City of Suffolk Community Policy and Management Team Wednesday, February 19,2025 9:00 am - 12:00 pm Social Services Building, Training Room A 1. Call to Order 2. Approval oft the minutes oft the January 15, 2025 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 A. Internal Procedure for Stipend Payment to Parent Representatives- submitted to legal B. Draft of Revised Policy VIII. Fiscal Policy (enclosure) C. Items from Members 7. New Business A. Change of] Fiscal Agent (Wendy Warfel) B. Contract Update (enclosure) C. Request for New Provider - Children's Home Society - Family Check up (Evidence Based) D. Policy & Procedure Review- --Suffolk CPMT Bylaws, Policies & Procedures Suffolk FAPT enclosure (enclosure) E. CQI-CQI Observations (none) F.I Items from the Members (Updates from Member Agencies) 8. Adjourn CPMT Officers 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 Maintain reduction ini number of children in congregate care placements at noi more than 20% oft 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). 3) Achieve 75% successful discharges from services per provider for CSA funded services (This would include step 4) Increase public awareness of CSA to ensure equitable and equal access to all levels ofs services to all youth based on community demographics. (Conduct at least 6 educational trainings in local communities throughout the fiscal year. Additionally, distribute 500 informational pamphlets through various channels such as schools, community down tol lower level of care or permanency, i.e. return home.) partner agencies, and outpatient providers.) City of Suffolk Children's! Services Act January 15, 2025 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) Rachel Lewis - CSA Coordinator Marli Laudun- Suffolk Health Dept. Nicole Porter - City of Suffolk Vonda Warren-Lilly - WTCSB Wendy Terry- Parent Representative Members absent: None Guests Present: Wendy Warfel - Assistant Director of Finance, City of Suffolk 1. CPMT Vice-Chair Taylor called the meeting to order at 9:12 am. 2. CPMT Vice-Chair Taylor entertained a motion for the approval of the December 18, 2024 meeting minutes. Motion made by Wendy Terry to approve the minutes as written, seconded by Wendy Warfel. All are in favor and the motion passed. 3. CSA Coordinator Rachel Lewis reviewed the Financial Report as of. January 15, 2025. Based on projected expenditures, additional money will be needed from the city. Wendy Warfel will mention this to the finance dept. CPMT Vice-Chair Taylor entertained a motion for the approval of the financial report. Motion made by Kim Jennings to accept Financial Report as written, seconded by Marli Laudun. All are in favor and the motion passed. 4. CLOSED SESSION CPMT Chair Sheridan Meriwether 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 Sections2 2.2-3711are to be discussed. Kim Jennings motions to enter closed session. Nicole Porter seconds motion to enter into closed session. All are in favor and the motion passed. 5. RETURNTO OPEN SESSION - CPMT Chair Meriwether entertained a motion to move out of Closed Meeting. Ms. Jennings motions to enter open session. Ms. Vonda-Lilly seconds the motion. All are in favor and the motion passed. Ms. 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 lawfully exempted from statutory open meeting requirements and 2) public business matters identified in the CPMT Chair Meriwether entertained a motion to approve all cases presented from FAPT. Ms. Hodge entered the motion to approve all cases presented and appropriately discussed. Ms. Laudun seconded the motion. All are in favor and the motion passed. motion to convene the closed meeting. All Affirmed. Total CSA request approved $61,879.12. 6. Old Business A. Internal Procedure for Stipend Payment to Parent Representatives - submitted to legal: a. No update from the legal department. City Manager's office is in favor but is waiting to present the measure to City Council. B. Follow Up Discussion: Use of Non-Contracted Providers (enclosures - Contract Negotiation Policy, Emergency Policy for Foster Care): a. Chair Meriwether entertained a motion for CPMT to not use any vendors that are not under a contract with the City of Suffolk. Ms. Porter entered the a. Team reviewed the draft and made several additional revisions. Ms. Lewis will make the proposed revisions and send them out to members for formal motion and was seconded by Ms. Jennings. - D Draft of Revised Policy' VIII. Fiscal Policy OCS Policy 4.5.2.4 review and vote at the February meeting. D. Items from Members: a. None at this time. 7. New Business A. OCS Memo: Permanency Support/Care Coordination Service - Contact Negotiation Policy, Emergency Policy for Foster Care: a. OCS does not believe a bundling of services is consistent with best practices and: services should be 'unbundled". Services should not duplicate the services of social services. However, OCS cannot dictate what services CPMT authorizes for care. Ms. Lewis will reach out to vendors to give feedback on the guidance received from OCS. B. Policy and Procedure Review - Suffolk CPMT Mission/Major Principles/Code of Ethics a. Ms. Jennings moved to approve the Suffolk CPMT Mission, Major Principles, and Code of Ethics as written with no changes. Ms. Laudun seconded the motion. All approved the motion and it passed. C. CQI Observations- = Cans Report on Dashboard: a. Ms. Lewis reviewed our change over time for strengths based on number of yearsi in care. Longer length of care had significant improvementsy/ncrease in overall and school based strengths as compared to the rate of the state b. Significant mprovement to strengths and behavioral/emotional needs for overall and school based. youth who receive private day and SPED Wrap funds. D. Items from Members- a. Ms. Jennings has two new juvenile court service unit staff. Brand new and will be sitting in on FAPT. 8. Adjourn - CPMT Chair Sheridan Meriwether entertained a motion to adjourn the meeting at 11:05 a.m. Motion to adjourn made by Ms. Laudun and seconded by Ms. Jennings. All are ini favor and the motion passed. Recorded by. Jenny Hodge, CPMT Secretary, Executive Director of Tidewater Youth Services Commission, Public Provider Representative. VIII. FISCAL POLICY Management of the Interagency Budget The interagency budget shall consist of all 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 Office 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 behalfofas specific child (or list of specific children). Itis 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 oft the City of Suffolk and the requirements of the Children's Services Act. An annual audit oft 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 oft the state-share of expenses from the State Fiscal Agent in the format provided by the Office of Children's Services. To ensure proper reconciliation of CSA reimbursements against expected reimbursements, the City ofSuffolk will follow a structured process using the tools and resources available on the CSA website wwcaviginlagoy. This process includes accessing the Local Government Reporting system via a secure link, using appropriate login credentials and verification methods, and navigating to the relevant reporting module. Within this system, thej fiscal ageent reviews and compares financial data across multiple sources, including the LEDRS uploaded file, the current reimbursement request, and the CSA coordinator's report. Once all data is thoroughly reviewed and verified for accuracy, the reimbursement request is approved within the system, ensuring alignment with local general ledgers and CSAfinancial records. All expenditures and refunds forafiscal year will be submitted to the Office of Children 's Services no later On ai monthly basis, the CSA Office shall generate a year to date compilation of expenditures and a statement of current obligations which shall be provided to the CPMT for review. As needed, the CSA Office will submit a 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 ofone staff. In case ofthe absence of thej 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 than September 30 of the nextj fiscal year. consultation with the CPMT and the fiscal agent. appointing another person in the role offiscal agent. Authorization and Payment of CSA 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 Ifor template of Purchase Order. 2) Signature by the CPMT Chair will confirm approval ofthe 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's CSA 4) The vendor will send a monthly invoice directly to the CSA office, along with a 5) Onar regular basis, generally weekly or monthly, the CSA Office reviews invoices received, compares them to purchase orders as approved by CPMT, and compiles 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 oft the signed checklist. 8) For payments that do not require aj purchase order signed by CPMT, the case worker will submit ai request for 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 of 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 oft these expenses by case: name will be reviewed and approved by CPMT asi noted by CPMT Chair signature on the detailed list as-welras-motatien-ofthe-tetal ameuntin-the-CPMTminutes. 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 CSAOfiee Purchasing Department of the City ofSuffolk 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 ofwhich entity has authority to sign. knowledge oft 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) 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 oft the 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 in their current setting, whether the risk arises from their own behavior or that ofothers. 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 in the Fostering When youth are not appropriate for a foster care level placement, DSS staff will document attempts to place at a lower level of care and/or justification for placement at a higher level ofcare. Only providers who are currently contracted with the Cityo of Suffolk can be utilizedfor placements.: AlempsshouAemaelps#iepewdes readycentracted-w#HneCiyeFseFSe#tel-Fme-centrmeleéproviderseare-ayaHable-er pprepmate,DSS-sttmusivenytnatmeproweerhaseeuremtmen-provisiemal-lieense Hetimeetp-aeemen: 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 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 Futures program. 