City of Suffolk Community Policy and Management Team Wednesday,.anuary 15, 2025 9:00 am - 12:00 pm Social Services Building, Third Floor Conference Room 1. Call to Order 2. Approval oft the minutes oft the December 18, 2024 meeting (enclosure) 3. Financial Report 4. Closed Session to Consider Pending Cases: All cases involve funding requests unless otherwise noted: See attached list 5. Old Business B. A. Internal Procedure for Stipend Payment to Parent Representatives- submitted to legal Follow up Discussion: Use ofNon Contracted Providers (enclosures- Contract C. Draft of Revised Policy VIII. Fiscal Policy (enclosure of draft and revised OCS policy Negotiation Policy, Emergency Policy for Foster Care) 4.5.2.4) D. Items from Members 7. New Business A. OCS Memo: Permanency Support/Care Coordination Service (enclosure + description of B. Policy & Procedure Review-Suffolk CPMT Mission/Major Principles/Code of Ethics UMFS service -CCC) C. CQI-CQI Observations (CANS reports on dashboard) D. Items from the Members (Updates from Member Agencies) 8. Adjourn CPMTOfficers Effective. July 2024 to. June 2025 Chair- - Sheridan Meriwether, The Up Center Vice-Chair- Toya Taylor, Suffolk DSS Benchmarks Revised: 2/21/24 Secretary Jenny Hodge, Tidewater Youth Services Commission 1) Maintain reduction in number of children in congregate care placements at noi more than 20% of the children served and maintain reduction in length ofs stay in congregate care at less than one year. 2) Maintain minimum attendance at CPMT and FAPT. (75% per year per agency). down tol lower level of care or permanency, i.e. return home.) 3) Achieve 75% successful discharges from services per provider for CSA funded services (This would include step Increase public awareness of CSA to ensure equitable and equal access to all levels ofs services to all youth based on community demographics. (Conduct atl least 66 educational trainings in local communities throughout the fiscal year. Additionally, distribute 500 informational pamphlets through various channels such as schools, community partner agencies, and outpatient providers.) City of Suffolk Children's Services Act December 18, 2024 9:00 am Community Policy and Management Team Meeting Minutes Social Services Building, Third Floor Training Room A Members Present: Kimberly Jennings -5th District Court Services Unit Blythe Johnson-Jones - (for Dr. Casaundra McNair Suffolk Public Schools) Sheridan Meriwether - Blakey Weaver Counseling Center (Chair) Toya Taylor - Suffolk Dept. of Social Services (Vice Chair) Jenny Hodge - Tidewater Youth Services Commission (Secretary) Pat Pitts (for Marli Laudun)- Suffolk Health Dept. Rachel Lewis - CSA Coordinator Nicole Porter - City of Suffolk Vonda Warren-Lilly- - WTCSB Wendy Terry- Parent Representative Wendy Warfel - Assistant Director of Finance, City of Suffolk Members absent: Guests Present: 1. CPMT' Vice Chair Toya Taylor called the meeting to order at 9:13 a.m. She introduced herself as the new. Assistant Director of Services at Suffolk DSS. She will be assuming the CPMT representation for Social Services as well as the vice chair position. 2. CPMT Vice Chair Toya Taylor entertained a motion for the approval of the November 20, 2024 meeting minutes. Motion made by Nicole Porter to approve the minutes as written, seconded by Pat Pitts. All are in favor and the motion passed. 3. CSA Coordinator Rachel Lewis reviewed the Financial Report as of December 18, 2024. CPMT Vice Chair Toya Taylor entertains motion for the approval of the financial report. Motion made by Kim Jennings to accept Financial Report as written, seconded by Nicole 4. CLOSED SESSION CPMT Vice Chair Toya Taylor entertains a motion to convene a Closed Meeting for the purpose of discussing cases before the Family Assessment and Planning Team in accordance with the provisions in subsection A of $ 2.2-3711 of the Code of Virginia as amended in 2001 and 2005 respectively. Only applicable exceptions as provided in section $ 2.2-3707 or subsection A of Section $ 2.2-3711are to be discussed. Kim Jennings motions to enter closed session. Pat Pitts seconds motion to enter into closed session. All are in favor and the motion passed. 5. RETURN TO OPEN SESSION = CPMT Chair Sheridan Meriwether entertains a motion to move out of Closed Meeting. Nicole Porter motions to enter open session.. Jenny Hodge seconds the motion. All are in favor and the motion passed. Sheridan Meriwether initiated a roll call certifying that to the best of each member's knowledge only the following matters were discussed during the closed session: 1) public business matters Porter. All are in favor and the motion passed. lawfully exempted from statutory open meeting requirements and 2) public business matters identified in the motion to convene the closed meeting. All Affirmed. CPMT Chair Sheridan Meriwether entertains a motion to approve all cases presented from FAPT.Jenny Hodge enters the motion to approve all cases presented and appropriately discussed. Kimberly. Jennings seconded the motion. All are ini favor and the motion passed. Total CSA request approved $854,940.54 6. Old Business A. Internal Procedure for Stipend Payment to Parent Representatives-submitted to a. No update at this time. Wendy Warfel will follow up with the legal legal: department and follow up on behalf of CPMT. B. Follow Up Discussion: Use of Non-Contracted Providers (enclosures - Contract Negotiation Policy, Emergency Policy for Foster Care): a. Cityofs Suffolk Purchasing was consulted: depends on the response level of a prospective vendor in getting required contract documentation back to the City. There is additional liability on the City for placing a youth