Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Date: November 19th, 2020

Time: 10am

Location: Remote for Bivens

Date of Next Meeting: December 17th, 2020

Attendance: (Remote) Jessica Bechtold, , Jennifer Wilkison, Kiriam Diaz, Evelitza Soto, Riley Redington, Isaiah Harmon, Mary Simmons, Shauntrell Floyd

Absent: Cassandra Denham (Excused) , Corey Collins (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: Annual Meeting

Discussion: Jess reminded staff of the Annual meeting on 12/4/2020 at 4pm.

Outcome, Actions, Timeframe: Pending

C.	Regulatory Issues

1. Sub-topic: Audits

Discussion: Jess and staff discussed upcoming CARF and QI audit ( not scheduled yet) and discussed charts reviews and training requirements

Outcome, Actions, Timeframe:	Ongoing

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic: DJJ COVID protocols

Discussion: Jess reminded staff of DJJ protocol as it pertains to covid 19 and safety requirements as well as updated Covid questions

Outcome, Actions, Timeframe:	Ongoing

2. Sub-topic: Timesheets and data

Discussion: Jess discussed timesheet submissions and data submissions during the Thanksgiving Holiday. Mary Simmons will be entering data while Jen Wilkison is on vacation.

Outcome, Actions, Timeframe: Ongoing

3. Sub-topic: COVID Invoicing Questions

Discussion: Jess submitted djj invoicing responses for November

Outcome, Actions, Timeframe: Ongoing/ Monthly

E.	Annual Budget Planning and Process

1.	Sub-topic: Children’s Trust/ SIS

Discussion: Jess reminded Shauntrell Floyd and Riley Redington to write Snap in Schools on timesheet rather than Children’s trust.

Outcome, Actions, Timeframe: Completed

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Sanitation of Building

Discussion: Staffs have been reminded 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 November, 2020

Discussion: Jen Wilkison completed safety drill for November , 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: Charts

Discussion: Please continue to submit charts in a timely manner for signature. Jess discussed challenges with signature dates due to remote services, target vs completion dates as well as blanks in charts.

Outcome, Actions, Timeframe:	Please review charts thoroughly before submitting.

B.	Outcome Management (status, reports, recommendations)

1.	Sub-topic: See Risk Management

Discussion:

Outcome, Actions, Timeframe:

C.	Accreditation and Regulatory Requirements

1.	Sub-topic: Peer Reviews

Discussion: Jess and staff scheduled peer reviews in December. Jess reminded staff to clearly and accurately document FLN numbers and chart information on the peer review sheets.

Outcome, Actions, Timeframe:	Pending

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 covid covid supplement

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

VI.	Clinical/Program FYI

A.	Medical and Medication Issues

1. Sub-topic:

Discussion:

Outcome, Actions, Timeframe: Pending

B.	Counseling and Programming Issues

Sub-topic: Program Challenges

Discussion: Discussed Challenges and concerns

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	November 23rd, 2020