Albemarle CPMT Charlottesville CPMT Joint Committee Meeting Minutes Thursday November 3, 2022 Present: Katie Ralston, Tammy Johnston, Erin Callas, Misty Graves, Ryan Davidson, Ashley Marshall, Neta Davis, Jennifer Wells, Mary Stebbins, Martha Carroll, Kevin Kirst, Pattye Leslie Guest(s): Kevin Wasilewski and Robert Roach Absent: Andre Keys, Sue Moffett, Christa Galleo, Angela Bracey Quorum for Albemarle: Yes Quorum for Charlottesville: Yes Call to Order: Mary Stebbins, Albemarle Chair called the meeting to order at 9:08 A.M. Agenda Item: Review & Approval of the Agenda/ Acceptance of Consent Agenda including Minutes, Financial Reports including Foster Care Expense Reports & FAPT approved expenses Presenter: Chair Discussion/Summary: Mary asked for motion of approval Next Steps/Action(s): Misty Graves makes motion to approve minutes and financials for the city, Erin Callas seconds, Motion passed. Erin Callas makes motion to approve minutes and financials for the county, Tammy seconded, Motion passed. Agenda Item: Presentation Presenter: Kevin Wasilewski and Robert Roach Discussion/Summary: Bob Roach presents financials for the city for FY ‘22. Trend has slowed for FY ’22. There is one piece that is skewed and that’s because there were a lot of school invoices that had to be paid. Overall, the numbers dropped. There were fewer people coming into foster care during that time. Katie confirms. Year to date, we are down, except Medicaid went up. Cases down 13%. Katie asks about separating our SPED cases. Bob shows chart of expenses – SPED makes up half of expenses. Non- mandated expenses made up the least. Bob asks for any questions and then moves on to September FY ’23 – There are not a lot of expenditures in the first quarter for a few reasons. POs were not set up. Schools were getting caught up from the summer. So, numbers are still low. The city paid a little more in the first quarter compared to last year. Number of cases have leveled off. Price per case is low because they have not received stuff from the schools. Graphs are skewed because there is no SPED in the quarter. First quarter is pretty straightforward for FY ’23. Kevin Wasilewski presents FY’22 financials for Albemarle. Total cost is up 9% and net local cost is up 8% compared to last year, although number of cases is down which impacts the total cost per case. More expenditures. Foster care went down by 2% and prevention went up 2% and SPED went up 1% - slightly higher expenditure compared to previous years. The effective match rate was slightly lower than last year. Medicaid was slightly higher. In total, we went up 5%. Misty brings up curiosity around cost per case. Jennifer mentions that we must consider out of state placements, which can skew the numbers significantly. Kevin asks for any questions and then moves on to September FY ’23 - we are up 16% compared to this time last year, but we can’t really make any conclusions yet. Cases are down. But the biggest thing to take away is that we are significantly higher in local expenditures – already at $29000. Average cost per case will continue to increase as we go through the year. Local costs are up 8%. No Medicaid payments reported by the state. Next Steps/Action(s) Taken: Informational Agenda Item- FAPT Update Presenter: CSA Coordinators Discussion/Summary: Not much of an update. Jennifer mentions there are just a lot of housing requests. Katie says the same holds true for the city as well. Next Steps/Action(s) Taken: Informational Agenda Item- CSA Coordinator Update Presenter: CSA Coordinators Discussion/Summary: Katie brings up ongoing discussion surrounding the parental copay policy. There was a request sent out from the state to develop a model and Katie has volunteered to be on the state workgroup. Katie asks if we should wait to draft something until that model comes out. Ryan says it seems silly to draft something when the workgroup will be making a model at some point. Everyone agrees we should wait for the findings of the workgroup. Misty says the conversations that we’ve had gives Katie an idea of what we want. Katie also doesn’t want them to put out a model policy that doesn’t allow flexibility. Ryan asks if its going to be a strict policy or more of a general guideline. Next Steps/Action(s) Taken: Katie to share from CSA conference next month Agenda Item- Program Sub Committee Update Presenter: CSA Discussion/Summary: Program met in October and had guests come from county school, city schools, court service unit, etc. There was a discussion regarding how we can serve younger kids that are having truancy issues. They don’t want them involved in the courts at such a young age. There were a few ideas as to how to go about it. For example, having a space for nonprofits to help with resources for the families. Schools thought it might be good to have a multidisciplinary team and they asked about if our existing FAPT could staff cases in that way. FAPT numbers are down in the city. Discussed the use of non-mandated funds and it sounds like some kids would meet CHINS criteria through FAPT instead of going through the court. But the schools don’t have the capacity to do all the work for FAPT. If they can do so, then they would become mandated and they would not run the risk of running out of non-mandated funds. Schools don’t have the capacity to figure out