in a non- b. CPMT Chair Sheridan Meriwether entertained a motion to table the discussion until the January CPMT to allow consultation with the Director of Social Services for the City of Suffolk. Toya Taylor entered the motion to table the discussion. Kimberly. Jennings seconded the motion. All are in favor and contracted vendor. the motion passed. Items from Members: a. None at this time. 7. New Business A. Meeting with Harbor Point: a. Rachel Lewis, Sheridan Meriwether, and. Jenny Hodge gave an update about the meeting requested by Harbor Point. CPMT discussed the presented information and decided that placement with Harbor Point would not be in b. - CPMT Chair Sheridan Meriwether entertained a motion that CPMT will not make any new placements to Harbor Point. Toya Taylor entered the motion. Wendy Terry seconded the motion. All are ini favor and the motion passed. the best interest of CPMT and the children served. B. OCS Reports: Utilization of Residential Care, TFC Services, Private Special Ed Services, Impact of Tiered Match Rates a. Rachel Lewis presented multiple reports released by the Office of Children Services to demonstrate trends across the state. Document to be provided with the minutes. C CQI Observations: a. Rachel presented a review of CQI reports to observe the historical change in demographics and placements that pertain to CPMT'sstated benchmarks and expected outcomes. D. Items from Members- - a. Toya Taylor requested CPMT entertained a discussion of several vendors who have potential contract violations that could result in no new placements from FAPT/CPMT. Placements to not be resumed until CSA staffhave investigated and cleared the potential contract violations and recommends b. New Suffolk Clinic Director for WTCSB will be attending with Vonda Warren- Lilly as she is transitioning into the WTCSB Clinic Director role in Franklin. placements be made by FAPT/CPMT. 8. Adjourn - CPMT Chair Sheridan Meriwether entertained a motion to adjourn the meeting at 12:05 p.m. Motion to adjourn made by Nicole Porter and seconded by' Vonda Warren-Lilly. All are in favor and the motion passed. Recorded by. Jenny Hodge, CPMT Secretary, Executive Director of Tidewater Youth Services Commission, Public Provider Representative. Contract Negotiation The FAPT, with the assistance oft the family and case manager, is responsible for identifying the vendors to provide services. The service fee directory on the CSA web site can be used to identify potential providers. In addition, the provider must be properly licensed to provide the services offered, must have current insurance that meets the city's 's insurance requirements, and must provide acceptable documentation ofboth. A contract will be signed with each vendor providing services specifying expectations of the vendor, responsibilities of the locality, and The following items will be considered in negotiations of contracts with providers: Whether the provider is enrolled to provide services for Medicaid reimbursement Current licensure/certfication with the appropriate organizations, including review of licensing inspection and investigation reports and history of provisional license Evidence ofi insurance coverage meeting City of Suffolk requirements Performance data to include customer satisfaction surveys (number oft total responses and Ability, capacity and skill oft the provider to provide the services required, including The quality oft the provider's performance and compliance on previous contracts or References on the provider (minimum oftwo) from previous employers, billing procedures. (See Appendix K for vendor contract) percentages of answers) Overview ofs services to be provided verifiable competencies and accreditation ofkey staff services olleagues/associates: and other jurisdictions Rates for services to be delivered Information obtained from Vendor Evaluation Surveys completed by families and case Providers are preferred to possess a clinical liçense for at least one service or have Whether the services provided by the provider fit within the long range community wide managers supervision provided by a licensed person on staff. planning conducted by the CPMT. All providers are required to attend FAPT meetings, provide a written treatment plan that correlates with the IFSP within 30 days ofi initiation of services, and provide monthly progress summaries. Providers should be cooperative with utilization review procedures conducted by the CSA staff and FAPT including allowing chart and on-site reviews and visitation with the child and staff providing services. Families and case managers will be requested to complete vendor evaluation: surveys at the completion ofs services. This information will be used by FAPT/CPMT in future selection of vendors. See Appendix L: for Vendor Satisfaction Surveys. The process of contracting with vendors will be managed via the following guidelines: 1) Every two years, the City of Suffolk's purchasing department will issue al Request for Qualifications (RFQ) outlining contracting requirements. RFQinformation will be sent 2) Vendors who are new to contracting with the City of Suffolk will be requested to make a presentation to the Suffolk FAPT. Vendors may bring marketing materials during presentations but are not allowed to distribute items that could be construed as gifts. toe existing vendors via email and posted on the City's Bid Board. 3) Vendors are also encouraged to participate int the annual Southeastern Region CSA Vendor Fair in order to meet agency staff and discuss their services. 