Tazewell County CPMT reviews fiscal procedures, sets vendor-contract deadline and approves case funding in closed session

The Tazewell County Community Policy and Management Team met March 27, 2023, in the Department of Social Services training room and received briefings on local fiscal procedures, contracts and quality-improvement findings before approving case funding in a closed session.

Arlene Matney, director of finance for the Tazewell County Board of Supervisors and the CPMT fiscal agent, explained the county's role as fiscal agent: annual pool allocation and budgeting, local and state match and reimbursement processes, and the approval steps for CSA pool reimbursements and supplemental allocations. Chair Lori Gates-Addison said the presentation was "very good information" and emphasized that CPMT members must understand fiscal oversight responsibilities.

Shanun Smith, Tazewell County CSA fiscal assistant, walked members through the local CSA Financial Administrative Process packet, which included step-by-step instructions on vendor contracts, the types of invoices the county processes, the roles of case managers and supervisors, and the reports used in local administration (OCS reports, LEDRS and Thomas Brothers reports). The coordinator also provided copies of the CSA Policies and Procedures Manual and highlighted relevant passages.

The CSA coordinator (not named in the record) flagged a past Tazewell County CSA self-assessment audit (Jan. 1'Dec. 31, 2019) and Attachment A summarizing six self-reported noncompliance/internal-control weaknesses; the coordinator noted specifically that CPMT had not been using the OCS Continuous Improvement Tool at least quarterly as recommended. The coordinator also confirmed enhanced technical-assistance visits by OCS consultant Courtney Sexton on May 22 (CPMT) and June 5 (FAPT).

The coordinator said she had emailed DSS Administrative Memo 23-03, which suspends QRTP designation, and that local supervisors reviewing their caseloads (George Smith, Benefits Supervisor, and Sheri Hale, FCC supervisor) reported they did not have children placed who were affected by the suspension.

Members reviewed a packet of materials including the CSA Outcome Indicators Report for FY2022 and a March 2023 CQI dashboard covering utilization and outcomes for Tazewell, Buchanan and Russell counties. The coordinator presented the Tazewell County 2023'2024 provider agreements and a list of 51 current vendors; vendors must return signed contracts, rate sheets and supporting documents by June 30, 2023 for final approval and execution by county attorney Chase Collins.

Routine business included unanimous approvals: Jeff Brintle moved to approve the Feb. 27, 2023 CPMT minutes (seconded by David Taylor) and the motion passed; Brintle also moved approval of the February financial report (seconded by Kathy Alley) and other routine fund approvals were adopted unanimously.

Chair Gates-Addison moved that the CPMT enter a closed session to discuss foster-care, CPS, Cumberland and court-services cases and the funding to be provided for services. The CPMT certified that the closed meeting complied with the Virginia Freedom of Information Act (vote recorded AYES 10, NAYS 0, ABSENT 1). After returning to open session, the CPMT approved the cases and funding discussed in closed session on a motion by Jeff Brintle, seconded by Melinda Smith. The meeting adjourned at 11:05 a.m.; the next CPMT meeting is scheduled for April 24, 2023, at 10:00 a.m.

Notes: The transcript records the fiscal presentations and several audit/CQI materials but does not name the CSA coordinator. The meeting record identifies both a Melinda Smith (Special Services, Tazewell County School Board) and a Shanun Smith (CSA fiscal assistant); references to "Ms. Smith" in the minutes were clarified in this article to match the identified speaker roles in the transcript.