Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

May 30th,2019

Time: 930-1030

Location: Bivens

Date of Next Meeting: June 28th, 2019

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

Absent: Corey Collins

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

3. Sub-topic: Travel

Discussion:	Reminded staff to reduce travel where appropriate

Outcome, Actions, Timeframe: Ongoing

B.	Marketing and Business Development

1. Sub-topic: Outreach

Discussion: Continue providing efforts within this area

Outcome, Actions, Timeframe: Ongoing

C.	Regulatory Issues

3.	Sub-topic:	JJIS Entry

Discussion: According to Fl. Network, DJJ will only pay for youth who are entered into and exited out of 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

Discussion: Please submit any updated insurance information. Outcome, Actions, Timeframe: Ongoing

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 May.

Outcome, Actions, Timeframe:	Completed

2. Sub-topic: Active shooter Plan

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

Outcome, Actions, Timeframe:	Complete

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:

Discussion:

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic: PAT Assessment Update (See above)

Discussion: Discussed feedback from Family Action

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Disaster Plan Review

Discussion: Please review disaster plan In June staff meeting.

Outcome, Actions, Timeframe: Inventory and restock emergency supplies and review emergency disaster plan with staff.

3. Sub-topic: JJIS reconciliation and entry

Discussion: See above

Outcome, Actions, Timeframe: Pending

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic:

Discussion: no discussion

Outcome, Actions, Timeframe:

E.	Annual Budget Planning and Process

1.	Sub-topic:	Computers for Medication Dispensing

Discussion:	We will need a new computer for the updates required by the Pyxix machines. This should be located in the medication room. Consider whether you want laptops or desk tops.

Outcome, Actions, Timeframe: Pending

II.	Health and Safety: Program/Regional Coordinators

A.	External Inspections

1.	Sub-topic:

Discussion:	See above regarding GPD Safety training and plan

Outcome, Actions, Timeframe:

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

1.	Sub-topic: Search Policy

Discussion:

Outcome, Actions, Timeframe:	Pending

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: East QI results and feedback and upcoming QI for NW.

Discussion: Discussed results and expectations

Outcome, Actions, Timeframe: Pending

.	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:	Medical Insurance

Discussion:	Discussed concerns and possible solutions with increase in insurance premiums

Outcome, Actions, Timeframe:	Pending

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: As of May, 2019, Family Action, Non-Residential has met and maintained 100% of benchmark deliverables and performance standards. These results are largely attributed to the relationship built between counselors and referral sources as well as increased outreach efforts. In order to further improve wrap around services, both Residential and Non-Residential facilities joined in a strategic meeting of the minds. During this meeting we identified challenges faced, current strengths and ways in which we can improve the continuity of care between residential and nonresidential services. This meeting resulted in improved employee relations between the two sites and increased continuity of services essentially making it a one stop shop for multiple client needs.

Alachua County Case Staffing Committee met on May 15th and will reconvene on June 19th, 2019 at 1pm. Truancy Court was held on May 22nd and SARB was held on the 14th. SARB will break for the summer months but will reconvene after summer break.

SNAP Clinical will be starting their first SNAP Summer Girls Group on May 28th with approximately 7 families. SNAP staff have additionally offered services to schools in Alachua County in order to generate referrals for future groups. For the upcoming cycle, SNAP clinical enlisted volunteers that will be helping during the group sessions.

SIS is sadly and quickly coming to a close for this school year. The program finished session nine this week and is on track for completion. SIS plans to hold final celebrations on May 28th and will be partnering again with 21st Century this summer. SIS is looking forward to continuing building the SNAP culture with the amazing students at Rawlings Elementary and will be attending and assisting with the Rawlings spring carnival Friday May 17th, 2019.

Outcome: Ongoing

Respectfully submitted by:

Jessica Bechtold	May 31,2019