Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Date: September 2nd, 2020

Time: 1230pm

Location: Remote for Bivens

Date of Next Meeting: October 22nd, 2020 unless otherwise specified

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

Absent: Mary Simmons (Excused)

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: Outreach

Discussion: Discussed school outreach, outreach forms, school contacts and utilizing prevention staff as a tool.

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Logo project

Discussion: Discussed recent agenda items regarding a new company logo and discussed needs for participant participation. Jess also forwarded activity suggestions sent by Autumn Santos to staff for consideration and implementation.

Outcome, Actions, Timeframe: Pending

2. Sub-topic: Advertising

Discussion: Jess sent feedback to Autumn Santos regarding possible advertising needs in non-residential. .

Outcome, Actions, Timeframe: Pending

C.	Regulatory Issues

1. Sub-topic: Peer reviews

Discussion: Jess and staff discussed ways in which to conduct peer reviews in a safe and effective way. Jess discussed a pairing system

Outcome, Actions, Timeframe:	Ongoing

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: DJJ Covid protocols

Discussion: Jess forwarded DJJ protocol as it pertains to covid 19 and safety requirements

Outcome, Actions, Timeframe:	Ongoing

2. Sub-topic: Volunteers

Discussion: Jess discussed new volunteer inquiries. No needs for family action at this time.

Outcome, Actions, Timeframe: Completed

3. Sub-topic: COVID Invoicing Questions

Discussion: Jess discussed program challenges related to COVID and asked staff to summarize (according to the specified questions)

Outcome, Actions, Timeframe: Ongoing/ Monthly

4. Sub-topic: Training

Discussion: Continue to work on annual training requirements. Jess sent out new 2020-2021 OneDrive logs

Outcome, Actions, Timeframe: Ongoing/ Monthly

E.	Annual Budget Planning and Process

1.	Sub-topic: Fiscal

Discussion: Submit Timesheets on 9/3/20 due to upcoming holiday.

Outcome, Actions, Timeframe: Ongoing

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Sanitation of Building

Discussion: Jennifer Wilkison discussed the purchasing of face shields for staff. 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.

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Drill for September 2020

Discussion: Jen Wilkison will complete drill for September, 2020.

Outcome, Actions, Timeframe: Pending

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: Charts

Discussion: Please continue to submit charts in a timely manner for signature

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

1.	Sub-topic: See Regulatory issues

Discussion:

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

B.	Marketing and Business Development

1. Sub-topic: Company Logo

Discussion: Staff to complete projects with participants in order to contribute to logo

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:

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: Fiscal

Discussion: Discussed fiscal policy and timesheet due dates

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:

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: See above

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: Jess reminded staff to update Zach on all IT related issues

Outcome, Actions, Timeframe:	Ongoing

2. Sub-topic: Focused Folder

Discussion: Jess discussed challenges with staff and emails going to focused folder. Jess discussed ways in which to turn off focused folder.

Outcome, Actions, Timeframe:	Completed

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.

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	September 2nd, 2020