Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date: October 25th, 2018

Time: 930-1030

Location: Bivens

Date of Next Meeting November 29th at 930

Attendance: Mary Simmons, Jessica Bechtold, Isaiah Harmon (Late), Joy Steiner (late), Karly Bell, Cassandra Denham

Absent: Corey Collins, Katie Magee

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 Joy Brown discussed recent referrals and encouraged counselors to provide additional dates for intakes if possible.

2. Sub-topic: Wrap around and SNAP

Discussion: Discussed collaboration between Residential and non-residential and SNAP presented information on the program as well as the ways in which to increase wrap around services between all three programs.

Outcome, Actions, Timeframe: Ongoing

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

2. Discussion: Jess discussed cases over 12 weeks. Created a plan with counselors to work towards closure.

Outcome, Actions, Timeframe: Have overdue closures completed by October 31st.

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Pending List/ Car Insurance/Evaluations

Discussion: Please submit any updated insurance information. Discussed upcoming evaluations.

Outcome, Actions, Timeframe: Ongoing

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

Discussion: Jess and Staff welcomed Cassandra Denham (Levy FA Counselor/Case Manager) and discussed new intern as well. Jess informed staff of new HR staff.

Outcome, Actions, Timeframe: Pending

3. Sub-topic: Role Plays (Strategic Plan):

Discussion: Discussed with staff the need role play scenarios and Jess asked staff to bring with them challenging case situations and/or topics to role play for next Staff meeting.

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 October.

Outcome, Actions, Timeframe:	Completed

2.	Sub-topic:	Inspection

Discussion: A fire inspection was conducted on 10/23/18.

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. No errors on risk management report reported by staff. Joy Brown was asked to look into one lag in intake entry and done lag in discharge entry.

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: Karly Bell volunteered to shadow the Arnette house staff in order to increase opportunities for productivity.

Outcome, Actions, Timeframe:	Thank you Karly!

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

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic: Electronic Log Books Site Update

Discussion:

Outcome, Actions, Timeframe:

3. Sub-topic: Pre-employment Assessment

Discussion: We now have a signed contract with Predictive Index

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

4. Sub-topic: Menus

Discussion:

Outcome, Actions, Timeframe:

5. Sub-topic: Regional Group Home Meeting Update

Discussion:

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:	Continue to implement

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: Jess asked staff to identify challenges to role play.

Outcome, Actions, Timeframe: Due by second week in November

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

Discussion: Completed

Outcome, Actions, Timeframe: Complete

V.	Information Technology

A.	Technology Plan FYI

1.	Sub-topic: IT issues

Discussion: Jess also discussed phones and the possibility for better service for Levy and Bronson.

Outcome, Actions, Timeframe: Mary, Please contact IT for Bronson schools in order to mitigate any issues related to their new firewall.

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 in Schools officially began groups in October and are focusing specifically on the entire first grade suite. SNAP in Schools continues to partner with the Restoration Station formerly known as ISD in order to work with individual students on the SNAP Learning Log and Wheel of Self Control so they can return to class with a plan.

SNAP for Boys and Girls are entering their 9th week and continues to operate between 80-90% participation with five families consistently participating in the Boys group and six families consistently participating in the Girls group. In the near future, the SNAP for Girls group will receive a tour of the Alachua County Sheriff Department, that is scheduled to take place on Oct. 29th at 6pm and the Boys Group will attend the jail tour in the month of November. The SNAP Team was invited to join Alachua County Public Schools for Breakfast on Oct. 30th, for their "Partners in Education, Breakfast" at Gainesville Regional Utilities.

Finally, the Case Staffing committee met on October 12th, 2018 at 9am and will meet again on November 7th, 2018. SARB will resume on October 30th, 2018 at 9 am, and Truancy Court will resume on November 28th 2018 at 330pm.

2.	Sub-topic: Case Staffing

Discussion: One Case staffing was held on October 12th 2018 at 9am. November’s Case Staffing will be held on November 7thth, 2018 at 9am.

Outcome, Actions, Timeframe: Pending

3. Sub-topic: SARB

Discussion: SARB will reconvene on October 30th, 2018 at 9am.

Outcome, Actions, Timeframe: Pending

4. Sub-topic: Truancy Court

Discussion: Truancy Court will meet on November 28th, 2018.

Outcome, Actions, Timeframe: Pending

5. Sub-topic: Annual Meeting

Discussion: Jess reminded staff of annual meeting date and requested volunteers for set-up.

Outcome, Actions, Timeframe: Completed.

Respectfully submitted by:

Jessica Bechtold	October 25th, 2018