4) The CPMT will make the final selection of vendors to whom contracts will be offered, keepingi ini mind the selection criteria outlined above and maintaining a variety of types of services. The CPMT is the final authority int this matter and is not obligated to offer a contract to every qualified provider. It should also be understood by vendors that completion ofa a contract does not guarantee purchase ofs services during the period 5) Contracts will be written to cover two fiscal years. However, CPMT will review the list annually and add new vendors at their discretion as needed for child specific issues. The CSA Office will maintain ai resource directory ofinformation on various providers to assist covered by the contract. in locating appropriate services for children and families. Emergency Access to Pool Funds for Foster Care Children The local department of social services is authorized to spend a maximum of $15,000.00 per child on an emergency basis within a fourteen day period within the guidelines oft the policy for emergency placements. Emergency placements are authorized only for children in the custody ofs Social Services and must be an emergency, defined as an immediate placement that is necessary because the child can no longer safely stay in their current setting, whether the risk arises from their own behavior or that of others. This may include placements such as an emergency shelter, acute hospital, emergency treatment foster home, respite, sponsored residential home or emergency group home. Funds can be used for psychiatric residential treatment facilities. This policy does not apply to foster care youth over the age of1 18 who are When youth are not appropriate for a foster care level placement, DSS staff will document attempts toj place at a lower level of care and/or. justification for placement at al higher level of care. Attempts should be made to utilize providers already contracted with the City of Suffolk. Ifno contracted providers are available or appropriate, DSS staff must verify that the provider has a current, non-provisional license at the time of placement. An email must be sent to the CSA office within 5 calendar days outlining the aforementioned efforts and rationale for placement. Ifthe placement is eligible for Medicaid funding, the IACCT process must be The emergency placement must be approved by the Director of Social Services or his/her designee at the time of the placement, documented in the foster care: file, and reviewed by the Family Assessment and Planning Team within fourteen days (at a regularly scheduled meeting or emergency meeting). Upon review and assessment by FAPT, the plan will be submitted to the CPMT: for approval at their next regularly scheduled meeting or per emergency request The department of social services agency shall not be reimbursed for any expenditures which are not of an emergency nature and which exceed either the time or financial limits established participating in the Fostering Futures program. started within 5 calendar days. procedures. herein. (Emergency policy revised 6/28/24) VIII. FISCAL POLICY Management of the Interagency Budget The interagency budget shall consist ofall funds allocated to Suffolk through the State Funds Pool, and other related funding mechanisms, either public or private. The interagency budget shall be administered by the Community Policy and Management Team's fiscal agent, appointed by the local governing body and approved by the Officeo ofChildren 's Services (OCS). The CPMT fiscal agent shall maintain such records as are. necessary to document that each expenditure from the State Funds Pool has been made on behalf ofa specific child (or list of specific children). It is not necessary to maintain a child's actual name in the office oft the fiscal agent sO long as an identifier is used that can be traced under an audit to the child. Fiscal records shall be maintained in conformity with the accounting practices of the City of Suffolk and the requirements oft the Children's Services Act. An annual audit of the total revenues of the team and its programs will be conducted through the regular annual audit ofthe City of Suffolk. The fiscal agent shall expend funds for the purchase of services and will, on no less than a monthly basis, submit a request for reimbursement of the state-share of expenses from the State Fiscal Agent in the format provided by the Office of Children's Services. On a monthly basis, the fiscal agent will reconcile actual CSA reimbursements against expected reimbursements using local general ledgers, local CSA reporting system, and available reports on the CSA website mcavigilago. All expenditures and refunds forafiscal year will be submitted to the Office of Children's: Services no later than September 30 of the nextfiscal On ai monthly basis, the CSA Office shall generate a year to date compilation ofe expenditures and a statement of current obligations which shall be provided to the CPMT for review. As needed, the CSA Office will submit ai request to the state for supplemental mandated funds in The CSA office will at all times maintain at least two staff who are enrolled in the OCS website as Report Preparer to avoid delays in case of temporary unavailability of one. staff. In case ofthe absence oft the fiscal agent, ifneeded to avoid missing a deadline for submission of reimbursement requests, the CSA office will immediately contact the OCS office to assist in year. consultation with the CPMT and the fiscal agent. appointing another person in the role offiscal agent. Authorization and Payment ofCSA Funds for Services As defined in the section, Eligibility for Referral to FAPT and Services Purchased from the Funds Pool, all children and youth receiving funds through the pool must be assessed by the Family Assessment and Planning Team except routine foster care maintenance. Once the FAPT has recommended services and funding, the following steps will be taken to generate payment: 1)CSA Office prepares a purchase order (s): for approval by CPMT to accompany the FAPT service plan. See Appendix Ii for template ofPurchase Order. 