Child Fatality Prevention System December 20, 2023 Minutes

Crowley/Otero Child Fatality Prevention System (CFPS) Annual Meeting

December 20, 2023, 9:00 am
Otero County Courthouse
13 West 3rd Street, Room 107, La Junta, CO

Minutes

1. Call to Order: A quorum being present, the meeting was called to order by R. Ritter.
2. Roll Call
   1. Members present were Rick Ritter (Chair), Marie Mora-Menges, Terry Reeves, Tonia Burnett, Donna Rohde, Mike Perez, Rick Lovato, Bob Fowler, Nathan Shultz, & Gary Gibson.
   2. Ad Hoc Team Members present were Dee Leyba and Gypsy Harviston.
3. Public Notice Posting (Pursuant to C.R.S. 24-6-402 (2)(c)): The agenda was posted in the designated public locations in all OCHD offices by 9am on 12/19/2023, and on OCHD's website on 12/18/2023. 
4. Public Comments for Items not on the Agenda: None
5. Old Business: None
6. New Business
   1. Next Meetings
      • 2024 Child Fatality Case Review(s): Currently, our local RT has 2 cases assigned to review in 2024, both from Crowley County.
      • 2024 Annual Meeting: Friday, January 26th, 2024, 11 :30am-1 :00pm, Crowley County DHS Office, 631 Main Street, Ordway.  
   2. Confidentiality Agreements: R. Ritter ensured that all regular and ad hoc members in attendance had signed confidentiality agreements.
   3. Addendum/ Addenda: 2024 Annual Meeting, see above.

7. Executive Session: The next item on the agenda was to discuss child fatality cases in executive session. The legal authority for closing this portion of the meeting was Colorado Revised Statute 24-6-402 (4) (c). The purpose ofthe session was to discuss confidential information pertaining to child fatalities obtained from various departments and agencies (i.e. departments of human services, coroner and medical examiner investigations, law enforcement agencies, and other similar confidential sources). The topics being discussed were confidential in nature and are protected under the following state and federal laws: 

   • Colorado Revised Statute 25-20.5-408 (2)
   • ✓ 45 CFR 160.103, paragraph (2)(iv) of the definition of"protected health information"

   The following Executive Session provisions were made explicit: 

   • For discussion of a personnel matter under C.R.S. Section 24-6-402(4)(f) and not involving: any specific employees who have requested discussion of the matter in open session; any member of this body or any elected official; the appointment of any person to fill an office ofthis body or of an elected official; or personnel policies that do not require the discussion ofmatters personal to particular employees;
   • Participants are to confine all discussion to the stated purpose of the executive session, and no formal action may occur in the executive session.
   • If at any point in the executive session any participant believes that the discussion is going outside the proper scope of the executive session, they are to interrupt the discussion and make an objection.
   • After reconvening into regular, public session, if any person who participated in the executive session believes that any substantial discussion of any matters not included in the motion to go into the executive session occurred during the executive session, or that any improper action occurred during the executive session in violation of the Open Meetings Law, they will state their concerns for the public record.
   • Discussions that occur in an executive session shall be electronically recorded. The electronic recording shall reflect the actual content of the discussion in executive session. The sole exception to this requirement is that no electronic recording shall be required to be kept of that portion of an executive session that constitutes an attorney-client communication, in the opinion of the attorney in attendance at the executive session.
   • The electronic recording device shall be tested before going into executive session to determine whether it is operating. In the event the electronic recording device is unavailable or not operating, the Local RT shall not convene in executive session until an operating recording device is available.
   • Upon completion of the executive session, if a tape recorder is used, the tape shall be labeled with "Local RT-Executive Session" and the date, and initialed or signed by the Presiding Officer. If a digital recorder is used, the data file recording of the executive session shall be saved to a secure, confidential storage location and the file shall be labeled with "Local RT-Executive Session" and the date.
   • Executive session minutes kept by electronic recording device shall stand approved with no further action. If additional written minutes are taken, they shall be approved at a future executive session.
   • The electronic recording and any written minutes of the executive session shall be maintained for 10 days after the date of the executive session and shall not be disclosed to any person except as required by law. 

   Nathan Shultz moved to convene into executive session, Mike Perez seconded, motion carried. R. Ritter stated stated that the executive session would be recorded and all members of the local RT were reminded to limit their discussion during the executive session to the announced topic. He also stated that any collective decision, collective commitment, or other final action by the local review team must occur after it reconvenes into an open meeting, unless final action is specifically required by law to be taken during the executive session. At 9: IO am the local RT and invited ad hoc members (as represented by Roll Call above) then moved into executive session. 

8. Lunch Recess: Lunch recess began at 11 :l 9am, and ended at 12:30pm.
9. Reconvene: The local RT reconvened into open session at I :35 pm.
10. Actionable Prevention Recommendation(s): 
    1. Donna Rohde moved that both Crowley and Otero DHS will have conversations with truancy partners regarding bullying and absenteeism, Nathan Shultz seconded, motion carried.
    2. Nathan Shultz moved that the CTC Program will reach out to drivers' education agencies to ascertain what resources they can bring to Crowley and Otero Counties, Tonia Burnett seconded, motion carried.
    3. Marie Mora-Menged moved that OCHD will perform community outreach regarding the 988 Crisis Line, the local/state suicide hotlines, and youth mental health, Donna Rohde seconded, motion carried.
11. Adjournment: With no further business, R. Ritter adjourned the meeting.

Respectfully Submitted,

Richard Ritter, Chair
Crowley/Otero Child Fatality Prevention System Local Review Team