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HomeMy WebLinkAboutCoordinated Family Services Minutes 11-11-2011Minutes of the St. Croix County Coordinated Family Services Coordinating Committee November 11, 2011 Members Present: Patty Phillipps, Toni Chambers, Mary Paulson, Dawn Campbell, Julie Johnson, Jen Kading, Curtis Hubbell, Kathy Dunlap, Luke Owens , Peter Madsen Members Excused: Darren Kern, Shelly Albright, Lori Jensen, Deb Ramacher Vice Chair Paulson called the meeting to order at 1:40pm NEXT MEETING: The next St. Croix County Coordinated Family Services Coordinating Committee meeting is scheduled for January 13th, 2012 @ 1:00pm at the St. Croix County Department of Health and Human Services. WELCOME NEW MEMBERS/INTRODUCTIONS: AGENDA: Motion: A motion was introduced by Chambers seconded by Phillipps, and unanimously adopted that today’s agenda be adopted and approved as circulated. MINUTES: Motion: A motion was introduced by Dunlap, seconded by Johnson, and unanimously adopted: That the minutes of the Sept. 9, 2011 St. Croix County Coordinated Family Services Coordinating Committee meeting be approved as circulated. OLD AND NEW BUSINESS: 1. Report from Workgroup regarding media plan for National Day of Giving/CFS Donations Committee members Luke Owens, Mary Paulson, Julie Johnson gave an update on the work they did in preparation for the National Day of Giving through the Give MN.org website. Deb Ramacher was also part of this workgroup but was not in attendance at the meeting. The group shared the compilation of the video that was put together and it was decided that the video will be added to the webpage for CFS on the GiveMN.org website for the National Day of Giving scheduled for 11/16. The video turned out great and it was also shared with Fred Johnson, HHS Director and Steve Kirt, Behavioral Health Coordiantor. The workgroup also asked committee members to share the links through email, facebook or twitter with their own personal contacts to help spread the word of the upcoming Give to the Max day for CFS donations. Campbell and Dunlap will work on getting this information shared with St. Croix County staff as well to help spread the word. 2. Review current subcommittee structure and functions 2 Campbell reviewed with the committee the discussion started last meeting on a proposal to restructure the various subcommittees that have been functioning as part of the committee as a whole. Campbell handed out copies of the original description and function of the subcommittees that have been in place for some time. Those committees were Membership, Screening and Quality Assurance . The Screening subcommittee was disbanded awhile ago when changes were made by the committee related to the screening process. There was discussion and support to restructure the subcommittees to enhance efficiencies and also participation. There was discussion and agreement on having the subcommittees focus on three areas: 1) Community Relations/Membership/PR 2) Contributions/Resource Development and 3) Quality Assurance. Motion: A motion was introduced by Dunlap, seconded by Phillipps and unanimously adopted: To develop and redefine three (3) standing subcommittees which will be later named by the subcommittee members. 3. Discussion on modifying current committee structure to enhance efficiencies Committee members discussed the idea of modifying current committee structure. Campbell noted that a lot of the committee work is done by the adhoc workgroups or other subcommittees. These groups usually meet outside of the committee meetings. It was suggested that we consider restructuring our committee meetings so that the first half of the meeting is set aside for the individual subcommittee/workgroups to meet and then the last half of the meeting will be to meet as a full committee, update on the work done by the smaller groups, etc. This will maximize our time and also allow for increased participation from all committee members on the smaller workgroups. The committee members felt that this was a favorable way to restructure and maximize time and efficiency. It was determined that no formal motion would need to be made, however there might be a need to modify the description of the subcommittee structure in the bylaws at a future meeting. 