2) Signature by the CPMT Chair will confirm approval oft the purchase order. The case manager and FAPT Chair will also sign the purchase order to confirm their 3) Copies oft the purchase order are forwarded to the vendor and the case manager by the CSA Office. The original purchase order will be maintained in the child'sCSA 4) The vendor will send a monthly invoice directly to the CSA office, along with a 5) On ai regular basis, generally weekly or monthly, the CSA Office reviews invoices received, compares them to purchase orders as approved by CPMT, and compiles 5) The case manager and his/her supervisor receives and reviews a copy oft the checklist 7) The locality finance office processes the checks on the basis ofthe signed checklist. 8) For payments that do not require aj purchase order signed by CPMT, the case worker will submit a request forj payment directly to the CSA Office with all pertinent information such as name and address of person to be paid, length of service, unit of service and cost per unit. These requests for payments can be ongoing as in the case ofi foster care maintenance until otherwise discontinued in writing by the case manager. Both the case. manager and his/her supervisor should sign these requests. The CSA Office will review the payments for compliance with CSA policy. A detailed list of these expenses by case name will be reviewed and approved by CPMT as noted by CPMT Chair signature on the detailed list as well as notation oft the total amount in the CPMT minutes. Steps 61 through 7 above will be followed to generate a The case manager is responsible for signing placement agreements according to the policies and procedures ofhis/her agency. Contracts with vendors can only be issued via the CSA Office in conjunction with local city policies and procedures. Ifquestions arise regarding the signing of placement agreements or forms which indicate financial responsibility, the case manager should refer these to the CSA Office for determination of knowledge of the funding request. file. written progress report. them into a computer generated checklist. and signs their approval for the requested payments. payment. (step 81 revised 10/19/22) which entity has authority to sign. Emergency Access to Pool Funds for Foster Care Children The local department ofs social services is authorized to spend a maximum of $15,000.00 per child on an emergency basis within a fourteen day period within the guidelines ofthe policy for emergency placements. Emergency placements are authorized only for children in the custody of Social Services and must be an emergency, defined as an immediate placement that is necessary because the child can no longer safely stay ini their current setting, whether the risk arises from their own behavior or that of others. This may include placements such as an emergency shelter, acute hospital, emergency treatment foster home, respite, sponsored residential home or emergency group home. Funds can be used for psychiatric residential treatment facilities. This policy does not apply to foster care youth over the age of18 who are participating ini the Fostering Futures program. When youth are: not appropriate for ai foster care level placement, DSS staff will document attempts to place at a lower level of care and/or justification for plaçement at a higher level of care. Attempts should be made to utilize providers already contracted with the City of Suffolk. Ifno contracted providers are available or appropriate, DSS staff must verify that the provider has a current, non-provisional license at the time of placement. An email must be sent to the CSA office within 5 calendar days outlining the aforementioned efforts and rationale for placement. Ifthe placement is eligible for Medicaid funding, the IACCT process must be started within 5 calendar days. The emergency placement must be approved by the Director of Social Services or his/her designee at the time oft the placement, documented in the foster care file, and reviewed by the Family Assessment and Planning Team within fourteen days (at a regularly scheduled meeting or emergency meeting). Upon review and assessment by FAPT, the plan will be submitted to the CPMT for approval at their next regularly scheduled The department ofs social services agency shall not be reimbursed for any expenditures which are: not of an emergency nature and which exceed either the time or financial limits meeting or per emergency request procedures. established herein. (Emergency policy revised 6/28/24) Emergency Access to Pool Funds for Children not in Foster Care All requests for services and funding for children not in foster care must be submitted to the Family Assessment and Planning Team on the appropriate FAPT forms. An emergency FAPT meeting may be scheduled at the discretion of the CSA Office in cases where services are needed before ai regularly scheduled meeting would occur. Upon assessment and approval by FAPT, the plan will be submitted to the CPMT for approval at their next regularly scheduled meeting or per emergency request procedures. Agencies (other than social services per emergency policy for foster care children) shall not be reimbursed for any expenditures which have not been approved by the FAPT and the CPMT. Community Policy and Management Team Emergency Request Procedures When services are needed before a regularly