Summer programs in Shelter

Discussion: Discussed plans for summer programs in each shelter.

Outcome, Actions, Timeframe: Ongoing

C.	Regulatory Issues

1.	Sub-topic: Nonresidential Carryover

Discussion: Nonresidential carry over from May 1st to June 30th and are still opened on July 31, 2018 will be carried over and counted in July’s numbers.

Outcome, Actions, Timeframe:

2. Sub-topic: NE Regional Group Home licensing Meeting

Discussion: Tracey announced the meeting and need for representation at this meeting.

Outcome, Actions, Timeframe: Meeting is on May 30th, 2018 in Jacksonville.

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Managing Aggressive Behavior Training

Discussion: We reviewed needs based on region. Tracey discussed the desire to eventually have a trainer from each region.

Outcome, Actions, Timeframe:

2.

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:	No discussion

Outcome, Actions, Timeframe:

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:

Discussion: No 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: Hurricane Season

Discussion: Discussed preparation plans. Managers and coordinators review with Programs.

Outcome, Actions, Timeframe: Check and restock supplies

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: CINS Performance packet (See Below)

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1.	Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

1. Sub-topic:

Discussion: No 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:

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:

Discussion: No 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:	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: No 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: Discussed possible retreat for Strategic Plan. Discussed the need to complete a plan in the near future.

Outcome, Actions, Timeframe: Will confirm due date with Tracey Ousley

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: Distributed Risk Management report and discussed the need to close charts over 12 weeks. Staff discussed the need to account for no shows as well during the scheduling process. See outreach efforts above.

Outcome, Actions, Timeframe: Ongoing

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:

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

1.	Sub-topic:

Discussion: See under Marketing and Business

Outcome, Actions, Timeframe:

VII.	Other Business:

Sub-topic:	SNAP

Discussion: Graduation was held for Cycle 3 on May 1st with a participation rate of 86%. Graduation was held for Cycle 4 on May 2nd with a participation rate of 100%. Overall SNAP for Boys and Girls has served 29 out of the required 26 families for the 2017-2018 Fiscal Year. Informal outcome measures in the form of parental feedback have shown increases in parental efficacy, improvements in school behaviors and performance and in peer relationships. SNAP for Boys and Girls is currently in the process of hiring additional facilitators in order to fulfil group needs and requirements. In related news, SNAP in schools is serving 38 students in two 3rd grade classrooms as well as 5-10 1st grade students during lunch. SNAP in Schools is currently serving an estimated 47 students in total. Both SNAP for Boys and Girls and SNAP in Schools will attend the SNAP LEAD Training in Tampa during the month of June.

Outcome, Actions, Timeframe: Pending

2.	Sub-topic: Case Staffing

Discussion: One Case staffing was held on May 2nd, 2018 at 9am. We will be reviewing two cases again on June, 6th, 2018 at 9am.

Outcome, Actions, Timeframe:

3. Sub-topic: SARB

Discussion: SARB met on May 8th, 2018 in the large conference room.

Outcome, Actions, Timeframe: Completed

4. Sub-topic: Truancy Court

Discussion: Truancy Court was held on Tuesday, May 21st, 2018. Joy Steiner served as the representative for Family Action Central.

Outcome, Actions, Timeframe: Completed.

5. Sub-topic: Potluck

Discussion: Family Action will have a pot luck on June 7th, 2018

Outcome, Actions, Timeframe: Thank you for all of your hard work!

6. Sub-topic: Benefits Meeting

Discussion: Provided Staff with flyer and information on this year’s benefits meeting which will be held on June 14th from 1-3. Lunch is scheduled for 12pm.

Outcome, Actions, Timeframe: Pending

Respectfully submitted by:

Jessica Bechtold	May 24th, 2018