Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Meeting: Family Action-Central CINS/FINS

Date12/12/17

Time: 930-1030

Location: Bivens

Date of Next Meeting: January 23rd at 930 am

Attendance: Mary Simmons, Carlos Aguirre, Jessica Bechtold, Isaiah Harmon, Joy Steiner, Corey Collins

Absent: Evelitza Soto, Joy Brown, Michelle Esau

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1. Sub-topic: Outreach

Discussion: Please continue with outreach events

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: Levy County Counselor/Case Managers

Discussion: Lateshia Esau was recently hired for the Levy County Family Action Counselor/Case Manager and is currently in training.

Outcome, Actions, Timeframe:	Joy and Dr. Harmon, Please continue to have Michelle sit in on intakes and coordinate schedules. Will meet with Levy County Staff after the holiday break.

2. Sub-topic: Training schedule MI/JJIS

Discussion: Follow-up item. Evelitza attended JJIS and PAT training on Dec. 12th, 2017.

Outcome, Actions, Timeframe:	Completed

3. Sub-topic: Intake reminders

Discussion: Family Action has had an increase in referrals during the month of December. Jess asked Staff to provide additional intake appointments to cover new referrals.

Outcome, Actions, Timeframe:	Ongoing

4. Sub-topic: Vacation requests

Discussion: If you are looking to take some time off for the holiday season, please send vacation requests to Jess

Outcome, Actions, Timeframe:	Ongoing

6. Sub-topic: Updated Forms

Discussion: Updated staff on newly updated forms on the intranet: Volunteer Job Description, Directory, phone extension, table of organization, Drills 2018, F-RM-1031 (CCC Reporting).

Outcome, Actions, Timeframe: Completed

7. Sub-topic: Employee Handbook

Discussion: Re-reviewed updated employee handbook. Submitted all acknowledgement signature pages

Outcome, Actions, Timeframe: Completed

8. Sub-topic: Distributed Multiple Pamphlets from Cins/ Fins Meeting

Discussion: Jess distributed “Homeless Youth Legal Network” Information on possible safety cutters and their purpose,

Outcome, Actions, Timeframe: Completed

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 will complete drill for the month of December

Outcome, Actions, Timeframe:	Pending

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: Documentation

Discussion: Reminder: Documentation is due within 1 working day (not to exceed 2 working days) from time of services rendered as is highlighted in policy and procedure. These timeframes serve to limit error and aid in accuracy. Please also remember, when erroring out, place one line through the error, write the word error, initial and date. Additional documentation deadlines can be found and expanded on in policy (intranet).

Outcome, Actions, Timeframe: Ongoing and immediate

B.	Outcome Management (status, reports, recommendations)

1. Sub-topic: Risk Management

Discussion: Reviewed Risk Management report

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: No CINS/FINS Meeting Held for the Month of November.

Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Overtime

Discussion:

Outcome, Actions, Timeframe:

B.	Marketing and Business Development

1.	Sub-topic: Homeless Youth Legal Network Pro Bono Initiative

Discussion: Information distributed about program pilot in FL.

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

2.	Sub-topic: No Discussion

Discussion:

Outcome, Actions, Timeframe:

3 Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resources

1. Sub-topic: Managing Aggressive Behavior Training

Discussion: Reviewed needs based on region

Outcome, Actions, Timeframe: Corey is trained and ready to schedule with coordinators

2.	Sub-topic: Skill Pro

Discussion: Tracey requested updates on Skillpro Training

Outcome, Actions, Timeframe:	Report any Issues to Liz

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:

Discussion: No 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: Continue to update other sites on progress in this area

Outcome, Actions, Timeframe:

2. Sub-topic: Peer Reviewers

Discussion: Tracey reported speaking with Forefront LLC Staff to request additional peer review training.

Outcome, Actions, Timeframe: Catherine from Forefront will update on new trainings before next QIC.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1.	Sub-topic:	CARF

Discussion:	We are due for re-accreditation early next year

Outcome, Actions, Timeframe:	Waiting on a date for the review

D.	Policy and Procedure Updates and/or Review

1. Sub-topic: DV Referrals

Discussion: Review of Current Process

Outcome, Actions, Timeframe:

2.	Sub-topic:	Cell Phone use

Discussion:	Discussed options on updating protocol for cell phone use during direct supervision of youth

Outcome, Actions, Timeframe:

3.	Sub-topic:	Staff Meeting Minutes

Discussion:

Outcome, Actions, Timeframe:	Send in all staff minutes to be updated on intranet

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:

Discussion:	No Discussion

Outcome, Actions, Timeframe:

2.	Sub-topic:

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 Pending

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:	Managing Aggressive Behaviors

Discussion: Corey Collins discussed new training and invited Family Action Staff to attend in the near future. Staff were enthusiastic and Jess and Corey agreed to set training up after the shelters are trained.

Outcome, Actions, Timeframe:	Pending

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: No 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:

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: See under outcome management and Human resources addressing referral rates and intake dates

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: Technical Issues

Discussion: If you are unable to print PAT report, or if you have any technical issues, please let me know so I can update Zach in his new online “IT tickler system.”

Outcome, Actions, Timeframe: Immediate

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: See above under quality improvement

Outcome, Actions, Timeframe:

VII.	Other Business:

1.	Sub-topic: Case Staffing

Discussion: Committee will review one case on January 9th, 2018

Outcome, Actions, Timeframe:

2. Sub-topic: SARB

Discussion: SARB will be meeting on January 9th, 2018 in the large conference room.	Outcome, Actions, Timeframe: Next meeting: January 9th, 2018

3. Sub-topic: Truancy Court

Discussion: Truancy Court will meet again the forth Monday of November.

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

4. Sub-topic: SNAP update

Discussion: SNAP In schools is nearly finished the first cycle and project group completion during the week of January 22nd and the second cycle will be held from February to May and will serve second and third graders. SNAP for Boys and Girls have completed their 13th week and held Graduations during the week of the 4th. Groups will resume around the 3rd week of January.

Outcome, Actions, Timeframe:

Respectfully submitted by:

Jessica Bechtold	12/12/17