Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date 6/26/18

Time: 915-1015

Location: Bivens

Date of Next Meeting: July 26th, 2018 930am (pending date)

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

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

2. Sub-topic: Fiscal

Discussion:	Jessica Bechtold reminded staff to submit all fiscal items for FY 2017-18 in by the end of the month and to submit timesheets and schedules on Friday due to upcoming holiday. Jess also distributed current Budget to Evelitza Soto for SNAP. At last EMT meeting, Jess voiced concerns regarding possible inaccuracy of training budget.

Outcome, Actions, Timeframe: Pending

B.	Marketing and Business Development

1. Sub-topic: Outreach/productivity

Discussion: Jess and staff discussed recent and future outreach efforts. Mary Simmons Karly Bell and Joy Steiner will be attending the: “Expand your toolkit: support, Strategies, and resources for LGBTQ and Youth Inclusivity” on July 13th, 2018 from 10-4. Jess reminded staff to continue attending outreach events.

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

C.	Regulatory Issues

1.	Sub-topic:

Discussion: No discussion

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Car Insurance

Discussion: Please submit any updated insurance information.

Outcome, Actions, Timeframe: Ongoing

2 Sub-topic: Updated Forms

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

Outcome, Actions, Timeframe: Completed

E.	Annual Budget Planning and Process

1.	Sub-topic:

Discussion: See above under monthly budget

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 June.

Outcome, Actions, Timeframe:	Completed

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: NetMis data entries

Discussion: Jess discussed late NetMis discharges in Risk Management report. Jess and Joy Brown sent Chris Barry chart discharge dates in order to assess compliance with 72 hour entry requirements.

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

Sub-topic: Policy and improvements

Discussion:	Jess distributed Florida Network Policy and Procedure Manual draft, CARF Quality Improvement Plan and reminded staff of best practices regarding documentation. Jess discussed the importance of thorough and complete documentation in addition to legible documentation.

Outcome, Actions, Timeframe:	Ongoing

D.	Policy and Procedure Updates and/or Review for Your Information from CINS/FINS Meeting: Discussed in Family Action June 2018 staff meeting

Business Operations:

A.	Monthly Budget (Revenue and Expenses)

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

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

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: Cindy shared information on the May 30th meeting

Outcome, Actions, Timeframe: Completed

3. Sub-topic: Draft Florida Network policy and procedure manual

Discussion: Tracey distributed changes highlighted in the manual for review and discussion.

Outcome, Actions, Timeframe: Completed

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. Sub-topic: RHY National Conference

Discussion: Discussed interest in attending this year’s conference.

Outcome, Actions, Timeframe: The conference is on October 31st to November 2nd in Austin, Texas

3. Sub-topic: New hire

Discussion: In mid-June, Family Action Central (non-residential) welcomed our new Counselor/ Case Manager, Karly Bell. Although Karly is currently participating in new hire training; we project that she will begin taking intakes sooner than initially thought due to her previous experience with CDS as well as the quick rate in which she learns.

4. Sub-topic: Diversity Training

Discussion: Family Action and SNAP attended diversity and Multiculturalism training facilitated by Radha Sylvester on 6/26/18 after staff meeting.

Outcome, Actions, Timeframe: Thank you Radha for all of your help and support.

Outcome, Actions, Timeframe: Please provide Karly additional intake dates.

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:	Runaways

Discussion: Discussed higher number of runaways and possible interventions. Staff should encourage youth to let them help px leave appropriately by contacting the guardian rather than run from the program.

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: Participant Records

Discussion: We discussed feedback and recommendations from the CARF review to stress to employees the importance of being thorough in the completion of individual records as well as the critical need to write legibly.

Outcome, Actions, Timeframe: Document these discussions in program Staff meeting minutes.

3. Sub-topic: Client Transportation

Discussion: Reviewed each regions process. Programs were encouraged to continue current practice until new QI indicators are distributed.

Outcome, Actions, Timeframe: We will modify Policy and Procedure if necessary after receiving the 2018-2019 QI Indicators.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: CINS Performance packet

Discussion: The group reviewed and discussed the data packet

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:	Pending

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 Strategic planning with all sites. Discussed the joining of counselors from each site to process questions and receive training cohesively as a group. And management discussed options and it was decided that Cindy Starling, Stephanie Douglas, and Jessica Bechtold will collaborate on event coordination.

Outcome, Actions, Timeframe: Jessica, Cindy, and Stephanie to meet on the morning of July 9th.

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. Please close any outstanding charts

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: IT challenges and contact

Discussion: Please contact Jess for any IT issues and she will update Chris Barry and Zach Toundas.

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: Chart reviews and signatures

Discussion: Jess discussed challenges regarding timely submissions for chart reviews and signatures and reiterated the importance of handing the charts in within the first two weeks.

Outcome, Actions, Timeframe: Continue to place emphasis on getting charts in within the first 2 weeks of intake.

VII.	Other Business:

Sub-topic:	SNAP

Discussion: Both SNAP for Boys and Girls and SNAP in Schools have a busy few months’ ahead, beginning with the SNAP Lead Staff Training on June 18th to June 21st in Tampa, Fl. The Florida Network of Youth and Family Services will also hold two other facilitator trainings on July 16th to the 20th in Pinellas Park, Florida and will hold a second facilitator training in Orlando, Florida on August 20th to the 24th. SNAP for Boys and Girls are currently in the process of hiring two other facilitators to ensure coverage for the next four cycles and are conducting short SNAP lessons at the Library Partnership Resource Center, SWAG Family Resource Center, and Cone Park Library as a part of the facilities summer programs.

In related news, SNAP in schools will be serving 67 students in the 21st Century summer program and will be focusing on 17 third graders. SNAP in Schools will finish their contractual obligations for the fiscal year on June 28th and will continue on with 21st Century for the duration of their summer program.

Hats off to Evelitza and Carlos for exceeding deliverables this year as well as HUGE congratulations to Corey Collins for being invited to attend the Child Development Institute’s advanced Train the Trainer training in Toronto Canada from July 30th to August 4th, 2018.

Outcome, Actions, Timeframe: Pending

2.	Sub-topic: Case Staffing

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

Outcome, Actions, Timeframe:

3. Sub-topic: SARB

Discussion: SARB will reconvene after the summer break.

Outcome, Actions, Timeframe: Completed

4. Sub-topic: Truancy Court

Discussion: Truancy Court was held on Tuesday, June 27th, 2018. Joy Steiner served as the representative for Family Action Central.

Outcome, Actions, Timeframe: Completed.

5. Sub-topic: Benefits Meeting

Discussion: The benefits meeting was held on June 14th from 1-3. A huge thank you to Tracey and Mr. Pearce for the delicious catered lunch.

Outcome, Actions, Timeframe: CONGRATULATIONS Joy and Dr Harmon for being nominated and receiving the longevity award and the Esprit De Corps award.

Respectfully submitted by:

Jessica Bechtold	June 26th, 2018