scheduled CPMT meeting would occur, the CSA Office will notify the CPMT Chair ofthe FAPT recommendations and service plan. The CPMT Chair has the authority to approve the request, convene a special called meeting, and/or to poll at least three CPMT: members prior to authorizing aj payment. Such cases will be ratified by the full CPMT at the next scheduled meeting. The CSA Office will submit a purchase order to the CPMT Chair for signature upon confirmation of the emergency approval. Rclmhunemct-kceverz of Funds from Other Sources Funds recovered and paid to the pool from individual client accounts (i.e. special welfare accounts, Social Security, SSI, Veterans Administration benefits, client trusts, parental contributions/fees and other funds collected for specific CSA eligible children) will be treated for accounting purposes as expenditure refunds. These expenditure refunds and a breakdown oft their sources are reported on the Reimbursement Request form. Contracts The Suffolk CPMT will oversee the process of contracting with vendors for purchase of services within the guidelines oft the City of Suffolk. Details on contract negotiation are outlined in the policy section, "Continuous Quality Improvement (CQI) & Utilization Review". Bids for New Services development ofs services. The CPMT shall follow City of Suffolk procedures when obtaining bids for the Restrictions on Use of Funds Pool The State Funds Pool shall be used exclusively for the direct purchase of services for children and their families deemed eligible for such services by the Suffolk City CPMT policies. Pool funds shall not be used for the provision of administrative services, or the provision of coordination or support staff. Pool Funds shall also not be used to supplant existing programs supported in any way by federal or state funds. Use of Administrative Funds Administrative, funds are, provided by the state with a required local match and can only be used for the dminhraton/ordimaton of services. Thesefunds cannot be comingled with state poolfunds for children' 's services. The, Suffolk fiscal agent will follow the required process to submit the administrative plan to the state fiscal agent no later than June 15!h of thej fiscal year to ensure payment by the state. The localities oft the City of Suffolk and the County of Isle of Wight have entered into ai regional agreement to pool administrative funding to hire a coordinator and additional staffa as needed to manage the CSA programs in those localities. Medicaid Funded Services The Suffolk CPMT shall use. Medicaid-funded services whenever they are available for the appropriate treatment of children and youth receiving services under CSA. Pool funds shall not be spent for any service that can be funded through Medicaid for Medicaid-eligible children and youth except when Medicaid funded services are FasterCareComersgatesCarelasmatReuirmsetifer-hel Families-First #PSAk-iAeSAy.deyewmgmamphat wawswAww erreiumiefemilyandeummy-Tel#SA-hasssAsHieseFregeremeNs AreeepieaealiyeHhwagaidR-simnet Pegram-@RTP)amdelieereheaenémimashingstaie)-illelV-Ffamaing unavailable ori inappropriate for meeting the needs ofa child. 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Adopted 4/20/22 Use ofState Pool Funds for Community-Based Behavioral Health Services For children and youth for whom community based behavioral health services will be purchased with pool funds, the FAPT shall maintain documentation that the child or youth meets the criteria established by DMAS (Department ofMedical Assistance Services) regulations for the specific community based behavioral health service to be provided. These services are identified as intensive in home, mental health skill building services and therapeutic day treatment. In such cases, FAPT will assess the child and then refer the case to Wesem-TidewaierESBerashnsisenntby: a licensed or licensed eligible clinician who is not the supervisor of or the providerofthe service for which approval is given. This licensed mental health professional will provide written approval with signaturefor the recommended: service. WTESB-will pamiwihinsdypafreeigdasumesswe Athreetiersiruehureiepreves yWRESB-Ppeperewbylsemierikerhsemseiglestimsm,2pepetrewew withe30minute-censuatien-withethelcemseehmealpyehelegisterpsyehatnsewhen cegritiveemetiemingermadsaksemsemsenpr.-actole-aeediagmesticend Aametienaesesmene-wihieehidemégeaiempeemtinhee-fommatefemeeds ssessmmentwhenitisielthats#helentdeumentae-S-aekimgece-conduerapepes review-Retes-fertheseserrices-wilbenegelisedemnuallybetiweenthe-SHON-CPM and-WTESB Poolfunds may be used to purchase an independent clinical assessment conducted in accordance with DMASregurememsfersac. assessment. This policy does not prohibit the locality from providing services that are appropriate to meet the presenting needs ofthe child. Such services would be services other than intensive inl home, mental health skill building services or therapeutic day treatment and may take the form of family preservation or family counselingsupport, parenting aides, substance abuse counseling, sex offender treatment counseling, or any other such service that does not meet the DMAS definition of community based behavioral health service. ee-Appendi-tereurentagremeNEWIP-IESB-orelealassessmentreview. Mental Health Initiative Funds Mental Health Initiative Funds are provided by the state to the Western Tidewater Community Services Board (WTCSB) for community based services for non-mandated youth. The FAPT or CSA Office may inquire of the CSB regarding the availability of MHI funds to meet the needs of non-mandated youth who are referred to FAPT. Suffolk CSA will utilize available special education wraparound, funds as needed. to serve children who qualify for this funding as follows: 1)the child must have an educational disability as evidenced. by a current IEP. 2) The services must be provided in the home or community and cannot be provided during the typical educational day ini the public school. setting. 