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 a 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 of the 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 a 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. Reimbursements-Recovery 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 of 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 ofthe City of Suffolk. Details on contract negotiation are outlined in the policy section, "Continuous Quality Improvement (CQI) & Utilization Review". Bids for New Services development of services. Restrictions on Use of Funds Pool The CPMT shall follow City of Suffolk procedures when obtaining bids for the 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 ofadministrative services, or the provision ofcoordination 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 dmimaratocorimaton ofservices. 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 15th ofthefiscal) year to ensure, payment by the state. The localities ofthe City of Suffolk and the County ofI Isle of Wight have entered into a regional agreement to pool administrative funding to hire a coordinator and additional staff 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 unavailable or inappropriate for meeting the needs ofa child. FosterCareCengrsaear."asmathestirememi-erthePamiie-lint #PSAy8SwithtaeCSAytemofweappeehencumge--mort-femiy-based Plaeementsto-be-she-temm-foeusingemindwdalehléresmeets,eméprepatringthem ferreturre-familyandcemmsniy-Hhe#PSAessiablishesaseriesefreguirements eracengiegsecere-aeelylekedeigedssa@aHedResidemial-Presiment Pregram-@RPP)anéeigibletereeeieederalamndmaiehmgsiateiteeV-Efunding: Fe-requrements-teRtste-becemeeeRIP-meeaaumemfermeereatmemt-medek; ereliemappreoveytecHN4esBaresemseeraseesibiemediea-end imeaisiaffewaiahie24ywmdyprewesahe.-familiesamdfimily based-atereare-suppert-SuelAmdCSA-are-betheneeuraged-te-prieritize-the-use FgRP-desigmate-BeH#eS-WRempemgyesateeearepregrams. HHeV-E-fundsearomlybe-set-erpem-ameboaréeréamtdalysupervssien-eharges-fer herapeute-group-hemeStharaFAeheVeHRe-designatienFthe-testereare-youth-nas been-determined-tedebelV-Eelgible.-V-F-fumdseammetberused-ferpsyehiatrie residentia-treatmentBeHESPRI-FtmeplaeemeementismotdesignatedQRIP,- unds-ea-enty-be-uet-erwptethe-s4daysefthe-plaeement: WhemaeitereareyewtpamaelOAN-Beigblysialu), ndéitienal-requirememistebecempletedbyS-eEDSSimeladethe-fellewing-,within daysetplaeememt,AP-eseSeREmmebyesiatequaled-assesserte etemmine-iftheplaeementsePprepsate,2)w#h-6-days-eplaeementya-courtreview mustiaheplaeoapeeeteRRRNesmerappove heplacement.DSShas30days-emsteofthecoetheuingiemmovethe-ehleand W-E-funds-ean-be-sedurimgthe3eaytmepereee-HFReceHEsHeld-a hearingwithin-60-dayseFtheplasemeNt,H#elV-Efumdimgearbeusedenly-ferthe-fisst days-iftheyesthegwPeroNermaNPPmemthsera yeuthaged12eryoangerremains-neengregste-eare-lementh,theeQRIPplacement PreventionServieesAetFFPSA) mustbe-reviewede-bytme-VpSSCCOmiSSieRe: Adopted 4/20/22 Use of State Pool Funds for Communify-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-idewaercsterachnrerecertassessmemtly 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 signature for the recommended. service. WTCSB-wi!l paméwinsdyefrseigdsumeaswn Athreetierstruehurelare-wil-beprevided 6yW-TESB-Ppaperewbyiceteriserhseseigectimam,2peperrewew wiha39miniesemsukeemielaurpyalaieie-when cogntve-unetonimgermetiealeeneemsarepresent,3-mcele-aee-dagmestie-ane ametiemsa-asesmentieahldemégemdmpesemtiniee-feommatefemeeds BssEsmeNEwhemitewasamislaingekingiecendaetapaper review. Rates-ferthese-seservies-wil-benegetiatedanmealybelweenthe-SHfOCPMT and-WTESB. Poolfunds may be used to purchase an independent clinical assessment conducted in accordance with DMASr requirements.forsuch 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 in 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 ofcommunity based behavioral health service. Se-Apendk-lHoroureuPeMgeeHAinisaasesieNtreviw. 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 oft 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 qualifvfor 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 in the public school setting. 3). All FAPT/CPMT requirements must be met prior to the service being provided. 4) Parents are clearly informed that any 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 a triennial basis, the CPMT will: meet to review policies and procedures and address Nondiscrimination No person shall, on 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, ori its contractors. Any contractors must comply with the provisions and requirements ofTitle VI oft the Civil Rights Actof1965 and its implementing regulations of 28 CAR 41.101 et seq. The grantee must further comply with Section 504 oft the Rehabilitation Act of 1973, as amended and its implementing regulations; the Age Discrimination Act of1973, as amended, and its implementing regulations and Title IX oft the Education Amendments of 1972. Revised 6/17/20 2/14/25, 11:15AM $2.2-5204. Community policy and management team; appointment; fiscal agent 2/14/2025 Code of Virginia Title 2.2. Administration ofGovernment Chapter 52. Children's Services. Act $2.2-5204. Community policy and management team; appointment; fiscal agent. Every county, city, or combination of counties, cities, or counties and cities shall establish a community policy and management team in order to receive funds pursuant to this chapter. Each such team shall be appointed by the governing body of the participating local political subdivision establishing the team. Ini making such appointments, the governing body shall ensure that the membership is appropriately balanced among the representatives required to serve on the team in accordance with $2.2-5205. When any combination of counties, cities or counties and cities establishes a community policy and management team, the board ofs supervisors ofe each participating county or the council in the case of each participating city shall jointly establish the size oft the team and the type of representatives tol be selected from each locality in accordance with $2.2-5205. The governing bodies of each participating county and city served by the team shall appoint the designated representatives from their localities. The participating governing bodies shall jointly designate an official ofone member city or county to act as fiscal agent for the team. The county or cityt that comprises a single team and the county or city whose designated official serves as the fiscal agent for the team in the case ofj joint teams shall annually audit the total revenues oft the team and its programs. The county or city that comprises a single team and any combination of counties or cities establishing ai team shall arrange for the provision of legal services to the team. 1992, CC. 837,880,92.1-750; 2001,c.844. tpe/lewlsighagwagvacd22ehpeaplef2secion226204 1/1 SUFFOLK VENDOR CONTRACTS! FY2025-2026 DATE RECEIVED LICENSE FROM CITY INSURANCE RATES W-9 NAME OF AGENCY Abundantly Blessed, LLC Alicia's Place All Around Achievers Alpha House Assuage Solutions Bair Foundation Barry Robinson Center Braley & Thompson Bridges Treatment Center Childhelp CHKD Compass Youth Cornerstone Cumberland Hospital Divinely Directed Svcs Dom Svcs for All People East End Academy Elk Hill Embrace Foster Care Extra Special Parents Families First ofVa RECEIVED 1/27/2025 9/20/2024 Rachel email 8/6 11/15/2024 5/2/2024 RECEIVED RECEIVED RECEIVED Perf. Data 5/23/2024 5/23/2024 5/23/2024 5/23/2024 9/20/2024 9/20/2024 9/20/2024 5/29/2024 10/2/2024 5/29/2024 11/15/2024 11/15/2024 5/2/2024 5/2/2024 5/2/2024 5/2/2024 5/2/2024 5/29/2024 5/29/2024 5/29/2024 5/29/2024 5/29/2024 5/29/2024 12/12/2024 12/12/2024 12/12/2024 12/12/2024 12/12/2024 10/29/2024 10/29/2024 10/29/2024 10/29/2024 10/29/2024 7/17/2024 9/26/2024 7/17/2024 7/17/2024 7/17/2024 7/17/2024 9/26/2024 9/26/2024 9/26/2024 9/26/2024 9/26/2024 11/26/2024 11/26/2024 11/26/2024 11/26/2024 11/26/2024 10/25/2024 10/25/2024 10/25/2024 10/25/2024 10/25/2024 10/10/2024 10/10/2024 10/10/2024 10/10/2024 10/10/2024 1/27/2025 7/31/2024 7/31/2024 7/31/2024 7/31/2024 10/10/2024 10/10/2024 10/10/2024 10/10/2024 10/10/2024 10/10/2024 7/22/2024 8/23/2024 7/22/2024 7/22/2024 7/22/2024 7/22/2024 7/22/2024 8/23/2024 8/23/2024 8/23/2024 8/23/2024 23-Aug Family Preservation Services Rachel email 8/6 First Home Care/Health Connect contract in circulation Fostering a Better Future Gatewood Homes Grafton Hallmark Youthcare Harbor Point Hopetree Family Svcs Hughes Center 10/10/2024 10/10/2024 10/10/2024 10/10/2024 10/10/2024 7/17/2024 6/17/2024 6/26/2024 9/24/2024 7/17/2024 7/17/2024 7/17/2024 7/17/2024 5/29/2024 6/17/2024 6/17/2024 6/17/2024 6/17/2024 6/17/2024 6/26/2024 6/26/2024 6/26/2024 6/26/2024 6/26/2024 9/24/2024 9/24/2024 9/24/2024 9/24/2024 Impact Living Services Impact Mental Health Integrated Health Svcs Intercept Youth Jackson-FEILD Homes Liberty Point Lutheran Family Svcs MARCS Agency Milestone Mile High Kids National Counseling Group Newport News Beh Center NDUTime Youth & Family Svcs Norris Academy (11/27/24) North Spring Optimum Youth Services The Patches Group PICF Training Institute Plan Bee Academy Poplar Springs Hospital Purvis Network-Bell's Haven Rawles & Associates Serenity C8 & CInc. Seton Youth Shelters SH Varsity (Rivermont School) Skill Builders Straight Street Roanoke Valley Strategic Therapy Associates Teen Titans Group Home Timber Ridge UMFS Up Center 10/30/2024 10/30/2024 10/30/2024 10/30/2024 9/5/2024 7/17/2024 6/7/2024 9/5/2024 9/5/2024 9/5/2024 9/5/2024 9/5/2024 7/17/2024 7/17/2024 7/17/2024 7/17/2024 7/17/2024 6/7/2024 6/7/2024 6/7/2024 6/7/2024 6/7/2024 10/22/2024 10/22/2024 10/22/2024 10/22/2024 10/22/2024 Keys Academy/Health Connect contract in circulation; 5/29/2024 6/17/2024 6/17/2024 6/17/2024 6/17/2024 6/17/2024 6/17/2024 10/10/2024 10/10/2024 10/10/2024 10/10/2024 10/10/2024 10/10/2024 10/28/2024 11/6/2024 5/29/2024 9/16/2024 9/16/2024 9/16/2024 9/16/2024 11/6/2024 11/6/2024 11/6/2024 11/6/2024 11/6/2024 5/29/2024 5/29/2024 5/29/2024 5/29/2024 1/27/2025 12/31/2024 12/31/2024 12/31/2024 12/31/2024 11/6/2024 9/12/2024 COI requested from owner 6/3/2024 9/12/2024 9/11/2024 8/8/2024 5/23/2024 2/10/2025 8/12/2024 6/17/2024 7/19/2024 11/6/2024 11/6/2024 11/6/2024 11/6/2024 9/12/2024 9/12/2024 9/12/2024 9/12/2024 9/12/2024 6/7/2024 6/7/2024 6/7/2024 6/7/2024 5/29/2024 9/12/2024 5/29/2024 5/29/2024 5/29/2024 9/11/2024 8/26/2024 5/29/2024 9/11/2024 7-Jun 8/8/2024 8/8/2024 5/29/2024 8/8/2024 8/8/2024 5/23/2024 5/23/2024 5/23/2024 5/23/2024 5/23/2024 2/10/2025 2/10/2025 2/10/2025 2/10/2025 2/10/2025 8/12/2024 8/12/2024 8/12/2024 8/12/2024 5/29/2024 5/29/2024 5/29/2024 12/12/2024 11/18/2024 12/12/2024 11/18/2024 12/12/2024 6/17/2024 6/17/2024 6/17/2024 6/17/2024 6/17/2024 6/10/2024 6/10/2024 6/10/2024 6/10/2024 