Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Date: July 23rd, 2019

Time: 930-1030

Location: Bivens

Date of Next Meeting: August 29th, 2019

Attendance: Liz Pratt, Jessica Bechtold, Isaiah Harmon, Joy Brown, Evelitza Soto, Cassandra Denham, Carlos Aguirre, Mary Simmons

Absent: Corey Collins, Kiriam Diaz (Will start Monday)

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 before end of fiscal year.

Outcome, Actions, Timeframe: Ongoing

B.	Marketing and Business Development

1. Sub-topic: Outreach

Discussion: Continue providing efforts within this area

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Peer Reviews for Q1

Discussion:	Completed on 7/23/19.

Outcome, Actions, Timeframe: Completed

C.	Regulatory Issues

1.	Sub-topic:	JJIS Entry reminder

Discussion: According to Fl. Network, DJJ will only pay for youth who are entered into and exited out of the JJIS System. The following items must be entered accurately and completely. JJIS ID, Intake and exit dates, release reason.

In addition, JJIS entry must identify actual risk factors identified during the intake and on the needs assessment. These selections must reflect the issues identified.

Outcome, Actions, Timeframe: It’s critical to enter Participants into JJIS in a timely manner, otherwise payment is withheld.

Outcome, Actions, Timeframe: Pending

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: New Counselor/ Case Manager

Discussion: Family action is so excited to report that Kiriam Diaz has accepted the position of Counselor/Case Manager. She is scheduled to begin on Monday, July 29th, 2019.

Outcome, Actions, Timeframe: Completed

2. Sub-topic: Administrative Assistant

Discussion: After nearly 25 years of employment, Joy Brown has retired. A retirement party was held on July 15th to celebrate all of her success and well-earned retirement.

Outcome, Actions, Timeframe: Family action is currently hiring for an Administrative Assistant and is in the interview process.

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 the drill for the month of July.

Outcome, Actions, Timeframe:	Completed

2. Sub-topic: Door to Suite Two

Discussion: On July 26th, 2019, Jess informed Roy Erdman of issues with the bolt in the Ste. 2 entrance. (Unable to lock).

Outcome, Actions, Timeframe:	Door bolt jam was repaired on 7/26/19

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: Incident

Discussion: One incident report Submitted this month.

Outcome, Actions, Timeframe:	See report

III.	Quality Improvement

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

1. Sub-topic: CINS/FINS Performance report

Discussion: Jess had staff review Fl. Network CINS/FINS contract 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: Youth Care Worker Budget/Overtime

Discussion:

Outcome, Actions, Timeframe: Please continue to focus your efforts in this area.

B.	Marketing and Business Development

1. Sub-topic: Why Try

Discussion: Discussed the interest in hosting or participating in the training.

Outcome, Actions, Timeframe: Fl Network renewed the Why Try Curriculum license for each agency.

C.	Regulatory Issues

1.	Sub-topic: JIIS Entry

Discussion: Discussed possible solutions for entry issues

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: CCC Reporting Draft

Discussion: Cassandra has reworked the ccc reporting form and it was distributed for review and discussion.

Outcome, Actions, Timeframe:

3. Sub-topic: Group Home Meeting

Discussion: Next meeting on September 11th, 2019 in Jacksonville, Fl.

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Pre-employment Assessment

Discussion: We discussed the previous idea regarding the creation of a specific assessment for YCW position by having all current YCW take the assessment. We also discussed the parameters for an eligible score and exceptions

Outcome, Actions, Timeframe:

2. Sub-topic: Managing Aggressive Behavior

Discussion: Tracey asked how regional trainings are doing. Discussed methods for obtaining training books from Corey.

Outcome, Actions, Timeframe: Corey will drop off at 6th street or Bivens.

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:	See above regarding GPD Safety training and plan

Outcome, Actions, Timeframe:

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

1.	Sub-topic: Program Safety Issues Update

Discussion: We discussed recent situations and related safety issues and opportunities to increase safety practices.

Outcome, Actions, Timeframe: Schedule Safety trainings with law Enforcement.

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: Sexual Orientation, Gender Identity. Gender Expression

Discussion:

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

2. Sub-topic: East QI results and feedback

Discussion:

Outcome, Actions, Timeframe: Pending

3.	Sub-topic:	Sight and Sound Supervision/ Bathroom and Showers

Discussion:

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:

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: IT

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

Sub-topic:

Discussion: No Discussion

Outcome, Actions, Timeframe:

VII.	Other Business:

Sub-topic:	SNAP June and July

Discussion: SIS is in full swing this week with the official beginning of 21CCLC summer camp! We are doing a 4th and 5th grade combo class. Our first session was 6/12. The students have really been amazing so far and we are looking forward to seeing them not only embrace the SNAP concepts but also use these concepts as we continue through our summer together. In the month of June, 2019 SNAP Clinical started a SNAP Girls Group on May 28th. We have 5 families attending. During the summer, we are working on building our referrals sources and finding more families to work with in the future. We get most of our referrals from the school system at the moment, but we are working on getting referrals from doctors and from parents themselves. On June 18th to June 2019, the Florida Network held a SNAP Lead Training in St. Petersburg. SNAP Staff members will be able to interact with Desiree Phillips, Senior Trainer-Consultant and Community Facilitator from the Child Development Institute of Toronto, Canada. The topics that the SNAP Lead Training went over is as follows:

-SNAP program principles and concepts

-Strategies to effectively engage and maintain families in SNAP groups;

-Highlight team successes

-Site specific discussion planning

-Networking with other SNAP teams

-SNAP Team Dynamics

-Contract Deliverables and Policies

SNAP Clinical is currently mid-way through their summer group and currently have three families attending. SNAP has had a few challenges running a summer group duto family vacations which hinder attendance; however, SNAP will begin scheduling intakes for our fall Groups by July 15th.

SNAP has additionally hired two new staff members who will also be attending the SNAP Facilitator Training July 15th thru July 19th. We are excited to have them on board (Joseph Hoft and Leigh Kassem).

2. . Sub-topic: Family Action Misc.

Discussion: On June 13th, CDS held its annual Benefits meeting and Esprit De Corps ceremony. A big congratulations to Cassi for being awarded an Esprit De Corps award. We thank for her continued efforts in making this program a success. In related news, congratulations are in order for Corey Collins who won “Networker of the Year” for his commitment “to improving the future of our youth.” We appreciate and congratulate you both for a job well done and awards that are well deserved!

Family action submitted a CINS petition and an arraignment will be held July 17th at 330pm and Mary Simmons and Jessica Bechtold will serve as representatives for CDS. We will be holding an Alachua County Case Staffing Committee met on July 18th and we will be reviewing one Case. Mary Simmons has agreed to assist with Case Management while we fill the new counselor position. Truancy Court will reconvene in August 2019 where Liz Pratt with fill the role as CDS representative. SARB will break for the summer months but will reconvene after summer break.

Outcome, Actions, Timeframe:

Respectfully submitted by:

Jessica Bechtold	July 26th, 2019