3). All FAPICPMTregiremeas must be met prior to the service being provided. 4) Parents are clearly informed that anys such additional services are. separate from those specified in the IEP and are subject to policies Special Education Wraparound Funds regarding parental copay. Long Range Community Wide Planning long range community wide planning. On ai triennial basis, the CPMT will meet to review policies and procedures and address Nondiscrimination No person shall, on1 the grounds of race, religion, color, national origin, gender, lifestyle choice, socioeconomic status or handicap be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under or denied services or denied employment in connection with services purchased and/or provided by the Community Policy and Management Team, its activities, or its contractors. Any contractors must comply with the provisions and: requirements ofTitle VIofthe Civil Rights Act of1965 and its implementing regulations of 28 CAR 41.101 et seq. The grantee must further comply with Section 504 of the Rehabilitation Act of1973, as amended and its implementing regulations; the Age Discrimination Act of 1973, as amended, and its implementing regulations and Title IX of the Education Amendments of1972. Revised 6/17/20 4.5.2 Time Frames Regarding CSA Pool Reimbursement 4.5.2.1 Purpose To provide guidance to local Children's Services Act (CSA) programs regarding the fiscal process related to pool fund reimbursement. 4.5.2.2 Authority A. 2.2-2648.D.3 of the Code of Virginia requires the State Executive Council for Children's Services (SEC) to "Provide for the establishment of interagency programmatic and fiscal policies developed by the Office of Children's Services, which supportt the purposes of the Children's Services Act (S2.2-5200 et seq.), through the promulgation of regulations by the participating state boards or by administrative action, as B. Section 2.2-2648.D.19 of the Code of Virginia requires the State Executive Council for Children's Services (SEC) to "Establish and oversee the operation of an informal review and negotiation process with the Director of the Office of Children's Services and a formal dispute resolution procedure before the State Executive Council, which include formal notice and an appeals process, should the Director or Council find, upon a formal written finding, that a CPMT failed to comply with any provision of this Act. 'Formal notice' means the Director or Council provides al letter of notification, which communicates the Director's or the Council's finding, explains the effect of the finding, and describes the appeal process to the chief administrative officer of the local government with a copy to the chair of the CPMT. The dispute resolution procedure shall also include provisions for remediation by the CPMT, which shall include a plan of correction recommended by the Council and submitted to the CPMT. If the Council denies reimbursement from the state pool oft funds, the Council and the locality shall appropriate." develop a plan of repayment." Adopted: June 30, 1995 Effective: June 30, 1995 Revised: 1996, 1997,1998,1999, 2000, 2009,2012, 2024 Page 1 of4 4.5.2.3 Definitions "Final Year-End Report" means the last request for reimbursement submitted by al locality to "Fiscal Agent" means the individual designated by the locality as responsible for the final approval and: submission of CSA1 financial documents to the Office of Children's Services.2 "Fiscal Year" means the period that begins ont the first day of Julyt through the last day of June "Good Cause" means a substantial reason or legal justification for failing to appear, act, or respond to an action. The burden ofe establishing good cause rests on the locality requesting a the OCSt for the previous fiscal year. oft the succeeding year. waiver from the September 301 final year-end report. Good cause may include: Astate of emergency declared by the President, Governor, or appropriate local authority that results in the closure ofl local government offices on September 30 or that otherwise limits al locality's ability to submit reimbursement requests Ad documented failure of local information technology systems that prevents submission of reimbursement requests. Suchi failures occurring before September 30 should be communicated to the Office of Children's Services as Afailure of the OCS: system of record for submitting reimbursement requests. Instances where provider invoices to localities are delayed pending resolution Failure to adopt, implement, and carry out local procedures to reconcile actual CSA reimbursements against expected reimbursements using local general ledgers, Pool Fund Distribution History, and the Pool Transaction History Failure of the local fiscal agent to approve reimbursements submitted by the Failure to obtain and/or process invoices received from service providers for services provided through June 30 of the previous fiscal year. Fiscal years are divided into four quarters (July 1 - September 30; October 1 - December 31; before the September 30 deadline. soon as practicable upon discovery. ofa appeals of Medicaid denials of payment. Good cause does noti include: reports on the CSA website www.saMiginia.gow. local report preparer. January 1 - March 30; and April 1 -J June 30). 