10-Jun! Tidewater Youth Svcs Comm. contract in circulation 8/8/2024 5/29/2024 8/8/2024 8/8/2024 5/29/2024 8/8/2024 8/8/2024 5/29/2024 5/29/2024 5/29/2024 5/29/2024 5/29/2024 Virginia Electronic Monitoring Virginia Home for Boys/Girls Visions of Tomorrow Western Tidewater CSB Youth for Tomorrow- Ztrip single case 7/31/2024 7/12/2024 9/26/2024 8/8/2024 6/7/2024 7/12/2024 7/12/2024 7/12/2024 7/12/2024 26-Aug 9/26/2024 9/26/2024 9/26/2024 9/26/2024 9/26/2024 8/8/2024 8/8/2024 8/8/2024 8/8/2024 8/8/2024 6/7/2024 6/7/2024 6/7/2024 6/7/2024 2/5/25, 10:14AM Follow-up from This Morning's Contracting Process Discussion- Rachel W. Lewis Outlook Outlook Follow-up from This Morning's Contracting Process Discussion From Toya Taylor taylor@suffolvaus) Date Wed 2/5/2025 10:10AM To Jay Smigielski smgesesufolaus> Cc Rachel W. Lewis Tlews@sufiolvausy Harry Cromer hctomeresufolvaus) Good morning Jay, Itruly want to thank you for taking your time to educate me about the purchasing process. The wanted to provide some of my notes from the meeting to insure that I wrote down everything information you shared is tremendously helpful. correctly. Will you please review? Documents/ /actions needed for contract must be current and are: 1. License 2. Insurance 4. Rate Sheet 5. W-9 3.A Add City of Suffolk to Insurance 6.p proof of authority to business in VA (form) -S SCC# can be verified at htps/Cssviginasevfntiearh/ndes 7.p proof of ownership for corporations, this can be confirmed at tpsy/csMiginageyntivearhinces 8. cover sheet with current contact information 9. operating agreement for LLCS 10. board resolution identifying who can sign by name and title (only needed for first time vendors or signatures from people who are not identified on SCC website; can be done by Docusign) Contracts must be signed in the following order: 1. Jay for City Purchasing 2. Rita for City Risk Management 3. Cromer for Department 4. Company representative 5. City Attorney 6.City Manager At this time, the City Attorney is only allowing original signatures on contracts. At this time, the City is not accepting cold requests for new contracts as the RFP process is closed. However, if we need a vendor to use a vendor in order to access services for the children /elderly/ disabled people that we serve, we can move them through the process outside of the RFP process. A new RFP will go out in February 2026 for contracts beginning in. July 2026. about:blank 1/2 2/5/25, 10:14AM Regards, toya Follow-up from This Morning's Contracting Process Discussion- Rachel W. Lewis - Outlook Toya N. Taylor, MS, PMP Assistant Director Suffolk Social Services 135 Hall Avenue Suffolk, VA 23434 Mobile 757-404-8890 Desk 757-514-7355 taylor@suffolkva.us www.suffolkva.us about:blank 2/2 2/7:25, 9:56A AM Mail Rachel W. Lewis- Outlook Outlook Re: Family Check-Up Inquiry From Tory Everson-Roots <tory@chsva.org> Date Wed 1/22/20252 2:12 PM To Rachel W. Lewis rlewis@suffolkva.us> 1attachment (2 MB) FCU brochure.pdf; Caution: This email originated from as source outside of the City of Suffolk. Do not click on links or open attachments unless you recognize the: sender and you know the content is safe. Hi, Ihave attached al FCU brochure. Once our program flyer is created, Iwill send it over! Tory Tory Everson-Roofs, M.Ed. Chief Program Officer Children's Home Society of Virginia Mailing Address: PO Box 6266, Richmond, VA 23230 Office Address: 4200 Fitzhugh. Avenue, Richmond, VA 23230 phone: 804.353.0191 ext. 190 I fax: 804.353.7451 wwww.chsva.org llory@chsva.org She/Her/Hers (for more information. see mypronouns.org, childrens nome Vsociely Everychild deserves a home. From: Rachel W. Lewis riewis@suffolva.us) Sent: Wednesday, January 22, 20251:07PM ntps.loutiookofice365.comimalAAMAGRITAAUELTIMDEINGAMSOZDMXUY40AZOuUMAMWADSFIPONOTS1BZP3T94VA-- 1/5 Familysupportindivdualizedior chidrenandparents: * Bret, flexible *Strength-based. positive *Colaborativeandempowerng *Family-centered *Parentled Provenertectiveness * Helps families understand themselves better, including family strengths and concerns * Empowers parents to develop positive, goals * Partners with families on. goals toi interact with each other int best ways possible * Proven to be effective through 30 years of research with thousands of diverse families for their families Family CHECK-UPS Promoting positive child outcomes Contact Us AGENCY CHSVA A brief, strength-Dased intervention for families with children aged 2-17 Mbry@chsva.org 7-804/353-0191 ext 190 LearnMore thefamilycheckup.com Family Check-Upe Assessment andGoalSettins Component emoins as empincally alcated mentithmots ational nten ewngto engage ames DideTiSESIeiglsandores for AEISTNASETITE *Ussolaboratw efeedpack adeaisstingorceesseswt Darents OBGRetOEends CSDSTENT SENiGESaSResded aCIUw-EsIN Parentings ComponentPositive PrtTSAISEoSE Provdes parenss wthsirpe BBESRAEESESS toDromoter positiechd development Thel Family CheckUp'Sintended forfamilies in whichthechildis ISINUReCaNesves Thel Family Check-Upoi isavailable nbaltnglahamdsameh Reduction in days absent from 50% schooli for high schools students REDUCTION EN whor received the Family DAYS ABSENT CheckUp-nadolessence: Lower rates of clinically significant Iknow Family Check-Upois working for me and my family because of the changes." PARENTTESTESTIMONIAL 2.7x depression for middle school LOWER RATES students whor received the Family OF CLINICALLY Check-Upo in middle: school.* The Family Check-Upe has beens shown to have many benefits in childhood, adolescence and young adulthood that arel long-lasting and lead SIGNIFICANT DEPRESSION to the following... * Improved behavior * Improved mental health * Reducedsubstance use Over three decades of research The Family Check-Upe taught me to be more of a listener, be moreu understanding." PARENT TESTIMONIAL 30e that focuses oni interactions YEARS OF between the brain,social context, RESEARCH and behavior and evidenced- based solutions to mentalhealth and! behavioral problems. * Reduced likelinoodofarrest: inearly adulthood *Compared with those who haver not received the FCU. E( ntpsy/www.ocebookcomvpoge/chaten.homexocelyolovghio/1247243092 A about contact what we do ways to give news & events ouri impact E htps/wwlocebookcompoge/chaenehomexocelyohovigni/124723909) childrens nome - society o VIRGINIA, JR () check RERN Sant ABOUT US Mission & E EVERY CHILD DESERVBSA History ntps/chydorgdbour Us/mission/) Strategic Plan HOME OUR MISSION: TO BUILD STRONG, PERMANENT FAMILIES AND LIFELONG RELATIONSHIPS FOR VIRGINIA'S AT-RISK Children's Home Society of Virginia (CHSVA) is a full-service, private, nonprofit 501(c)(3), non-sectarian licensed child-placing agency, and one of Virginia's oldest adoption agencies. Since our charter by the Virginia General Assembly in 1900, CHSVAI has been guided by the fundamental belief that every child deserves a home. To date, CHSVA has served nearly 17,000 Virginia children, youth and families = that's enough to fill every seat at The Diamond, and still leave several hundred people standing in the aisles! Read more about our founding 124 years ag_atps/chsvaoyhogehld.welere CHSVA's mission today is to find permanent adoptive homes for children of all ages throughout the Commonwealth, and to provide critical support services to birth families, adoptive families, and past and present adoptees. Our full spectrum of programs and services includes working with the departments of Social Services to find permanent homes for the over 700 children in Virginia available for adoption right now, and impactful ongoing post-adoptive counseling to maintain successful families after adoptions have been My Path Forward (formerly The Possibilities Project,) provides housing, life skills training, counseling and case management for youth who have aged out of the foster care system in Virginia at 18 years of age. Developed in collaboration with our partner The Better Housing Coalition, this progi Privacy- Terrs delivers on our aoal of offerina a continumm of services to nrovide mmpsy/chydongdbour Us/strategic-plan/, Our 2024-25 Board ntpsy/chydorgdbour CHILDREN AND YOUTH. Us/board/) Staff Members new-era-hope!), nttps://Cnsva.org/aDour- Us/staff/) Employment ntps/chydog/dDour s/employment!) finalized. Diversity Equity and Inclusion ntps/chydogdbour s/diversly-equiyano: inclusion/) permanence for all of Virginia's at-risk youth. Ina addition, CHSVA offers unbiased family support groups, activities for adoptive families and children, and heritage and search services for adult adoptees. CHSVA is also proud to be one of only three Virginia recruiters for Wendy's Wonderful Kids, a signature program of the Dave Thomas Foundation for Adoption - a national nonprofit finding forever families for DONATE NOW! (/DONATE- NOW- CHSVA/) children in foster care. Facebook 02025 Children's Home Society of Virginia IPO Box 6266 Richmond, VA: 232304200 Fitzhugh Avenue Richmond, VA: 23230 Privacys Statement (/wp: amenuppas2DTDACASPnag-Siatemens 2017.pdf) EIN: 54-0505884 PHONE: 804.353.0191 (e1-804353019DIFAX 804.353.7451 EMAIL: info@chsya.or.malle: STAY CONNECTEDI SIGN UP FOR OUR E-NEWS. first name email address last name Sign up info@chsva.org). This webpage is secured by TeCAPTCHA mtps/waocoaconinenalceslems. View the privacy.policy nttps/www.google.comnten/policies/privacy) for more information. ntps/wlocebookomvpogavchaen.homeaoeyohagno/224172439, fntps/wwloceboocomfpog8yehiders-homescielyohwagnio/224773409, ) about what we do ways tog give news &6 events ourimpact contact childrens none () sociely CONTACT us/contact-info!) us/conlac'h-lorm!) CONTACT US Contact Info ntps://Chsyd.org/conrac'- Contact Form ntpsy/chydog/conock Children's Home Society of Virginiai isa a statewide organization able tos serve every community in the Commonwealth. These services are providedt through our office located inl Richmond. RICHMOND (MAILING) POE Box 6266 Richmond," VA2 23230 (APPOINTMENTS) 4200 FitzhughA Ave Richmond, VA2 23230-3829 Phone: 804),353-0191 (tel-+8043530191) DONATE NOW! DONAIE-NOW- CHSVA/) Click Heret toseeamapt fort this! location. (https/maps. google.c com/maps? EEESANSIAsEReTNaNA ANZZDSAEOsIS/ES9AA-IAAassAemiweerP-FHNPNAw: +Richmonc Facebook 02 2025 Children's Home Society ofV Virginial IPOE Box6 6266 Richmond, VA23230 STAY CONNECTEDI: SIGN UPE FOR OUR E-NEWS. 4200 Fitzhugh/ Avenue Richmond,' VA2 232301 Privacy Slatement (wp: conlenl/uplbads21ZPDACHSPMNa-Sialement201Zpdp. IEIN: 54-0505884 PHONE: 804.353.0191 (Nel+804353019D) FAX: 804.353.7451 [EMAIL: info@chsva.org. (maillo:i info@chsva.org) first name last name email address Sign up Thisv