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FAMILY SERVICES OF GREATER HOUSTON

FAMILY SERVICES OF GREATER HOUSTON. Employee Orientation Training 2008. Financial Operations. Sarah Helms, Treasurer / CFO. Funding Sources. Expenses . Agency Budget. Community Services. Paz Guerra, Senior Vice President Community Services. School-Based Services.

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FAMILY SERVICES OF GREATER HOUSTON

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  1. FAMILY SERVICES OF GREATER HOUSTON Employee Orientation Training 2008

  2. Financial Operations Sarah Helms, Treasurer / CFO

  3. Funding Sources

  4. Expenses

  5. Agency Budget

  6. Community Services Paz Guerra, Senior Vice President Community Services

  7. School-Based Services • School of the Future Partnerships collaborative effort • Reagan Feeder Pattern since 1990 • Madison Feeder Pattern since 1998

  8. School-Based Services (con’t) • Professional counseling services, family therapy and home visits • Referral services • Provide crisis interventions and group debriefings as needed

  9. Parent Resources • Parent Education & Life Skill Building – Spanish & English classes • Personal Family Consultation • Schools, churches, jails, businesses, community-based organizations

  10. Substance Abuse Prevention / Intervention and Education Services • Ensueños del Futuro – “Dreams for the Future”, DSHS funded • Began in Reagan Feeder Pattern – 15 schools • Milby Feeder Pattern – 7 schools • Now in 40 Houston & Spring Branch ISD schools

  11. HIV Case Management Services • Assists persons impacted by HIV/AIDS and their families reach optimal levels of functioning, Ryan White funded • Case Management – Harris and Rural Counties (Chambers, Fort Bend, Liberty, Montgomery, Waller) • Outreach - Rural counties • Professional Counseling

  12. Family / Senior Support Services • For families coping with short-term illness, loss of loved one, aging family members or life adjustments with immigrant status or poverty: • resolving crisis situations • securing food and housing • translating documents • filing applications for benefits • accessing substance abuse services • establishing support systems

  13. Drug-Free Workplace Program – Your Role 1. Know your organization’s policy and program. (Look up the policy on dataTRAQ so you can discuss it.) 2.  Find the answers to these questions: • What is my organization’s written policy? • What happens if I violate the policy? • Does my organization’s policy include drug testing? • Will my organization help me or my coworkers get help with an alcohol or drug problem? • How can I help promote a drug-free workplace?

  14. Drug-Free Workplace Program – Your Role (con’t) 3.  Follow your organization’s drug-free workplace policy. • Report to work fit for duty. Come to work free of alcohol and other drugs. • Don’t use alcohol or other drugs on the job. • Seek help if you think you have a problem. • Talk to your supervisor if you think a coworker may need help or if you see a policy violation.

  15. Conclusion • Questions?

  16. Communications & Development Shunney H.C. Nair, Senior Vice President Communications & Development

  17. Purpose of Communications • Increase awareness of Family Services by telling our story in a professional, compelling and consistent manner both within and outside of the organization

  18. Types of Communication • Internal • Friday Facts – Once every two weeks Nyla shares the latest agency news with Board and staff members, including: • Awards • Fundraising • Grant proposals • New service delivery • Comments / Suggestions welcome

  19. Types of Communication • External • Brochures – general agency • Flyers – program / event specific • Newsletter / Website – stories / photos • Presentations – PowerPoint, speech writing / preparation • Media – newspapers and television • United Way – Days of Caring / Speakers, Fairs and Tours

  20. What we can do • Design brochures, flyers, PowerPoint presentations (including templates) • Scan artwork / documents • Overhead transparencies • Binding • Volume copying • If it’s not listed above just ask!

  21. How you can help • Give us lead time – the more the better! • Share your stories and good deeds • Photo opportunities (especially of families) • Story tie-in with current news • Direct ALL calls from the media to us • Forward copies of stories you see

  22. Purpose of Development • Program Development • Grant, proposal and report writing to maintain and expand our services in the community • Fund Development • Fundraising through Annual Giving Campaign, Endowment and Special Events • United Way Internal Campaign

  23. How you can help –Program Development • Team proposal preparation • Ryan White • Department of State Health Services • Report preparation • Private / contract funders (i.e. foundations, HISD, United Way)

  24. How you can help – Fund Development (con’t) • Provide leads / contacts for Special Events (i.e. luncheon, style show): • Individuals • Businesses / Corporations • Foundations • Other organizations (i.e. civic clubs, schools) • United Way Internal Campaign

  25. How you can help – United Way Fund Development (con’t) • United Way is our largest funder • 32.5% of Family Services budget comes from UW • United Way Internal Campaign • 100% staff participation • Give suggested gift

  26. How you can help – Grocery Cards • Kroger Card – In your packet • Randalls Card – Family Services’ Good Neighbor Number, 766

  27. Who to contact • Publication design, newsletter, photo opportunities, story ideas – Greg Rutzen x7860 • Media relations, staff-related events, volunteers – Allison White x7887 • Fundraiser – Margie Mendoza x7868 • Grant opportunities – Liz Shaver x7869 • Program development, Ways to Work, Galveston potential merger – Josh Reynolds x7872

