CA.ItemA. CPMT.Minutes (5/22/2025 Meeting) POWHATAN COUNTY CHILDREN'S SERVICES ACT COMMUNITY POLICY AND MANAGEMENT TEAM DATE: March 27, 2025 The meeting was called to order on March 27, 2025, at 9:01 a.m. Meghan Carroll (DSS) chaired the meeting. Present: Will Hagy, Deputy County Administrator Danny Smith, Sheriff's Department Tracy King, CSU/Secretary Cathy James, Parent Rep. Belinda Farnham, Children's Services (CS) Manager Meghan Carroll, DSS/Vice Chair Erinn Green for Dr. Lynn Clayton-Prince, Schools Lisette Edwards, CSB Absent: Charla Schubert, PC Finance Director/Treasurer LaWanda Dunn, Health Department/Chair Melissa Carpenter, DSS/FAPT Chair Deborah Pryor, Private Provider 2. Public Comment Period: None 3. On a motion by Cathy James and seconded by Lisette Edwards the Consent Agenda items were approved as presented or amended: a.) February 27, 2025, CPMT Minutes, b.) CA Item B Pool Report February 2025, and c.) IEPS. FINANCIALS - FY '25: County Budget for CSA Services: $3,000,000 State Allocations: (total State Allocations: $2,049,595) -Medicaid Match: completed thru January 31st $ 2,410.85 -CSA Services Allocation: $2,021,893 mandated & $27,702 prot/non-mand. $ 3,325,795.82 -CSA Wrap-Around Allocation: $19,374 $ 5,280.00 -PSSF FY25: $18,000 SVCS & $715 Mthly CW Visits/Staff > 1, 658.00 4. ADMINISTRATIVE ITEMS: a) Rachel Friedman and Stephanie Bacote with OCS Audit Program Attended the CPMT meeting via Teams. The Auditors were very complimentary of the CS Team in how organized and responsive during the process and they have set the bar high for other localities. Rachel mentioned she liked the update to the website and the locality went above and beyond their expectations. Powhatan County was found in 100% compliance! The auditors did talk with the CPMT Members regarding the policy on Parental co-pay assessment. The team and Belinda will brainstorm and come back to the MAY CPMT Meeting to discuss. b) Belinda asked the CPMT to update the code of ethics form and policy to state: Statement of Compliance (to be completed by new stakeholders and with any updates to the Policy, with regards to ethics. c) Belinda Farnham presented the Children's Services Monthly Report for February 2025 - FY 25/CPMT Monthly CQI Report (copies provided). d) Belinda Farnham provided the FY'26 FAPT/CPMT schedule (copies provided) 1 e) The CPMT members worked collectively on the 2025 service Gap Survey. Belinda Farnham will compile all the responses and submit the survey for the team. Belinda Will bring a copy of the completed survey to the next CPMT Meeting. The financial and administrative items were reviewed and on a motion by Danny Smith and seconded by Tracy King, all items were approved as presented or amended. All items presented and/or amended and approved will change full local policy/procedures and/or by-laws as necessary. 5. Meghan Carroll moved that CPMT go into Closed Session in accordance with the Code of Virginia 2.2-3711(A) (4) for the protection of the privacy of individuals in personal matters not related to public business. The Team approved. a. Case Reviews, service plans, FAPT/CPMT/FSP/FC Plan Review/Funding Tables, case updates, purchase order requests, additional approvals, FAPT email approvals, parental co-pays, and any other case specific information were discussed. 6. Meghan Carroll moved the CPMT open meeting be reconvened. The Team approved. 7. Meghan Carroll moved that CPMT certify in accordance with the Code of VA 2.2-3712(D); during the Closed Session only public business matters lawfully exempted from open meeting requirements of the Freedom of Information Act and only such public business matters as were identified in the motion for the Closed Session were discussed. The Team approved. 8. Upon a motion by Will Hagy, seconded by Cathy James, and carried by the CPMT members present, Action Related to Authorizations of Payment for the Procurement of Services on Behalf of Children, all cases were approved as presented or amended during closed session. Name Vote Lisette Edwards Aye Erinn Green for Dr. Lynn Clayton-Prince Aye Tracy King Aye Cathy James Aye Will Hagy Aye Danny Smith Aye Meghan Carroll Aye 9. Public Comment Period: None 10. The CPMT meeting adjourned at 10:55 a.m. The CPMT's next regular meeting will be in person May 22, 2025, at 9a-11a at the Village Building 1St Floor Conference Room. These minutes were approved at the 5/22/25 CPMT meeting with a vote of 810 oft the participating quorum. lv / - - 1 Cthypamte Powhatan CPMJ Attending Officér or Member Powhatan CPMTAttending Officer or Member 2