webpagei is secured by MCAPTCHACN.AONasRskameNanasisaNmaA View thep privacy.policy, mtpaslhoasesopbacomantlnbolaesxiasD forr morei information. Privacy- Terns 3 II. BY-LAWS CITY OF SUFFOLK COMMUNITY POLICY AND MANAGEMENT TEAM Article] I-I Name referred to as the "CPMT." Article I-1 Purpose The name of this entity shall be the Suffolk Community Policy and Management Team, herein after The purpose oft the CPMT shall be to create, maintain and manage a collaborative system of services and funding that is child centered, family focused and community based, to serve the needs oftroubled and at-risk youth and their families (Code ofVirginia, Title 2.2, Chapter 52, Sections 2.2-5200 through 2.2-5214). Article III-N Membership Membership criteria are determined by state law and by local government directive enacted in A. The membership of the CPMT shall meet the requirements of the Code of Virginia (Section 2.2-5204 to Section 2.2-5205) but not to exceed twelve (12) persons approved and appointed by the City Council of Suffolk. The membership shall include the One elected official or appointed official or his/her designee from the governing body The local agency heads or their designees from the following community agencies: accordance with state law, which provide as follows: following: ofthe City of Suffolk, Western Tidewater Community Services Board Suffolk Juvenile Court Services Unit Suffolk Department ofHealth Suffolk Department of Social Services Suffolk City Public Schools Ai representative ofa! private organization or association of providers for children's or family services ifs such organizations or associations are located within the locality A parent representative The agency head or his/her designee oft the Tidewater Youth Services Commission, a regional public agency formed by charter agreement of seven Hampton Roads localities (Chesapeake, Franklin, Portsmouth, Suffolk, Virginia Beach, Isle of Wight County, Southampton County) 4 B. These representatives shall have the authority to represent their respective agencies in making policy and funding decisions related to the Children's Services Act. C. Any person who serves on the CPMT who does not represent aj public agency shall be required to file a statement ofe economic interest as set out in the Code of Virginia, Section 2.2-3117 of the "State and Local Government Conflict ofInterests Act". D. Agency heads or their designees of Code-mandated organizations shall be permanent Other appointed public or governmental agency CPMT members shall serve at the pleasure oft the local governing body and may serve unlimited terms. Parent representatives and private providers shall be appointed by the local governing G. Parent representatives who are employed by a public or private program that receives funds pursuant to this chapter or agencies represented on a [community policy and management ($2.2-5205) or family assessment and planning team ($2.2-5207)] may serve as a parent representative provided that parent representatives who are not employed by aj public or private program that receives funds pursuant to this chapter or agencies represented on a [community policy and management ($2.2-5205) or family assessment and planning team ($2.2-5207)] are prioritized for participation where practicable. Notwithstanding this provision, foster parents may serve as parent H. Persons serving on the team who are parent representatives or who represent private organizations or associations of providers for children's or family services shall abstain from decision-making involving individual cases or agencies in which they have either ap personal interest, as defined in 2.2-3101 oft the State and Local Government Conflict Vacancies shall be filled for the unexpired terms in the same manner as the original Any member of the CPMT who fails to personally attend or send a designee to at least 75% oft the regularly scheduled CPMT meetings within any calendar year shall be reported to the local appointing authority by the CPMT with the exception oft the parent K. The participating governing body shall designate an official oft the city to act as fiscal L. The CPMT may enlist advisors to assist in achieving its objectives in accordance with its approved program and mandates. Any such advisors shall neither be deemed CPMT members nor have the powers, duties or responsibilities of said members. members of the CPMT. E. F. body and may serve unlimited terms. representatives. (revised 9/21/22) ofInterests Act, or a fiduciary interest. I. J. appointment. representative (who does not have an alternate). agent for the team. Article IV-] Powers and Duties The CPMT, as a governmental entity oft the City of Suffolk, and as creation of state law, having been mandated by the General Assembly, shall be subject to state and local laws and regulations established to regulate its functioning, and shall have the general powers, duties and responsibilities ofap policy and management team as outlined in Section 2.2-5206 oft the Code of Virginia as amended. As set forth in the Code of Virginia, the powers and duties of the CPMT are: A. Develop interagency policies and procedures to govern the provision ofs services to children and families in its community. 5 B. Develop interagency fiscal policies governing access to the state pool of funds by the eligible populations including immediate access to funds for emergency services and Establish policies to assess the ability of parents or legal guardians to contribute financially to the cost of services to bej provided and/when not specifically prohibited by federal or state law or regulation, provide for appropriate parental or legal guardian financial contribution, utilizing a standard sliding fee scale based upon ability to pay; D. Coordinate long-range, community-wide planning which insures the development of resources and services needed by children and families in its community including consultation on the development ofa community-based system of services established E. Establish policies governing referrals and reviews of children and families to the Family Assessment and Planning Team or a collaborative, multidisciplinary team process approved by the State Executive Council, including aj process for parents and persons who have primary physical custody ofa child to refer children in their care to the teams, and a process to review the teams' recommendations and requests for funding. Establish quality assurance and accountability procedures for program utilization and shelter care. C. under $16.1-309.3; F. funds management. G. Establish procedures for obtaining bids on the development ofi new services. H. Manage funds in the interagency budget allocated to the community from the state pool Authorize and monitor the expenditure off funds by each Family Assessment and Planning Team or a collaborative, multidisciplinary team process approved by the State Submit grant proposals that benefit its community tot the state trust fund and enter into contracts for the provision or operation of services upon approval of the participating K. Serve as the community's liaison to the Office of Children's Services, reporting on its programmatic and fiscal operations and oni its recommendations for improving the service system, including consideration of realignment of geographical boundaries for Collect and provide uniform data to the State Executive Council as requested by the Office of Children's Services in accordance with subdivision D 16of $2.2-2648. M. Review and analyze data in management reports provided by the Office of Children's Services in accordance with subdivision D 18 ofs $2.2-2648 to help evaluate child and family outcomes and public and private provider performance in the provision of services to children and families through the Children's Services Act Program. Every team shall also review local and statewide data provided in the management reports on the number of children served, children placed out ofs state, demographics, types of services provided, duration ofs services, service expenditures, child and family outcomes, and performance measures. Additionally, teams shall track the utilization and performance of residential placements using data and management reports to develop and implement strategies for returning children placed outside of the Commonwealth, preventing placements, and reducing lengths of stay in residential programs for children who can appropriately and effectively be served in their home, of funds, the trust fund, and any other source. I. J. Executive Council. governing body. providing human services. L. relative's homes, family-like setting, or their community; 6 N. Administer funds pursuant to $16.1-309.3. O. Have authority, upon approval oft the participating governing body, to enter intoa contract with another community policy and management team to purchase coordination services provided that funds described as the state pool offunds under Submit to the Department of Behavioral Health and Developmental Services information on children under the age of 14 and adolescents ages 14 through 17 for whom an admission to an acute care psychiatric or residential treatment facility licensed pursuant to Article 2 ($37.2-403 et seq.) of Chapter 4 ofTitle 37.2, exclusive of group homes, was sought but was unable to be obtained by the reporting entities. Such information shall be gathered from the family assessment and planning team or participating community agencies authorized in $2.2-5207. Information to be submitted shall include: 1) the child or adolescent's date ofbirth; 2) date admission was attempted; and 3) reason the patient could not be admitted into the hospital or facility; Establish policies for providing intensive care coordination services for children who are at risk ofe entering, or are placed in, residential care through the Children's Services Act program, consistent with guidelines developed pursuant to subdivision D 22of Establish policies and procedures for appeals by youth and their families of decisions made by local family assessment and planning teams regarding services to be provided to the youth and family pursuant to an individual family services plan developed by the local family assessment and planning team. Such policies and procedures shall not apply to appeals made pursuant to $ 3.2-915 or in accordance with the Individuals with Disabilities Education Act or federal or state laws or regulations governing the provision of medical assistance pursuant to Title XIX of the Social Security Act. $2.2-5211 are not used. P. and $2.2-2648. R. The