Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: September 27th, 2018

Time: 930-1030

Location: Bivens

Date of Next Meeting October 25th at 930

Attendance: Mary Simmons, Jessica Bechtold, Isaiah Harmon, Joy Steiner, Karly Bell

Absent: Corey Collins, Evelitza Soto, Carlos Aguirre

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: Fiscal

Discussion:	Jessica Bechtold reminded staff to submit timesheets and schedules on Friday. Please submit appropriate timesheets in the appropriate and legible form. Jess also discussed charts for fiscal audit.

Outcome, Actions, Timeframe: Pending

B.	Marketing and Business Development

1. Sub-topic: Productivity and outreach

Discussion: Jess and staff discussed recent outreach measures and encouraged the continuation of such outreach measures particularly with regards to school based outreach.

Outcome, Actions, Timeframe: Ongoing

C.	Regulatory Issues

1.	Sub-topic: Electronic Log books

Discussion: Jess discussed the ways in which this may impact Family Action in the future.

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

2. Sub-topic: Levy County Counselor Case Manager and HR

Discussion: Jess hired a counselor/ Case manager for Levy County who will begin on the week of October 8th and accepted one intern during that time as well. In related news, Jess informed staff or Maria Montenegro’s departure. We will Maria nothing but the best and we will miss her.

Outcome, Actions, Timeframe: Pending

3. Sub-topic: Success Stories

Discussion: Discussed with staff the need for success stories for the annual meeting. Jess also discussed formatting.

Outcome, Actions, Timeframe: Due this week. Annual meeting is scheduled for Nov 9th.

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 drill for the month of September.

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: Risk Management Report

Discussion: Jess had staff review risk management report and case load reports. No errors on risk management report reported by staff

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: Arnette House shadowing

Discussion: Jess discussed shadowing opportunities for staff at the Arnette house.

Outcome, Actions, Timeframe:	Will contact Cheri or Crystal for specific dates and times

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

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic: Pre-employment Assessment

Discussion: Signed contract with Predictive Index

Outcome, Actions, Timeframe:

2. Sub-topic: Residential and Non-Residential

Discussion: Discussed collaboration between Residential and non-residential

Outcome, Actions, Timeframe: Coordinators need to get with Maria to set the right parameters.

3. Sub-topic: Electronic log books-IYP Central Update

Discussion: IYPC will proceed with a testing period

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Managing Aggressive Behavior Training

Discussion: No discussion

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.	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 the participant 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.

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:

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 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

Discussion: The group reviewed the data packet

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: 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: Completed

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: Peer reviews (Quarter 1)

Discussion: Will complete after staff meeting on 9/27/18.

Outcome, Actions, Timeframe:

V.	Information Technology

A.	Technology Plan FYI

1.	Sub-topic: IT issues

Discussion: Please contact Jess for any IT issues and she will update Chris Barry and Zach Toundas. Jess also discussed phones and the possibility for better service for Levy and Bronson.

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

Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

VII.	Other Business:

Sub-topic:	SNAP

Discussion: SNAP for Boys and Girls conducted their first two groups on August 28th and 29th. Up to current day, five families are consistently participating in the boys group, while 6 families are participating in the girls group. SNAP for boys and girls will be participating in outreach events including but not limited to; Alachua county public school meetings, counselor and resource office meetings. SNAP Team participated recently in the SWAG Community Dinner last month and the Library Partnership Homework help on Mondays.

SNAP in schools will be starting beginning groups in October and will be joining forces with in school detention and renaming it Restoration station. This allows SNAP in schools to work with every student who comes through the Restoration Station. They are given the opportunity to complete a SNAP learning log and the wheel of self-control and then re-enter their classroom. SNAP be using the training received in restorative justice circles next month.

2.	Sub-topic: Case Staffing

Discussion: One Case staffing was held on September 14th 2018 at 9am. October’s Case Staffing will be held on October 12th, 2018 at 9am.

Outcome, Actions, Timeframe: Pending

3. Sub-topic: SARB

Discussion: SARB will reconvene on October 9th, 2018 at 9am.

Outcome, Actions, Timeframe: Pending

4. Sub-topic: Truancy Court

Discussion: Truancy Court met on the week of the 24th.

Outcome, Actions, Timeframe: Completed.

Respectfully submitted by:

Jessica Bechtold	September 27th, 2018