Meeting Minutes

CDS Family & Behavioral Health Services, Inc.

Date: November 25th, 2019

Time: 930-1030

Location: Bivens

Date of Next Meeting: Dec 10th, 2019, 2019 at 930 am.

Attendance: Liz Pratt, Jessica Bechtold, Cassandra Denham, Mary Simmons, Jennifer Wilkison, Kiriam Diaz, Evelitza Soto,

Absent: Corey Collins, Isaiah Harmon

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 November.

Outcome, Actions, Timeframe: Ongoing

2. Sub-topic: Family Action Deliverables

Discussion:	Discussed reminder messages to accommodate for no shows

Outcome, Actions, Timeframe: Ongoing

3.	Sub-Topic: Annual Meeting

Discussion:

Outcome, Actions, Timeframe: Completed

4. Sub-topic: ATOD

Discussion:	Jessica Bechtold distributed a new version of the ATOD, which now includes vaping. Please begin using the newly updated form.

Outcome, Actions, Timeframe: Ongoing

C.	Regulatory Issues

1. Sub-topic: HIPAA, Deaf and Hard of Hearing and Access

Discussion: Sent training links for required and updated DCF training on October 30th and November 19th, 2019.

Outcome, Actions, Timeframe:	Pending

D.	Human Resource Issues (Staffing and Training)

1. Sub-topic:	Releases, chart requests and documentation requests

Discussion: Jess provided staff training on the appropriate ways in which to release information and gave case example.

Outcome, Actions, Timeframe: Completed

2. Sub-topic: Interpretative/translation services

Discussion: Jess provided training on translation service needs.

Outcome, Actions, Timeframe:	Completed

3. Sub-topic: Vacation Hours

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

Outcome, Actions, Timeframe:

4. Sub-topic: Sexual Harassment Training

Discussion: Jess provided educational material and training.

Outcome, Actions, Timeframe:	Completed

5. Sub-topic: Suicide assessment, Risk , and Documentation training

Discussion:	Jess provided training for staff on Suicide Assessments, Risk, and documentation.

Outcome, Actions, Timeframe: Completed

E.	Annual Budget Planning and Process

1.	Sub-topic: Fiscal Audit

Discussion:

Outcome, Actions, Timeframe:

II.	Health and Safety: Program/Regional Coordinators

A.	Internal Inspections

1. Sub-topic: Monthly Drill

Discussion: Jessica Bechtold completed drill for the month of November

Outcome, Actions, Timeframe:	Completed

2. Sub-topic: Safety walk through

Discussion: Evelitza contacted ASO contact to discuss possible walk through and plan.

Outcome, Actions, Timeframe:	Pending response.

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: Incident

Discussion: No Discussion: Report for November, 2019 submitted

Outcome, Actions, Timeframe:	Completed

III.	Quality Improvement

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

1. Sub-topic: Florida Network Performance report

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

Outcome, Actions, Timeframe:	Completed

2. Sub-topic: Peer review In Daytona

Discussion: On November 13th and 14th, Mary Simmons participated in a CINS FINS Peer Review in Daytona, Florida. A huge thank you and congratulations is in order for your hard work, Mary!

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: Annual Financial Audit

Discussion:

Outcome, Actions, Timeframe

B.	Marketing and Business Development

1. Sub-topic: Annual Meeting

Discussion: and parents.

Outcome, Actions, Timeframe:

2. Sub-topic: Employee survey

Discussion:

Outcome, Actions, Timeframe:

3. Sub-topic:	List for 50th Anniversary

Discussion: Discussed 50th anniversary and Staff provided lists of community partners to invite

Outcome, Actions, Timeframe:

C.	Regulatory Issues

1.	Sub-topic: Insurance Drivers

Discussion:

Outcome, Actions, Timeframe:

D.	Human Resource Issues (Staffing and Training)

1.	Sub-topic: Comptroller

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:	No discussion

Discussion:

Outcome, Actions, Timeframe:

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

1.	Sub-topic: Program Safety Issues Update

Discussion: No 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: Reminder for submission

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: IT/ Cassi Phone and Computer

Discussion: Cassi received new phone for office

Outcome, Actions, Timeframe:	Complete

2. Sub-topic: Referrals from Website

Discussion: Autumn and Jess discussed direct referrals from website

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 November

Discussion: SNAP in Schools (SIS) is in full action and will be finishing the month of November with Session 7, “Avoiding Trouble. “ SIS chaperoned the 5th grade filed trip to Camp Crystal on November 6th to November 8th and took 54 5th graders to camp.

SNAP Clinical is still in the process of looking for a new Case Manager as well as SNAP Facilitators and is on its 11th week with the full participation of 13 Families. On the 12th or November, SNAP Boys Tuesday Group visited Alachua County Sheriff’s Office. Sheriff Sadie Darnell spoke with youth and allowed for Q and A. ASO included a K-9 Unit and the group was able to try on K-9 unit training gear. On November 13th, Our second Boys Group visited Santa Fe Police Academy with Director Thomas Ackerman at Santa Fe Institute of Public Safety. The boys were able to visit a classroom and speak with two different instructors while practicing self-defense moves. The visit resulted in new relationships established between law enforcement and youth as well as newer positive protective factors for both boys groups. SNAP Clinical is already in the process of scheduling the Winter/Spring SNAP Groups and it is SNAP’s hope is to be able to provide a SNAP Girls Group by Jan. 2020.

Outcome, Actions, Timeframe: Complete

2. Sub-topic: Family Action Misc.

Discussion: Family Action Central continues to maintain productivity while in the midst of staff transitions. In addition, Family Action Central has completed extensive outreach in order to increase referrals. There was no Case Staffing held in November and as of now, Family Action has no pending cases for this month. Isaiah Harmon attended SARB, which was held on November 5th and 19th and will reconvene on December 3rd at 9am. Elizabeth Pratt and Mary Simmons represented CDS at Truancy Court and CINs Court which was held on November 20th, 2019 at 330pm.

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	November 26th, 2019