City of Suffolk shall annually audit the total revenues ofthe CPMT and its programs. The City of Suffolk shall also arrange for the provision of legal services to the CPMT. (COV Utilizing a secure electronic database, the CPMT and the family assessment and planning team shall provide the Office of Children's Services with client specific information from the $2.2-5204.) mandatory uniform assessment and information in accordance with subdivision D 11 of $2.2- 2648, (COV $2.2-5210). Article V- Officers of the Community Policy and Management Team Section I The Chairperson, Vice Chairperson, and Secretary oft the CPMT shall be elected annually by the CPMT oft the City of Suffolk per the rotation schedule outlined in Section II. The CPMT shall elect officers at the last duly called meeting in the fiscal year. Section II Officers will rotate among participating agencies with each agency filling the respective office for one year each in succession. The rotation will be as follows: 7 Department of] Health, Private Provider Representative, Local School Division, Department of Social Services, Parent Representative, Community Services Board, Court Services Unit Section II Tidewater Youth Services Commission Representative, Elected or Appointed Government Official, The duties oft the Chairperson shall be: A. To preside at all meetings ofthe CPMT. B. To sign CSA documents as the official signature for the CPMT. C. To appoint committees necessary for operation of the CPMT. D. To work closely with the CSA Coordinator. E. Toj perform any other duties determined by the CPMT. To keep the State Executive Council and the City of Suffolk informed of the activities oft the local CPMT. F. Section IV The Vice Chairperson shall, in the absence of the Chairperson, perform the duties of the Chairperson and any other duties assigned by the CPMT. Section V A Secretary will be elected for the CPMT; in the absence of the Secretary the Chairperson of the CPMT shall appoint a Secretary for the purpose of accurately reporting the deliberations and actions of the Scheduled Meeting. Section VI Any vacancy occurring among the Officers shall be filled by the CPMT. Article VI- Meetings Section I Section II members. Section III Regular meetings shall be held at ai time to be determined by the CPMT. The quorum for all: regularly scheduled CPMT Meetings shall be 50% of the duly appointed Special meetings of the CPMT may be called by the Chairperson or upon written request of three members. A quorum ofa specially called meeting shall consist of 50% oft the duly appointed members. 8 Section IV As outlined in $2.2-3708.2 An individual member may participate in a meeting of the CPMT from ai remote location for the following reasons: 1)at temporary or permanent disability or other medical condition prevents the member from attending the meeting in person or 2)a personal matter prevents the member from attending the meeting inj person. The member requesting to participate through electronic communication from ai remote location must notify the CPMT chair on or before the day oft the meeting. A quorum of the CPMT must be physically assembled at the primary location identified in the public notice required for the meeting. Arrangements shall be made for the voice oft the remote participant to be heard by all persons at the primary meeting location. The reason the member is unable to attend the meeting and the remote location from which the member participates shall be recorded ini the meeting minutes. The nature ofthe personal matter shall also be included in the minutes. Members may only participate through electronic communication for no more than two meetings of the CPMT each calendar year. Individual participation from a remote location shall be approved by the other members oft the CPMT; ifc challenged, then the other members of the CPMT shall vote whether to allow such participation. Ifthe other members oft the CPMT vote to disapprove ofthe member's participation because such participation would violate this policy, such disapproval will be recorded in the minutes with specificity. Article VII-I Rules ofOrder Robert's Rules of Order, Newly Revised shall be used as a guide in conducting CPMT business. All issues of parliamentary procedure shall be referred to the Chairperson, or presiding officer in the absence oft the Chairperson, where decisions shall be final and binding. Decision making will be made through ai majority vote of members who are voting at a meeting where a quorum is present. Article VIII- Confidentiality Proceedings held to consider the appropriate provision of services and funding for a particular child or family or both who have been referred tot the Family Assessment and Planning Team and whose case is being assessed by this team or: reviewed by the CPMT shall be confidential and not open to the public, unless the child and family who are the subjects of the proceeding request, in writing, that it be open. All information about specific children and families obtained by the team members in the discharge of their responsibilities to the team shall be confidential. (COV $2.2-5210) Article IX-Liability Persons who serve on the CPMT shall be immune from any civil liability for decisions made about the appropriate services for a family or the proper placement or treatment ofa child who comes before the team, unless it is proven that such person acted with malicious intent. (COV $2.2-5205) Article X Amendments The Terms and provisions of the By-Laws oft the CPMT may be amended at any regular meeting of the CPMT by a two third (2/3). majority vote oft those present and voting, given that notice ofany proposed amendment was submitted to all members in writing two weeks prior to the meeting. 9 The original By-Laws were adopted at a regular meeting of the CPMT held on 5/11/93, by a vote of7 in favor to 0 not in favor. The amended version was adopted at a special meeting oft the CPMT held on 7/22/98, by a vote of 10 in favor to 0 not in favor. Additional changes were adopted at a regular meeting on 2/14/01 by a vote of 6i in favor to 0 not in favor. Revision of the by-laws were adopted at a regular meeting on 4/17/13 by a vote of 8 in favor to 0 not in favor. Additional revision oft the by-laws was adopted at a regular meeting on 6/17/20 by a vote of 8 in favor to 0 not in favor. Additional revision oft the by-laws was adopted at a regular meeting on 9/21/22 by a vote of9 in favor to 0 not in favor. Donna Boykin Chairperson 9/21/22 Date See Appendix A for Current List ofTeam Members, Current Schedule of] Meetings, CSA Organizational Chart, and listing of CSA staff. 10 II. POLICIES AND PROCEDURES SUFFOLK FAMILY ASSESSMENT AND PLANNING TEAM Appointment of Family Assessment and Planning Teams The Suffolk Community Policy and Management Team (CPMT) shall appoint one or more Family Assessment and Planning Teams (FAPT) sO that a minimum of one Family Assessment and Planning Team meeting per month is scheduled. The CPMT shall, as needed, review the number ofr referrals and the Family Assessment and Planning Teams' abilities to maintain the established review and assessment time lines. The CPMT shall adjust the number of meetings or the number of Family Assessment and Planning Teams to ensure the maintenance of the process time lines. The CPMT shall establish and appoint one or more Family Assessment and Planning Teams as the needs oft the community require. Each FAPT shall include representatives oft the following community agencies who have authority to access services within their respective agencies: community service boards -juvenile court services unit department ofs social services local school division, and aj parent representative Each team member will have one designated alternate from their agency who will serve as their designee ift they are unable to attend ai meeting. Team at the discretion of the CPMT. Other members, including private providers, may be appointed to the Family Assessment and Planning Parent representatives who are employed by a public or private program that receives funds pursuant to Chapter 52, Children', 's Services Act, or agencies represented on a [community policy and management ($2.2-5205) or family assessment and planning team ($2.2-5207)] may serve as parent representative provided that parent representatives who are not employed by a public or private program that receives funds pursuant to Chapter 52, Children's Services Act, or agencies represented on a [community policy and management ($2.2-5205) or family assessment and planning team ($2.2-5207)] are prioritized for participation where practicable. Notwithstanding this provision, foster parents may serve as parent representatives. The Parent Representative must be a resident of the city of Suffolk. Any person who serves on the FAPT who does not represent aj public agency shall file a statement of economic interests as set out in 2.1-639.15 oft the State and Local Government Conflict of Interests Act. These will be filed with the clerk oft the appropriate governing body or his/her designee. A quorum for the FAPT will consist ofar majority oft the membership. The Chairperson of the CPMT will be notified in writing by the CSA Coordinator ofi failure on the part ofa any member agency to attend or provide representation at 75% ofall regularly scheduled meetings. See Appendix B for Current List of FAPT Members and Current Meeting Schedule. (updated 9/7/22) 11 Persons serving on the FAPT or CPMT teams who are parent representatives or who represent private organizations or associations of providers for children's or family services shall abstain from decision making involving individual cases or agencies in which they have either a personal interest, as defined in S 2.2-3101 oft the State and Local Government Conflict of] Interests Act, or a fiduciary interest. Family Assessment and Planning Team Officers The Family Assessment and Planning Team shall elect annually a chairperson and vice chairperson at the last meeting ini the fiscal year by following a rotation schedule of all participating agencies as follows: Private provider representative Suffolk Schools Suffolk Social Services Suffolk Court Services Western Tidewater CSB Parent Representative CASA for Children Tidewater Youth Services Commission The chairperson will be responsible for facilitating the meetings. The Chairperson will ensure that there is an opportunity provided for different components to share information and key developments within their respective agencies and that there is a forum for team assessments and treatment