what’s going on at home. Non- mandated funds are usually used for probation cases. We don’t want the funds sitting there and not being used. So how can we use the funds for other cases without risking all of it. You can make an argument for most kids to dip into non-mandated funds. But you can’t ask for more non-mandated funds so that makes it a little trickier. Is there a way to streamline the FAPT process for school cases? Ashley asks if there’s any idea as to why this is happening to begin with. Katie says she thinks they have some idea but its harder when their only seen at school – they don’t have the capacity to figure out what may be happening at home. What happens when non-mandated funds run out? They are eligible for Medicaid after 30 days so they try to do that if they can. Jennifer says there often a discussion with CSU as to if they can they afford it and see it all the way through with the non-mandated funds before they use them. When it’s gone, it’s gone. Kevin mentions there have been times when non-mandated funds ran out and scholarships and donations came into play to help pay for services. The Issue is the same for both city and county. Katie mentions a case of an 8-year-old where you couldn’t really tell why the kid wasn’t attending school. Neta asks if there’s enough funds to have someone that could look into it. Misty mentions a service called check and connect – seems to be effective in doing exactly that. Before covid, Region Ten did little kids, Community Attention did older kids. Neta said she would have to check with the Department to get that started again. Ashley says her curiosity lies in - Is it transportation or is it caused by other things? At the city there is one truancy worker per school… would resource fairs be beneficial? Inviting nonprofits to set up at school events might be effective. Neta brings up the point that if the kids aren’t coming to school, then they probably aren’t coming to school events. But Kevin mentions that if there’s a need that’s met, like dinner, that would make a difference. A discussion with principals about what events families actually show up for might be a good idea. Or partnering with an event where the schools are involved but not run by the schools themselves. Next Steps/Action(s) Taken: Continued discussion in next program meeting Agenda Item: OCS Communications Presenter: All Discussion/Summary: No OCS Communications Next Steps/Action(s) Taken: N/A Agenda Item: Discussion and Engagement- Chair Rotation/Succession Discussion Presenter: All Discussion/Summary: Randomized list of who goes next for chair. Mary asks for thoughts on how we might want to move forward. Next would be City Schools and CSU. City school person is new. Flip DSS and City Schools? City and County back each other up. We know ahead of time who is facilitating. Kevin says he thinks the rotation is great. Neta mentions that chairing is meaningful and you are able to learn a lot from the experience. July is the next rotation. Misty heard from the city attorney that we need to name person, title, and seat for CPMT. We don’t need to name designees. Next Steps/Action(s): Pilot rotation Agenda Item: Discussion and Engagement- How has recent community violence impacted your agency? Any recommendations for supporting staff? Presenter: All Discussion/Summary: Martha Carroll wanted to provide an update on truancy issues – She is going to report monthly about status of truancy cases. She went on to say – how do we navigate when things happen. There’s staff who know some of the victims well or some of the ones who were charged. One big question is how do we take care of staff? The other is, how do we help the community as a whole? Misty says that there haven’t been any changes as far as going out into the community, but staff knows these individuals well and are feeling as though they could have done more. They have been offering to bring meals to families. There has also been an increase in deaths by suicide as well, so we are having to cover some funeral costs, etc. Misty mentions The Women’s Initiative can do some staff wellness supports so interested in what that might entail. Staff have been doing little things like eating lunch in office spaces to be social. Agency is stress first aid trained. More training and awareness across the board. Black male achievement – steering committee provides services for supporting young black men. Next meeting bringing some youth with them to assess how they are doing and what they may need. Ashley says there is some difficulty in getting resources because there is not enough violence. There is going to be more of an emphasis at times for incidents that happen in certain areas. For example, the incident on mall vs in some neighborhoods. Police department in the county may have capacity to do more than the city. Next Steps/Action(s): N/A Agenda Item: Discussion and Engagement- Condolences for Andre Key and Family Presenter: All Discussion/Summary: Parent provider rep, Andre Key’s wife passed. Next Steps/Action(s): Sending out card Mary Stebbins, Chair for Albemarle CPMT, adjourned the meeting at: 10:30 A.M. Next scheduled meeting: December 1, 2022, at 9:00-10:30 A.M. in person meeting will be located at 5th Street County Office Building in Room 231 within Social Services area. Respectfully Submitted: Tayler Ellis