4. Discussion and planning for goals/initiatives for CFS committee for current year Discussion on establishing goals/initiatives for the next year as a committee. Campbell shared that historically, we have looked at identifying specific goals and objectives for CFS as a committee at the start of each school year. There was discussions that as a committee we will continue to identify the school year/academic year (Sept. -June) for strategic planning goals for the committee and use the calendar year (Jan-Dec) for purposes of more business related items of the committee (review of bylaws, appointment of officers, etc) There was some lengthily discussion on some ideas related to the goals and initiatives for the current academic year in relation to CFS. The question was raised as to are the needs of the youth served through CFS being met and are there CFS teams developed for those that are referred. Campbell shared that over the last c 2-3 years, we have held at about 30-35 teams operating at any given time. Over the last 6-9 months, we had a number of teams that 3 closed for positive reasons, and there have not been as many new teams that have started. This is in part to the YCSS dept at the county being down two workers and so it has been a capacity issue. It was also noted that even though there are 1-2 referrals presently waiting to be assigned for CFS teams, that overall we have been able to keep up with the request for start up of teams and not had to have a lengthily waiting list. Dunlap shared that she is hoping once the two social worker positions are filled that Campbell's position can go back to in part doing some of the work that the position was created for, which is to be a presence in the community and to work with outside systems, (schools, youth service providers,) to make sure that the community as a whole is aware of the project and the referral process, etc. It is unknown how much of an impact not having Campbell available to do this work has made on the decline in the number of teams operating. Campbell shared that she feels that it might be an impact and that in recent years, more time and effort was spend on a regular basis communicating with schools, day treatment providers, and other youth serving agencies about what CFS is, how to refer, etc. There has not been an emphasis on this over the last 1-2 year and with the regular turnover in the school systems and in other agencies it might be part of the contributing factor. There was also speculation and questions as to if there are other contributing factors that might have been part of the decreased utilization of CFS services. It is the belief of the committee that it is not because there is not a need, but that maybe the information is not known to those it should of the project itself. After some further discussion tow motions were made: Related to an overarching goal of the committee for this current academic year, Motion: a motion was introduced by Chambers and seconded by Madsen and unanimously adopted: That a goal for the CFS committee as a whole is to identify contributing factors to the decreased utilization of CFS services". There was continued discussion as to that fact that it might be best for each subcommittee that is formed to develop some supporting/underlying goals related to the overarching goal for the committee as a whole and that these might not be defined until those subcommittees are formed and developed. Motion: A second motion was introduced by Phillipps, seconded by Dunlap and unanimously adopted: that Subcommittee's will formulate individual subcommittee strategic goals to be brought to the full committee for approval once established. SUB-COMMITTEE REPORTS: Quality Assurance: Membership: ANNOUNCEMENTS & CORRESPONDENCE: WWAACC sponsored Knowing Autism Conference will be held 2/3/12. More information and details on registration will be coming out soon and begins in December. 4 Dunlap and Campbell brought forth to the Committee that Ron Kiesler is no longer employed with St. Croix County and thus, his position on the Committee will need to be filled. Ron’s position at St. Croix County was modified and the some of Ron’s duties will be assumed by Steve Kirt, who is now the Behavioral Health and AODA Coordinator. There was some discussion as to how we want to fill that seat on the Committee and if we want to have a representative from the Behavioral Health Dept., or the other supervisor from the YCSS Dept. where the CFS project is under. It was also noted that it might not be possible for a Behavioral Health staff person to be given the time needed to join the committee. After some discussion it was determined that the seat would be filled by the YCSS Supervisor. Motion: A motion was introduced by Phillipps, seconded by Kading and unanimously adopted: To fill the seat on the CFS Committee with the YCSS Supervisor and not Behavioral Health staff. POSSIBLE AGENDA ITEMS FOR NEXT MEETING: Review goals of committee as established and what work needs to be developed by subcommittees TREATS: Paulson asked if there were any other issues to bring before the Committee; having no further issues brought to the vice chairperson, Motion: A motion was introduced by Phillips, and seconded by Hubbell, and unanimously adopted: that the meeting is adjourned. ADJOURNED: 3:10pm Chair: __________________________________ Attest: _________________________________ (Secretary)