Tazewell County CPMT approves routine financial items, completes audit follow‑up and seeks OCS technical assistance

Lori Gates‑Addison, CPMT chairperson, convened the Tazewell County Community Policy and Management Team at 10:00 a.m. on Feb. 28, 2023 in the Training Room of the Tazewell County Department of Social Services. The team approved the Jan. 23, 2023 meeting minutes and the January 2023 financial report, and unanimously approved encumbered WRAP funds for the 2022–23 year and Safe & Stable funds for January 2023.

The Coordinator briefed members on Office of Children’s Services (OCS) Administrative Memo #23‑02 concerning SPED Wrap‑Around allocations: if a locality has no recorded expenditures in LEDRS Expenditure Category 2.h by Feb. 28, 2023, the SPED Wrap allocation will be removed effective March 1, 2023; localities may request a new allocation through the OCS WRAP Allocation tab if additional funding is needed. The Coordinator said Tazewell County has used very little or no encumbered WRAP funds.

Members reviewed a packet from OCS about a Time‑to‑Service data collection study that will document the time between receipt of a referral and CSA approval of services; the Coordinator will collect data on new referrals starting Feb. 3, 2023 and will submit required information to OCS. The group also reviewed the Local CSA Administrative Resource Survey (FY2022) and a Fiscal Impact Study on proposed private‑day special education tuition rates; the Coordinator said LEDRS service name codes will revert to their original codes following the study’s completion.

As follow‑up to OCS Audit #28‑2020, the CPMT received updated Quality Improvement Plan (QIP) documentation addressing four items: assignment of authority and responsibility (updated 1‑26‑23); contingency and disaster planning/internal control environment assessment (updated 1‑27‑23); the training worksheet QIP detail (updated 2‑01‑23); and public notification and posting of CPMT meeting agendas and packets (updated 2‑03‑23). The Coordinator provided scanned backup documents and said the completion dates on the forms reflect when CPMT tasks were completed.

Tazewell County Attorney Chase Collins told members the local DSS office currently posts meeting notifications on the agency’s front door and packets on a lobby bulletin board, with previous packets kept in a binder for review; Collins said he will contact county IT to arrange posting CPMT agendas and packets to the county website to improve public access.

Members completed sections of the Self‑Assessment Workbook (Internal Control Questionnaire and Training Worksheet). The Coordinator said CSA client files are purged every three years: 2019 cases were purged in February 2023 and 2020 cases are due to be purged later in 2023; Collins referenced the Library of Virginia records retention policy as the authority followed locally.

The Coordinator reported she currently has no designated daily backup; Fiscal Assistant Shanun Smith could coordinate agendas and sit in at meetings but could not perform daily Coordinator duties. The Coordinator said CPMT could request OCS to assign a designated backup.

Concern was raised by Jeff Brintle about the Internal Control questionnaire: "marking yes to the Internal Control questions was not an indication that he was in agreement or that he fully understood the questions," he told the group. The Coordinator responded that the workbook documents member oversight and that she uses the local policy manual and meeting backups as supporting documentation for OCS reporting.

To address financial‑management questions, members agreed to schedule a fiscal presentation with Shanun Smith, Tazewell County Fiscal Assistant, and Arlene Matney, Director of Finance. David Taylor recommended inviting OCS for Enhanced Technical Assistance and CQI/Strategic Planning training; the Coordinator said she will contact OCS to arrange the 2½‑hour CQI training and the year‑long technical assistance program.

During routine announcements the Coordinator noted HB 2018 (proposed CSA information‑sharing exceptions) did not pass, that the number of youth served in therapeutic foster care has dropped, and that DMAS's KePRO is likely to replace Magellan in November 2023.

The CPMT entered closed session to discuss foster care, CPS, Cumberland, Court Services, Tazewell County Schools cases and funding. After certification under the Virginia Freedom of Information Act (vote AYES 10, NAYS 0, ABSENT 1), the CPMT approved the cases and funding discussed in closed session and returned to open session. The Coordinator then reviewed CSA Policy Manual section 4.2 on payment and change of legal residence, noting: "The CPMT jurisdiction where the child legally resides shall be responsible for payment for the services identified in the child/family’s Individual Family Service Plan," and Attorney Collins summarized Interstate/Intercountry Placement of Children (ICPC) principles that the sending agency retains jurisdiction and financial responsibility during interstate placements.

The CPMT asked the Coordinator to contact OCS to schedule requested training and technical assistance. The meeting adjourned at 11:15 a.m.; the next meeting is scheduled for March 27, 2023 at 10:00 a.m.

Votes at a glance: approve Jan. 23, 2023 minutes (motion: Melinda Smith; second: Jeff Brintle; outcome: unanimous); approve Jan. 2023 financial report (motion: Jeff Brintle; second: David Taylor; outcome: unanimous); approve 07‑01‑2022 to 06‑30‑2023 Encumbered WRAP Funds (motion: David Taylor; second: Shanna Plaster; outcome: unanimous); approve Safe & Stable Funds Jan. FY2022‑2023 (motion: Melinda Smith; second: David Taylor; outcome: unanimous); enter closed session (motion: Melinda Smith; second: Jeff Brintle; outcome: unanimous); approve closed‑session cases/funding (motion: Jeff Brintle; second: Shanna Plaster; outcome: approved).