Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Date: July 30th,2020

Time: 1000

Location: Remote for Bivens

Date of Next Meeting: 08/27/2020 at 1000 am

Attendance: (Remote) Jim Pearce, Jessica Bechtold, Mary Simmons, Shauntrell Floyd, Jennifer Wilkison, Kiriam Diaz, Evelitza Soto, Corey Collins, Riley Redington, Cassandra Denham, Isaiah Harmon

Absent: Liz Pratt

I.	Business Operations:

A.	Monthly Budget (Revenue and Expenses)

1.	Sub-topic: Overtime

Discussion:	No discussion

Outcome, Actions, Timeframe: Ongoing

B.	Marketing and Business Development

1. Sub-topic: School reopening

Discussion: Discussed school reopening dates and methods of learning (online verses in person), encouraged staff to attend school staff meetings or orientations, possible advertisement of services through school websites. Jess, Kiriam and Isaiah will conduct a Zoom meeting with Rod Warner (Alachua County School Board) on ways in which to hold SARB meetings during COVID crisis.

Outcome, Actions, Timeframe: Ongoing

C.	Regulatory Issues

1. Sub-topic: Gaps in daily activities

Discussion: Jess encouraged staff to discuss any concerns with schedules, particularly regarding gaps throughout the daya s well as ways in which to fill in gaps.

Outcome, Actions, Timeframe:	Ongoing

2. Sub-topic: Outreach

Discussion: Jess encouraged staff to document outreach

Outcome, Actions, Timeframe:	Ongoing

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: SNAP Program Facilitator

Discussion: Jess introduced our newest member of the SNAP team; Shauntrell Floyd. Shauntrell was asked to share a little bit about herself as well. Jess just completed the first part of administrative training for the new hire. Corey Collins will begin operations training for SNAP in Schools

Outcome, Actions, Timeframe:	Ongoing

2. Sub-topic: SNAP Online Delivery

Discussion: Corey Collins and Riley Redington discussed their experience with piloting the new SNAP online system.

Outcome, Actions, Timeframe: Pending

3. Sub-topic: Training

Discussion: Discussed new fiscal year and training requirements

Outcome, Actions, Timeframe: Ongoing

4. Sub-topic: Esprit De Corp

Discussion: Jess introduced the recipients of esprit de corp this year, (Jennifer Wilkison and Evelitza Soto) and longevity award recipients (Mary Simmions (5 years) and Evelitza Soto (10 years).

Outcome, Actions, Timeframe: Completed

5. Sub-topic: Company Updates

Discussion: Jim Pearce discussed updates on funding discussions, school reopenings, and commended staff on a job well done during these challenging times.

Outcome, Actions, Timeframe: Ongoing

E.	Annual Budget Planning and Process

1.	Sub-topic: Fiscal

Discussion: For orders addressing issues of COVID19, please Use Department code covid19 on the PO.

Outcome, Actions, Timeframe: Ongoing

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Sanitation of Building

Discussion: Jess, Roy and Staff will continue to sanitize building including but not limited to times when the building has been occupied. Staffs have been asked to sanitize the building at each building visit. Continue to use social distance measures, stagger sessions if not remote, screen for virus according to CDC standards, use biggest conference room to ensure distance, wipe down tables, chairs, door knobs, phones, computers, bathrooms and any other applicable items, etc., wash hands regularly and thoroughly, utilize available hand sanitizers, gloves and other safety measures. Jess and Roy met at Bivens on June 26th in order to place 6-7 foot markers on ground and posted signs related to COVID-19.

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Drill for July 2020

Discussion: Jen Wilkison completed the Hurricane safety drill for July, 2020.

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: Hellosign

Discussion: Cassi Denham, Mary Simmons, and Kiriam Diaz discussed their experience with Hellosign and assisted staff with questions regarding the application.

Outcome, Actions, Timeframe:	Ongoing

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: See Risk Management

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

Sub-topic: Peer reviews

Discussion: Due to Covid-19 and social distancing, staff are unable to complete peer reviews at this time. Jess submitted documentation to data explaining the challenges.

Outcome, Actions, Timeframe:	Ongoing

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

B.	Marketing and Business Development

1. Sub-topic: Building Plans

Discussion:

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1. Sub-topic:

Discussion:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: MAB Training

Discussion:

Outcome, Actions, Timeframe:

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:	Building Sanitation

Discussion:	Discussed current practices

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 COVID19. Each program addressed issues that directly impact their program as well as issues that impact the agency as a whole (see red items).

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: Staff Meeting Minutes

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: COVID19

Discussion: See Self-Inspections (Reports, analysis, and recommendations)

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: COVID19

Discussion: See Self-Inspections (Reports, analysis, and recommendations)

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: 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:

B.	Employee Concerns or Complaints

1.	Sub-topic: Productivity

Discussion: Staff addressed concerns related to families and no shows. Jess encouraged staff to provide feedback to referral sources in order to mitigate issues with family compliance.

Outcome, Actions, Timeframe: Ongoing

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: Zach continues to assist staff in transitioning from in office to remote.

Outcome, Actions, Timeframe:	Ongoing

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: Program Challenges

Discussion: Discussed Challenges and concerns regarding productivity

Outcome, Actions, Timeframe: Ongoing

VII.	Other Business:

Sub-topic:	SNAP and Misc.

Discussion: SNAP Staff offered updates in their respective programs. See Program report

Outcome, Actions, Timeframe: Thank you to all staff for all of your hard work and support during this transition.

2. Sub-topic: Truancy Court

Discussion: At last update, Alachua County Truancy court is still on hold due to COVID19.

Outcome, Actions, Timeframe: Ongoing

Respectfully submitted by:

Jessica Bechtold	July 30, 2020