2The OCS information technology systems allow only as singlei individual tos serve as the fiscal agent at any given time. Localities should contact OCS ift the currently designated local CSA1 fiscal agent cannot complete approval of reimbursement requests. OCS willa assist thel locality in establishing an alternate fiscal agent. Adopted: June 30, 1995 Effective:. June 30, 1995 Revised: 1996, 1997, 1998, 1999,2000,: 2009, 2012,2 2024 Page 2of4 "Report Preparer" means the individual designated by the locality to process local CSA expenditures such that they may be submitted tot the Fiscal Agent for approval and submission to the Office of Children's Services.3 "Waiver" means an extension oft the time frame in which a locality may submit the final year- end report. 4.5.2.4 Pool Fund Reimbursements A. The Office of Children's Services will not accept final claims for reimbursements for prior B. Localities may: submit requests for reimbursement to the Office of Children's Services monthly but must report at least every quarter. An reimbursement report shall be generated and submitted for each calendar month, even ifi it indicates no expenditures C.A Alocalityr may request a waiver to the September 30 final year-end report requirement 1. Submitting a written request to the OCS Executive Director before or after the 2. The OCS Executive Director will grant or decline a waiver based on their 3. Ifak locality does not agree with the OCS Executive Director's determination of "good cause,"t they may request an appeal of the decision through the State year payments after September 30 of the next fiscal year. were made during that month. specified in 4.5.2.4.A. .by: September 30 cutoff date. determination that "good cause" exists. Executive Council's dispute resolution policy (Policy 3.4). D. Localities shall adopt and implement procedures to reconcile actual CSA reimbursements against expected reimbursements using local general ledgers and the Pool Fund Distribution History, the Pool Transaction History, and other available reports E. Localities shall adopt procedures to address position vacancies, including temporary unavailability, in the roles of Report Preparer and/or Fiscal Agent that impact the timely on the CSA website Wwww.caMirginagoy. submission of the CSA reimbursement requests. Localities should contact OCSi ift the currently designated local CSA report preparer(s) is/are unable to prepare reimbursementi requests. OCS will assist the locality in establishing additional report preparers. Adopted: June 30, 1995 Effective: June 30, 1995 Revised: 1996, 1997, 1998, 1999,2000, 2009,2012,2024 Page 3 of4 4.5.2.5 Services. Policy Review This policy will be subject to periodic review by the State Executive Council for Children's Adopted: June 30, 1995 Effective:. June 30, 1995 Revised: 1996, 1997,1998,1999,; 2000, 2009, 2012, 2024 Page 40 of4 COMMONWEALTH of VIRGINIA OFFICE OF CHILDREN'S SERVICES Administering the Childrens Services Act SCOTTI REINER, M.S. Executive Director To: From: Date: Subject: CPMT Chairs CSACoordinators Scott Reiner, Executive Director January 6, 2025 banlur Permanency Support/C Care Coordination Service The Office of Children's Services (OCS) has received inquiries about our position on the purchase of a community-Dased service, often termed permanency supports" or "care coordination" for children and families involved with local departments of social services in various ways, including reunifying after placement in agency resource (foster) homes, relative (kinship) foster care, kinship placements under the new Parental Child Safety Placement The service is being offered by several providers, typically a Licensed Child Placing Agency (LCPA), and in many ways resembles the Treatment Foster Care (TFC) Support, Supervision, and Administration service, a standard component of CSA-funded TFC. Although this service is modeled on TFC, TFC is al licensed foster care service established in Virginia Department of Social Services regulations and State Executive Council for Children's Services policy. These programs offer a common set of service components (e.g., an assessment evaluation leading to a service plan, 24-hour crisis response, parent/caregiver training and support, skill- building, and behavior management guidance). The service has been offered with a 'bundled" pricing model, typically with a daily rate beginning at around $100, increasing depending on the Program, and adoption stabilization. provider's rate sheet, and charged seven days per week. The following represents the opinion of OCS regarding this service: OCS is committed to supporting innovative approaches that meet the needs of children and families and are individualized, cost-effective, accountable, and transparent. We believe the current 'bundled' pricing models do not fully align with these principles. Therefore, we encourage the 'unbundling' of services to ensure each component is identified and priced, and each component's number of hours/units is clearly outlined. We recommend that the local CSAprogram authorize specific hours for components such as crisis response. These hours would then be billed as utilized. As with any other service, the child-specific service package should be reviewed and modified by the FAPT/CPMT on a regular basis. 