  28. Conclusion • Questions?

  29. Technology & You Keith Rea, Vice President Operations

  30. External Access • dataTRAQ 216.201.171.5 wtnet.familyservices.org • E-mail (OWA) 216.201.171.4/exchange owa.familyservices.org • Voice Mail 713.861.4849, # extension, pass code

  31. Standard Messages • E-mail Signature Use 10 pt. Arial Font in blue italics Your Name Keith Rea Title VP - Operations Family Services of Greater Houston Family Services of Greater Houston Your Phone Number 713-867-7777 Your e-mail address krea@familyservices.org http://www.familyservices.org http://www.familyservices.org • Out of Office Assistant I am out of the office and will return ADD DATE. If you need immediate assistance contact ADD NAME & EXT. Thanks!

  32. Standard Messages • Voice Mail – In Office You have reach YOUR NAME, YOUR TITLE at Family Services of Greater Houston.  To bypass this greeting and leave a message, please press **(star, star). I am not able to take your phone call at this time. Please leave your name, number and a message and I will return your call as soon as possible.  Thank you! • Voice Mail – Out of Office You have reach YOUR NAME, YOUR TITLE at Family Services of Greater Houston. I am out of the office and will return ADD DATE and will return your call at this time. If you need immediate assistance contact ADDNAME & EXT. Thanks!

  33. DARs and Timesheets • DAR – means “daily” • Rules for submission – 48 hours/24 hours • Timesheets – twice monthly • Printed and SIGNED • “This is what I did” • Backup for payroll and contract billings

  34. Training and Help Desk • Trainings arranged through Supervisor • Moving to a more formalized process • Upgrades and enhancements • Help Desk Admin – Frank Garcia X7866 • Help Desk Central – David Meetze x7743 • Error Messages – e-mail to Keith Rea • Copy me on all Help Desk / Support issues • “If you need help……”

  35. Conclusion • Questions?

  36. Your Role in Family Services’ Health and Safety Program Tim Louis, Senior Vice President Behavioral Health Services

  37. Incident Reporting • Incident Reports are the backbone of our safety program. • Ask your supervisor for the appropriate form if in doubt. • Send all Incident Reports to Tim Louis, Family Services’ Safety Officer or in the case of injury reports, to Carol George.

  38. Incident Reporting (con’t) You must file an incident report following • On the job injuries (supervisor files this one) • Auto accidents while on agency business • Any loss of property incident • Learning of potential law suits • Unauthorized release of information • Incidents leading to probable client complaints • Physical or verbal threats made to staff • Any client injury received while receiving services

  39. Security Management • Call 911 in situations involving threatening or potentially violent clients. • Ask for assistance when you are afraid to be alone with a client. • Scream for help if you are trapped with a client in your office. • Escort each other when you leave the building after dark.

  40. Hazardous Materials • Printer cartridges • Photocopy toner • Correction fluid • Dry erase markers • Dry erase spray cleaner • Alkaline batteries

  41. Hazardous Materials (con’t) • Materials Safety Data Sheets maintained in each office (OSHA Notebook). • Hazardous materials are maintained in restricted areas (authorized personnel only). • A fully charged fire extinguisher must be located within 20 feet of hazardous material work area.

  42. Emergency Preparedness • Natural disasters • Fire • Injuries • Inclement weather

  43. Disasters Your role in an actual disaster or a drill is to • Receive or provide notification to Safety Officer of the event. • Contact all clients scheduled for today and tomorrow to cancel appointments. • Put a sign announcing office closure on office door. • Evacuate the office and lock the door.

  44. Fire Your role in an actual fire or drill is to • Activate nearest fire alarm. • Notify local fire department (call 911). • Assist clients in evacuating building. • Secure room (turn off lights and electrical equipment and close the door). • Assemble in designated area outside building.

  45. Accident or Injury • First aid kits are maintained in all locations. • Spill kits are available for the proper disposal of vomit or other bodily fluids.

  46. Use of Fire Extinguishers Resort to use of fire extinguisher only after staff and clients are evacuated. P = Pull the pin. A = Aim at the base of the fire from six feet back. S = Squeeze handle. S = Sweep left to right to cover base of the fire.

  47. Inclement Weather Family Services does not close during inclement weather. • If you cannot make it to your office, report to the nearest Family Services’ location and notify your supervisor. • If you cannot leave your home, remain safe (personal leave will be granted). • If you arrive late, you can make up the time. • Call Safety Officer’s office phone for recorded messages if in doubt about Family Services’. • If your United Way location closes, immediately notify your supervisor for direction.

  48. Prohibited • Smoking in offices • Weapons • Explosives

  49. Infection Control • Program is designed to prevent the spread of infections in the workplace. • Clients are more prone to illness due to poverty, living conditions or country of origin.

  50. Infection Control Facts Risks include • Contact with individuals with fevers. • Contact with individuals who have had an exposure to communicable disease (TB). • Contact with bodily fluids. • Failure to wash hands regularly. • Coming to work with diarrhea.

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