recommendations. The chairperson will also approve and sign all requests for funds from the CPMT. The vice chairperson will serve only as al back-up for the chairperson. Eligibility for Referral to FAPT and Services Purchased from the Funds Pool The CSA Coordinator will ensure that all accepted referrals to the Family Assessment and Planning Team meet the established eligibility criteria and will schedule eligible cases for review by a FAPTin accordance with the CPMT approved process time lines. In the event that a referral is found not to be eligible, the Coordinator shall notify the referring party and will provide referrals to appropriate services. Notification of appeal procedures shall also bej provided to the referring party. The Coordinator shall maintain written documentation of all referrals and their dispositions as well as other In order to be eligible for funding for services through the state pool of funds, a youth or family with a child, shall meet one or more oft the criteria specified below and shall be determined through the use of au uniform assessment instrument and process and by policies oft the CPMT1 to have access to these business conducted at the FAPT: meetings. funds: The identified populations that are targeted" or mandated" for funding as defined in $2.2-5212: 1) Any child who is eligible for "foster care services" (as described in S 63.2-905)which includes foster care prevention, "children in need ofs services" as defined in $16.1-228.non- custodial foster care arrangements, commitment or entrustment to the local DSS, Fostering Futures independent living (IL) services, Kinship Guardianship Program (KinGap) 12 2) Students with disabilities who are eligible fors special education services and have an individualized education program (IEP) that indicates the student is ini need of placement in aprivate special education program/school to meet their educational needs. 3) Students with disabilities presently served in the public school or private day school setting with needs arising from the disability that threaten thes student's ability to be maintained in the home, community or school. These students are considered eligible for "wraparound services for students with disabilities" and such services may only be provided in the home or community (not ini the school setting). The funding for this category is a specific amount set aside within the overall CSA appropriation and allocated based on procedures established by the state Office of Children's Services. The CPMT shall (in conjunction with the General Assembly and the City Council of Suffolk) annually appropriate such sums ofmoney as shall be sufficient to (i) provide special education services and foster care services for children and youth identified in sections 1 and 2 above and (ii) meet relevant federal mandates for the provision of these services. These funds are referred to as "mandated" funds All other eligible youth who do not fall into one of the mandated or sum sufficient populations and are for purposes ofaccounting for the funds in the pool. considered non-mandated" for funding: 1. The child or youth has emotional or behavior problems that: Have persisted over a significant period of time or, though only in evidence for a short period oft time, are ofs such a critical nature that intervention is warranted, Are significantly disabling and are present in several community settings such as at home, Require services or resources that are unavailable ori inaccessible or that are beyond normal agency services or routine collaborative processes across agencies or require coordinated 2. The child or youth has emotional or behavior problems, or both, and currently is in, or is at imminent risk of entering, purchased residential care. In addition, the child or youth requires services or resources that are beyond normal agency services or routine collaborative processes across agencies, and requires coordinated services by at least two ins school or with peers and, intervention by at least two agencies. agencies. For purposes of determining eligibility for the state pool of funds, "child" or "youth" means ()a person younger than 18 years of age or (ii). An individual over the age of18 through age 21 who remains eligible for foster care services as required by federal and state law, or (ii) special education services for students with disabilities ages two to 21 inclusive (this means that a student with an educational disability whose 22nd birthday is after September 30 remains eligible for educational All children and youth receiving funds through the pool must be assessed by the Family Assessment services for the remainder oft the school year). and Planning Team except the following: 13 Routine foster care placements involving the provision of maintenance payments which includes food, clothing, shelter, daily supervision, school supplies, a child's personal incidentals, liability insurance with respect to a child, and reasonable travel for the child to visit with family or other caretakers and to remain in his or her previous school placement. Daycare is included under the definition of daily supervision for children ages 12 and under ift the foster parent works. Referral and Review Process Referrals to the Family Assessment and Planning Team may be made by any oft the following: any public community agency represented on FAPT -judges through al FAPT agency -direct referral by aj parent/guardian All written referral packets should be directed to the CSA Office to review for completeness and eligibility. Incomplete referral packets will be held or returned for additional information. A meeting date will be scheduled within 30 calendar days from the date ofi receipt oft the completed written referral packet. Instructions for completion of forms as attached to the referral packet should be See Appendix C: for FAPT Referral Form, Consents to Exchange Information and FAPT Flowchart. Inc cases of self-referral, the CSA office will refer the family to the appropriate member agency to be screened. That member agency can subsequently refer the child/family for FAPT services if deemed appropriate. Ifno member agency is available to screen the child, the CSA Office will screen and make the referral as appropriate. In such cases, ai member agency will bei identified by FAPT at the initial followed. staffing toj provide ongoing case management. Referrals via the Family First Prevention Services Act(FFPSA) FFPSA allows utilization of federal title IV-E: funds to support specific evidence based services to prevent foster care placement. Suffolk Social Services opens cases based on the Structured Decision Making (SDM) Risk Assessment. These cases are referred to as In-Home cases. In order to access the Titlel IV-E Prevention funds, social services is required to refer all in-home cases to FAPT for a mu.tidisciplinary review. Suffolk CSA does not differentiate these cases from other types of cases referred to FAPT. Therefore, social services would submit a complete referral packet and the child would be considered eligible for CSA funding due to receiving foster care prevention services. The FAPT would provide ai multidisciplinary approach for consultation, coordination, service recommendations and periodic case: review asi indicated. Per FFPSA and VDSS (Virginia Department of Social Services) policy, services funded by FFPSA may begin prior to FAPT review. Suffolk DSS manages all vendor contracting, invoicing and payment as well as data reporting to VDSS for services purchased through FFPSA. Adopted 4/20/22 14 Confidentiality Ac consent to exchange information form must be signed by the legal guardian. The purposes and content oft the form shall be thoroughly reviewed with the guardian and the guardian shall participate in identifying material which may or may not be released. It shall be communicated to the guardian orally and in writing that the release may be amended or repealed in whole, or in part, by their initiative at any point in time. Proceedings held to consider the appropriate provision of services and funding for a particular child or family or both who have been referred to FAPT and whose case is being assessed by this team or reviewed by the CPMT shall be confidential and not open to the public, unless the child and family who are the subjects oft the proceeding request, in writing, that it be open. All information about specific children and families obtained by the team members in the discharge of their responsibilities All public agencies that have served a family or treated a child referred to FAPT shall cooperate with this team. The agency that refers a youth and family to the team shall be responsible for obtaining the consent required to share agency client information with the team. After obtaining the proper consent, all agencies shall promptly deliver, upon request and without charge, such records of services, treatment or education of the family or child as are necessary for a full and informed assessment by the Any formal complaints regarding breach ofconfidentiality by FAPT or CPMT members should be to the team shall be confidential. team. referred to the CPMT Chair. Duties of the Case Manager (See Appendix D) The referring agency will provide the case: manager unless the Family Assessment and Planning Team designates otherwise. Duties oft the case manager are as follows: 1. The case manager will supply the CSA Office with a completed referral packet no less than 10 calendar days prior to the date requested for a FAPT assessment. Referrals should be screened carefully by the referring agency to assure that the child meets criteria for referral. Referrals should include copies of reports from current or previous treatment providers. Any questions regarding appropriateness of the referral should be directed to the CSA The case manager will notify and prepare the family toj participate in the meeting, including confirming the scheduled place, date and time with the family. This includes advising them oft the expectation that they will assume an active role in the planning and delivery of services for their children and that this includes financial participation in the cost of services as determined by their assessed ability to pay. CSA brochures and family rights information will be provided to the family by the CSA Office, along with a written notice oft the meeting place, date and time. The family must attend in order for the meeting to proceed (except in cases where the child's custody resides with the local department of The case manager will assist the CSA Office in obtaining signed consent from the family on all financial agreements. The case manager will also notify the CSA Office of known changes in service and/or family income that may affect the financial agreement. Office. 