Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Date: January 30, 2020

Time: 930-1030

Location: Bivens

Date of Next Meeting: February 27th, 2020 at 930am.

Attendance: Liz Pratt, Jessica Bechtold, Cassandra Denham, Mary Simmons, Kiriam Diaz, Evelitza Soto, , Isaiah Harmon

Absent: Diana Jones,) Corey Collins, Jennifer Wilkison,

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: Timesheets

Discussion:	Reminded staff to review timesheets and calculations before submitting.

Outcome, Actions, Timeframe: Ongoing

3. Sub-topic: Travel

Discussion:	Reminded staff to submit all travel and reimbursements

Outcome, Actions, Timeframe: Ongoing

B.	Marketing and Business Development

1. Sub-topic: Outreach

Discussion: Jess and Staff discussed outreach for the month of December.

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Family Action Deliverables

Discussion:	Discussed productivity and reviewed Fl. Network Benchmarks

Outcome, Actions, Timeframe: Ongoing

C.	Regulatory Issues

1. Sub-topic: Training Files and Charts for QI

Discussion: Submit two open and two closed charts along with completed training files. SNAP to bring files and SIS documentation to QI.

Outcome, Actions, Timeframe:	Pending

2. Sub-topic: Suicide Risk

Discussion: Add goal or note in tracking form when monitoring for suicide risk.

Outcome, Actions, Timeframe:	Completed

3. Sub-topic: Cins/Fins Brochures

Discussion: Jess verified that staff members were still handing out brochures during intake.

Outcome, Actions, Timeframe:	Completed

4. Sub-topic: Dixie County

Discussion: Jess and Mary to have a conference call with Stephanie Douglas and FA counselor about Dixie County.

Outcome, Actions, Timeframe:	Completed

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: Valic

Discussion: Asked Staff to Schedule with Valic in Feb 6th to discuss options if necessary

Outcome, Actions, Timeframe:	Completed

2. Sub-topic: Vacation Hours

Discussion: Jess reminded F/T staff to use vacation hours before end of year.

Outcome, Actions, Timeframe: Completed

Outcome, Actions, Timeframe: Completed

E.	Annual Budget Planning and Process

1.	Sub-topic: Budget

Discussion: No discussion

Outcome, Actions, Timeframe:

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Monthly Drill

Discussion: Jennifer Wilkison completed drill for the month of January 2020

Outcome, Actions, Timeframe:	Completed

1. Sub-topic: Electrical repair

Discussion: Family Action was notified of electrical issues in the maintenance room. Roy scheduled an electrician to repair wiring.

Outcome, Actions, Timeframe:	Completed

B.	Self-Inspections (Reports, analysis, and recommendations)

1.	Sub-topic: Fire inspection

Discussion:

Outcome, Actions, Timeframe:

C.	Incident Reports (Reports, analysis of trends, recommendations)

1.	Sub-topic:

Discussion: No Discussion: No discussion

Outcome, Actions, Timeframe:

III.	Quality Improvement

A.	File Audits and Case Record Review (reports and recommendations)

1. Sub-topic: Florida Network Performance report/Risk Management Report

Discussion: Jess had staff review Fl. Network Benchmark/ performance report

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:

Discussion: See Quality Improvement

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review for Your Information from CINS/FINS Meeting: Review/Recap from last CINS/FINS

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Coordinator’s Budget

Discussion:

Outcome, Actions, Timeframe

2. Sub-topic: Youth Care Worker Budget

Discussion: Latest budgets were distributed and discussed. The overtime is down significantly. Thanks for your efforts in this area.

Outcome, Actions, Timeframe Please stay focused on overtime costs.

B.	Marketing and Business Development

1. Sub-topic: Valic update

Discussion:

Outcome, Actions, Timeframe:

2. Sub-topic: Retention supplements

Discussion:

Outcome, Actions, Timeframe: Distributed by Direct Deposit during the week of the 9th.

C.	Regulatory Issues

1. Sub-topic: Pre-employment Assessments

Discussion:

Outcome, Actions, Timeframe:

2 Sub-topic: Bed Scans

Discussion: Zach is working on a new bed scanner system to increase reliability

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Fl. Network Big Meeting

Discussion:

Outcome, Actions, Timeframe: Congratulations.

2. Sub-topic: Program Coordinator title change

Discussion:

Outcome, Actions, Timeframe: Congratulations.

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:	No discussion

Discussion:

Outcome, Actions, Timeframe:

B.	Self-Inspections (Reports, analysis, and recommendations)

1.	Sub-topic: Safety and maintenance Inspection Semi-Annual Residential Review

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: QI

Discussion: IYP-C Region QI Review.

Outcome, Actions, Timeframe:

.	Outcome Management (status, reports, recommendations)

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:

D.	Policy and Procedure Updates and/or Review

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/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	/ FL Network reports

Discussion: Reviewed

Outcome, Actions, Timeframe:

B.	Employee Concerns or Complaints

1.	Sub-topic:

Discussion:

Outcome, Actions, Timeframe:	Pending

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 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:

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: Computer for Diana

Discussion: Jess requested computer for Diana jones. Zach is in the process of updating the front computer for Diana.

Outcome, Actions, Timeframe:	Pending

2. Sub-topic: Speakers

Discussion: Cassandra speakers not working

Outcome, Actions, Timeframe:	Pending

3. Sub-topic: Website

Discussion: FA referral form Glitches making it difficult for families and external companies to refer online.

Outcome, Actions, Timeframe:	Pending

VI.	Clinical/Program FYI

A.	Medical and Medication Issues

1. Sub-topic: QI Indicators

Discussion: On FL Network Website.

Outcome, Actions, Timeframe:

B.	Counseling and Programming Issues

Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

VII.	Other Business:

Sub-topic:	SNAP January 2020

Discussion: SNAP Clinical began Cycle 3 and 4 with an open house on Jan. 14th for the SNAP Girls Group and Jan. 15th for the SNAP Boys Group. The official SNAP session begins on Jan. 21st and 22nd. As for productivity, SNAP Girls Group currently is operating at over 100% participation. Although the SNAP Boys Group is still in the recruiting phase at 4 families, they are looking to bring on two more families before the third session. In related news, SNAP continues with the interview process for the SNAP Counselor/ Case Manager position. It is with hope that we may fill this position within the next few weeks, background screens pending.

SIS (SNAP in Schools) had returned from winter break and has already participated in Rawling's 2020 Career Day. SIS filled in for a missing presenter and seized the opportunity to have a mini pre lesson on SNAP with the third and fourth graders and is looking forward to working the third grade team for the second semester. SIS will be beginning lessons with them sometime in February. Outcome, Actions, Timeframe: Complete

2. Sub-topic: Family Action Misc.

Discussion: Finally, Truancy Court and CINS/FINS Court will not be held in January and will resume February 19th, 2020.

Outcome, Actions, Timeframe: Thank you to all staff for all of your hard work and support in making our program a success.

Respectfully submitted by:

Jessica Bechtold	January 30, 2020.