Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: August 29th, 2017

Time: 930-1030

Location: Bivens

Date of Next Meeting: September 28th, 2017 at 930 (Peer review right after)

Attendance: Evelitza Soto, Norman Grachis, Evelitza Soto, Mary Simmons, Carlos Aguirre, Joy Brown, Jessica Bechtold, Chelsea Tobias, Isaiah Harmon, Joy Steiner

Absent: Corey Collins

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Budget/ SNAP/ Family Action

Discussion: Jess spoke with Laura Scott about SNAP training and the misallocation of training purchases on Family Action’s budget. Jess discussed SNAP need for full moneys in “client other”

Outcome, Actions, Timeframe: Pending

B.	Marketing and Business Development

1. Sub-topic: Outreach

Discussion: A huge thank you to all staff for joining together in outreach efforts. Keep up the fantastic work.

Outcome, Actions, Timeframe: Ongoing

C.	Regulatory Issues

1.	Sub-topic:	See risk management

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: SNAP Training

Discussion: Evelitza is currently awaiting operations training for SNAP. It is expected that this training will increase after Corey Collins returns from training.

Outcome, Actions, Timeframe:	Ongoing

2. Sub-topic: Leesha/Chelsea’s Departure

Discussion: Leesha London completed all of her internship requirements in Mid-August and completed her final day on 8/17/17. We are so excited to hear what the future holds in store for Leesha and would not only like to congratulate her on receiving her MSW but also on her new opportunities shortly after graduation. After a little more than a year of employment at CDS, Chelsea Tobias will be leaving Family Action in September. We thank Chelsea for all of her hard work and contributions to Family Action and with her the best of luck in the future.

Outcome, Actions, Timeframe:	Completed

3. Sub-topic: Q.I Standards and Florida Network Policy and procedures

Discussion: Jess distributed 2017 standards and policy/ procedures and gave copies of each in email.

Outcome, Actions, Timeframe:	Completed

4. Sub-topic: 30/60’s

Discussion: Discussed with Joy challenges with 30/60 day follow-ups and both agreed to refrain from entering until 22/52 days.

Outcome, Actions, Timeframe:	Ongoing

5. Sub-topic: Training schedule

Discussion: Norman Grachis and Evelitza Soto will be completing JJIS and MI on 8/30 and 8/31/17.

Outcome, Actions, Timeframe:	To be completed on 8/30/17 and 8/31/17

6. Sub-topic: Intake reminders

Discussion: Reminded staff to obtain a minimum of six intakes a month in order to obtain the contracted 69 per year. Jess encouraged staff to reach for additional intakes in order to meet contract requirements and make up for any deficits in numbers.

Outcome, Actions, Timeframe:	Ongoing

7. Sub-topic: Surveys

Discussion: Distributed Employee surveys

Outcome, Actions, Timeframe:	Completed

8. Sub-topic: Productivity: Mary and Isaiah

Discussion: Congratulations to Mary and Dr. Harmon for consistently meeting your numbers. Jess and Staff discussed what has helped both Mary and Isaiah maintain steady intakes and caseloads. Dr. Harmon and Mary both noted that relationships and outreach make the difference and increase word of mouth. Discussed challenges with regards to case work and Case Staffing, SARB and Truancy Court. These additional responsibilities usually fall on one or two people alone and take up a lot of time that would otherwise be focused on cases and outreach. Although divvying up cases may be an option, it does not take away the case management piece and admin duties that the counselor and coordinator must complete (certified mailings, initial review summaries, plans etc.) One general consensus seems to be the acknowledgment of case staffing reviews returning to a normal pace once again. If this pace remains consistent, counselors agree that many of this year’s concerns and struggled will decrease significantly.

Outcome, Actions, Timeframe: Ongoing

9. Sub-topic: FYRAC

Discussion: Jess distributed hand out on the program which expands to include non-residential services.

Outcome, Actions, Timeframe: All referrals must be screened and submitted to Fl Network for approval before services begin

11. Sub-topic: DJJ Human Trafficking Tool

Discussion: Jess distributed and discussed the tool and sent DV Respite attachments in email.

Outcome, Actions, Timeframe: CINS providers are required to complete an assessment on youth meeting the indicators and upload to the Florida network

E.	Annual Budget Planning and Process

1.	Sub-topic:	SNAP/ FAC Budget

Discussion: See above in monthly budget

Outcome, Actions, Timeframe: Completed

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Monthly Drill

Discussion: Joy completed drill for the month of August

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)

Sub-topic: Safety Plans

Discussion: Safety plans to be completed only if indicated.

Outcome, Actions, Timeframe: Ongoing

Sub-topic: Individual plans

Discussion: Jess noted that although counselors have 7 working days to complete individual plans, Jess encouraged counselors to do what works best with regards to meeting deadlines. Jess also noted that it was acceptable to submit early.