2. social services). This includes cases ordered by the court. 3. 15 4. 5. The case manager is responsible for ensuring that a CANS (Child and Adolescent Needs and Strengths Assessment) is completed with the initial referral packet and updated every The case manager will attend the initial FAPT meeting and all scheduled review meetings and participate in developing the Individual Family Service Plan (IFSP). In rare cases where the family is not present to sign the IFSP, the case manager must provide them with a copy oft the IFSP and secure the signature of the legal guardian before the IFSP is The case manager will be responsible for linking the child and family to all services recommended in the IFSP and supplying the provider(s) with appropriate information on the child, including a copy ofthe IFSP. The case manager should be in contact at least once every two weeks with the provider and family regarding the services and progress of the child unless otherwise specified ini the IFSP. The case manager should visit the child face toi face a minimum of every 90 days unless otherwise specified in the IFSP. Any concerns raised by the provider or the family regarding the provision of services should be addressed by the case manager. The CSA Office is available for assistance as needed. The case manager should be prepared to report progress oft the child at each FAPT review and suggest changes as needed to the IFSP. Vendors are expected to provide a written report to the FAPT; case managers should assist in obtaining this report. If changes need to be made to the IFSP prior to a scheduled review date, the case manager should notify the Coordinator and provided a copy oft the funding request in advance for review. The CPMT or CSA Coordinator may request that a case manager attend the CPMT meeting to discuss three months as long as the case is active withl FAPT. implemented. 6. 7. CSA Office who will adjust the schedule accordingly. 8. When CSA funding is requested, the case manager will be notified by the CSA the request for complex cases or cases ofl high risk. See Appendix D for Duties oft the Case Manager and Case Staffing Format for CPMT Development oft the Individual Family Service Plan The individual family service plan (IFSP) will be developed during the initial FAPT meeting. The legal guardian will need to sign before the plan is implemented. Copies of the IFSP will be supplied to the case manager, the family, the guardian ad litem (GAL), any additional team members as appropriate, and any vendor providing services. Iffunding is requested from the CPMT for services contained in the IFSP, a funding request will be prepared by the CSA Office. The CPMT shall act upon recommendations by FAPT within twenty (20) working days from the signing oft the Individual Family Service Plan. Ifthe CPMT denies the FAPT recommendations, the CPMT shall return the Individual Family Service Plan to the FAPT. Recommendations for revision may be attached. The revisions will be reconsidered by the FAPT ati its next: regular meeting. The FAPT may resubmit any Individual Family Service Plan to the CPMT which shall act upon it at its next regular meeting. Ifthe CPMT again denies the FAPT's recommendations, aj joint meeting of the CPMT, the FAPT, and the child/family shall be offered to the Reviews oft the individual family service plan will be scheduled based on the individual needs of the child and family, as well as state utilization review guidelines until the case is closed. Copies of the child/family and held within ten (10) working days of their request. 16 revised IFSP will be submitted to the case manager, the family, the GAL, any additional team members as appropriate, and any other providers. at least every six months until the case is closed. Reviews by the CPMT will be conducted as: requested by the CPMT or as requested by the FAPT but See Appendix Ei for Template ofIFSP, IFSP Review and Addendum for Out ofHome Placements. Family Engagement Policy Engagement is the primary door through which FAPT helps youth and families make positive changes. The decision-making process, as supported by the Virginia Children's Services Practice Model, is a family driven process. Family involvement and participation are most effective when the process is guided and driven by the youth and family; when the youth and family identify the strengths and needs to be addressed; when the agencies involved are represented by staff who know, are known by, and are accepted by the youth and family; and when the youth and family participate in all aspects of assessment, planning and implementation ofs services. FAPT meetings will not be held without the parents present unless by order of the court or by mandate oftuition IEP placement. The FAPT will make every effort to accommodate the family's schedule by offering different times and days for FAPT meetings. The parents will also have the opportunity to participate in meetings by telephone conference or virtual conference when necessary. Arrangements can be made under extenuating circumstances for meeting outside regular business hours of the participating agencies. Children/youth will be invited toj participate in FAPT meetings to the extent appropriate based on their age, level of functioning, and ability to communicate, understand issues and contribute to and benefit from the meeting. Iti is expected that children/youth will attend at least the initial FAPT meeting but may be excused from subsequent review meetings when attending school. FAPT will allow children/youth toj participate for a portion of the meeting and then be excused from more adult discussions. Older youth should make every effort to attend and participate and are encouraged to Families are also encouraged to invite extended family members and formal and informal community supports to FAPT and to participate in all aspects of service planning. Confidentiality ofthe family will bej protected at all times. Information shared in FAPT meetings and contained in the IFSP will be protected. The parents will be asked to sign a release ofinformation for all parties involved in the process. At any time, the parents may revoke any release ofinformation previously signed. A confidentiality statement will also be signed at each FAPT meeting by all meeting participants and attached to the IFSP. The IFSP shall not be implemented without the consenting signature of the custodial parent and/or agency or individual legally serving ini the place oft the parent, unless otherwise ordered by the court, upheld by the appropriate appeals process, or authorized by law (re: Section 54.1- The case manager will be expected to notify the family of all scheduled meetings and to assist them with transportation to the meetings ifneeded. This includes current foster parents, in particular where express their views, preferences and feelings. 2969.6.D.3 and .4 COV). 17 the child isi in a long term or permanent foster care placement. When children are in the custody of social services, the biological parents should be invited to participate by the foster care worker where reunification is the goal and parents are actively involved in services. Prospective custodians should When a case is scheduled for an initial FAPT meeting, the case manager shall meet with the child and 1) Let the youth and family know what to expect at the FAPT meeting, who will be there and how 2) Support the family in preparing to present the child/family strengths, needs and goals to the 4) Identify any additional individuals (family members and natural supports) who should be 6) Review the Consent to Exchange Information form and explain the parameters of 7) Assess the family's need for transportation and child care, and facilitate the provision of 8) Provide information in the child's/family's1 native language or mode of communication. Fori initial FAPT meetings, provided the referral packet has been submitted in a timely manner, CSA Staff will send written notification at least 8 days prior to the parents of the time, date and place of the initial meeting and will include information on assessment of parental copay, family rights and general information on the CSA program. The case manager should confirm this appointment with the family and will be able to contact the CSA Staff to reschedule a case to a more convenient time upon the For FAPT review meetings, parents will be able to set ai mutually agreeable time and date with the team and will receive an appointment card to remind them of the next FAPT meeting. A review notice will also be mailed/emailed to parents one week ahead ofthe meeting as a reminder. CSA provides written notices and documents when indicated to children and their families in their preferred language. The Case manager will notify the CSA office of any referrals that require notices and documents to be in a language other than English. Interpreter services shall be provided for family members who are: not proficient in English or who are deaf or hard of hearing. The case managing agency will be responsible for arranging for interpreter services. The state offices of VDSS and OCS will also provide assistance with identifying resources for translation of documents and interpreter services.All local CSA communication materials for families will be reviewed on an annual basis or The parent of a child staffed by FAPT, upon request, shall be afforded an opportunity to inspect and review FAPT records addressing the assessment, planning and implementation of services (unless otherwise prohibited by law). Ift the parent believes that information in ai record is incomplete, inaccurate or not pertinent, not timely nor necessary to be retained, the parent may request the FAPTto also be included in FAPT meetings per invitation of the foster care worker. child's parents in advance to: the information in the summary and IFSP will be used; FAPT; 3) Complete the CANS assessment; invited to the FAPT meeting; 5) Explain the FAPT/CPMT process, including appeals and rights; confidentiality during the FAPT meeting; support services to allow for their participation; parents' request. more frequently as needed to reduce use ofjargon and technical language. 