1604: Santa Rosal Road, Suite 137.R Richmond, Virginia 23229-5008 PHONE: 804-662-9815 FAX: 804-662-9831 WEB:wwwsavigniagow Permanency Support/Care Coordination Service January 6, 2025 Page 2 Local CSA programs should ensure that service components do not duplicate the case management responsibilities ofl local department of social services (LDSS) family service specialists, as those activities remain the responsibility of the LDSS and cannot be Where available and appropriate, evidence-based interventions fundable through the Family First Prevention Services Act with federal/state title IV-E funds should be considered, as these draw down 50% federal funding and do not require local matching funds. In particular, High-Fidelity Wraparound might be considered and is eligible for Title IV-E reimbursement for children with an open In-Home Foster Care Prevention case While OCS is responsible for offering guidance reflecting how CSA funds can be utilized in the most cost-effective and accountable manner while respecting local flexibility in the program's administration, local CSA programs are reminded that OCS does not have the authority to prohibit purchasing the 'bundled service.' Doing sO would not create an audit risk (outside purchasing services that duplicate local public agency staff responsipilities). Youth currently being served under al bundled rate may continue until their next scheduled FAPT review or such Your role in this decision-making process is crucial, and we appreciate your attention to this issue. Thank you for your continued dedication to improving the lives of children and families in supplanted with CSAfunding. through an LDSS. time the CPMT may direct otherwise. our community. ever feels that they ort the child(ren)'s safety orv well-being isat risk, the worker wille endt thev visit andt take any necessary: steps to ensure thes safety oft the child(ren). The purpose of Supportive Visitation istoy provide as safe, supportive environment between child(ren) anda ar non-custodial parent/family member(s) to repair family relationships where damage has occurred, e.g. abusea and neglect, without the child(ren) being put in the middle ofthe parents' /family memberls) conflicts ord other difficulties. This service is appropriate fori families seekingt tor maintain family UMFS Family Stabilization: Services improve familyf functioning Family Support Services andi increase child well-being by providing individualized, flexible services tor meet at family's specific needs. This service may be provided inc order tor maintain orr reunify families. Family Stabilization Services are customized tor meet the child/family's individual needs. This service is availablet to children andy youth, Comprehensive Case Coordination (CCC) isas stabilization service Other offeredt to family who requires assistance with linking the services needed tos stabilize the family, and ensure the safety, permanency, and well-being oft the child. This servicei is provided tot families with children ages birth to2 21. This program mirrors thel level ofs services of Treatment Foster Care: andi isi intended for youth who dor not meet the requirements for) Treatment Foster Care. Youtho can! bei inb birth homes, LDSS placements, adoptive homes, kinship orf fictivek kinl homes. Can! be used as step down, Thet table describing Treatment Foster Carei is applicable here for average of1 12to 145 sessions over three tof five months. FFT works primarily with 11- to 18-year-oldy youth who have been connections and/or reunify. Family Stabilization birth through 21 years. Comprehensive Case Coordination prevention, etc. levels and sof forth. Functional Family Therapy FFTi isa short-term, higho quality Intervention program with an Functional Family" Therapy COMMUNITY BASED SERVICES Effective July 1,2 2024 through June 30, 2025. Revised July 1,2024 UMFS Unit Fredericksburg Lynchburg NOVA Richmond South Hill Tidewater Month Not Offered Not Offered. $1,446.09 $1,205.09 $1,205.09 $1,205.09 FAMILY CARE:SERVICES Community Respite Intensive Care Coordination (ICC) Supervised Visitation Supportive Visitation Family Stabilization Functional FamilyTherapy Day Day $150,63 Not offered $155.46 $150.63: Not offered $150.63 Family Support Partner Hour Not Offered Not Offered $62.37 Not Offered Not Offered $60.25 Hour Hour Hour $48.20 $78.33 $60.25 $70.56 $48.20 $78.33 $60:25 Not offered $81.14 $49.89 $81.08 $62.37 $48.20 $78.33 $60,25 $48.20: $78.33 $60.25 $48.20 $78.33 $60.25 $70.56 Not offered Not offered TRADITIONS OF CARING & COLLABORATING FAMILY SERVICES Traditions of Caring & Collaborating- Kinship Family Training Traditions of Caring & Collaborating -Kinship Family Training (w/home study) $1,136.10 $2,271.15 $2,271.15 Diligent Search (Family. Find) 0-4 Years Old Unit. Month 5-12 Years Old 13+ Years Old See TFC: Basic Maintenance. rates Determined by VEMAT Score See Table: Below' See Communjty, Respite Rate Above: See BasicMaintenance: Rates TFC COMPREHENSIVE CARECOORDINATIONSERVICES Comprehensive Care Coordination Maintenance Basic Comprehensive Care Coordination Maintenance Enhanced Month Comprehensive Care Coordination Support, Supervision & Month Administration ADOTIONALCCCENVCES CCC Respite Dépendent Cares Day Month Level I 126.00 126.00 126.00 126.00 126.00 126.00 Non-Treatment Levelz 89.00 89.00 89.00 89.00 89.00 89.00 Unit Assessment Level Level 2 147.00 147.00 147.00 I47.00 147.00 47.00 Level 3 166.00 166.00 166.00 166.00 166.00 166.00 COMPREHENSIME: CARE COORDINATIONSUPRONI,SUPERVSONEADMINISTRATION Fredericksburg Lynchburg Northern Virginia Richmond South Hill Tidewater Day Day Day Day Day Day 154.00 154.00 154.00 154.00 154.00 (54.00 Only offered in certain locations. an individual enrolled in CCC, 2 Thereare 10C days of Communl/heplebultno: the. CCC enrollment. This rate applies for respite days in excess of 10 days for 3 Dependent Careisap pass-throughamount that goes directly to the foster home where the dependent child is placed with their parent. This rate is only used when. the dependent child is placed in the same home as their parent. Tor make a referral please contact 1.355.367.8637 or www.umfs.org.