Outcome, Actions, Timeframe: Ongoing

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic:

Discussion: No 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 for Your Information from CINS/FINS Meeting

Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Youth Care Worker Budget

Discussion:

Outcome, Actions, Timeframe: Pending

B.	Marketing and Business Development

1.	Sub-topic: Summer Enrichment Program Updates

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic: Process for Shelter Referrals to Family Action Update

Discussion: Jessica distributed the new form for review

Outcome, Actions, Timeframe:

3. Sub-topic: FYRAC

Discussion: Tracey distributed hand out on the program which expands to include non-residential services.

Outcome, Actions, Timeframe: All referrals must be screened and submitted to Fl Network for approval before services begin

4. Sub-topic: Employee Survey

Discussion: Tracey gave out surveys and envelopes to distribute to employees for their feedback.

Outcome, Actions, Timeframe: Submit to Jim or Tracey

C.	Regulatory Issues

1.	Sub-topic: Probation Respite Referrals Update

Discussion: Cassandra has made minor changes to the form after piloting it.

Outcome, Actions, Timeframe:	Cassandra will introduce it to DJJ Circuit 8 for input.

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Managing Aggressive Behavior Training Update

Discussion: Corey Collins has agreed to be trained as a trainer in the MAB curriculum.

Outcome, Actions, Timeframe:	Train the trainer scheduled for 9-18 to 9-22-17.

2. Sub-topic: DJJ Human Trafficking Tool

Discussion: Tracey distributed and discussed the tool

Outcome, Actions, Timeframe: CINS providers are required to complete an assessment on youth meeting the indicators and upload to the Florida network

3. Sub-topic: CCC Training

Discussion: Jean Hall from DJJ will be visiting each shelter next month to provide CCC incident reporting training

Outcome, Actions, Timeframe: September 26th Palatka 10am -12:00; September 27th Central 9-11, NW 1:30pm -3:30pm.

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:

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: Behavior Management System/Trauma Sensitive Approach-Managers

Discussion:

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

2. Sub-topic: New Q.I. Standards

Discussion: Discussed changes to training requirements with the addition of DJJ, Skill Pro required training topics.

Outcome, Actions, Timeframe: 2017-2018 reviews begin Sept 1st

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

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: Nurse Review Process

Discussion: No discussion

Outcome, Actions, Timeframe:	Pending

2. Sub-topic: Safety Plans

Discussion: We discussed the proper use of safety plans

Outcome, Actions, Timeframe: Use only when indicated

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: CINS Performance Packet

Discussion: Reviewed the data for June and July.

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:

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 Health and Safety: Program/Regional Coordinators	for review of materials

Outcome, Actions, Timeframe:

2.	Sub-topic:	Accessibility Plan

Discussion:	No discussion

Outcome, Actions, Timeframe:

3.	Sub-topic:	Cultural Competence Plan

Discussion:	See Health and Safety: Program/Regional Coordinators	for review of materials

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

A.	Risk Management Plan (exposure to loss)

1. Sub-topic: Intakes/ productivity

Discussion: See under Human Resource Issues (Staffing and Training)

Outcome, Actions, Timeframe:

B.	Employee Concerns or Complaints

1.	Sub-topic:

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: No Discussion

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic: SNAP in Schools and SNAP for Boys

Discussion: The SNAP Program has had a very busy and productive month beginning with Evelitza Soto’s completion of SNAP training in Orlando, Florida on August 4th. Since returning from her training, she and other SNAP staff have been actively recruiting families for the first girls group scheduled for a start date of September 6th, 2017. Gainesville’s SNAP for Boys and Girls has also been featured in a Gainesville Sun article entitled; “Program targets boys with behavioral issues” which has given SNAP an additional platform upon which to work. While SNAP in School groups will not begin until October, 2017, Corey Collins is currently facilitating SNAP introduction classes and will be attending SNAP Facilitator trainings on August 28th, 2017 in Panama City, September 11th through the 15th in Tampa, Florida and Managing Aggressive Behaviors Train the trainer training from September 18th through the 25th in Innisbrook.

Outcome, Actions, Timeframe: Pending

2. Sub-topic: Case Staffing

Discussion: No reviews this month.

Outcome, Actions, Timeframe: There will be no review for the month of September. Jess will send committee reminders at the beginning of September.

3. Sub-topic: SARB

Discussion: SARB will be meeting on September 5th and 26th in the large conference room. Jess updated calendar to reflect review needs. Jess discussed need for she and Joy Steiner to meet in order to review forms for SARB and Case staffing.

Outcome, Actions, Timeframe: Ongoing .

4. Sub-topic: Truancy Court

Discussion: Truancy Court has resumed hearings and met on August 28th, 2017 at 3pm.

Outcome, Actions, Timeframe: Will continue to meet every fourth Monday of the month.

Respectfully submitted by:

Jessica Bechtold	8/29/17