18 amend the record pursuant to Section 2.1-382 (5) of the Code of Virginia. If the request is not granted, the parent may file a statement, which shall be made part of the record. A Family Satisfaction Survey will be provided to the parent at random times throughout the provision of services and at the time of case closure for comments and suggestions. These surveys will be compiled annually at the end of each fiscal year for review by the CPMT and FAPT to be used as a diagnostic tool to improve the See Appendix F for Summary of Child and Family Rights and Family Satisfaction Survey. process. Revised 4/20/22 Use of Virtual Conference Systems for FAPT Suffolk CSA strongly encourages anyone who can participate in meetings in person to dos SO. This creates an atmosphere of cooperation and facilitates participation and engagement for all parties while maintaining confidentiality. A FAPT meeting is considered virtual when any oft the participants are utilizing a web-based platform and/or phone to facilitate or engage in the meeting. The City of Suffolk provides a virtual conference platform for use by city agencies as well as a conference phone. FAPT When utilizing virtual platform and/or conference phone, the following guidelines will be followed: 2)All virtual participants will be asked to identify themselves by name and relationship to the 4)All virtual participants will be asked to identify any other persons who are participating with 5) Participants will be reminded that using an open (non-secured) wi-fi internet access may limit the amount of meeting security that can be maintained 6) Participants will be advised that virtual meetings should not be recorded 7) Virtual participants will be advised that their name and relationship to the child will be recorded on the IFSP signature page as participating with the initials of the person documenting 8Parents/guardians who participate virtually will be advised that parental consent to the IFSP will utilize these tools when any participants request a virtual meeting. 1)A separate meeting link will be set for each FAPT case being staffed 3)AIl virtual participants will be asked to turn their cameras on if possible child them in the meeting the virtual participation also noted. will also be documented with the initials of the person documenting noted. Fully virtual FAPT meetings in which all participants engage via virtual platform and/or phone may occur in cases ofe emergency called meetings, inclement weather, concern over potential exposure to infectious diseases and other situations as guided by the CPMT. Transfer ofl Referral To/From Another Locality (added 10/19/22) Change ofLegal Residence- Non-Special Education Services Referral to Suffolk from Another Locality 19 Anyone receiving notice ofa child/family currently receiving services funded through the State Pool in another CPMTjurisdiction, with the exception of] private special education placements, whichi is establishing new legal residence in Suffolk will advise the CSA Office as soon as possible. Suffolk City CPMT shall require the following information in writing from the prior CPMT: 1. 2. 4. Name (s) ofy youth and family members, and Current and, ifdifferent their address in Suffolk City CPMTj jurisdiction, current phone number, and 3. The planned and/or actual date of change in legal residence, and The current Individual Family Service Plan with related supportive information and documents. Upon confirmation ofa a complete referral, the CSA Office shall schedule the case for review by FAPT within ten (10) working days. The CSA Office will assign a FAPT member the responsibility ofa acting as case manager to contact the family and prepare them to meet with the FAPT. This member shall also communicate with the prior CPMT/FAPT: regarding background oft the youth/family and services provided to date and shall collect material and information for presentation to the FAPT. A representative oft the ending locality FAPT will be invited to attend the Suffolk FAPT initial assessment and planning meeting. At the time oft the initial FAPT review, a permanent case manager When the residence oft the child/family transfers to the Suffolk CPMT jurisdiction, the CPMT will review the current IFSP and adopt or revise and implement within thirty (30) calendar days. Legal will be appointed. residence shall be defined by Suffolk City's CPMT legal counsel. Referral from Suffolk to Another Locality Anyone becoming aware ofa family residing in Suffolk who is being served by a Family Assessment and Planning Team-initiated Individual Family Service Plan, with the exception of private special education placements, and is changing its legal residence, shall notify the CSA Office. The CSA Office will confirm the family'si intent to relocate through consultation with the family's designated case manager. Upon confirmation oft the family's intent to relocate, the case manager shall obtain a signed consent from the family for the release of FAPT records to the CPMT in the locality to which the family plans toi move. The CSA Office will forward the following information to the new locality's CPMT by certified mail at the earliest possible date in order to facilitate a smooth transition in the provision of services: 1. 2. 3. 4. Name (s)of youth and family members, and New address and phone number and The planned and/or actual date of change in legal residence, and The current Individual Family Service Plan with related supportive information and documents. The CSA Office will also notify any service providers and the fiscal agent oft the transfer. Suffolk CPMT will continue to pay for services as outlined ini the IFSP for thirty calendar days after receipt of the transfer package by the receiving locality. Change ofLegal Residence Private Special Education Placements 20 When a child is receiving private special education placement funding through CSA, the responsible CSA locality is determined by the child's residence. As soon as a child moves, the new locality is responsible for funding the private special education services. In order to effect this policy, Suffolk will follow these steps: Ifachild is known to have moved to another locality, Suffolk CSA will: 1. notify the new CSA locality immediately (within one business day), and forward FAPT documents to the new locality once a signed consent is received from the parent. 2. Inform the private special education service provider oft the change in residence, Ifa child moves into Suffolk, the previous CSA locality is responsible to: 1. Notify Suffolk CSA oft the child's relocation and forward FAPT documents to the 2. Inform the private special education service provider of the change in residence. Suffolk CSA office Parents are responsible for withdrawing their child from the previous locality's school system and enrolling them in the new. locality's school system. The parent must provide proof of residence when they enroll. Parents are to be advised in writing at the time ofinitial placement oft the child: into a private special education placement that they are: responsible for proper: notification to both school systems and that relocation may result in a change of educational placement for their child. Any delays due to the parents' actions may result in loss of educational services for their child. Ifachild qualifies under the McKinney-Vento Homeless Assistance Act, the locality agreed upon by the two involved school divisions will determine the locality responsible for funding the private special education Due to the time sensitive nature oft this issue, anyone who becomes aware ofa child relocating should immediately notify the current school division which will follow up to verify residence. All parties will share information to assist ini the transfer oft the funding, i.e. CSA office, school division, and private providers. Ifthere is a question regarding the date of the move, this can be verified based on the date of a lease, mortgage, utility payment, etc. Suffolk CSA will work cooperatively with other (See Appendix C for Acknowledgement of] Private SPED Policy for Change of Residence) service. localities to resolve any issues related tol legal residence. (Transfer of cases sections revised 6/28/24) Closure of Cases to the FAPT Process Cases may be considered closed to FAPT for any of the following reasons: Child and family'sre residence transfers to another locality. Child has met objectives described in the Individual Family Service Plan. Child and family are no longer ini need ofs services through the Children's Services Act. Child and family no. longer desire services through the Children's Services Act. Child has been committed to the Department of Juvenile Justice for six months or longer. Members ofthe Team, the child and family, and the case: manager should be in agreement to close the 1. 2. 3. 4. 5. 6. case. Child is no longer eligible for services based on age. 21 The CSA Office will enter a Case Closure Summary into the record, summarizing services provided, goals achieved, child and family response to treatment, and reasons for closure. The FAPT case manager will complete a discharge CANS within 30 days following closure oft the case to FAPT. Ift the case is subsequently re-opened, ai new consent form must be signed by the legal guardian and updated referral information submitted. See Appendix G for Case Closure Summary. Retention of Records Upon closure ofal FAPT case, the FAPT file will be maintained in the CSA Office a minimum of five years after the date of closure. Files may then be destroyed in compliance with policies established by the Library of Virginia. Files will not be destroyed in a time period less than what is required by the Library of Virginia. Security of] Records Individual CSA case files will be maintained in the office oft the CSA Coordinator in a locked filing cabinet. CSA Office staff will regulate access to these files. Electronic records will be stored on a city supplied network drive with access regulated via password. The city's information technology department is responsible for backing up all electronic data on a daily basis. When electronic records need to bet temporarily removed from the network drive for use outside oft the secured setting, laptop computers and flash drives will be password protected. Once the information is returned to the secured setting, it will be downloaded onto the city network drive and removed from the laptop and/or flash drive. Any information that is being transmitted electronically will also be secured by password. The principle ofleast privilege is applied in granting access ofsecure data. CSA Office staff are required toj participate in annual information security awareness training. Revised 6/17/20